Oregon State University AN INTRODUCTION TO FACILITIES & ADMINISTRATIVE RATES November 2008

Outline Definition of F&A Rate calculation Definition of F&A Rate calculation How rate is calculated How rate is calculated Cost components used in the calculation Cost components used in the calculation How recovered indirect (F&A) monies are used How recovered indirect (F&A) monies are used How you fit into the process How you fit into the process Summary Summary

What are F&A Rates? Facilities & Administrative costs = F&A Facilities & Administrative costs = F&A F&A = indirect cost or overhead F&A = indirect cost or overhead F&A rate allows recovery of costs incurred for common or joint use that cannot be readily identified to a specific project F&A rate allows recovery of costs incurred for common or joint use that cannot be readily identified to a specific project The rate is applied to sponsored projects The rate is applied to sponsored projects

Federal Involvement OMB Circular A-21  Guides the F&A process  Stipulates the proposal format  Identifies allowable costs for both direct grants expenditures and indirect Rates are negotiated with the US Department of Health and Human Services (DHHS)-Division of Cost Analysis (DCA)

Indirect Costs are Assigned to 1 of 9 Cost Pools FACILITIES FACILITIES  Building Depreciation  Interest on debt  Equipment Depreciation  Operations & Maintenance  Library ADMINISTRATION ADMINISTRATION  General Administration  Departmental Administration  Sponsored Projects Administration  Student Services The Administrative Components are subject to a 26% cap The Facilities Components are not subject to a cap

F&A Cost Calculation

Computing the F&A Rates Interest; Building & Equipment Depreciation Operations and Maintenance General Administration Department Administration Sponsored Projects Administration Library Student Services Indirect Cost Pools After Cross Allocations Facilities Portion Administrative Portion Organized Sponsored Research Other Sponsored Activities Other Institutional Activities Instruction Functions MTDC Organized Sponsored Research MTDC Other Sponsored Activities Distribution Base ÷ ÷ F&A Rate = % = % Note: Distribution Base For Instruction and Other Institutional Activities Are Not Shown Since F&A Rates Are Neither Computed Nor Negotiated for These Functions

FY 2005 Proposal Components – Research Rate

How does OSU use Returned Overhead (ROH)? OSU must use some of its F&A recoveries to improve research facilities (as described in OMB A-21, Section J.14.h) OSU must use some of its F&A recoveries to improve research facilities (as described in OMB A-21, Section J.14.h)  Research facilities upkeep (BUC funds)  Research equipment (RERF fund) The remaining $s are allocated in the OSU budget process The remaining $s are allocated in the OSU budget process

How You Fit into this Process As departmental staff, you are key to OSU’s successful preparation of the next F&A rate proposal. You are involved in:  Processing payments for goods and services  Processing payroll transactions  Completion of PAR forms

Choice of Index is Important Many costs can only be identified by use of indexes with specific Program or Org Codes. Example : Salary and travel account codes are not unique to any cost pool ( numerator ) or function ( denominator ). These costs must be placed in the proper index to correctly identify their purpose.

Choice of Index The function or purpose of an expense should dictate where the cost is recorded. Example : A department chair wants to charge travel to an FSxxxx Foundation-reimbursable index. What is the purpose of the travel? Administration related? Administration related? Instructional support? Instructional support? Fund raising, alumni, lobbying? Fund raising, alumni, lobbying?

How Program Codes Relate to F&A Rates Building & Equipment Depreciation Operations and Maintenance General Administration Department Administration Sponsored Projects Administration Library Student Services Indirect Cost Pools (Numerator) Facilities Portion Administrative Portion Organized Sponsored Research Other Sponsored Activities Other Institutional Activities Instruction Functions (Denominator) 4xxxx – Auxiliaries – Services/Testing Unallowable Expenses 01100—Instruction 11xxx – Ag. Ex. Sta. Res – FRL – Other CIPs 15xxx – Spon. Res. 17xxx – Cost Share, Res. 5xxxx – O&M – Facil. Maintenance – Dept. Aca. Support – Ag. Exp. Sta. Admin , – Dean’s Office 18xxx – Other Spon. Act.

Non-financial Activities You may be involved in:  Space Study – winter ‘09 ( appropriate coding of space is critical )  Equipment Inventory - FY09 ( identification of equipment location and condition is critical ) ( identification of equipment location and condition is critical )

F&A Rates of Peer Institutions InstitutionRateInstitutionRate Cornell Univ Purdue Univ Univ. Arizona 51.0 Ohio State Univ Michigan State Univ Univ. of Illinois 58.5 Univ. Cal., Davis 48.5 Texas A&M Univ Univ. Wisconsin 48.5 Oregon State Univ. 46.2

The Next Proposal The proposal will be based on FY09 financial data ( July 2008 – June 2009 ) The proposal will be based on FY09 financial data ( July 2008 – June 2009 ) OSU will start the F&A rate proposal at the close of FY09 ( Aug 2009 ) OSU will start the F&A rate proposal at the close of FY09 ( Aug 2009 ) A new rate agreement should be negotiated in the spring or early summer of 2010 A new rate agreement should be negotiated in the spring or early summer of 2010

Thanks for Your Efforts—It Can’t Be Done Without You! Questions? Contact – Karen Steele or Charlotte Rooks 75422