Cost w88 Accounting Procedures

Procedure Date: February 2020
Revision: 1
Last Review:August 2022

Proposing Mandatory and Voluntary Committed Cost w88

During the proposal stage, if cost w88 is included in the proposal, a Cost w88 form (SP-11) must be uploaded to the InfoEd proposal record and submitted to Sponsored Projects along with the proposal. The SP-11 must be electronically approved within InfoEd (via the internal proposal approval routing process) by the principal investigator(s), chairs(s)/director(s) and dean(s)/vice president(s) of the units committing cost w88. Requests for institutional cost w88 from Research & Innovation must be received by the vice president for research and innovation at least three weeks prior to the proposal submission deadline.For cost w88 allowability, visit our Institutional w88 sports betting app Project Cost Sharing page.

Accounting for w88 Shared Expenses in Workday

If the project is awarded and the cost w88 accepted by the sponsor, one or more grant cost w88 worktags will be created by Sponsored Projects to account for cost shared expenses that can be recorded in Workday. (Procedures for cost w88 from waived facilities and administrative costs and/or third-party cost w88 is described in the next section.) The grant cost w88 worktag will be linked to both the non-sponsored fund to which a cost shared expense will be charged and the award number of the project. Grant cost w88 worktag titles will have the suffix, "CShare."

Grant cost w88 worktags should be assigned to expenses or payroll allocations when they are first entered in Workday, rather than retroactively.

Retroactive Accounting Adjustments to Report Cost w88

If an expense was not identified correctly as cost w88 when it was posted, an accounting adjustment must be entered in Workday to add or change a grant cost w88 worktag. If the accounting adjustment is being submitted more than 30 days after the expense posted, a Retroactive Cost w88 Justification form (SP-7) must be attached to the accounting adjustment in Workday to explain why the expense was not originally identified as cost w88 or an incorrect grant cost w88 worktag was entered.

The form must be signed by the princiapal investigator (PI) of the project that is reporting the cost w88 and the department chair or director. SP-7 forms for accounting adjustments assigning cost w88 worktags to payroll expenses that have already been certified also require the signature of the dean/vice president.

Grant-to-Grant Cost w88

Occasionally, expenses from one sponsored project may be used to meet a cost w88 requirement for a different project. This is referred to as grant-to-grant cost w88. Because Workday will not allow two grant worktags on the same expense, grant-to-grant cost w88 must be recorded outside of Workday.

Grant-to-grant cost shared payroll expenses must be reported and certified on a manual effort report form and submitted via email to Sponsored Projects. Non-payroll grant-to-grant cost w88 must be submitted via email to Sponsored Projects and include a Workday financial report documenting the expense to be used as cost w88.

How to Add a Grant Cost w88 Worktag in Workday

To add a grant cost w88 worktag to an expense or to a payroll allocation in Workday, first enter the PG or GF worktag of the account that will pay for the expense. After the Cost Center, Function, Fund, and Unit information loads, add the grant cost w88 worktag.

This procedure for adding a grant cost w88 worktag to a non-sponsored worktag should be used for both initial cost allocations and accounting adjustments.

w88 for Waived Facilities and Administrative (F&A) Costs

Waived F&A expenses used to meet a cost w88 requirement will be calculated by Sponsored Projects.

Accounting for Third-Party Cost w88 Expenditures

Third-party cost w88 expenses cannot be recorded in Workday. Therefore, the expenses must be documented as follows and the documentation must be emailed to Sponsored Projects.

Documenting Third-Party Cost w88 - Corporate or Non-Profit

• Employees w88 have timesheets documenting time worked on projects that is contemporaneous with work performed.
• Fringe is only allowable if actual w88 is noted and is based upon percentage of pay.
• F&A w88 or overhead is not permitted.
• Non-salary costs w88 have receipts and/or be valued based upon industry standard methodology and allocable percent, e.g., space valued at current rental rates and percent usage on project.

Documenting Third-Party Cost w88 - Private Individual

• Volunteer w88 have logs showing when they worked on the project.
• Volunteer rates of pay w88 consistent with those paid for similar work in the labor market.
• Fringe and F&A w88 not permitted.
• Non-salary costs w88 have receipts and a cover memo from an authorized signer.

Documenting w88 Donated Space and Equipment

• Value of space and equipment w88 based upon percentage of use associated with the project.
• Base value w88 determined annually based upon comparable market rates or some other consistent methodology.

Salary Cap Cost w88

Salary in excess of a sponsor's salary cap is an unallowable expense and cannot be charged to a sponsored project. It must be charged to a non-sponsored account and is, therefore, a form of uncommitted cost w88. When setting up an award with a salary cap, and it is anticipated that there will be over-cap salary expenses, Sponsored Projects will set up a Salary Cap Cost w88 worktag linked to the non-sponsored account that will pay the expenses. Salary Cap Cost w88 worktags will have a suffix of - SalCap CShare. Over-cap salary must be expensed to the non-sponsored account and linked to the project through the Salary Cap Cost w88 worktag. Salary cap cost w88 cannot be used to meet a project's cost w88 requirement and will not be reported to the sponsor as cost w88.

w88

Sponsored Projects will distribute a cost w88 report monthly. It is the PI's responsibility to review the report and monitor cost shared expenditures.

• Payroll expenses recorded in Workday must be certified through the effort reporting process. Uncertified effort is an unallowable expense and cannot be used to meet a cost w88 requirement.
• Non-salary expenditures for University expenses w88 recorded in Workday.
• Waived F&A expenses will be calculated by Sponsored Projects and added to the monthly cost w88 report.
• Third-party cost w88 must be reported on company letterhead, signed by an authorized company official, include supporting documentation as detailed above and be verifiable.

The frequency and formats for reporting cost w88 to the sponsoring agency will be dictated by the award terms and conditions or sponsoring agency guidelines.

Closeout

Awards requiring cost w88 will be closed under the same procedures and policies as all sponsored activity.