Tools of the Trade

How do I calculate F&A or indirect costs (IDC)?

Information on calculating F&A or IDC.


 

How do I document the salary rate on a proposal for faculty and staff?

The backup documentation can be printed to a PDF from Banner’s NBAJOBS screen for that employee.


 

I am submitting a proposal to a sponsor. If I voluntarily cost share, my proposal will be reviewed more favorably, so can I reduce include the voluntary cost sharing?

No. According to Uniform Guidance (2 CFR 200.306), a sponsor cannot use cost sharing as a review criterion if cost sharing is not mandatory.


 

I am submitting a proposal to a sponsor. If I voluntarily reduce UAF’s F&A, my proposal will be reviewed more favorably, so can I reduce the F&A?

No. A sponsor cannot use reduced F&A as a review criterion in scoring an application. If a sponsor has a mandatory F&A rate that is lower than UAF’s federally-negotiated F&A rate for the activity, then UAF will honor that reduced rate. However, if a sponsor accepts UAF’s full F&A rate for the activity, then we must budget for the full rate. Voluntarily reducing the F&A rate in a budget is not allowed except for very extreme cases when there is a substantial benefit to UAF that outweighs the F&A recovered. It is very rarely approved.


 

I have received my award, what do I do now?

If you have received your notice of award directly from the agency in response to a proposal you submitted, please forward the documents to the OGCA general email: uaf-ogca@alaska.edu. OGCA will assign your award to a Grant and Contract Analyst (GCA) who will help you manage your award.


 

I received my Program Officer's approval, is this enough for me to move forward with the purchase(s)?

No. Depending on the agency, the program officer's approval may not be enough. A re-budget may also be required in Banner. An AwaRe form with justification should be sent to OGCA. If the program officer's approval was received in writing, it can be sent with the request as backup.


 

I work in a unit/department and I have never keyed before, where do I start?

Information on how you start is located on the Award Negotiaion, Acceptance & Setup page, under FRABUDP Keying process and Checklist.


 

It’s only a small amount of money with no overhead, so do I still need a proposal?

Yes, information regarding proposal review and endorsement can be found on the Proposal Submission page.


 

National Science Foundation (NSF) No Cost Extension (NCE) request process:

NCE requests for NSF need to be entered in Research.gov by PI:

  1. Log into Research.gov
  2. Go to Awards & Reporting
  3. Go to Notifications & Requests
  4. Click Prepare New
  5. Select No-Cost Extensions
  6. Click Go
  7. Enter NSF ID
  8. Click Prepare New
  9. Fill in the form with the necessary information.

Nation Science Foundation (NSF) requests that require PI’s entry in the Research.gov/Fastlane

Process:

  1. Log into Research.gov at https://www.research.gov
  2. Go to Awards & Reporting
  3. Go to Notifications & Requests
  4. Click Prepare New
  5. Select ______
  6. Click Go
  7. Enter NSF ID
  8. Click Prepare New
  9. Fill in the form with the necessary information.

Budget Activities

  • Additional categories of participant support costs other than those described in 2 CFR 200.75
  • Change in Person‐Months Devoted to the project
  • Pre‐award costs in Excess of 90 days
  • Reallocation of Funds Provided for Participant Support Costs
  • Rearrangement/Reconversion costs in excess of $25,000
  • Salaries of Administrative or Clerical Staff
  • Travel Costs for Dependents (UA POLICY DOES NOT ALLOW THIS ‐ SO CANNOT ASK NSF)

No‐Cost Extension

  • No‐Cost Extension (SYSTEM WILL AUTOMATICALLY DETERMINE WHETHER IT IS A GRANTEE, 1ST or 2ND NSF APPROVED NCE)

Changes in Objectives, Scope, Methodology or Significant Changes

  1. Changes in Objectives or Scope
  2. Significant Changes/Delays or Events of Unusual Interest
  3. Significant Changes in Methods/Procedures

Changes in PI/PD and co‐PI/PD

  • Long‐term Disengagement of the PI/Project Director (PD) or co‐PI/PD
    • PI/PD or co‐PI/PD Transfer from one organization to another
    • Substitute (Change) PI/PD or co‐PI/co‐PD
  • Withdrawal of PI/PD or co‐PI/PD

Other

  • Annual and Final Cost Share Notification by Recipient
  • Conflicts of Interest that cannot be satisfactorily managered, reduced or eliminated and research that proceeds without the imposition of conditions or restrictions when a conflict of interest exists
  • Subawarding, Transferring or Contracting Out part of an NSF Award

Other Request

  • These are in Fastlane not Research.gov. If you select one of these items, it will prompt you to go to Fastlane to finish the request there.

Full list with Policy References.


 

What is the F&A Under-recovery Fee (aka the 9% fee/tax, the “Frank Tax”, URF, etc.)?

The F&A Under-recovery Fee is the minimum amount of administrative costs determined to be applicable for administering a grant or contact. It is based on 9% of MTDC of the award amount, and is capped at $25,000 maximum over the life of the award. More information can be found on the  Facilities & Administrative Costs page


 

What is the requirement, for example number of hours or dollars, for emeritus employee to qualify to be a PI on a grant?

The UAF PI policy allows an emeritus faculty to submit a proposal without any special considerations. UAF Principal Investigator Eligibility Policy (PDF)


 

OGCA need to receive a proposal in order to provide a final review and approval by the sponsor’s deadline date?

The information can be found on the Submission Deadlines page, including the UAF policy on submission deadlines.


 

Where can I find helpful statistics for UAF?

Statistics including facts and figures for UAF can be found on the Facts & Figures page.


 

Where can I find institutional (boilerplate) data to help fill out a form or application?

Boilerplate data can be found on the Institutional Data page.