AT 2 CFR 200 - Georgia Institute of Technology · AT 2 CFR 200 Uniform Administrative Requirements,...
Transcript of AT 2 CFR 200 - Georgia Institute of Technology · AT 2 CFR 200 Uniform Administrative Requirements,...
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AT 2 CFR 200
Uniform Administrative
Requirements, Cost
Principles, and Audit
Requirements for Federal
Awards
November 11, 2014
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WHAT’S CHANGING AND WHEN?
© GTRC 2014 2 CFR 200 Overview of Changes 2
Grants Reform
• Office of Management and
Budget Circulars combined into
Uniform Requirements
• A-21, A-110, A-133 replaced
• Effective December 26, 2014 & after
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FEDERAL REGULATIONS
You may also hear it called:
• 2 CFR 200
• Uniform Guidance or “UG”
• Omni-circular
• Super-circular
• A-81
• Grant reform
• and by several unprintable names
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MAJOR CHANGES
© GTRC 2014 2 CFR 200 Overview of Changes 4
“SHOULD” “MUST”
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MAJOR CHANGES
© GTRC 2014 2 CFR 200 Overview of Changes 5
Program
performance must
reflect financial
performance
Emphasis is on internal
controls and
documentation
• Timely
appointments and
cost transfers
• PI Certification
Subawards
• Pre-award
documentation
required
• Limits on fixed price
• Payment requirements
• Greater financial and
programmatic
performance
monitoring
Planning is Important!
• Proposing fixed
price
• Subawards
• Purchasing will
require more quotes
and bids
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WHAT CHANGES ARE MOST IMPORTANT TO
FACULTY AND RESEARCH PERFORMERS?
© GTRC 2014 2 CFR 200 Overview of Changes 6
Proposals Purchasing Materials &
Supplies Equipment
• Solicitation
• Cost-sharing cannot
be considered in
review and requires
agency head
approval
• Agencies are
expected to pay the
full negotiated F&A
• Documentation
standards have
changed
• Micro-purchasing
threshold reduced
from $10,000 to
$3,000
• Accounting for
residual supplies
and documentation
for late-term charges
• New cost-transfer
limitations
• Equipment
purchased with
federal funds must
be made available to
other federally-
funded projects
• Additional closeout /
disposition
requirements
6
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WHAT’S NOT CHANGING?
© GTRC 2014 2 CFR 200 Overview of Changes 7
Time and Effort
Reporting continues
to be the basis of
documentation of
personnel charges.
"Computing devices that
are essential and
allocable, but not solely
dedicated, to the
performance of a Federal
award may be allowable
as direct charges if
appropriate and meet the
above requirements."
Dependent care
for travel NOT
permitted under
State of Georgia
travel
regulations.
Dual role of
graduate
students and
post-doctoral
trainees affirmed. THE UNIFORM
REQUIREMENTS
ARE BUILT ON THE
ROCK OF
ALLOWABILITY,
ALLOCABILITY &
REASONABLENESS
Expectation to
financially &
programmatically
close awards
within 90 days of
term.
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NEXT STEPS
Agency Specific Requirements
• NSF published
• Others expected by 12/26/14
Procurement Requirements delayed until
July 1, 2016 for GT
F&A changes effective July 1, 2015
GT Team will be issuing policy revisions
between now and 12/26
Training for Financial Managers began in
October
© GTRC 2014 2 CFR 200 Overview of Changes 8 8
Uniform Administrative Requirements,
Cost Principles, and Audit Requirements
for Federal Awards at 2 CFR 200
becomes effective December 26, 2014
for new awards.
