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Indirect Cost Presented by Bonita Brown HMEP Grant Program

This guide explains the difference between direct and indirect costs in grant programs and provides important information on cost allocation, consistency, and reimbursement.

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Indirect Cost Presented by Bonita Brown HMEP Grant Program

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  1. Indirect CostPresented by Bonita BrownHMEP Grant Program

  2. Direct vs. Indirect Cost In addition to understanding the concepts of allowability, allocability, and reasonableness, you should know that: • If a cost can be identified specifically with a particular cost objective, such as a grant, project, service, or other activity, it is a direct cost. • If a cost has been incurred for common or joint objectives that cannot be readily identified with a particular cost objective, it is an indirect cost.

  3. Indirect Cost • General administration and management • Costs of activities that are for the direction and control of the grantee’s affairs that are organization-wide

  4. Consistent Treatment of Cost A few restrictions exist stemming from the principle that items of cost should be consistently treated.

  5. Indirect and Direct Restrictions A cost may not be assigned to a Federal award as a direct cost or an indirect cost if another cost incurred for the same purpose, in similar circumstances, has been allocated to the award as an indirect cost or direct cost, respectively.

  6. Reasonable Practicality If treated consistently for all cost objectives, a direct cost of a minor amount may be treated as an indirect cost for reasons of practicality.

  7. Important Cost Requirements Direct costs allocated to a particular Federal award will be reimbursed by the Federal government if they are also: • allowable • reasonable under the applicable cost principles.

  8. Indirect Cost Reimbursement Reimbursement of indirect costs under Federal awards is determined by an organization’s indirect cost rate, which recipients negotiate with their cognizant agency.

  9. Indirect Rate Negotiation Absent a statutory or regulatory prohibition or limit on indirect costs, all Federal agencies must accept the rate negotiated by the cognizant agency.

  10. Cognizant Agency Concept A single Federal agency represents all the Federal agencies on negotiating and approving indirect cost rates with organizations receiving funds “directly.”

  11. “Fair Share” Concept • OMB Circulars establish the policy that Federal programs bear their fair share of costs recognized under the Circulars • The fair share policy includes honoring requests for budgeting and reimbursing of indirect cost claims that are supported by a “current” indirect cost rate agreement from the grantee’s cognizant agency

  12. Indirect Cost: Part of the Total Cost The full cost of a program, function, or activity includes both indirect costs and direct costs Total Program Costs

  13. Examples of Indirect and Direct Costs

  14. Indirect Cost Rates (IDCR) The indirect cost rate is a ratio or percentage of an organization’s total indirect costs to its direct cost base.

  15. Budget & Budget Narrative • Budget identifies the proposed project costs • A budget narrative justifies the direct and indirect costs for the proposed project • Budget narrative presents the necessity, reasonableness, and allocability of all proposed costs • The budget should include any matching or cost-sharing funds

  16. Indirect Cost Agreement Applicants should provide a copy of either their latest indirect cost agreement or, if no such agreement exists, applicants should seek the assistance of the agency’s grants management office for information on how to obtain an indirect cost rate.

  17. IDCR Bases • An indirect cost rate must be applied to a “direct base” to determine the amount of indirect costs charged to Federal awards. • Two types of direct cost bases: • Direct Salaries and Wages (S + W) May either include or exclude fringe benefits • Modified Total Direct Costs (MTDC) • Total Direct Costs minus distorting items

  18. Grantee has Right to: • Take lesser % • Waive Rate • Use as a source of matching The conditions include: • No cost shifting • Use same direct base

  19. Example – Use an approved IDCR that is properly applied BUDGET INFORMATION – Non-Construction Programs (SF-424A) SECTION B – BUDGET CATEGORIES

  20. Indirect Costs and Fringe Benefits 1- Indirect Costs generally will not be paid unless there is a currently approved rate. 2 – Fringe benefit rates should not be paid without an officially approved rate. a) Stated on the Indirect Cost Rate Agreement/Letter b) State governments can obtain an approved rate in their Statewide Cost Allocation plan approved by DHHS. 3 - Fringe Benefits may always be charged from actuals.

  21. 2014 Supercircular On December 26, 2013, the Office of Management and Budget (OMB) Published the Uniform Guidance or the “Supercircular,: which includes: • Uniform Administrative Requirements, • Cost Principles, and • Audit Requirements for Federal Awards in the Federal Register.

  22. Supercircular Goal The goal of the reform is to streamline regulations and requirements affecting grants management.

  23. The Uniform Guidance • The Uniform Guidance is found at 2 CFR 200. • Federal regulations currently governing the administration of Federal grants are subdivided by: • administrative requirements, • audit requirements, and • Cost principles.

  24. SuperCircular Fun Facts • The regulations also differ based on the type of recipient entity. • The Uniform Guidance consolidates eight grants circulars into a single document that creates uniform requirements, with only minor exceptions, for all recipient entities.

  25. Cost Principles Included in the SuperCircular • The Uniform Guidance does not incorporate the Cost Principles for Hospitals at 45 CFR Part 74. • The Uniform Guidance removed 2 CFR parts 215, 220, 225, and 230 effective immediately.

  26. Regulation/Entities Chart

  27. Implementation 2014 • The Uniform Guidance was published on December 26, 2013 and was immediately applicable to Federal awarding agencies. • Federal agencies must develop and publish implementing regulations with an effective date of December 26, 2014.

  28. Indirect Cost Rate The pass-through entity must identify the indirect (F&A) cost rate in the subaward.

  29. Pass-through entities can: • accept the negotiated indirect (F&A) cost rate agreed upon by the cognizant agency for indirect costs; • indicate the subrecipient has elected to accept the 10% de minimis indirect cost rate; or • negotiate an indirect (F&A) cost rate with the subrecipient.

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