Recharge Proposal Checklist
Use this checklist to review recharge proposals for completeness before submitting them to Recharge Review.
Services and Rate Calculation |
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| Recharge service(s) are fully identified and described |
| Rate assumptions are attached and are adequately clear |
External Revenue (if applicable) |
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| The proposal provides for the collection of F&A on external revenue at 33% (2026-27) and 39.5% (effective July 1, 2027). |
| 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 annual plan is greater than or equal to $500,000) |
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| A user committee has been identified with a member list provided |
| Proposal includes documentation that the user committee has endorsed the rates |
Expenditure Projections |
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| Costs appear to be reasonable in relation to proposed work scope |
| Levels of personnel support appear to be reasonable in relation to proposed work scope |
| Salary, benefits and FTE are calculated correctly |
| Personnel costs are documented by name, title, % effort and annual salary |
| Expenditures are listed in sufficient Account detail |
| A21 unallowable expenditures are not included (see list below) |
A21 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, 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
Expenditure Projections |
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| Justification to support the inclusion of generally unallowable expenses in the plan |
Equipment Depreciation (If Budgeted) |
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| Equipment/renovation depreciation schedule(s) are included in the proposal |
| Equipment purchased before December 31, 2023 has not begun to be depreciated on the recharge (already counted in the 2023-24 F&A Rate Proposal) |
| Equipment Useful Life matches OP’s Useful Life Schedule |
| Future annual budgeted depreciation included for multi-year approvals |
Working Capital (if budgeted) |
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| Working Capital is not more than 16.7% of budgeted expense |
Liens |
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| Liens are included in the carry-forward balance or in the current cost pool for rate calculation |
Subsidies (if budgeted) |
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| Subsidy has been entered into the database record |
| Supporting documentation of federal subsidy or program income activity |
Prior Year Fund Balances (Renewals only) |
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| Prior year balance as a % of proposed expense: ______% |
| If greater than 16.7% (excluding working capital for surplus balances), list issue(s): __________________________ |
| Prior year balances are reflected accurately in rate calculation(s) |
| Review prior year approval letter for any stipulations |
Overall Budget |
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| Fund balances match the ledger (adjusted for transfer unallowable expenses and/or other adjustments) |
| The budget breaks even |