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GIM 13 Supplement: A Primer on Facilities and Administrative Costs

UNIVERSITY OF WASHINGTON

Office of Research
Office of Sponsored Programs

GRANTS INFORMATION MEMORANDUM 13

November 17, 2011

Primer Index

6. What is the administrative process for negotiating the final F&A cost rate?

Once the F&A cost information is assembled and appropriately documented, it is submitted to the Department of Health and Human Services (DHHS), which is the University's cognizant federal agency. DHHS negotiators from the Division of Cost Allocation for Region IX (in San Francisco) make their own evaluation of the materials submitted and seek to negotiate downward some of the costs included in the pools.

For the 1995 fiscal year, University documentation supported a rate of 57% for on-campus research. After extended negotiations with DHHS, the University acceded to final rates of 48.5% for 1997 and 51% for both 1998 and 1999, and 52% for the years 2000 through 2002. Subsequently, a rate extension of 51.6% was negotiated for 2003 and 2004. These are the current on-campus research rates--the maximum rate which the University is permitted to charge federal grants and contracts for the fiscal year specified. Another (lower) rate is established for off-campus research, for which some of the underlying costs such as building rental are charged directly to the grant and not borne as an F&A cost by the University. As has already been noted, the Federal government imposes selective restrictions on the F&A costs attributed to certain grants, such as the 8% rate on many training grants.