Ordering Telecommunications Services on a Sponsored Project

• Description/Definition
• PI/Staff Procedures
• Regulations
• Contacts

Description/Definition:

UW Communication Technologies (ComTech) supplies virtually all telecommunications equipment and service for use by University departments. Phones, Pagers, Data Cabling, Voice Mail, Cable TV, and Long Distance are just some of the services they provide.

Telecommunications costs are difficult to identify exclusively with one grant or contract and are normally charged initially to state-funded budgets and recovered through Facilities & Administrative costs. Occasionally, a sponsored project requires extensive telecommunications services which might be directly charged to that project.

For on-campus grants including Harborview, the Primate Center, and multiple location awards, the service must be used exclusively for the project. For Federal awards, unlike circumstances also must exist in order for these telecommunication services to be charged directly to a grant or contract budget. By definition, unlike circumstances exist when costs are:

• above the normal level for services or items required for a project
• for technical expertise or items not otherwise needed by the department

If unlike circumstances exist, the cost:

• must be included in the proposal and
• the unlike circumstances justified to the sponsor

If the need to charge telecommunications expenses directly to the grant is not identified until after the award is funded:

• NIH, NSF & ONR awards: Documentation of the unlike circumstances must be maintained in the department's grant file.
• All other Federal sponsors:
  • Prepare a written request to charge these types of expenses, along with a justification of unlike circumstances
  • Obtain concurrence from Office of Sponsored Programs
  • Submit the above to the sponsor

Examples of Exclusive Use and Unlike Circumstances:

Items used only for this grant:

• Pager for researcher to be contacted when tissue samples are ready
• 1-(800) line for study participants to contact researchers regarding a study
• Participation in videoconference that shares information specifically about a research study
• Voice mail for study participants to leave confidential messages

PI/Staff Procedures:

The Department:

1. Confirms allowability and compliance with sponsor rules, Circular A-21, and Cost Accounting Standards.
2. Checks to see if a budget needs to meet exclusive use and unlike circumstances requirements:
1. Log into online Financial Accounting System (FIN) Main Menu (for information about the online systems, see guide to Using Online Systems)
2. Select option 5 (Financial Index Inquiry)
3. Select option 2 (Budget Number Index)
4. Type in budget number and select action 3
5. Find On-Off Campus code (it's located in the middle of the screen)
6. Check the code in the Location Code Table
3. Ensures the service is used exclusively for the project and, if it is a Federal award, that unlike circumstances exist if the grant or contract budget is:
• on campus
• at Harborview Medical Center (HMC)
• at Primate Center
• at two or more physical locations

Note:


• Exclusive use and unlike circumstances do not apply to:
  • Clinical Medicine budgets (budget type 05/52)
  • Royalty Research budgets (budget type 05/57)
  • Gift budgets (06)

4. Contacts ComTech to initiate Telecommunications service.

Regulations

• Circular A-21: Cost Principles for Educational Institutions
• Cost Accounting Standards

Contacts

See the Grant and Contract Accounting contact list.

Grant and Contract Accounting
A Department of Financial Management
gcaques@u.washington.edu
Modified: September 22, 2006