Santa Clara University

Allowability of Costs - Allowable Costs Table

Faculty Salary Calculations -  For Sponsored Projects, faculty salaries will be determined following standard policies for most federal awards unless 1) sponsor terms and condition restrict salary levels , 2) a funding limit imposed by the sponsor results in the need to use quarterly part time rates for course releases, or 3) an exception is approved by the Associate Provost for Research Initiatives.

For summer salary, faculty salaries will be calculated as 1/9 of the annual salary and mandated benefits for each month of summer salary unless otherwise limited by the terms and conditions of a sponsor.

During the academic year, one course release will be calculated as 10% of the annual salary and full benefits unless otherwise limited by the terms and conditions of a sponsor. One course release is based on a standard quarter course of 5 units. The salary equivalent for a release for a semester, course of less than 5 units or more than 5 units would be determined by multiplying 10% of the annual salary and benefits by an appropriate factor (1.5 for a semester course, 0.6 for a 3-unit course, 0.4 for a 2-unit course and 0.2 for a 1 unit course.). {Note: in college, one standard course is typically 4 or 5 units.} All course release requests must be approved by the responsible chair and Dean Prior to submission.

The cost reimbursement to the University is for the time and effort of the faculty member on the sponsored project. Using a simple quarterly part-time replacement rate does not accurately compensate the University for time and effort on a sponsored project. Using 10% of salary and compensation to the University for sponsored projects.

Including a Subrecipient

Partner organizations can be included in a proposal to enhance the quality and success of the project. How they are included in a budget depends upon certain characteristics. How they are defined also impact whether or not there are indirect costs calculated on the line item. This may vary by funder.

There are four ways to include other organizations: subaward, subcontract, consultant or vendor. These relationships have specific meanings that are tied to federal regulations, including funding agencies and the IRS. Definitions and characteristics of each type of relationship are presented below:

A subaward is an agreement to an eligible subrecipient made under a grant or cooperative agreement to carry out a portion of the project. the subawardee's key person may be a co-author on publications or may seek patent protection for inventions. characteristics include:

• Conduct of specific scope of work
• Involvement in programmatic decision making
• Use of funds for carrying out a program (father than providing goods or service)
• Adherence to programmatic compliance requirements

A subcontract is similar to the above but is made under a contract rather than a grant or cooperative agreement. I has the same characteristics as a subaward.

A consultant is a person or company retained to provide professional advice or services on a project for a fee. Since a consultant is hired to provide a service, all intellectual property or copyrighted materials belong to SCU. characteristics include:

• A person or company who pursues this line of business and is an expert in the area
• Payment for time at an hourly or fixed rate

A vendor is a provider of goods or services that required for the conduct of the project. Characteristics include:

• Provision of goods or services that are within normal business operations
• Provision of similar goods or services provided to other purchasers
• Goods or services provided that are ancillary to the project
• No requirements for monitoring or reporting to prime awardee