Issued: December 15, 1986
Owner: University Comptroller
Latest Revision: 12/06/04
APPLICATION OF FACILITIES AND ADMINISTRATIVE RATES
**ACTIVE BUT UNDER REVISION**
This policy is currently under revision at the University. Although the statements herein reflect enforced policy guidance, please contact the "Owner" listed above if you have questions about how this policy applies to your office. The statements herein are to be used as general guidance until the policy has been revised and added to the University Policy Directory. Thank you.
The general policy of the Commonwealth of Virginia and the University is to recover full F & A costs. This policy is consistently applied except, where there are limitations imposed by the sponsor, where a private foundation sponsor has no formal policy on the reimbursement of F & A costs, or where the uniqueness of the project warrants exceptional action. Provisions for the recovery of F & A costs are as follows:
2.0 Policy [Top]
2.1 Federal Sponsors
Federal sponsors support full F & A recoveries with minor exceptions. Examples of Federal limitations are training grants and research career development awards.
2.2 Nonfederal Sponsors
Nonfederal sponsors include Commonwealth of Virginia agencies, local governments, industry and foundations. In general, the full F & A rate applies to these sponsors. However, if a sponsor has a formal written policy to limit F & A recoveries, the University will apply the lesser of the sponsor's limited rate or the University's approved rate. Where foundations have no formal policy concerning F & A recoveries, the University will negotiate the appropriate rate.
Exceptions to the application of full F & A costs rates are contingent on conditions established by the University and approved by the State Department of Accounts. The conditions for such exceptions are as follows:
- The academic merits of the program are exceptional,
- The program is part of an unusually important instructional or service role within the overall mission of the University of Virginia, and
- Available funding is very limited, or
- The application of the full rate would result in an inequitable recovery as in the case of a conference or institute involving a short period of time.
For any of the above exceptions to apply, a request for deviation from the standard rates must be in writing. The Assistant Vice President for Finance and University Comptroller reviews all exception requests. The written requests must first have the department chair's approval, the Dean or Associate Dean's school approval, and the Associate Vice Provost for Research's approval. The request along with these written approvals will be reviewed by the University Comptroller and approved or denied. Included in the request should be a justification for the exception and the amount of F & A recoveries that will be forgone.
3.0 Definitions [Top]
4.0 References [Top]
5.0 Approvals and Revisions [Top]
Previous version in effect from 12/15/86 to 12/6/04 available in policy archive.