After 7/14/23, salary transfers impacting pay periods ending 6/30/23 and prior will need to be done using a Journal Entry in Workday. The process cannot be done in MyFD after 7/14/2023.

Please see the following instructions on processing Pre-Workday Expense Transfers:

Accounting - Pre-Workday Expense Transfer Process (uw.edu)

No. Even though laptops do not meet the definition of Equipment, it does not mean that they can be disposed of by giving them away. Laptops should be retained by the department and continued to be used for research. If an individual wants to purchase the laptop, then this should be arranged via UW Surplus. Any proceeds from the sale of a laptop should be credited to the Budget under which the laptop was original purchased.

If the individual has a qualified UW Graduate Student Appointment, and the program is related to the activities on the Federal award, then the fees may be charged to a sponsored award.

No. NRSA Trainees or Fellows are not employees and as such receive a stipend and not compensation. This payment is considered to be compensation (charged to Object Code 01-80) and Trainees/Fellows cannot receive compensation. If this cost has been allocated to a NRSA Trainee or Fellowship Award, it must be removed from this Award and allocated to another department budget.

It depends on the reason for the return. If the item was purchased in error, then any costs related to the return are unallowable, as the reason for the return is due to error on the part of the purchaser and is thus not an allocable cost to the Award. If the reason for the return is due to directive from the Sponsor or due to a change in the scope or implementation of the Award, then the return costs may be allowable.

No. Per NIH and UW policy, trainees must be paid the correct stipend amount and the stipend must be paid from the correct object code. Object code 01-20 is reserved for Auxiliary Teaching Staff Salaries only; payment under this object code indicates an employer-employee relationship, which is not allowable on T32 awards. If a trainee is not paid under the correct object code (01-50 for post-docs; 01-90 for pre-docs), the trainee will receive fringe benefits that are unallowable under NIH policy.

No. While transferring excessive stipends or fringe benefits to a department budget will result in charging NIH the appropriate amount of costs, the trainee is still receiving additional stipends and fringe benefits. Additional benefits paid to a trainee may indicate an employer-employee relationship, which is not allowed under NIH policy. Also, trainees must be treated consistently across the University, regardless of the financial condition of the department.

No. Per the NIH Grants Policy Statement, trainees are not employees and can only receive stipends and health insurance. Per UW policy, pre-doctoral trainees must be paid under object code 01-90 or 08-02. Please see PAFC’s additional guidance on T32 Training Grants for more information.

No. The equipment purchase threshold is $5,000 (for total acquisition, which includes shipping and taxes) and any item that meets that threshold must be treated as equipment.

Historically, costs for an IRB review at a single institution by UW’s IRB have been considered an indirect cost covered by UW’s F&A rates. However, this is changing with the introduction of NIH’s Single IRB policy. Review the UW’s Human Subjects Division website and the NIH IRB website (Section I. Costs) for more information.