Recharge Proposal Checklist

Slides

Services and Rate Calculations

  • Recharge service(s) are fully identified and described
  • Rate assumptions are attached and are clear adequately

External Revenue

  • A waiver for collection of F&A has been requested and approved (include documentation in file); note in letter
  • Proposal provides for collection of F&A on external revenue of 26%
  • Overhead Base Code “L” (OHBCL) has been assigned
  • Confirm that external revenue has been deposited in the appropriate account (i.e. 42105-Educational-product/svc sales, 42106 - Educat-product/svc-F&A waived)

User Committee (If Plan is Greater than $500,000)

  • A user committee has been identified with a member list provided
  • Proposal includes documentation that the user committee has approved the rates

Expenditure Projections

  • Costs appear reasonable in relation to proposed work scope
  • Levels of personnel support appear reasonable in relation to proposed work scope
  • Salary, benefits, and FTE are calculated correctly
  • Personnel costs are documented by name, title, percent effort, and annual salary
  • Expenditures are listed with sufficient account detail
  • A-21 unallowable expenditures are not included (see list)

A-21 Unallowable Costs

  • Equipment purchases >$5,000
  • Capitalized space renovations or improvements
  • Rent, utilities, custodial, or occupancy costs for University-owned space
  • Mail stop, phone lines, (except fax recharges), phone tolls and LD (tolls and LD allowable if
    directly related to goods/services provided)
  • Gifts, charitable contributions, and political contributions
  • Memberships
  • Administrative support salaries unless effort is directly related to administrative services necessary to support the recharge activity
  • Decorations
  • STIP expense
  • Fines or penalties
  • Travel unless directly related to services necessary to support the recharge activity
  • Advertising expense
  • Any expense already paid by the Federal Government

Generally unallowable expenses approved (including justification)

Equipment Depreciation

  • Equipment/renovation depreciation schedule(s) are included in the proposal
  • Equipment purchased in 2013-14 has not BEGUN to be depreciated on the recharge (already counted in the 2013-14 F&A Rate Proposal)
  • Equipment/renovation depreciation schedule(s) has been added to the tracking worksheet
  • Equipment Useful Life matches OP’s Useful Life Schedule
  • Future annual budgeted depreciation included for multi-year approvals

Working Capital

  • Working Capital is not more than 16.6% of budgeted expense

Liens

  • Liens are included in the carry forward balance or in the current cost pool for rate calculation

Subsidies (If Budgeted)

  • Subsidy has been entered into the database record
  • Supporting documentation of federals subsidy or program income activity

Prior Year Fund Balances (Renewals only)

  • Prior year balance as a % of proposed expense: _____%
  • If greater than 8.3% (excluding working capital for surplus balances), list issue(s): -______________
  • Prior year balances are reflected accurately in rate calculation(s)
  • If prior year balance includes STIP expense, it is not included in the budget and the dept will be advised to move it
  • If prior year balance includes STIP income, it is included as a reduction to expense
  • Review prior year approval letter for any stipulations

Overall Budget

  • Fund balances match the ledger (adjusted for transfer of STIP expense and/or other adjustments)
  • The budget breaks even

Approval Letter Checklist

  • Annual plan
  • Prior Year surplus/deficit
  • Planned working capital
  • If prior year balance was > 8.3% of budgeted revenue, caution department regarding validity of business plan
  • Project ID(s) requested and end dates updated
  • UBIT Questionnaire attached (for new rates with external revenue is > 5% and/or $1,000)
  • Subsidy application, amount and source
  • CC Government & Business Contracts Unit in Approval Letter (if applicable)

Approval Checklist

  • Date last recharge revenue collected __________
  • Reconciliation of the fund balance is clear, logical and adequately detailed
  • Treatment of Deficit - charge to discretionary fund source __________
  • Treatment of Surplus - (case by case - advise department to credit users) ___________
  • Check for existence of reserve fund(s) and treatment of balance(s)
  • Recharge project(s) have been marked “inactive”