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FEDERAL REGULATIONS
• Subpart A – Acronyms and Definitions
• Subpart B – General Provisions
• Subpart C – Pre-Federal Award Requirements and
Contents of Federal Awards
• Subpart D – Post Federal Awards Requirements
• Subpart E – Cost Principles
• Subpart F - Audit Requirements
• Appendices
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AT 2 CFR 200.0 – 200.113
Subpart A–Acronyms and
Definitions
Subpart B–General Provisions
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SUBPART A – ACRONYMS & DEFINITIONS
Acronyms (200.0) & Definitions (200.1)
“These definitions are for terms used in 2 CFR 200. Different
definitions may be found in Federal statues or regulations
that apply more specifically to particular programs or
activities. These definitions could be supplemented…”
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SUBPART A – ACRONYMS & DEFINITIONS
200.1 Definitions
• 200.19 Cognizant agency for indirect costs
• 200.23 Contractor (vs. Vendor)
• 200.55 Institution of Higher Ed (IHE)
• 200.67 Micro-purchase
• 200.69 Non-Federal entity
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SUBPART A – ACRONYMS & DEFINITIONS
Program Income (200.80)
• Definition includes license fees and royalties on
patents and copyrights
• COFAR FAQs published in August recognize the
Bayh-Dole Act, stating that “income from license fees
and royalties on research funded by a Federal award
should be excluded from the definition of Program
Income”
• U.S. law or statute takes precedence over the
Uniform Requirements
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SUBPART B – GENERAL PROVISIONS
Purpose (200.100)
Establishes uniform administrative requirements, cost
principles and audit requirements for Federal awards to
non-Federal entities.
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SUBPART B – GENERAL PROVISIONS
200.110 - Effective Date
Uniform Requirements
(UR) implementation
date
December 26, 2014
Applications submitted before
12/26/2014 should be
developed in accordance with
the UR (see FAQ)
Incremental Funding – Non-Federal entities
are not obligated to segregate or separately track old funds and
new funds
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SUBPART B – GENERAL PROVISIONS
200.112 - Conflict of Interest
Refers to conflicts that might arise
out of how a non-Federal entity expends funds
(i.e., sub-recipient,
procurement)
Challenge #1:
Potentially no consistency in policies and
requirements by Agency
Challenge #2:
“Disclose any potential conflicts”
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AT 2 CFR 200.200 – 200.211
Subpart C –
Pre-Federal Award
Requirements and Contents of
Federal Awards
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SUBPART C – PREAWARD REQUIREMENTS
Purpose (200.200)
Prescribe instructions and other pre-award matters to
be used in the announcement and application process.
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SUBPART C - PREAWARD REQUIREMENTS
200.201 Use of grant agreements, cooperative
agreements & contracts (including fixed amount
awards)
• Accountability based on performance & results
• Non-Federal Entity must certify in writing that the
project or activity was completed or required level of
activity carried out
• Changes in PI or Scope must receive prior written
approval of Federal Awarding agency or pass
through entity
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SUBPART C - PREAWARD REQUIREMENTS
200.203 Notice of Funding Opportunities
• Prescribes what the agency must include in the
funding announcement
o 6 Summary Fields
o Full Text (Appendix I of Part 200)
• Prescribes where the agency must place the notice
(i.e., OMB website = Grants.gov)
o The timeline for making funding
opportunities available is 60 days &
not less than 30 days
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SUBPART C - PREAWARD REQUIREMENTS
200.204 Federal Awarding Agency Review of
Merit of proposals
• NEW - For grants & cooperative agreements -
Federal Agencies must design and execute a
merit review process for applications
• The process must be described or incorporated in
the Funding Opportunity
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SUBPART C - PREAWARD REQUIREMENTS
200.205 Federal Agency Review of Risk
• Federal agencies must have a framework for
evaluating risks by applicant
• Potential Risk areas
o Financial Stability
o Management Systems - ability to meet
standards
o History of Performance (reports)
o Audit Reports
o Effective Systems (regulatory requirements)
o Debarment & Suspension
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SUBPART C - PREAWARD REQUIREMENTS
200.210 Information Contained in the Federal
Award
• Prescribes the 15 items that each agency
must include in an award notice
• Requires agencies to incorporate general
terms and conditions
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AT 2 CFR 200.300 – 200.345
Subpart D –
Post Federal Award
Requirements Standards
For Financial and
Program Management
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SUBPART D – POST FEDERAL AWARD
Topics covered in Subpart D:
Performance Measurement (200.301)
Financial Management (200.302)
Internal Controls (200.303)
Cost Sharing or Matching** (200.306)
Program Income (200.307)
Revision of Budget and Program Plans (200.308)
Property Standards** (200.310-200.316)
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SUBPART D – POST FEDERAL AWARD
Topics covered in Subpart D:
Procurement Standards** (200.317-200.326)
Performance and Financial Monitoring and
Reporting (200.327-200.329)
Subrecipient Monitoring and Management**
(200.330-332)
Record Retention (200.333-200.337)
Remedies for Noncompliance (200.338-200.342)
Closeout** (200.343-200.345)
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SUBPART D – POST FEDERAL AWARD
The non-Federal entity must:
• Establish and maintain effective internal control over
the Federal award providing reasonable assurance
that the award is being managed in compliance with
Federal statutes, regulations, and the terms and
conditions of the award.
