Re: RESADM-L Digest - 25 Jun 2004 to 28 Jun 2004 (#2004-126) Cassidy, Susan 29 Jun 2004 09:44 EST
Hello everyone, I would like to hear if anyone has had any experience with putting housing expense on NIH Grants. Our PI's have brought this up numerous times. They want to bring over students from other countries, and don't want to pay them any salary, just to pay their rent, or room & board for a couple of weeks while they are here.. I am at a hospital, so we are under cost standards from 45 CFR 74, Appendix E. One PI has asked if he can request this in his budget. I am wondering if anyone has done this before and results you may have had? thanks, Susan Cassidy Director, Radiology Research Finance Brigham and Women's Hospital 75 Francis Street Boston, MA 02115 phone 617-525-3064 fax 617-525-3066 -----Original Message----- From: Research Administration List [mailto:xxxxxx@HRINET.ORG]On Behalf Of Automatic digest processor Sent: Tuesday, June 29, 2004 12:00 AM To: Recipients of RESADM-L digests Subject: RESADM-L Digest - 25 Jun 2004 to 28 Jun 2004 (#2004-126) There are 4 messages totalling 322 lines in this issue. Topics of the day: 1. Purchasing vehicles on grants (3) 2. WSJ article on grant-getting ---------------------------------------------------------------------- Date: Mon, 28 Jun 2004 10:31:07 -0400 From: "Farnsworth, Franci" <xxxxxx@MIDDLEBURY.EDU> Subject: Purchasing vehicles on grants This is a multi-part message in MIME format. ------_=_NextPart_001_01C45D1C.8CF8111C Content-Type: text/plain; charset="iso-8859-1" Content-Transfer-Encoding: quoted-printable If we purchase a vehicle with grant funds (for a field biology project = involving lugging a log of gear to many sites), what vehicle = operation/maintenance expenses can we also budget for as direct costs? = Is there some type of standard mileage rate that can be used? I = assume we can pay for gas and oil with grant funds ... what about = repairs (eg punctured tire)? =20 Thanks for the help. I've just moved to a new office and all my = reference materials are still in boxes!! Franci Farnsworth =20 Frances Vinal Farnsworth=20 Coordinator of Sponsored Research=20 Library Room 223=20 Middlebury College=20 Middlebury, VT 05753=20 Tel: 802-443-5889=20 Fax: 802-443-2081=20 Email: xxxxxx@middlebury.edu=20 Web: http://www.middlebury.edu/offices/grants/=20 =3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3 D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D= 3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D 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") =3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3 D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D= 3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D ------_=_NextPart_001_01C45D1C.8CF8111C Content-Type: text/html; charset="iso-8859-1" Content-Transfer-Encoding: quoted-printable <!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN"> <HTML><HEAD> <META HTTP-EQUIV=3D"Content-Type" CONTENT=3D"text/html; = charset=3Diso-8859-1"> <TITLE></TITLE> <META content=3D"MSHTML 6.00.2800.1400" name=3DGENERATOR></HEAD> <BODY text=3D#000000 bgColor=3D#ffffff> <DIV><SPAN class=3D687472414-28062004><FONT face=3DArial color=3D#0000ff = size=3D2>If we=20 purchase a vehicle with grant funds (for a field biology project = involving=20 lugging a log of gear to many sites), what vehicle operation/maintenance = expenses can we also budget for as direct costs? = Is=20 there some type of standard mileage rate that can be = used? I=20 assume we can pay for gas and oil with grant funds ... what about = repairs (eg=20 punctured tire)?</FONT></SPAN></DIV> <DIV><SPAN class=3D687472414-28062004><FONT face=3DArial color=3D#0000ff = size=3D2></FONT></SPAN> </DIV> <DIV><SPAN class=3D687472414-28062004><FONT face=3DArial color=3D#0000ff = size=3D2>Thanks=20 for the help. I've just moved to a new office and all my = reference=20 materials are still in boxes!!