Introduction Allocation of costs is the process of assigning a cost or a group of costs, to one or more PTAs in accordance with the benefits received. You should not allocate costs after the fact. Typically, you allocate costs at the time of purchase through a purchase requisition or another mechanism. However, you may need to distribute costs for items such as lab supplies to the PTAs to multiple
Introduction The proposal budget should be an as accurate as possible financial expression of the proposed scope of work. When proposing a budget for a sponsored project, the PI assures Stanford and the sponsor that project finances are represented as accurately as possible. This ensures the sponsor pays its fair share of project costs. Sponsor, program and University requirements must be adhered
Introduction Stanford defines an asset as capital equipment if it meets all the following three criteria unless otherwise specified by the sponsor terms and conditions. 1. Cost is $5,000 or greater 2. Useful life of more than one year, and 3. Individual, stand-alone, moveable, tangible item Responsibilities of Key Participants Key participants in the management of equipment are the PI, the
Definition Stanford policy and federal regulations such as the Uniform Guidance state fundamental principles of research administration. An expense qualifies as a direct cost to a sponsored project only when it meets the following four principles. Allowable: Allowable and unallowable costs are defined by federal regulations and in the terms of specific awards Allocable: Only those costs that
Introduction Cost sharing represents the portion of allowable, allocable, and reasonable [direct and indirect] costs of a sponsored project not paid for by the sponsor and are instead borne by the institution or third party. This topic guides you through proposing, accounting for, monitoring, and closing a cost sharing commitment. The definition, details, and procedures are outlined in RPH 15.3
The eCertification system supports a single consolidated review and certification process for managing sponsored project expenditures and cost sharing commitments. PIs can review and certify, as required, all sponsored project expenditures of any type online in one system Administrators with Task Manager authority can review all sponsored project expenditures of any type online in one system Drill
Effort Effort is the proportion of time spent on an activity, expressed as a percentage of total time. It cannot be more than 100%. 100% effort does not equate to any set number of hours, e.g., 40 or 50 hours per week; it equates to the totality of University compensated effort. Stanford University requires a commitment of effort on the part of the PI during the period in which work is being
Introduction A graduate student is someone with a four-year university degree who is working on a master's degree or Ph.D. Graduate students at Stanford receive funding from a variety of sources that range from government agencies, employers and foundations to academic departments and schools. Although these two resources set forth policy and procedures for graduate student funding, the School
Introduction A Postdoctoral Scholar is a trainee in residence at Stanford University pursuing advanced studies beyond the doctoral level in preparation for an independent career. Postdoctoral Scholars are registered as non-matriculated, non-degree-seeking students with the University. The classification of scholars as students, among other things, allows the deferment of student loans
Introduction The purpose of infrastructure charges is to recover a portion of infrastructure costs from activities supported by designated and restricted funds since they represent a significant percentage of the University’s total activity. General funds alone cannot bear the full burden of the infrastructure and administrative costs required to support these activities. For Stanford to maintain
Introduction Stanford's commitment to providing a safe environment for everyone creates particular requirements for PIs in research laboratories. Labs at Stanford house chemicals, equipment, and other materials that can pose hazards to health. The proper management of these hazards is not only good lab management, it is also a regulatory requirement. Compliance and Operational Support Register
Introduction According to Stanford policy, PIs are responsible for the ongoing fiscal management of awarded projects, which includes regular monitoring against project period budgets. The Research Administrator supports the PI in fiscal management Monthly Review by the Research Administrator Sponsored project and cost sharing accounts must be reviewed by the Research Administrator and the review
According to Stanford policy, PIs are responsible for the ongoing fiscal management of awarded projects, which includes regular monitoring against project period budgets. The Research Administrator supports the PI in fiscal management. Monthly Review by the Research Administrator in the eCertification System Sponsored project and cost sharing accounts must be reviewed by the Research Administrator
Introduction The purpose of PI quarterly review and certification is to confirm that all expenses charged to the account are allowable, allocable to the project, and reasonable. The certification of salary expenditures confirms that salaries charged to the account are supported by a corresponding expenditure of effort during the time period being certified. The certification also assures that
Introduction When Stanford’s resources are used by outside entities, the University must recover some portion of the F&A (Facilities and Administrative) costs incurred in the use of these facilities. Any exceptions to this policy must be approved by the Office of the Vice Provost and Dean of Research or the School of Medicine Dean’s Office. Use of Stanford's Resources Use of Stanford’s resources
The components of a research proposal vary depending on the sponsor and solicitation requirements. A solicitation is also known as a call for proposals, request for proposals, or funding opportunity. Each agency, and even specific programs within an agency, may require components that are specific to a funding opportunity. What follows is a list of brief descriptions of the typical components a sponsor may require.
Introduction A proposal is more than a pitch document; it’s a work plan. If the agency awards the project, you will have to follow the plan that your proposal represents. Proposals are complex documents with specific requirements for each section. Be sure that you understand each component and allocate adequate time to put together your budget and gather the necessary components for your proposal
Federal regulations (Uniform Guidance) and Stanford Policy state that clerical and administrative salaries should normally be treated as indirect costs unless costs meet four criteria. Non federal sponsors do not typically follow this rule. Four Criteria for federally sponsored projects For Federally sponsored projects, clerical and administrative salaries should normally be treated as indirect
Introduction Approval of research protocols by the appropriate Administrative Panel is required before beginning research that involves: human subjects; recombinant DNA molecules; human stem cells; human embryos or their derivatives; laboratory animals; infectious or biohazardous agents; radioactive isotopes; or ionizing, ultraviolet laser, and/or microwave radiation. Protocol Submission, Review
All federal and many non-federal sponsors recognize the need to reimburse the direct costs of research as well as the indirect costs. Known as Facilities and Administrative (F & A) costs, indirect costs are expressed in terms of a rate. The F & A rate is applied to eligible direct costs. Learn more on the application of F & A rates.
Introduction While we live in the Information Age, not all information created or received by an organization rises to the level of being an official business record – this important subset requires deliberate management because these records provide evidence of business transactions, decisions and satisfaction of legal obligations. Record Retention Reference Guide Business Transaction Records Not
Introduction Stanford's commitment to providing a safe environment for everyone creates particular requirements for PIs in research laboratories. Labs at Stanford house chemicals, equipment, and other materials that can pose hazards to health. The proper management of these hazards is not only good lab management, it is also a regulatory requirement. Emergency Contacts Emergency Fire, Police
Introduction The PHS (Public Health Service) which includes the NIH (National Institutes of Health) is governed by regulations establishing a maximum salary that may be awarded to a project participant - salary cap. Some non federal agencies also impose salary caps. Stanford will comply with all agency requirements in this regard. Where an agency specifies a maximum rate amount at which an
Sponsored Receivables Management (SRM) provides support for cash and receivables management for sponsored projects with the focus of maintaining a steady cash flow for the University. SRM processes interim invoices, draws against letters-of credit, applies payments and receipts and pursues collections for sponsored project awards, clinical trials, Academic Service Centers and Program Income. SRM
Stanford Research Related Online Systems Overview Axess Axess is where members of the Stanford community review and update information in their electronic records. All faculty, staff, graduate students and postdoctoral fellows are required to sign a Patent and Copyright Agreement, the SU-18 form, which is signed electronically in Axess as a condition of either employment or enrollment at Stanford
