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CEHS Policy on Distribution of Returned Facilities and Administration (F&A) Funds

 
PDF version of policy for download or print

Background

At Utah State University (USU), 70% of the F&A generated by a sponsored project is retained by the USU Vice President for Research (VPR) and the remaining 30% is returned to the college(s) that generated the funding.  Each College has a policy that determines how the returned F&A is distributed among the College (Dean’s Office), the PI and PI’s department.  Prior to July 1, 2015 the CEHS Dean’s Office did not retain any of the returned F&A at the college level.  The entire amount coming to the College was distributed among the investigator(s) and their home department(s).

 

On July 1, 2015, the CEHS implemented a policy to retain 5% of the F&A that is returned to CEHS investigators.  When the full 30% comes to CEHS investigators, this is equal to 1.5% of the total F&A generated by the project (30 x .05 = 1.5).  In those situations, 70% is retained by VPR, 1.5% is retained by the CEHS, and 28.5% is distributed among the investigator(s) and their department(s). 

 

The proportion of returned F&A retained by the CEHS is the lowest college-level F&A retention rate at USU.  These funds are reinvested in the CEHS to support and grow our expanding research infrastructure.  For instance, funds are used to support student travel, provide fee-free statistical consulting and proposal development support, and pay for a variety of research-related administrative functions in the CEHS.

 

Distribution of Returned F&A in CEHS

The distribution of returned F&A between the CEHS investigator(s) and their department(s) varies by department, as the table below indicates. The percentages in blue reflect the distribution when the full 30% of returned F&A comes to one department/PI in CEHS and is not distributed to other colleges and/or investigators.  The percentages in orange show the distribution of the balance between the Department and PI(s), after 5% has been allocated to CEHS.  Most CEHS departments retain 25-30% of the F&A balance with the remaining funds going to the investigator(s).

 

Department/Center

VPR

CEHS

(5% of 30)

Dept.

Investigator

Total

Dept-PI Percentages of Balance after CEHS

Center for Persons with Disabilities

70.00%

1.50%

7.00%

21.50%

100.00%

24.6%

75.44%

Communicative Disorders & Deaf Education

70.00%

1.50%

8.55%

19.95%

100.00%

30.0%

70.00%

Edith Bowen Laboratory School

70.00%

1.50%

28.50%

0.00%

100.00%

100.0%

0.00%

Family Consumer and Human Development

70.00%

1.50%

8.55%

19.95%

100.00%

30.0%

70.00%

Health, Physical Education, and Recreation

70.00%

1.50%

7.00%

21.50%

100.00%

24.6%

75.44%

Instructional Tech & Learning Sciences

70.00%

1.50%

7.50%

21.00%

100.00%

26.3%

73.68%

Psychology

70.00%

1.50%

8.50%

20.00%

100.00%

29.8%

70.18%

Psychology - NCHAM

70.00%

1.50%

7.00%

21.50%

100.00%

24.6%

75.44%

School of Teacher Education and Leadership

70.00%

1.50%

8.55%

19.95%

100.00%

30.0%

70.00%

Special Education and Rehabilitation

70.00%

1.50%

8.55%

19.95%

100.00%

30.0%

70.00%

Note. Rates are current as of 12/3/2015; please check with individual departments to confirm these rates.

 

 

Calculating the Distribution of Returned F&A on Your Grant Proposal

When researchers are developing proposals, an F&A Allocation Agreement should be submitted to SPO along with the budget, SP-01 and related materials. The F&A Allocation Agreement will show how the full 30% of returned F&A should be distributed among all researchers, their colleges and departments.  PI’s and co-investigators need to first determine how to allocate the 30% among the members of the research team (Column B in examples below), and then the respective college and departmental rates are applied to those amounts.

 

For CEHS investigators, the F&A distribution should reflect the percentages shown in the table above.  If you are uncertain and would like assistance in calculating the distribution of returned F&A, please contact the CEHS Proposal Development Office. Some examples are provided below to help with calculations.  If you’re proficient with Excel, you can enter the formulas in the cells of the SPO F&A Allocation form (or a separate Excel file) to document how the amounts were determined.

 

Example 1:  All investigators are in the CEHS

            VPR........................... 70.00%

            CEHS.......................... 1.50%

            Depts/Ctrs/PIs........... 28.50%

 

A

B

C

D

E

F

Investigator, Dept.

Allocation of 30%1

College

Department

PI

Total/check

Dr. A - ITLS

17

17 * .05 = 0.85

(17 - 0.85) * .263 = 4.25

(17 - 0.85)* .7368 = 11.9

.85 + 4.25 + 11.9 =17.00

Dr. B - TEAL

8

8 * .05 = 0.40

(8 - 0.40) * .30 = 2.28

(8 - 0.40) * .70 = 5.32

.40 + 2.28 + 5.32 = 8.00

Dr. C - HPER

5

5 * .05 = 0.25

(50.25) * .246 = 1.17

(50.25) * .7544 = 3.58

.25 + 1.17 + 3.58 = 5.00

Total

30

1.50

7.70

20.80

30.00

1 Column B:  These amounts are only an example.  Allocation of the 30% should be determined among the PI and co-investigators depending on project roles, effort and other administrative considerations.

 

Example 2:  Investigators from two colleges, including CEHS

            VPR........................... 70.00%

            CEHS2......................... 1.25%

            College of Y2............... 0.50%  

            Depts/Ctrs/PIs........... 28.25%

 

A

B

C

D

E

F

Investigator, Dept.

Allocation of 30%1

College2

Department

PI

Total/check

Dr. A - ITLS

17

17 * .05 = 0.85

(17 - 0.85) * .263 = 4.25

(17 - 0.85)* .7368 = 11.9

.85 + 4.25 + 11.9 =17.00

Dr. B - TEAL

8

8 * .05 = 0.40

(8 - 0.40) * .30 = 2.28

(8 - 0.40) * .70 = 5.32

.40 + 2.28 + 5.32 = 8.00

Dr. C – Dept. X (College Y)

5

5 * .10 = 0.50

(50.50) * .567 = 2.83

(50.50) * .333 = 1.67

.50 + 2.83 + 1.67 = 5.00

Total

30

1.75

9.36

18.89

30.00

1 Column B:  These amounts are only an example.  Allocation of the 30% should be determined among the PI and co-investigators depending on project roles, effort and other administrative considerations.

2 Column C: In this example, there are two colleges so each PI’s College retention rate is applied to their amount of the 30%.  Dr. X is in the College of Y which retains 10% of what is returned to the College.  Her Departmental allocation is then applied to the balance.  In this situation, CEHS receives less than 1.5% of the total, but still 5% of what is returned to the two investigators in CEHS.  The same is true for College of Y with respect to its retention rate.