FY 2013 Facilities & Administrative (F&A) Base Year Update MRAM – November 2012

FY 2013 Facilities & Administrative (F&A) Base Year Update

MRAM – November 2012

Management Accounting and AnalysisA Division of Financial Management within Finance and Facilities

November 2012

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Overview

• Current F&A Proposal Process and Schedule• Role of Campus Units

– Space Inventory– Budget Classification (Cost Pools)– Tracking Non-reimbursable Costs– Tracking Lab Occupants

• Tools and Training• Questions and Contacts

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Schedule

The next F&A rate proposal is scheduled to be submitted to DHHS in Spring 2014.

The proposal is based on costs incurred during

the fiscal year July 1, 2012, through June 30, 2013,

our “base year”.

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Facilities and Administrative Rate ProposalProject Life Cycle

Initiation Develop project plan and budgetForm key campus advisory committees

Scope

Planning

Implementation

Control

Close

Assess and address pre-base year opportunities and risks

Develop campus training and tools Update space inventory and CAD drawings

Conduct campus training Departments functionalize space & external review of spacePrepare F&A proposal and facilities projections:

O&M (central and department-funded repair & maintenance, utilities, security, and EHS)

Equipment and building depreciationCost sharing and base issuesSpecial rates (SLU, APL, and RPC)

Submit proposal and projections

Respond to DCA information requestsPrep campus departments for DCA space reviewsDCA campus visits and space reviews

Determine negotiation parameters with Steering CommitteeNegotiate ratesConduct proposal post-mortem

Winter 2011

Winter 2011 – Summer 2012

Spring - Fall2012

Fall 2012- Spring 2014

Summer 2014 -Winter 2015

Spring 2015

November 2011

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Role of Campus Departments This Fall

1. Participating in FY 2013 space inventory assessment (October 2012-February 2013)

2. Keeping track of lab occupants throughout year (throughout FY 2013)

3. Reviewing classification of all departmental budgets (throughout FY 2013)

4. Tracking non-reimbursable expenditures (departmental (non-research) budgets) (throughout FY 2013)

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Role of Campus Departments Later This Year1. Complete FY 2013 space survey and functionalization

(March 2013-June 2013)

2. Finalizing reporting of non-reimbursable FY 2013 expenditures to MAA (departmental (non-research) budgets) (throughout FY 2013)

3. Timely completion of FEC’s and other cost share reporting (if not already into MAA by deadlines)

4. Updating inventory of FY 2013 equipment, including locations in OASIS (by July 2013)

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Tools and Training – MAAhttp://f2.washington.edu/fm/maa/fa

MAA Campus Trainings:

Fall 2012:• December 10th 9:-10:30am (SCC 303)• January 29th 9:30-11am (HUB 214)• February 26th 9:30-11am (HUB 214)

• General Overview• Space Inventory• Unallowable Costs• Budget Review/Classification

Winter/Spring 2013:• February 4th 9:15am-10:45am (SCC 303)• February 5th 9:30-11am (HUB 214)• March 4th 9:15am-10:45am (SCC 303)• March 5th 9:30-11am (HUB 214)• Late spring – Hands-on (TBD)

• Space Survey Functionalization

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Tools and Training – GeoSIMShttps://baptistin.opb.washington.edu/geosims/mapviewer.htm

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SPACE SURVEY - Research Space Functionalization Worksheet ( last updated 10/19/12 ) Sample 3

Research Group: Hastings Budget(s): 990033 990138 989003 989073 987123Assignment Org Code: 9799007799 Building: 2113 Room(s): 181 182 183 183A 183B 183D 183G

66 14 16 0 4 0SIMS Functional Use Codes: OR DR INST OSA OIA (other)

(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11) (12) (13) (14) (15)

Occupant Name: Surname (Given

Name)Occupant

IDOccupant

Type

Nominal FTE

per HRGrant Paid?

Writing Thesis

in Lab?

