Wisconsin Partnership Program Policy on Allowable and Non-Allowable Grant Expenses

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1 Wisconsin Partnership Program Policy on Allowable and Non-Allowable Grant Expenses Revised 9/19/2014 The Wisconsin Partnership Program (WPP) has specific policies on allowable and non-allowable expenses for programs and projects it funds. In general, non-allowable expenses are consistent with Federal policies on allowable and non-allowable expenses. These guidelines may be found in the three documents listed below. Each document relates to a specific type of receiving organization. Circular A- 21 relates to grants to educational institutions, Circular A-122 relates to other non-profit organizations and Circular A-87 relates to state, local and tribal government units. US Office of Management and Budget Circular A-122 Cost Principles for Non Profit Organizations US Office of Management and Budget Circular A-21 Cost Principles for Educational Institutions Cost Principles for State, Local, and Indian Tribal Governments Non-Allowable Costs Examples of non-allowable expenses include alcoholic beverages, entertainment, fines, lobbying, preaward costs, proposal costs, donations, and any expenses for goods and services for personal use of employees. See the listing to follow for more examples of Non-Allowable costs. Allowable Costs The WPP will allow reimbursement for expenses directly incurred by the grantee as outlined in the budget of the approved funding application. The grantee must be able to specifically identify project expenses associated with the WPP grant award. Grant expenses are organized into six budget categories: i.e. salaries and fringe benefits, travel, equipment supplies, consultants/contracts, and other costs. Indirect Costs Some funding organizations acknowledge and pay for indirect costs. Because of non-supplanting requirements, the WPP does not. The WPP assumes that grantees have existing infrastructure in place to provide indirect support for the grant agreement and requires grantees to indicate their capacity to oversee and manage the project, programmatically and financially, before any funding decisions is made. The non-supplanting requirement that is part of the WPP charter requires that all reimbursable expenses be directly attributable to the grant and that WPP funds cannot replace other funding the grantee organization is receiving. Overhead is not an allowable expense, even if an existing cost allocation model exists. All reimbursable expenses must be directly attributable to the grant. Expenses Not Allowable and While indirect costs are not generally allowable, the WPP has developed policies on expenses that may qualify as direct and allowable expenses because they can be specifically matched to the funded Examples include additional phone lines for the grant staff, additional space leased specifically for the grant, etc. These costs must represent a new and incurred cost that is solely due to the project and the scope of work associated. Any of these expenses will require specific review and approval by the WPP in order to be allowed. In the listing below, these items are labeled as.

2 Expense Item Not Allowable Advertising Advertising for personnel recruitment, purchase of goods or sale of surplus materials is allowable if specifically related to the project, such as recruitment of dedicated personnel. Alcoholic Beverages Alcoholic beverages are Alumni Activities Alumni relations and alumni service costs are Bad Debts Losses from uncollectible accounts, collection costs and related legal costs are Books, Journals and Subscriptions Books, journals and subscriptions to professional and technical publications are allowable if specifically related to the Commencement/ Convocation Costs of ceremonies and receptions are Consultant Consultant services an individual or firm hired to perform professional, short-term services are allowable if Contingency Funds Defense, Prosecution, Claims and Appeals Provisions made for events that are uncertain as to actual occurrence, timing or extent are Defense, prosecution, claims and appeals are Depreciation The cost of an asset building or equipment spread over the asset s useful life is 2

3 Expense Item Donations and Contributions Not Allowable Donations and contributions at a fundraising event, including gifts, memorials and purchase of tables, are Entertainment Amusement, social activities, and related costs, including tickets, meals, lodging and gratuities, are not allowable. Equipment Equipment is tangible personal property with a useful life of more than two years and a unit cost greater than or equal to $5,000. Special purpose equipment scientific equipment used only for technical activities is allowable as a direct cost if Fines and Penalties General purpose equipment computers, office equipment, and furnishings, which are not limited to research or technical use would be allowable if directly used for the grant. Costs resulting from violations of laws and regulations are Fund Raising Development activities related to the grant must have prior approval by the Wisconsin Partnership Program. All other development activities are not allowable. Goods or Services for Personal Use by Employees Items or services providing direct personal benefit to employees are not allowable. Honoraria Honoraria, such as a speaker s fee, are project with approval by the Wisconsin Partnership Program. 3