</FONT></SPAN></DIV><SPAN=20 class=3D687472414-28062004> <DIV><BR><FONT face=3DArial color=3D#0000ff size=3D2>Franci = Farnsworth</FONT></DIV> <DIV><SPAN class=3D687472414-28062004><FONT face=3DArial color=3D#0000ff = size=3D2></FONT></SPAN> </DIV> <DIV><SPAN class=3D687472414-28062004> <P><FONT face=3DArial size=3D2>Frances Vinal Farnsworth</FONT> <BR><FONT = face=3DArial=20 size=3D2>Coordinator of Sponsored Research</FONT> <BR><FONT face=3DArial = size=3D2>Library Room 223</FONT> <BR><FONT face=3DArial = size=3D2>Middlebury=20 College</FONT> <BR><FONT face=3DArial size=3D2>Middlebury, VT = 05753</FONT> </P> <P><FONT face=3DArial size=3D2>Tel: 802-443-5889</FONT> <BR><FONT = face=3DArial=20 size=3D2>Fax: 802-443-2081</FONT> <BR><FONT face=3DArial = size=3D2>Email: =20 xxxxxx@middlebury.edu</FONT> <BR><FONT face=3DArial = size=3D2>Web: <A=20 href=3D"http://www.middlebury.edu/offices/grants/"=20 target=3D_blank>http://www.middlebury.edu/offices/grants/</A></FONT>=20 </P></SPAN></SPAN></DIV></BODY></HTML> <p> =3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3 D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D= 3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D 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") =3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3 D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D= 3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D=3D ------_=_NextPart_001_01C45D1C.8CF8111C-- ------------------------------ Date: Mon, 28 Jun 2004 10:20:28 -0400 From: kma7850u <xxxxxx@POSTOFFICE.URI.EDU> Subject: WSJ article on grant-getting Hello Colleagues, Today's Wall Street Journal contains an interesting p. 1 article titled, "At Pitt, Scientists Decode the Secret of Getting Grants." It basically discusses how researchers at Pitt are learning to "market" themselves to the NIH and other federal funding agencies. Copyright restrictions prevent me from including the article in this posting, but I'm sure you can get a look at it at your university library. Karen Markin Karen M. Markin, Ph.D. Director of Research Development University of Rhode Island Research Office 70 Lower College Road, #2 Kingston, RI 02881 V 401 874.5576 F 401 874.7044 xxxxxx@uri.edu ====================================================================== 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") ====================================================================== ------------------------------ Date: Mon, 28 Jun 2004 13:24:09 -0400 From: Jennifer Morgan <xxxxxx@MUSC.EDU> Subject: Re: Purchasing vehicles on grants When I was at UAB, we had a grant that required us to get elderly women, many who did not drive, to our clinic for various treatment and follow-up visits. We were able to budget for a vehicle and also included regularly scheduled maintenance, fuel, oil and a driver. To my recollection, we did not charge per mile, but rather on a cost reimbursement basis as it was an NIH contract and was based on actuals. It would probably work either way, though, however, if you billed per mile, you would not budget for gas and maintenance as that would be included in the mileage rate. Hope this helps. -Jennifer Jennifer Morgan, MHA Vice Chair for Research Administration Department of Psychiatry and Behavioral Science Southern Section President Society of Research Administrators International Medical University of South Carolina 67 President Street, Suite 504 Charleston, South Carolina 29425 voice: 843-792-0191 fax: 843-792-0048 email: xxxxxx@musc.edu >>> xxxxxx@MIDDLEBURY.EDU 06/28/04 10:31AM >>> If we purchase a vehicle with grant funds (for a field biology project involving lugging a log of gear to many sites), what vehicle operation/maintenance expenses can we also budget for as direct costs? Is there some type of standard mileage rate that can be used? I assume we can pay for gas and oil with grant funds ... what about repairs (eg punctured tire)? Thanks for the help. I've just moved to a new office and all my reference materials are still in boxes!! Franci Farnsworth Frances Vinal Farnsworth Coordinator of Sponsored Research Library Room 223 Middlebury College Middlebury, VT 05753 Tel: 802-443-5889 Fax: 802-443-2081 Email: xxxxxx@middlebury.edu Web: http://www.middlebury.edu/offices/grants/ ====================================================================== 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") ====================================================================== ====================================================================== 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") ====================================================================== ------------------------------ Date: Mon, 28 Jun 2004 15:44:18 -0400 From: "Herbert B. Chermside" <xxxxxx@VCU.EDU> Subject: Re: Purchasing vehicles on grants Consider leasing. If the