Materiality Clause in Contracts Lee Wood 15 Mar 1999 15:42 EST
Colleagues, [I sent this out to the list about a month ago and didn't get any replies, except for a couple of other list members who wanted me to share my results with them. If your organization has a materiality clause in their contracts, please take a moment and share your information with us. -- Thanks, Lee] Our Grant & Contract Accounting shop here at Stanford University is bedevilled by the necessity of refunding to sponsors trivial balances of funds remaining after the completion of contracts and some grants. Because our contracts very seldom contain a materiality clause, we are bound to send a refund check for even a few cents if that's what remains when we close the books. On the other hand, we'll absorb a small overdraft just to avoid the paperwork of fixing it "the hard way". I'm sure our sponsors' accountants feel the same way. Let's face it -- the "deal makers" (PIs and sponsors) don't even have that sort of thing on their radar screen when contracts are solicited and offered. Contracting officers don't consider it, either, when negotiating the contracts. Not until 'way down the line does the question come up in the accounting shop -- and then it's too late. But it can cost both the paying organization and the collecting organization hundreds of dollars all together just to process a check for a few dollars or cents. I want to prepare a suggestion to our Sponsored Projects Office that they include in our contract negotiations a materiality clause which would agree that negative or positive balances within some agreed-upon range would be acknowledged as immaterial and neither billed nor reimbursed. But not being a trained contract officer, I don't know how that could be best phrased. Would readers who have such materiality clauses in their standard contract language (or have seen good examples in other organizations' contracts) please share with me the language they use? I'll be eternally grateful if we can find a way to shake off some of this inconsequential "busy work". Lee ***************************************** R. Lee Wood Team Lead, Medical School Team Grant and Contract Accounting Stanford University 651 Serra Street, Room 110 Stanford, CA 94305-6215 Phone: (650)723-5681 Fax: (650)725-4598 Email: xxxxxx@stanford.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") ======================================================================