Tag Archives: F&A

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The value of the Facilities and Administrative (F&A) line for a period or the summary column is equal to the Amount Subject to Facilities and Administrative times the F&A rate.

The global F&A rate is determined in step 3 of the budget setup. You can edit it on the F&A tab.

You can change the F&A rate for a single period by clicking the value in that period’s column. Note: The new F&A rate will only apply to that specific period.

The field values displayed at the top of the modal are the ones chosen in step 3 of the budget setup, or as modified on the Properties or F&A tab pages.

  • Sponsor Name
  • Flow Through Sponsor
  • Institutional Activity Category
  • Location
  • Specific Funding Mechanism
  • Base Type

Click on the expansion triangle to open the F&A section at the bottom of the modal to see the following fields:

  • Period Rate is Custom: When you enter a rate in the F&A Rate field that is different from the global rate, this box will display as checked to indicate that a custom rate applies to this specific period.
  • Justification for Custom Rate: This field is required when you specify a rate other than the global rate.
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The F&A tab is where you determine the Facilities and Administrative rate for your budget.

This section is part of Step 3 of the budget creation wizard, and displays after you select Get Rate. After the setup for a budget is complete, this page can be accessed from the budget worksheet by clicking on the F&A tab. If you wish to change the F&A rate, you will need to re-select the criteria.

F&A tab rates and base

If you don’t need to change the rate or base type, select Next to move to Step 4: Access.

This section displays the following values and links:

Standard First Period F&A Rate

The rate is calculated based on the start date for your first budget period and the information in the Funding Details section (sponsor/flow-through sponsor, institutional activity category, location, and specific funding mechanism).

To see the rate applied to each period of your budget, click on the View F&A Rate for each period link.

standard F&A rate

For more information on F&A rates, see GIM 13 Facilities and Administrative (F&A) Rates  and the Institutional Facts and Rates page.

Base Type

The Base Type is based on the information you provide in the Funding Details section. Possible Base Types include:

  • Salary and Wages (S&W)
  • Total Direct Cost (TDC)
  • Modified Total Direct Cost (MTDC)
  • Total Direct Cost less Equipment & Tuition (TDC less E&T)
  • Custom: This is a preparer-defined budget category

When you select a custom base type then you must provide a justification and identify the object codes to which the custom F&A rate should be applied. The F&A rate will be applied to these budget categories only.

Change the F&A Rate or Base Type?

Click this link when you want to create a custom F&A rate or modify the object codes included in the base type.

To use a custom F&A rate or base for your budget, you must submit a justification. Acceptance of non-standard rates is at the discretion of the Executive Director, Office of Sponsored Programs.

To learn about using custom F&A rates and base types, see F&A Tab: Custom F&A Rates and Base Types.

Refresh Rate

Click this link to update the F&A rate for all your budget periods. The start date of each budget period and the Funding Details are used to determine the F&A rate that applies to that period. Refresh Rate will overwrite any custom F&A rate information you have entered.

Display Object Codes

Click the Show F&A object codes link to view the object codes included in your F&A Base.

Note: if you are creating a custom base, see F&A Tab: Custom F&A Rates and Base Types.

F&A tab show objects codes

This section lists the Object Codes, and indicates which ones are included in the Facilities & Administrative Base by a green checkmark. Click on any object code description to display its sub-object codes.  Use the large, green plus (+) and minus (-) buttons to expand and contract all of the object codes.

Click on the Hide F&A object codes link at the bottom of the section to close it.

For more information, see GIM 23 Sponsored Program Costing Policy.

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The F&A page is where you determine the Facilities and Administrative rate for your budget.

This is part of Step 3 in the budget creation wizard. After the setup for a budget is complete, this page can be accessed from the budget worksheet by clicking on the F&A tab. If you wish to change the F&A rate, you will need to re-select the criteria.

The F&A rate, also referred to as “indirect cost,” is based on four criteria: sponsor, institutional activity category, location, and, if relevant, a specific funding mechanism.

budget_fa_tab_funding_details_section

Field Description
Sponsor Name Since the sponsor, and the optional flow-through sponsor, is one of the criteria for calculating the F&A Rate, they are displayed here for reference.

The Flow Through Sponsor, if there is one, is identified in the first step of the budget creation wizard, which corresponds to the Properties tab.

Institutional Activity Category You must choose one of the following funding types. See GIM 13: Activity Types for definitions.

  • Organized Research
  • Instruction
  • Other Sponsored Activities
Location Select one of the following options from the drop-down menu:

  • APL
  • Harborview Medical Center
  • Lake Union Campus
  • Off Campus
  • On Campus
Specific Funding Mechanism If appropriate, select one of the following options from the drop-down menu:

  • Industry Sponsored Clinical Trial
  • K and T Awards
  • Regional Primate Ctr – Core Grant
  • Regional Primate Ctr – Non-Core Grant
  • Regional Primate Ctr – Non-Federal Other
  • Research Vessels
Get Rate button After you have entered the required values for funding details, click this button to establish the F&A rate for each period of your project and the base type.

If a custom rate is necessary, you will be able to specify this later. You can also use sub-budgets to set up multiples rates.

Once you select Get Rate, the Funding Details will display read-only values , with a link to Change the Funding Details?.

In addition, the Facility & Administrative Rates and Base section will display.

budget_fa_tab_funding_details_section_2

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This section indicates the specific object, and sub-object, codes that are included in the F&A base being used. Budget values for this period will display for included object codes. The Amount Subject to Base, Base & Rate, and Total F&A values for this period are also displayed.

Use the plus sign (+) to fully expand the list and display all of the sub-object codes. The minus sign (-) will contract the entire list. You can expand, and then contract, an individual object code by clicking on it.