• Take prompt action when instances of noncompliance
are identified
• Take reasonable measures to safeguard
protected personally identifiable
information…
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SUBPART D – REVISION OF BUDGET (200.308)
Compared to A-110:
• NEW: “Changes in the amount of approved cost
sharing or matching provided by the non-Federal
entity” must have prior approvals from the Federal
awarding agency
• NO CHANGE: Agencies can still waive prior approval
requirements for 90-day pre-award costs, 12 month
NCE (not merely for the purpose of using unobligated
balances), Carry Forward of unobligated
balances, etc.
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SUBPART D – PERFORMANCE AND
FINANCIAL MONITORING AND REPORTING
• Unless otherwise approved by OMB, Federal
agencies may require only standard, OMB-approved
data elements for collection of financial information
(FFR)
• Federal agencies must use standard, OMB-approved
data elements for collection of performance
information (RPPR)
• Expectation of coordination between financial
reporting and performance reporting
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SUBPART D – COST SHARING
Cost Sharing or Matching (200.306)
• Cost sharing cannot be used as a factor during the merit
review of applications unless cost share is
required/specified in the notice of funding opportunity
• The Federal awarding agency must include cost sharing
requirements in the notice of funding opportunity
• Fixed amount awards cannot be used in programs
which require mandatory cost share
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SUBPART D – COST SHARING
• Salaries, wages, and other costs used to meet cost
sharing requirements must be supported in the same
manner as the Federal award *No change*
• Changes in the amount of approved cost sharing or
matching provided by the non-Federal entity must have
prior approvals from the Federal awarding agency
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SUBPART D – PROPERTY STANDARDS
What is Sponsored Property (200.310-313)?
• Capital equipment with a useful life of one year or
more, with a purchase price of $5,000 per single item,
charged to a sponsored program
• Purchase price includes shipping, special handling
but does NOT include extended warranty or
maintenance
• Must have prior written approval of the awarding
agency
• Must be budgeted
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SUBPART D – PROPERTY STANDARDS
Sponsored Property (200.310-313)
What is GT’s and the PI’s Responsibility?
• Provide insurance coverage
• Use equipment as authorized
• Not pledge the equipment for loan or debt
• Protect from theft or damage
• Maintain in good condition
• Inventory and report the condition and
location every two years
• Maintain good property records
• Allow others to use the equipment as
needed
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SUBPART D – PROPERTY STANDARDS
Sponsored Property (200.310-313)
At the End of the Award (Grant or Cooperative Agreement
Only):
• If now worth less than $5,000 GT keeps the property
oGT Property to determine value
oGT Property to dispose if unwanted
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SUBPART D – PROPERTY STANDARDS
Sponsored Property (200.310-313)
At the End of the Award (Grant or Cooperative
Agreement Only)
• If now worth more than $5,000
oTransfer the property to another award with
approval
o If no approval or no answer in 120 days
– GT purchases the property for the value now, or
– GT sells the property and remits the funds
to the sponsor
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SUBPART D – PROCUREMENT STANDARDS
Methods of procurement to be followed (200.320-329)
• New requirements: purchases > $3,000 must include
rate quotations from an “adequate” number of
qualified sources
• Grace period has been granted for one full fiscal year
after the effective date of the Uniform Requirements
• Effective 12/26/15, so for our fiscal year 2017
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SUBPART D – SUBCONTRACTS
© GTRC 2014 2 CFR 200 Overview of Changes 37
MUST MAKE A
DETERMINATION
OF TYPE OF
AGREEMENT ON
CASE-BY-CASE
BASIS
MAY ISSUE FIXED
AMOUNT
SUBAWARDS
WITHIN NEW
CONSTRAINTS
NEW DATA
ELEMENTS MUST
BE INCLUDED IN
SUBAWARDS
SUBRECIPIENT
MONITORING AND
MANAGEMENT
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SUBPART D – SUBCONTRACTS
Subrecipient and Contractor Determinations (200.330)
• Pass-through entity must make case-by-case
determinations whether each agreement it makes for
the disbursement of Federal program funds casts the
party receiving the funds in the role of a subrecipient
or a contractor
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Requirements for Pass-Through Entities (MUST)
(200.331) • Include required data elements
• Include all requirements imposed by the pass-through entity to
meet its own responsibility to the Federal Awarding agency i.e.,
financial and performance reports
• Use approved federally recognized indirect cost rate - if no such
rate exists, use a negotiated rate between the two parties or a
de minimis rate of 10% of MTDC
• Require subrecipient to permit the pass-through entity and
auditors access to subrecipient’s records & financial
