The HRPM fee is allocated to units based on FTE, so units should also use effort to reallocate this cost to budgets where the HRPM fee is an allowable expense. This reallocation should be done via a Cost or Expense transfer using the HRPM fee designated Object Code 03-05.

The HRPM fee should be allocated on a regular basis over the course of the year. This will ensure that budgets are being allocated on the basis of actual effort and not just the effort allocation at the time the HRPM Fee is being charged to the unit. 

No, the HRP Payroll Modernization Fee cannot be charged to a Federal Award or a Federal Flow through Award.  

No, the UW-IT Technology Recharge Fee cannot be charged to a Federal Award or a Federal Flow through Award.  

No, the conference registration fee is unallowable on the Award that ends October 2016. The conference occurs after the end date of the Award and would not directly benefit the Award. If the continuation Award allows for pre-Award expenditures, the fee could be paid in October and charged to the continuation Award. In the absence of a continuation Award, the department may request an No-Cost Extension.

No, the PI cannot be reimbursed for an expense that was not actually incurred. As the PI did not purchase the ticket, they cannot be reimbursed for the cost. This is a UW policy and more information can be found on the UW Travel website.

The conference registration fee is allowable only if the reason for the cancellation meets the criteria for “reasonable” as part of the four cost principles. Criteria to use for “reasonable” would include that the PI could not travel due to circumstances beyond their control (e.g., sudden illness, death of a family member) and that every attempt was made to obtain a full or partial refund from the conference organizers.

Guidance from NIH can be found on NIH's website under the section "Guidance on Salary Limitation for Grants and Cooperative Agreements" for the current fiscal year. NIH's salary cap summary dating back to FY1990 is another helpful resource.

Auditors scrutinize meal purchases because they can include unallowable costs such as alcohol and/or per meal costs over the per diem allocation. Provision of an itemized receipt will provide proof of the cost allowability.

For a single Award, where the controlled substance(s) are required to achieve the objectives of the Award, charging the annual license fee to the Award as a direct cost would be allowable. If the controlled substance(s) are required to achieve the objectives for multiple Awards or other activities, allocating the annual fee to each of the Awards or other activities on some reasonable basis as a direct cost would be allowable. In cases where it is not possible to determine proportional benefits, the annual license fee should be treated as an F&A cost.

This type of expense is not allowable. According to CFR 200.434 Contributions and donations: Costs of contributions and donations, including cash, property, and services, from the non-Federal entity to other entities, are unallowable.