Contracts and Grants Guidelines for Faculty Compensation (FCW) 2012-2013

Contracts and Grants Guidelines for Faculty Compensation (FCW) 2015 to 2016 :

 Please ensure you put the correct, full accounting unit (FAU)  Please ensure that the FAU will be active one for next fiscal year and that it is not expired

Budget and Project periods:

 Please review the budget and project periods. Review award synopsis and sponsor NOGA for this data and approved funding to cover the next year. Also reviewed amount of salary and effort proposed at the time of proposal submission. Ex. If project period ends prior to the end of next fiscal year (6/30/15) then you must only allocate Faculty’s salary up to that project end date. Ex. Project period end date 9//30/14 – then salary can only be put in up to that end date.

No Cost Time Extensions (NCTE):

 If you are projecting that your faculty will be putting a NCTE through on a certain FAU/grant/contract, then please note this in comment section: Please ensure that there will be sufficient funds to cover that extension. (Please see comments below in regards to balances/available funds).

Sub-awards, add’l funding and extension of budget/project period:

 If your award is a sub-award and there is a sponsor and primary sponsor involved written approval is needed from the sponsor. Ex. Your faculty is receiving funding from Univ. of Texas and Univ. of Texas is receiving their funding from NIH. Approval from Univ. of Texas is needed as they in turn will most likely have to have request an extension from NIH as well. This written approval must be submitted to your fund manager to be attached to the hard copy FCW.

Sufficient Funding sources:

 Please note: FCW worksheet only pertains to faculty salary not benefits …

 However, please make sure the FAU can cover benefits, next year’s increases in those costs, TIFF and Ins/Liabilities (Ins. & Liab. Apply to private grants/contracts). This is especially important for awards under a NCTE (No Cost Time Extension) as no new $ has been added to the FAU just the budget/project end date has been extended.

Restricted funding:

 Cannot use funding that is awarded for a particular, restricted purpose such restricted supplemental funding unless restriction approval release is received from sponsor.

 Review Sponsor’s NOGA in regards to restrictions on amount of salary/benefits to be charged, RE: State, County and Private awards - if they contain such restrictions.

 IPAs (Interpersonnel Agreement Awards) can only pay assigned Faculty monthly/annual amount approved by the VA.

 Clinical Trials/anticipated funding based on patients seen, clinic visits, etc. cannot be used as a funding source for your faculty. Sufficient funds must be invoiced and received currently for the FAU to be used FCW process.

Types of Contracts and Grants which cannot have Faculty’s Salaries charge to them:

 Contracts or Grants that are strictly for Conferences, equipment, etc.

 Training Grants (T32s) and Fellowship Grants (F32, F31), etc.

 IPAs – only intended to pay faculty the VA has awarded funds to.

 K-Awards: Mentors on K-Awards cannot have their salaries charged to such a grant, only faculty that is receiving the award. Please note: If your Faculty has a K-ward he/she must have 75% effort per the terms & conditions of such an award. Less effort must be approved by NIH.

Pending Awards:

 Pending awards cannot be used as funding sources as they are “PENDING” Awards and there is no guarantee they will be funded. All funding indicated on FCW in the Contracts and Grants section must be actual, awarded dollars.

 Grant/Contracts are not to be used as a PLACEHOLDER in anticipation of a pending proposals or renewals.

Continuation years/Additional funding and additional years:

If additional funding/additional years are not indicated on sponsor’s NOGA then written approval from sponsor indicating extension of project period/additional year and actual anticipated dollars must be obtain from sponsor and forwarded on to your fund manager to be attached to the approved, hard-copy FCW.

Cap Rate:

 Current NIH Cap rate: is $183,300. as of 1/11/15. If this rate applies to you C&G award must indicate # 28 in CAP Column. Please note: Some private and state funding agencies are using this rate so must read sponsor’s NOGA.

 If a FAU/Contract Grant does not have any Cap Rate associated with it then please indicate NA.

 There are private sponsors and some state sponsors that have a set Salary CAP, please be aware of this and note this in comment section. Ex. National Multiple Sclerosis Society’s CAP rate is $199,700. From their website: Salary Cap: The Society will not pay pro-rated salaries that exceed $199,700. CAP code 22

CIRM awards, State funded awards – Salary CAP is $230,000.00 7/1/14 to 6/30/15 Cap code 27 Simons Fdn. Salary CAP $179,700, Cap code 24

CAP RATES AND CORRESPONDING LETTERS ON FCW FORM:

Please note: Boston has updated the on-line FCW so that the actual CAP # can be put on form. Prior to this we had designated letters. Please see spread sheet with CAP rates and their corresponding #’s.

IDT’s – Interdepartmental transfers:

 If indicating an FAU that is a transfer from another P.I.’s grant, email approval must obtain from the main P.I./owner of grant; that he/she plans to provide funds to the Faculty for the coming year.

Effort Reporting:

 If FAU is Federal funded or Federal Prime please note the Effort reporting will be involved.

Type Column: Funding Sponsor Type Explanations (Apply to Sections 1& 2) *** Under C&G 2A -- Fed C&G-NIH/ADAMHA 2B -- Fed C&G-Other Agencies 3A -- Private-Contracts & Grants 5A -- Local Gov't--L.A. Co. Agmt-Harbor 5B -- Local Gov't--L.A. Co. Agmt-OL VW 5C -- Local Gov't--L.A. State Agmt 5D -- Local Gov't--L.A. State Other

Status: Various Codes to be used below for Status of Contract/Grant: Status of Contract and Grants C= Continuation R= Renewal E= No Cost extension

If you or your Faculty have any questions on C&G funds please contact and/or meet with your fund manager to discuss.