Policies
Beginning June 21st, 2010, changes will be implemented for the Formula Grant (Hatch, Hatch Multistate, McIntire-Stennis, and Animal Health) programs. View the attachment for all changes for receipts and re-budgets.
The following Formula Grants Policy Table is available in a printable document.************************
Effective October 1, 2010
Please be aware that at times, the Wisconsin Agricultural Experiment Station (WAES) may allow a Principle Investigator (PI) to expend funds prior to the official USDA CRIS project approval. In the event that the proposal is not approved by USDA CRIS, any expenditures that were incurred to date would be the responsibility of the PI and would need to be transferred to an unrestricted funding source immediately.
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| COST | POLICY | COMMENT |
|---|---|---|
| Appointments |
• Project Assistants, Post-Doc Appointments, and Technicians are typically unallowable on Formula grants. • Faculty or Academic Staff appointments are unallowable on Animal Health grants. |
If an individual is being paid on a Formula Funded project, the individual MUST be working on the project. Justifications may be requested at any time. |
| Binding (Thesis) |
• Unallowable cost |
|
| Books | • Typically unallowable cost | Requests to purchase research books will require a strong justification. Requests with justifications must be submitted to Angela Seitler at waes@cals.wisc.edu for prior approval and include identification of matching funds for the purchase (amount and Fund-Project number of matching funds must be provided). |
| Capital Equipment $5,000 and over |
• Prior Approval Necessary from WAES
• See RSP definition of “equipment” • Equipment purchases in the last year of a project are unallowable. |
Requests should be sent by email to Angie Seitler at waes@cals.wisc.edu. The email should include a request to rebudget with justification and identification of matching funds for the purchase (amount and fund-account number of matching funds must be provided). Equipment purchases cannot be made in the last year of a project. |
| Carryover of Unobligated Funds | • Carryover of unobligated funds unallowable for Formula Grant awards. | |
Change in Scope/Objectives |
• Prior Approval Necessary from USDA | Letter must be initiated by PI, signed by PI and department chair, and submitted to Angie Seitler at waes@cals.wisc.edu. |
| Change in PI | • Prior Approval Necessary from USDA | Letter must be initiated by PI, have PI, and department chair signature, and submitted to Angie Seitler at waes@cals.wisc.edu. |
| Computer Access Charges |
• Unallowable cost |
Access charges for daily operations is unallowable. Exceptions must be reviewed and approved by Angie Seitler at waes@cals.wisc.edu or designee prior to incurring the charge. |
| Computer/Printer Purchases |
•One computer and printer over the life of a project is required to conduct the research is allowable. •Formula funding can be used to fund up to one-half the purchase price. •Computer/printer purchases are unallowable in the last year of a project •Maximum cost to Formula Grant is 50% of total purchase price. |
Angie Seitler and/or designee must approve all requests to use Formula funding to purchase computers/printers. The request should be sent by email to Jennifer Pang at waes@cals.wisc.edu. The email should include a justification of need, a request to rebudget if required, and identification of matching funds for the purchase (amount and Fund-Project number of matching funds must be provided). Upon approval, a requisition can be processed. |
| Computer/Printer Accessory Purchases |
• Unallowable cost | If these items are crucial to carry out the project, a request with strong justification should be sent by email to Angela Seitler at waes@cals.wisc.edu. A general list of these types of accessories are, but not limited to: software, memory (RAM), hard drives, DVD burners, and projectors. Projector requests must provide identification of matching funds for the purchase. |
| Copy Costs | • A maximum of $400/year is allowable for research related copy costs (debit cards, copy chargebacks). | If there is a need to exceed the maximum, a request and justification must be submitted to Angela Seitler at waes@cals.wisc.edu for approval prior to exceeding the maximum. |
| Equipment under $5,000 |
• Prior Approval Necessary from WAES • See RSP definition of “equipment” • Equipment purchases in the last year of a project are unallowable. |
The request should be sent by email to Angie Seitler at waes@cals.wisc.edu. The email should include identification of matching funds for the purchase (amount and fund-account number of matching funds must be provided). |
| Human Subject Incentive Payments |
• Unallowable Cost | Publication/Distribution Costs | • Publication and distribution costs that are a direct result of a project are allowable. | Expenses associated with providing editorial assistance are considered legitimate publication costs. See “Formula Grants FAQs” for required USDA support acknowledgement and disclaimer to be used in all publications |
| Purchasing Card/Direct Charges |
• Purchasing card and direct charges are allowable if detailed documentation can be provided which includes dates of service, item description, and cost. | Submit to Jennifer Pang, 240B Agricultural Hall, for review and approval if allowable. |
| Rebudgets
See the new rules at the top of this page.↑ Policy Table Top |
• Prior Approval required • Written justification required• Fringes & Capital Exercise rebudget not allowed to other categories |
Up to 2 months of Research Assistant annual salary only to supplies, student hourly wages and/or travel. Rebudget allowable between Student Hourly labor, Supplies, and/or Travel. |
| Research Assistant Appointments |
• Up to one 50% Research Assistant per month allowed • Prior Approval Necessary for deviations |
Unused RA salary savings and associated fringe benefits will be pulled back to the Research Division’s administrative control on a quarterly basis. Exceptions must be made in writing to Angie Seitler at waes@cals.wisc.edu with justification by the principal investigator. Expenditures may not be made until approved by the Research Division. Requests to rebudget the RA salary to supplies, student hourly, and/or travel will only be granted for 2 months of a year’s time. The associated fringe benefits will be pulled back to the WAES and will not be rebudgeted to another category when moving RA salary. |
| Research Related Supplies | • General office supplies are unallowable expenses (unless related to direct research costs approved in the original proposal). | If there is a need to exceed the maximum, a request and justification must be submitted to Angela Seitler at waes@cals.wisc.edu for approval prior to exceeding the maximum. |
| Subscriptions or Memberships |
• Unallowable • Subscription costs directly related to the research when the subscription provides datasets available only to subscribers may be allowed. • Professional memberships are not allowed unless they are coupled with a subscription that provides datasets and which does not allow a subscription purchase without membership. |
Requests with justifications for subscriptions and memberships must be submitted to Angela Seitler at waes@cals.wisc.edu for review and approval if allowable. |
| Telephone or Communications Charges |
• ONLY telephone charges relating to the Formula Grant are allowable. • All other types of local telephone and yearly line rental cost are unallowable and should be treated as and indirect cost (overhead, F&A), per OMB Circular A-21 guideline F.6.b.(3) and J.18.a (4). |
Allocated telephone charges must be processed via a non-salary payment transfer request and a copy of the phone bill with the telephone calls relating to the project highlighted.The transfer form and attachments must be submitted to Jennifer Pang, 240D Agricultural Hall, for approval/processing. |
| Travel |
• Travel for data collection is allowable. • Multi-state travel is allowable for appointed WI representative. |
Justification of the travel will be required when submitting receipts for review and approval. Substitute WI representative for Multi-state travel requires prior written approval by Angie Seitler at waes@cals.wisc.edu or designee. |
| Tuition Remission | • Unallowable cost | |
| Vehicle Maintenance and Repair Costs |
• Usually unallowable cost |
Requests for vehicle maintenance and repair cost will require a strong justification. Requests with justifications must be submitted to Angela Seitler at waes@cals.wisc.edu for prior approval. |