FY 2013 Facilities & Administrative (F&A) Base Year Update MRAM – November 2012

1. FY 2013 Facilities & Administrative (F&A) Base Year UpdateMRAM – November 2012 Management Accounting and Analysis A Division of Financial Management within Finance and Facilities November 2012

2. Current F&A Proposal Process and Schedule Role of Campus Units Space Inventory Budget Classification (Cost Pools) Tracking Non-reimbursable Costs Tracking Lab Occupants Tools and Training Questions and Contacts Overview

3. Schedule The next F&A rate proposal is scheduled to be submitted to DHHS in Spring 2014. The proposal is based on costs incurred during the fiscal year July 1, 2012, through June 30, 2013, our “base year”.

4. Initiation Develop project plan and budget Form key campus advisory committees Facilities and Administrative Rate ProposalProject Life Cycle Winter 2011 Scope Winter 2011 – Summer 2012 Assess and address pre-base year opportunities and risks Planning Spring - Fall 2012 Develop campus training and tools Update space inventory and CAD drawings Fall 2012- Spring 2014 Implementation • Conduct campus training • Departments functionalize space & external review of space • Prepare F&A proposal and facilities projections: • O&M (central and department-funded repair & maintenance, utilities, security, and EHS) • Equipment and building depreciation • Cost sharing and base issues • Special rates (SLU, APL, and RPC) • Submit proposal and projections Control Summer 2014 - Winter 2015 Respond to DCA information requests Prep campus departments for DCA space reviews DCA campus visits and space reviews Close Spring 2015 Determine negotiation parameters with Steering Committee Negotiate rates Conduct proposal post-mortem November 2011

5. Role of Campus Departments This Fall • Participating in FY 2013 space inventory assessment(October 2012-February 2013) • Keeping trackof lab occupantsthroughout year (throughout FY 2013) • Reviewing classification of all departmental budgets(throughout FY 2013) • Tracking non-reimbursable expenditures (departmental (non-research) budgets) (throughout FY 2013)

6. Role of Campus DepartmentsLater This Year • Complete FY 2013 space survey and functionalization(March 2013-June 2013) • Finalizing reporting of non-reimbursable FY 2013expendituresto MAA (departmental (non-research) budgets) (throughout FY 2013) • Timely completion of FEC’s and other cost share reporting (if not already into MAA by deadlines) • Updating inventoryof FY 2013 equipment, including locations in OASIS (by July 2013)

7. Tools and Training – MAA http://f2.washington.edu/fm/maa/fa • MAA Campus Trainings: • Fall 2012: • December 10th 9:-10:30am (SCC 303) • January 29th 9:30-11am (HUB 214) • February 26th 9:30-11am (HUB 214) • General Overview • Space Inventory • Unallowable Costs • Budget Review/Classification • Winter/Spring 2013: • February 4th 9:15am-10:45am (SCC 303) • February 5th 9:30-11am (HUB 214) • March 4th9:15am-10:45am (SCC 303) • March 5th 9:30-11am (HUB 214) • Late spring – Hands-on (TBD) • Space Survey Functionalization

8. Tools and Training – GeoSIMS https://baptistin.opb.washington.edu/geosims/mapviewer.htm

10. Questions

11. Contact Information Management Accounting and Analysis Phone: (206) 543-8282 FAX: (206) 897-1482 Box: 354988 Brion Norton 543-8282 brionn@uw.edu Cristi Chapman 543-9985 cristic@uw.edu Devon Rosencrans 616-8490 devonr@uw.edu Hank Williams616-2069hankwil@uw.edu Michael Anthony616-1379mda1213@uw.edu Susan Camber 543-8951 scamber@uw.edu fahelp@uw.edu Management Accounting and Analysis A Division of Financial Management

13. On-Campus Organized Research F&A Rate F&A Expenditures ---------------------------------------------- = F&A Cost Rate MTDC Base ( incl Cost Sharing) Where: F&A Expenses = Allowable Indirect Costs allocated to the Organized Research function MTDC Base = Allowable Direct Cost expenditures classified as Organized Research F&A Cost Rate = Proposed Organized Research F&A Rate