Grants & Contracts
External Funds Accounting offers post-award services involving account setup, report preparation, invoicing, and communication with funding sources or subcontractors as necessary. External Funds Accounting works in concert with project directors and the Office of Sponsored Programs to ensure compliance with program initiatives.
FREQUENTLY ASKED QUESTIONS (FAQs)
1) Whom should I contact regarding pre-award and post-award administration of grants and contracts?
2) How do I obtain an account number for my grant or contract?
3) How can I transfer costs for goods and services from my project to another project?
4) Whom should I contact regarding no-cost extension requests?
5) What are the current staff benefit and Facilities and Administrative (indirect cost) rates?
6) What is the Facilities and Administrative Cost Allocation?
7) What is a Time/Effort Certification?
1)Whom should I contact regarding pre-award and post-award administration of grants and contracts?
Should you have any questions regarding post-award financial
reporting for your grant or contract, please contact Rocio Rivera at
extension 4416. For all other inquiries, contact the Office of Sponsored
Programs at extension 6825.
2)How do I obtain an account number for my grant or contract?
Once a new award is processed by the Office of Sponsored Programs, an award notice is sent to External Funds Accounting. External Funds Accounting then establishes a new account within Oracle for that particular award. Provided all paperwork is accurate, External Funds Accounting will open a new account typically within one to two business days.
3)How can I transfer costs for goods and services from my project to another project?
A cost transfer for goods and services or a correction to expenses already processed may be handled by completing the Journal Entry (Cost Transfer) Request form.
4)Whom should I contact regarding no-cost extension requests?
If you would like to request a no-cost extension, please contact the Office of Sponsored Programs at extension 6825.
5)What are the current staff benefit and Facilities and Administrative (indirect cost) rates?
A dual set of fringe benefit rates are maintained by the University: one set of rates applicable to Federal grants and contracts, and one set of rates for everything else.
| Federal Programs | USD Departments and Non-Federal | |
| Benefit Based Employees: | 27.4% | 31.6% |
| Non-Benefit Based Employees: | 9.3% | 6.7% |
| Facilities and Administrative rate: (Effective 7/01/06) |
54.5% | Varies |
6)What is the Facilities and Administrative Cost Allocation?
Beginning fiscal year 06/07, the University will allocate a portion of the Facilities and Administrative (F&A) Cost recovered from sponsored programs to the principal investigator, the department, as well as the Dean. To find out more about the procedure, please refer to the Facilities and Administrative Cost Allocation Procedures.
7)What is a Time/Effort Certification?
A Time/Effort Certification is used to ensure that each account is charged only for effort expended for that particular project. In no case should payroll and benefit costs charged to a project exceed the actual percentage of effort expended. Please note that actual payroll charges are changed exclusively through the Departmental Action Form (DAF) submitted to Human Resources/Payroll through Debbie Gough, Associate Provost. It is the responsibility of the Project Director and cognizant Dean to ensure DAFs are processed in a timely manner such that payroll and benefits costs are properly charged.
