Every sponsored project at the University has its own specific terms and conditions.
If rebudgeting must occur, two specific terms and conditions must be considered: the facilities and
administrative (F&A) rate, and the budget categories of expenses that are exempt from F&A recovery.
Rebudgeting between exempt and non-exempt budget categories (Account ChartFields) requires
an F&A cost adjustment. Examples of common exempt budget categories are equipment, graduate
student fringe, and subawards.
Sponsors may have limits on how much funding can be shifted among budget categories or which
categories can be rebudgeted. A sponsor may not even allow rebudgeting. Thus, all appropriate
approvals must be obtained before rebudgeting can be done in the financial system. Certified
Approvers must review/approve all rebudgeting requests. In addition, some situations may require the
sponsor’s or a SPA grant administrator’s approvals.The following job aid
The University expects external sponsors to pay the actual costs of conducting a sponsored project. These costs include both the direct and the indirect, or facilities and administrative cost, obligations incurred by the University in the conduct of a project. The direct costs, that is, those costs that are clearly identified with and benefit a specific research project, include salaries, fringe benefits, equipment, supplies, travel and other expenses. The facilities and administrative costs are those institutional research infrastructure costs that cannot be readily attributed to an individual project or monitored on an individual basis and include building and equipment use, operations, maintenance and utilities, general, departmental and sponsored projects administration, library, and capital improvements. Each sponsored project is expected to pay its proportional share of these research infrastructure costs. This payment is based on the facilities and administrative cost rate that is negotiated annually (or multiple years) between the University and the U.S. Department of Health and Human Services. Since the facilities and administrative cost rate is based on the level of existing facilities and administrative costs associated with research, the facilities and administrative cost income received by the University (and all other institutions of higher education) is a reimbursement for actual costs incurred. All research project budgets should include facilities and administrative costs as determined by this federally negotiated facilities and administrative cost rate. Exceptions to this policy may be considered if the sponsor has an established, written policy applicable to all potential proposers which deviates from these rates. All deviations are subject to UT Austin administrative approval in advance.
The following job aids may help in determining the calculations.
Rebudgeting and F& A Adjustments Job Aid
Indirect Cost Calculation Worksheet.pdf
The standard formula is X +RX = Y where
X = amount not exempt from overhead costs (ex: maintenance)
Y = amount exempt from overhead costs (ex: Supplies)
R = overhead cost rate
In define, go to GB1 to find the OH (Overhead or F&AOverhead (OH) Rate in the bottom right corner.
Examples:
- Transferring an amount plus overhead
...
Formula
Total Allocation(AL) : $43,994
Nonallowable costss: 5450
Total Allocation minus nonallowable costs = (A): 43994-5450 = 38544
Indirect cost rate (R): .05 or 5%
Formula: (R)(A)/1+R (.05)(38544)/1.05
Allowable indirect cost: 1835
used when transfering money out of accounts that do earn overhead into accounts that do not:
...
- from funds not subject to OH recovery to funds subject to OH recovery when overhead needs to be determined.
In this example, transferring from maintenance a total of $5000 to supplies with an undetermined amount needing to also be transferred from maintenance to the OH account.
OH Rate: .485 or 48.5% R
Amount to transfer to supplies: $5,000 X
Transfer from equipment: ($5,000 x .485) = $7,425 Y
Transfer to OH account: ($5000 X .485) = $2,425 RX
- Balance of $5,000 goes to supplies. X +RX = Y
2. Transferring a maximum amount from funds not subject to OH recovery to funds subject to OH recovery.
In this example, transferring $5000 from maintenance to a combination of supplies and OH and determining how much to move to each account.
OH Rate: .485 or 48.5% R
Amount to transfer not to exceed: $5,000 (supplies and indirect costs combined) Y
Transfer from maintenance to supply account: $5,000/1.485 = $3367 X
Transfer from maintenance to indirect cost account: $3367 x .485 = $1,633 RX
Total transferred: $5,000 Y
Y = X/(1+R)
3. Moving a specified maximum amount from a source subject to OH recovery to a an account that is not subject to OH recovery.
In this example, moving $5000 from supplies to equipment with a portion taken out of the $5,000 for indirect costs.
F&A (or OH) Rate: .485 or 48.5% R
Amount to transfer to supplies: $5,000 Y
Transfer from funding account to supply account: $5,000/1.485 = $3367 X
Transfer from indirect cost account: $3367*.485 = $1,633
Total transferred: $5,000
Y*(1+R) = X
4. Moving a specified amount from a source subject to OH recovery to a an account that is not subject to OH recovery.
In this example $5000 is to be moved from supplies to maintenance.
F&A (or OH) Rate: .485 or 48.5% R
Amount to transfer from supplies: $5,000 X
Transfer to maintenance: $5,000/1.485 = $3367 Y
Transfer to indirect cost account: $3367 x .485 = $1,633
Total transferred: $5,000
Y= X/(1+R)