4 Expense Item Not Allowable Insurance Insurance coverage for normal business purposes, whether provided by an external company or through a selfinsurance program, is Interest Interest expense is considered an institutional cost and not directly allocable to a Investment Management Costs of investment counsel are not allowable. Lobbying Attempts to influence outcomes of elections or other political actions are Losses on Project Agreements Maintenance and Repair Costs in excess of available funding are not allowable as a direct cost on subsequent project agreements. Costs to keep property in generally efficient operating condition, not including costs that increase property value, are Meals and Meeting Refreshments Recreational activities, either for entertainment or team-building, are Meeting refreshments, site visit meals and guest meals are Meals associated with a staff travel, conference or symposia are allowable but are subject to limitations. Memberships Memberships in civic, community or social organizations are allowable if 4

5 Expense Item Memberships and Dues Not Allowable Memberships and dues to belong to a professional or technical organization are However, memberships and dues specifically related to the project are allowable with approval by the Wisconsin Partnership Program. Messenger Service Shipping of materials, receiving goods for project use or other delivery of items are allowable if specifically related to the Office Supplies Office supplies those items usually maintained in a departmental stock for general use by all staff, including pens, pencils, writing paper, file folders, departmental letterhead, envelopes, staples, staplers and rulers are A general allocation of office expenses would be considered indirect cost and 5

6 Expense Item Participant Support Costs Not Allowable Participant support costs (PSC), defined by Federal cost principles*, are small payments to individuals who participate occasionally in research, education, or community-based programs. This may include stipends paid to, or on behalf of, participants or trainees (but not employees) in connection with official meetings, conferences, or symposia, training or research projects. These costs are allowable with WPP prior approval and in accordance with the PSC guidelines. Payments may be in the form of gift cards or other non-cash items or incentives. Cash may not be used. A $50 incentive limit per occurrence applies for non-research related participation. *Federal cost principles: OMB Circular A-21 - Educational Institutions; OMB A Non-Profit Organizations; OMB Circular A-87 - State and Local Government Patient Care Patient care with the sole purpose of providing clinical services related to treatment or follow-up for specific health conditions is However, clinical services that involve screening and education, research or mobilizing resources to promote healthcare access may be allowable. Personal Computers The purchase of personal computers is Postage Postage routine postage costs is allowable if directly related to the 6

7 Expense Item Not Allowable Pre-Award Costs Pre-award costs costs incurred prior to the effective date of the project agreement (i.e. IRB submissions and review) are Professional Services Individuals or companies hired to perform professional, short-term services, such as accounting or legal services, are allowable if specifically related to the General costs such as corporate legal or accounting services are generally indirect costs and Proposal Costs Expenses related to the preparation of the proposal, including typing, copying and mailing costs, prior to the grant award are considered institutional costs and are Public Relations and Marketing Recharge Center Cost Public relations, marketing and related advertising costs intended to promote the organization or improve community relations is Public relations and marketing costs are allowable if specifically related to the The operating costs of a unit (photocopy service, stockroom) that provides routine goods and services within an organization are allowable if Recruiting Recruiting costs to search and select a new employee, such as recruitment of dedicated personnel, are allowable if 7

8 Expense Item Not Allowable Rent Rental costs cost to lease building space or equipment are allowable if specifically related to the project and they represent a new cost solely attributable to it. General rental costs such as allocation of preexisting office space is indirect cost and Review Board Fees Costs associated with obtaining necessary approvals from research compliance bodies such as the Institutional Review Board are considered institutional costs and are Salaries and Fringe Benefits- Administrative and Clerical Personnel Salaries and Fringe Benefits- Technical and Programmatic Personnel Salaries and fringe benefits of general corporate or organizational support staff departmental administration, including professional and clerical staff, and central administration staff serving the entire organization are normally considered an indirect cost and not allowable. Such expenses are allowable only if specifically related to the project and represent a new cost incurred. Salaries and fringe benefits for technical and programmatic personnel staff personnel performing scientific or other technical work related to a project are allowable if specifically related to the Scholarships Scholarships are Specialized Service Facilities or Service Center Operating units that use specialized equipment or technical expertise to provide goods or services for a fee are 8

9 Expense Item Student Activity Costs Not Allowable Costs of student publications and activities are allowable if specifically related to the Telephone, Fax Lines and Pagers Equipment and service costs for local telephone, fax service and pagers, are Termination Costs Costs incurred due to early termination of a project agreement are allowable so long as effort is made to minimize those costs by canceling contracts and reselling surplus goods. Travel Travel transportation, lodging, subsistence and related costs for official business, in accordance with organizational policy is allowable if Tuition Individual employee tuition reimbursement is One exception is UW graduate students who are directly working on the project and being funded by the project may incur tuition remission charges, which are allowable. 9