vehicle is used solely for a single project, or for several projects explicitly defined as "closely related" (in most cases you need grants officer confirmation for that), all expenses can be charged direct. That is what Jennifer has suggested. I presume the vehicle is pretty much a "special purpose" vehicle rather than something you could get on a mileage basis from "motor pool". If you buy it on a grant you have to consider how to remove it from the grant when done -- how do you sell/dispose of it and what value do you return to the account, etc. However, a vehicle used for multiple user purposes can, and maybe should, be treated as a "service center". That way you develop a cost structure that involves upkeep, expenses (maybe fuel is a direct user cost, but it may be cheaper with a fleet fuel credit card and charge user on a mileage basis with fuel included), and depreciation/replacement cost. Years ago I had a couple of vehicles too specialized to get from the state motor pool as a departmentally run service center. This sounds more like what you have in mind. But keep in mind the "indirect" costs of managing such a service if you aren't a motor pool. Sorry no really simple answer. First question should always be, "Is this vehicle too specialized to obtain the necessary use from some other source?" Even then, check out leasing rather than purchase and upkeep; you pay for what you get and drop the lease and problems at the end of the lease. Leasing companies can develop reasonable plans for even pretty special purpose vehicles. Cost can be influenced by how long you need it (what portion of its economic life) and by the market for resale or later lease if it is a specialized vehicle. Also, consider in structuring a lease to consider what you will do if the primary vehicle becomes inoperable (some idiot breaks an axle hot dogging through rough country -- yes, it does happen!) It is my personal opinion that outright purchase and maintenance for a single grant is way too much trouble, and use for several grants may still best be handled by leasing. There are lots of people in the leasing business, so there is some competition out there. And you may pay a little "service fee" for someone else to deal with many of the headaches, but it is probably worth it. Field biology use is generally satisfied by something like a Suburban (or similar non-luxury SUV), a pickup, or a slightly larger truck. And, even if leased, you can usually arrange for installation of your own custom fabricated racking for equipment in the interior (presuming you need that!), if you work with the leasor regarding how to attach it. Chuck At 10:31 AM 6/28/2004, you wrote: >If we purchase a vehicle with grant funds (for a field biology project >involving lugging a log of gear to many sites), what vehicle >operation/maintenance expenses can we also budget for as direct >costs? Is there some type of standard mileage rate that can be >used? I assume we can pay for gas and oil with grant funds ... what >about repairs (eg punctured tire)? > >Thanks for the help. I've just moved to a new office and all my >reference materials are still in boxes!! > >Franci Farnsworth > > >Frances Vinal Farnsworth >Coordinator of Sponsored Research >Library Room 223 >Middlebury College >Middlebury, VT 05753 > >Tel: 802-443-5889 >Fax: 802-443-2081 >Email: xxxxxx@middlebury.edu >Web: ><http://www.middlebury.edu/offices/grants/>http://www.middlebury.edu/offices/gr ants/ > > >====================================================================== >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") >====================================================================== Herbert B. Chermside, CRA Special Asst. to VP-Research Virginia Commonwealth University PO BOX 980568 Richmond, VA 23298-0568 Voice: 804-827-6036 Fax 804-828-2051 e-mail xxxxxx@vcu.edu ====================================================================== 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") ====================================================================== ------------------------------ End of RESADM-L Digest - 25 Jun 2004 to 28 Jun 2004 (#2004-126) *************************************************************** ====================================================================== 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") ======================================================================