statements to meet statutory & national policy
requirements through the Period of Performance
(POP)
• Include appropriate closeout terms & conditions
© GTRC 2014 2 CFR 200 Overview of Changes 39 39
SUBPART D – SUBCONTRACTS
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© GTRC 2014 2 CFR 200 Overview of Changes 40
Past experience &
performance with
similar awards
Results of Single
Audit
Substantially
changed systems
Existing Federal
oversight on other
awards
Impose specific
management
oversight controls
described in
200.207 until risk is
reduced
Reviewing
programmatic
reports
Following up on
identified
deficiencies
detected through
audits, on-site
reviews, and other
means.
Issue management
decision for audit
findings
Agreements must
be closed in a
timely fashion to
meet the 90 day
financial closeout
requirements
Fixed Amount
Subawards require
certification that
the project or
activity was
completed or level
of effort expended
Evaluate Risk
Mitigate Risk
Monitor Activities
Closeout Timely
40
SUBPART D – SUBCONTRACTS
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SUBPART D – SUBCONTRACTS
Fixed Price Awards (200.332)
• Limited to $150K (current Simplified Acquisition Threshold)
• Payments based on meeting specific requirements
• Accountability based on performance and results
• Scope of work must be clearly defined
• Subrecipient must have adequate cost, historical, or unit pricing
data available
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SUBPART D – SUBCONTRACTS
Fixed Price Awards (200.332)
• Established “milestone” payments can be used
• Cannot be used when mandatory cost sharing applies
• Non-federal entity must certify to either the Federal awarding
agency or pass-through entity that project or activity was
completed or the level of effort was expended
o If level of effort or activity not carried out then award must be
adjusted
• Changes to PI or scope require prior written approval
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SUBPART D – FINANCIAL CLOSE OUT
Closeout (200.343-200.345)
• Revise timeframe for resolution of unbilled costs
(e.g., 60 days) to ensure close-out actions are
complete by day 90
• Consider impact where Georgia Tech is the
subrecipient; expect reduced billing timelines
(e.g., due 30 days after POP)
• Past-term charges unbillable despite OMB /
agency reference to publications costs, etc.
• Anticipate reducing late cost transfer
limit to 90 days
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SUBPART D – FINANCIAL CLOSE OUT
Complete the close-out process no later than 90 days
after the POP end date
Financial reporting and project performance must align
• Agency requirements may vary
• Account for any real or personal property acquired
with federal funds
• Includes equipment and supplies > $5,000
value at close-out
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AT 2 CFR 200.400 – 200.475
Subpart E –
Cost Principles
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SUBPART E – COST PRINCIPLES
Topics covered in Subpart E:
• Review of Cost Accounting Standards (CAS)
• Administrative and Clerical Costs (200.413)
• Compensation (200.430)
• Conferences (200.432)
• Losses on other awards or contracts (200.451)
• Materials and supplies (200.453)
• Travel costs (200.474)
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OMB Uniform Requirements
• No change to the principles that direct costs must be
allowable, reasonable, allocable, and within POP
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REVIEW OF COST ACCOUNTING STANDARDS (CAS)
RI Sponsored Programs / Institutes of Higher
Education
– Subject to 4 CAS
– Must submit DS-2 (Disclosure Statement)
GTRI Sponsored Programs
– Subject to all 14 CAS
– Must submit DS-1 (Disclosure Statement)
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REVIEW OF COST ACCOUNTING STANDARDS (CAS)
• An institution’s practices used in estimating costs in pricing a
proposal shall be consistent with the institution’s cost
accounting practices used in accumulating and reporting
costs
• An institution’s cost accounting practices used in
accumulating and reporting actual costs for a contract shall be
consistent with the institution’s practices used in estimating
costs in pricing the related proposal
• Accumulating and reporting actual costs in greater
detail than proposed costs is not a CAS inconsistency
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REVIEW OF COST ACCOUNTING STANDARDS (CAS)
• All costs incurred for the same purpose, in like circumstances,
are either direct costs only or indirect costs only with respect
to final cost objectives
• No final cost objective shall have allocated to it as an indirect
cost any cost, if other costs incurred for the same purpose, in
like circumstances, have been included as a direct cost of that
or any other final cost objective
• Further, no final cost objective shall have allocated to it as a
direct cost any cost, if other costs incurred for the same
purpose, in like circumstances, have been included in any
indirect cost pool to be allocated to that or any other final
cost objective
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REVIEW OF COST ACCOUNTING STANDARDS (CAS)
Fundamental requirement