Project FTE

(per FEC)Months Worked

Function FTE OR DR INST OSA OIA (other)

Hastings 999900031 PI 1 Y 1.00 12.0 1.00 0.75 0.25Jaeger 999900032 VP 1 Y 1.00 12.0 1.00 0.75 0.25Koenig 999900033 G .5 Y N 0.50 9.0 0.38 0.38Losse, Lillian 999900034 G .5 Y Y 0.50 9.0 0.38 0.32 0.06Losse, Lyman 999900035 F 1 Y 1.00 10.5 0.88 0.77 0.11Martinez 999900036 VP 1 Y 1.00 11.0 0.92 0.75 0.17Norbert 999900037 RS 1 Y 1.00 12.0 1.00 0.75 0.25Olpin 999900038 RS 1 Y 1.00 3.0 0.25 0.2511 499 undergrads 000000000 499 5.5 N 5.50 2.5 1.15 1.15Winters 999900039 F 1 N 0.65 2.5 0.14 0.14Zeiss, Zachary 000000000 O 1 N 0.50 7.5 0.31 0.31

ADD / INSERT

Occupant Name: Surname (Given

Name) Function FTE OR DR INST OSA OIA (other)Hastings 1.00 0.75 0.25 0.00 0.00 0.00 0.00 on departmental start-up funds for first 3 monthsJaeger 1.00 0.75 0.25 0.00 0.00 0.00 0.00 on departmental start-up funds for first 3 monthsKoenig 0.38 0.38 0.00 0.00 0.00 0.00 0.00 started in month 4; has external office for writing thesisLosse, Lillian 0.38 0.32 0.00 0.06 0.00 0.00 0.00Losse, Lyman 0.88 0.77 0.11 0.00 0.00 0.00 0.00 started in middle of month 2; 1.5 months on start-up fundingMartinez 0.92 0.75 0.17 0.00 0.00 0.00 0.00 started in month 2; 2 months on start-up fundingNorbert 1.00 0.75 0.25 0.00 0.00 0.00 0.00 Sr Comp Spec; on departmental start-up funds first 3 monthsOlpin 0.25 0.25 0.00 0.00 0.00 0.00 0.00 Tech/tool maker; started in month 7 - winter quarter only11 499 undergrads 1.15 0.00 0.00 1.15 0.00 0.00 0.00 group of 11 worked 2.5 months during spring quarter (mos 10-12)Winters 0.14 0.14 0.00 0.00 0.00 0.00 0.00 cost shared time working beside his class of 11 499 studentsZeiss, Zachary 0.31 0.00 0.00 0.00 0.00 0.31 0.00 volunteer half time fr month 5 - instructor at SCC - on sabbatical 0.00 0.00 0.00 0.00 0.00 0.00 0.00

ADD / INSERT

Totals 7.41 4.86 1.03 1.21 0.00 0.31 0.00Percent 100 66 14 16 0 4 0 <<< Enter these percentages into SIMS

OR DR INST OSA OIA (other)

Notes

started in month 4; has no external office for writing thesis; estimated

SIMS Functional Use Percentages:

Questions

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Contact InformationManagement Accounting and AnalysisPhone: (206) 543-8282FAX: (206) 897-1482Box: 354988Brion Norton 543-8282 brionn@uw.eduCristi Chapman 543-9985 cristic@uw.eduDevon Rosencrans 616-8490 devonr@uw.eduHank Williams 616-2069 hankwil@uw.eduMichael Anthony 616-1379 mda1213@uw.eduSusan Camber 543-8951 scamber@uw.edu

fahelp@uw.edu

Management Accounting and AnalysisA Division of Financial Management

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On-Campus Organized Research F&A Rate

F&A Expenditures ---------------------------------------------- = F&A Cost Rate MTDC Base ( incl Cost Sharing)

Where:

F&A Expenses = Allowable Indirect Costs allocated to the Organized Research function

MTDC Base = Allowable Direct Cost expendituresclassified as Organized Research

F&A Cost Rate = Proposed Organized Research F&A Rate

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