We have specifically been told that such costs (secretaries, general office
support) are not allowable on "regular" R01-type grants (in fact, we had our
F&A rate cut for a while because of such costs).  For program projects,
center grants, and others with "core" administration costs . . . or for a
project that has a major administrative component (mail-outs, etc.), such
costs may be allowable.  Our auditors did a nice little chart for our campus
to better explain what should be "direct" and what "F&A" per A-21.  It's
available at
http://www.utmem.edu/molecular_resource/directs_and_indirects.htm--if it
might be useful to you.

Debbie S.

Deborah (Debbie) L. Smith, Ed.D.
Director, Research Administration
UT Health Science Center
8 So. Dunlap, Suite C-109
Memphis, TN  38163
(901) 448-4823
(901) 448-7600 fax
xxxxxx@utmem.edu

----- Original Message -----
From: Baumann, John <xxxxxx@UMKC.EDU>
To: <xxxxxx@HRINET.ORG>
Sent: Thursday, September 12, 2002 4:03 PM
Subject: Re: [RESADM-L] Secretarial support charges on federal (NIH) award s

I think that the second paragraph of Marie's answer is where the key lies.

I used to be at an A122 institution and we would budget and incur salary
expenses for AAs as a direct costs for a project if the role of the
administrative assistant was to provide identifable and direct services to a
specfic research project.  So, if an AA spent 20% of his/her effort on a
specific project (maintaining data files, insuring the processing of project
documents, handling project correspondence, etc)than we would propose and
pay 20% of that person's time as a direct cost to the project.

John

John R. Baumann, Ph.D.
Director
Office of Sponsored Programs & Research Support
University of Missouri -- Kansas City
5100 Rockhill Road
Kansas City, MO 64110

816.235.1303 (v)
816.235.6532 (f)
xxxxxx@umkc.edu

location: 5211 Rockhill Road

-----Original Message-----
From: Marie Smith [mailto:xxxxxx@ECOSTUDIES.ORG]
Sent: Thursday, September 12, 2002 3:01 PM
To: xxxxxx@HRINET.ORG
Subject: Re: [RESADM-L] Secretarial support charges on federal (NIH)
award s

We are an A122 institution.  Our secretarial staff is treated as part of the
indirect cost.  If we need to hire a program assistant, then it is charged
as a direct cost.

If an expense can be directly linked to a program, then it can be charged as
a direct cost.  Page 11 of 66 States the Salaries and wages of
administrative and pooled clerical staff should normally be treated as
indirect costs.  Direct charging of these costs may be appropriate where a
major project or activity explicitly requires and budgets for administrative
or clerical services and other individuals involved can be identified with
the program or activity.

Marie

%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%%
Marie F. Smith, CRA
Manager of Grants Administration
Institute of Ecosystem Studies
PO Box AB, 65 Sharon Turnpike
Millbrook, NY 12545
Tel: 845-677-5343
Direct Line: 845-677-7600 x 202
FAX: 845-677-5976
E-mail: xxxxxx@ecostudies.org
http://www.ecostudies.org

-----Original Message-----
From: Roberts, Kevin L. [mailto:xxxxxx@MAYO.EDU]
Sent: Thursday, September 12, 2002 3:39 PM
To: xxxxxx@HRINET.ORG
Subject: [RESADM-L] Secretarial support charges on federal (NIH) awards

Greetings all,

Here's a naive question I should probably know the answer to but, obviously
don't.  Can secretarial support costs be charged as direct costs to a
federal (NIH) award?

I checked OMB A-122 and the NIH GPS and found little guidance so, I went to
OMB A-21.  It indicates "...clerical staff should normally be treated as F&A
costs." [F. 6. b. (2)].  As an A-122 institution, I'm wondering what the
appropriate treatment is, direct or indirect.  If possible, please cite
regulatory guidance to support your response.

Thanks in advance for your help.

Kevin L. Roberts
Mayo Foundation
Pavilion B-20J
200 First St. SW
Rochester, MN 55905
(507) 266-5368
xxxxxx@mayo.edu

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 subscription information and a web-searchable archive, are available
 via our web site at http://www.hrinet.org (click on "Listserv Lists")
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 Instructions on how to use the RESADM-L Mailing List, including
 subscription information and a web-searchable archive, are available
 via our web site at http://www.hrinet.org (click on "Listserv Lists")
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