• Costs expressly unallowable or mutually agreed to be unallowable,
including costs mutually agreed to be unallowable directly associated
costs, shall be identified and excluded from any billing, claim, or
proposal applicable to a Government contract
Cost accounting period
• An institution shall use their fiscal year as their cost
accounting period
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SUBPART E – COST PRINCIPLES
Administrative and Clerical Costs (200.413)
May be charged directly only if all of the following are met:
• Are integral to the project or activity
• Can be specifically identified with the project or
activity
• Are explicitly included in the budget or have prior
written approval of the awarding agency
• Are not also recovered as indirect costs
Eliminated the “major project or activity” distinction
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SUBPART E – COST PRINCIPLES
Conferences (200.432)
• Conference hosts / sponsors must exercise
discretion and judgment in ensuring conference
costs are appropriate, necessary, and managed in a
manner that minimizes costs to the Federal award
• As needed, the costs of identifying, but not
providing, locally available dependent-care
resources are allowable
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SUBPART E – COST PRINCIPLES
Losses on other awards or contracts (200.451)
• “any excess of costs over authorized funding levels
transferred from any award or contract to another
award or contract is unallowable”
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SUBPART E – COST PRINCIPLES
Materials and supplies (200.453)
• “In the specific case of computing devices,
charging as direct costs is allowable for devices
that are essential and allocable, but not solely
dedicated, to the performance of a Federal award”
o Must meet criteria for direct costs
o Keep in mind the $5,000 aggregate
value of M&S at end of award
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SUBPART E – COST PRINCIPLES
Travel costs (200.474)
• Temporary dependent care costs above and beyond
regular dependent care that directly results from
travel to conferences are allowable
• Travel costs for dependents are unallowable, except
for travel of 6 months or more with prior approval
• The costs must be consistent with the non-Federal
entity’s documented travel policy for all entity travel
• Per State Accounting Office (SAO) official travel
regulations will NOT allow temporary
dependent care costs incurred as a result
of employee travel to conferences; nor
travel costs for dependents
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SUBPART E – COMPENSATION
Compensation (200.430) (GT)
The new OMB Uniform Requirements:
• Includes revised and new language applicable to Institutes of
Higher Education (IHE)
• New definition - Institutional base salary (IBS) is the annual
compensation paid by an IHE (i.e.; USG) for an individual’s time
spent on research, instruction, administration, or other activities
• Changes the emphasis of documenting salary charges from the
3 examples in A-21 (which have been eliminated in
Uniform Requirements) - instead, lists Standards of
Documentation that replace “Criteria of Acceptable
Methods” for apportioning salary and wages
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SUBPART E – COMPENSATION
Compensation (200.430) (GT)
• Salary and wages charged to Federal awards must:
• Be based on records that accurately reflect work
performed
• Be supported by system of internal controls to
provide reasonable assurance that charges are
accurate, allowable, and properly allocated
• Be incorporated into official records of
non-federal entity
• Reasonably reflect the total activity
for which employee is compensated
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SUBPART E – COMPENSATION
Compensation (200.430) (GT)
• Conclusion: Standards of Documentation in the Uniform
Requirements basically restate Circular A-21 requirements
• What to do next for Compensation: • No change: Our current effort reporting system meets the new
Standards of Documentation
o Specifically, the eWAF and eASR provide documentation of
our internal controls
o The SPD system provides internal controls over allocation of
salary postings and transfers
• WAIT for new requirements to be in effect for a time
period and SEE how other institutions and audits
interpret the new Uniform Requirements before
implementing any future changes
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SUBPART E – COST PRINCIPLES
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Compensation (200.430) (GTRI)
• Labor is the single largest cost driver for GTRI as well as almost all
other government contractors
• There is much audit scrutiny by both independent auditors and
DCAA
• Significant regulatory/procedural requirements for recording labor
on DOD contracts for entities like GTRI operating under Federal
commercial cost principles (FAR 31.2)
• To satisfy these requirements, GTRI utilizes a COTS
timekeeping system (eTime) that was developed for
government contractors that meets DCAA
requirements for recording labor
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SUBPART E – COST PRINCIPLES
Compensation (200.430) (GTRI)
What are the Risks?
