Collection of Facilities and Administrative (F&A) Costs on Externally Sponsored Conferences
GMU hosted conferences are excellent publicity for our university and often lead to productive collaborations between GMU faculty and visiting symposium participants. The Deans and Directors, in discussion with the Vice President for Research about providing assistance in the running of conferences, agreed to support the following arrangement to return 70% of recovered F&A to externally funded conferences in situations where a funding agency allows the collection of F&A.
When the full amount of F&A allowed by a sponsor is charged to an award that is specifically intended to support a conference, GMU will return 70% of the F&A collected on the first $15,000 of each funded award to the symposium organizers. The 70% is provided from recovered F&A funds that are normally distributed to the Provost, Dean, Chair, and PI. 35% is provided by the Provost, 17.5% from the Dean, 7.0% from the Department Chair and the10.5% PI portion. In situations where different F&A distribution arrangements have been made, the distribution will be noted on the proposal routing form. For dollars collected above the $15,000 threshold, GMU will distribute the collected F&A in the standard fashion.
As an example of how F&A would be recovered and distributed, if a foundation, which allows 25% F&A, awards GMU a total of $25,000 to run a conference (includes direct and F&A costs), the organizers of the meeting would receive $20,000 as direct dollars, and 70% of the collected F&A (15/25 of $5,000). The remaining F&A (10/25 of $5,000) would be distributed according to standard GMU policy resulting in $3,500 (70% of $5,000) distributed to the project to support the conference.
Procedure: Individuals interested in receiving 70% of the F&A collected on the initial $15,000 of sponsored projects that are specifically intended to support a conference must notify the Office of Sponsored Programs in advance to allow for all parties providing recovered F&A funds to sign the OSP proposal routing form in support of the special distribution arrangement.
Approved 7/05
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