• Criminal proceedings against the employee, supervisor, and the
company under the False Claims Act
• GTRI could be subject to debarment
• Invoice payment withholdings on contracts and/or loss of future
awards
What can you do to prevent timekeeping issues and ensure GTRI
remains compliant?
• Ensure you understand timekeeping policy and follow
• Update your timesheet daily
• Report any know abuses of our timekeeping policies as
soon as possible to your supervisors, the GTRI
Compliance, or the Institute Compliance Hot Line
• Always get a project number when work is
assigned to you
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SUBPART E – COST PRINCIPLES
Compensation (200.430) (GTRI)
Reportable Time:
Full-time, monthly-paid employees report an average of at
least 8 hours a day across the reporting period. Hourly staff
report hours actually worked and compensated absences.
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Reportable time includes:
• Research
• Proposal preparation
• Committee activities
• Work at home with supervisor approval
• Work on travel status (i.e. work performed at
destination)
• Compensated absences
Reportable time does not include:
• Ordinary lunch hour
• Commuting to/from work
• Professional meetings or professional
development NOT specifically
required by GTRI
• Travel outside of normal work period
(exempt employees)
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AT 2 CFR 200.501 – 200.521
Subpart F –
Audit Requirements
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SUBPART F - AUDIT REQUIREMENTS
The audit requirements in Subpart F are effective for
fiscal years beginning on or after December 26, 2014
• Therefore, effective for Georgia Tech’s FY16
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SUBPART F - AUDIT REQUIREMENTS
Focus on Risk
• Increases audit threshold from $500,000 to $750,000 in
annual expenditures on Federal Awards
• Strengthens risk-based approach to determine major
programs
• Provides for greater transparency of audit results
• Strengthens agency use of the single
audit process
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SUBPART F - AUDIT REQUIREMENTS
Single Audit is Required (200.501)
• If > $750,000 in annual expenditures on Federal
Awards
• A Cognizant Agency is required if > $50M in annual
expenditures on Federal Awards
Single Audit Reports on Web
• All submissions must be electronic to Federal
Audit Clearing House (FAC)
• FAC responsible to make publicly available
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SUBPART F - AUDIT REQUIREMENTS
Audit Findings
• Increases threshold for reporting questioned costs
from $10,000 to $25,000
• Requires identification as to whether finding was a
repeat from the immediately prior audit
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SUBPART F - AUDIT REQUIREMENTS
Changes to the major program determination
process:
• Focuses audits on the areas with internal control
deficiencies that have been identified as material
weaknesses
• Programs are grouped based on dollars
• Type A programs > $750,000
• Type B programs < $750,000
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A B
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SUBPART F - AUDIT REQUIREMENTS
• 7 of the 14 Compliance Requirements were
eliminated from testing
o Elimination of compliance requirements does not
mean elimination of compliance
• Pass-Through entities are still responsible for
ensuring compliance
• Greater focus on Internal Controls and Risk
• Wording Changed in the Uniform Requirements
from OMB Circular A-133:
“audit working papers” to “audit
documentation”
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OMB UNIFORM REQUIREMENTS
Next steps:
• Agency implementation plans and reconciliation to OMB requirements
• OMB Technical Corrections
• Specific GT policy changes…
o Late cost transfer restrictions
o Interim documentation and reporting requirements
o Additional closeout steps
• Auditor interpretations of new requirements
• Enhancements and adherence to
internal controls
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Questions & Answers
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