Research and Cost Accounting Blog

Try as we might to stay within the budget provided by the sponsor, sometimes it simply costs more to complete the scope of work, and the award ends up being overspent.  When this happens, you might be tempted to move expenses off the award in order to bring it back within budget.  However, please keep in mind that any expenses associated with the SOW should remain where they are, even if it causes a negative balance.  When this happens, RCA will create a Deficit project and move the direct portion of the overage to the new project, using expenditure type ODC: Excess Costs.  The department will need to process a balance transfer in order to fund the expenses on the Deficit project.

Information on balance transfers can be found here: https://rchcostacctng.blogs.rice.edu/2021/08/18/balance-transfers-in-io/

Information on the correct Fund Types and Fund Sources for these balance transfers can be found here: https://rchcostacctng.blogs.rice.edu/2025/01/29/update-to-frequently-used-fund-types-and-fund-sources/

As research administrators, you play a vital role in ensuring the smooth management of sponsored projects at Rice University. When a faculty member decides to leave the institution, it is crucial to notify both Research and Cost Accounting (RCA) and the Office of Sponsored Projects (OSP) as soon as possible. This early communication allows us to properly manage the relinquishment, closure, or transfer of awards, ensuring compliance with sponsor and university requirements.

Why Early Notification Matters:

• Award Transfers or Relinquishments – Some awards may need to be transferred to the faculty member’s new institution or officially relinquished to the sponsor. This process takes time and requires coordination.
• Final Invoicing & Financial Reporting – RCA must ensure all allowable expenses are recorded, final invoices are submitted, and financial reports are completed in accordance with sponsor deadlines.
• Effort Certification & Payroll Adjustments – Proper documentation and certification of faculty effort must be finalized before departure to ensure compliance with federal and institutional guidelines.

How You Can Help: If you become aware that a faculty member is planning to leave Rice, please promptly notify both RCA and OSP. This proactive approach allows us to:

• Assess the status of existing awards and determine next steps
• Coordinate with sponsors on award relinquishment or transfer requirements
• Ensure timely and accurate financial reconciliation and reporting
• Address any outstanding compliance matters, including effort certification

Your partnership is invaluable in maintaining the integrity of Rice’s research enterprise. By working together, we can ensure a seamless transition for departing faculty and uphold our commitment to responsible research administration.

If you have any questions or need guidance on this process, please reach out to RCA and OSP. We appreciate your diligence and cooperation!

The salary cap worksheets for Summer 2025 and AYT 2025 have been updated.  Please see the links below.

SUM SAL 2025 NIH and CPRIT Sal Caps_Template – updated 013025

AYT SAL 2025 NIH and CPRIT Sal Caps_Template – updated 013025

Please note that three new Fund Sources have been created.  The mapping process between the general ledger and subledger is undergoing testing and will be implemented upon the conclusion of this testing phase. Further information and guidance will follow.

012110 – Deficit
012120 – Salary Cap
012130 – Interest

RCA has established written guidance for Participant Support costs.  Please reach out to rchacctg@rice.edu if you have any question.

Guidance on Participant Support Cost 12.4.24

Search for PI/Co-PI has been combined for comprehensive reporting

What: The PI/Co-PI prompt has replaced the Award PI prompt, and the Co-PI name field has been added to all dashboard views except Labor Distribution Details and Labor Encumbrance Details.

Why:  This combined prompt allows faculty and administrators to prepare a comprehensive grants report for a PI whether they serve as PI or Co-PI on a project/award.

F&A Rates now included on the Award Overview report

What: Project/Award F&A rate will be included as a column on the Award Overview page. F&A Rate is also included as a hidden field on the Balance Details, Award Overview, and PI Project Summary pages.

Dashboard tip: Columns can be hidden or displayed using the right-click feature and selecting include or exclude. View more tips on the Dashboard Tips and Tools QRG.

Why: Displaying the F&A rate on the reports allows faculty and administrators to more easily validate the Project/Award F&A rate while reviewing financial reports.

Hello Research Administrators,

We are pleased to share that registration for the Skills Training for Administrative Research Staff (STARS) program is now open! STARS is a new training program offered to research administrators across Rice University. The program intends to enhance collective expertise, develop new skills, and promote professional growth. Through the duration of ten workshops, a variety of subject matter experts across campus will cover topics encompassing the grant lifecycle, including the pre-award process, sub-award process, personnel, compliance, and much more. The program is an opportunity to create true communities of practice and contribute to the Rice research enterprise.

Registration opens today, Thursday, August 1st, via Learning in iO. Please use this link if you have any questions on how to register.  It is crucial to attend all ten sessions in person to fully reap the benefits of the program and build connections. Registration will close Wednesday, August 28th at 5:00 p.m. or when the cohort is filled. Below you will find the direct link to register and a registration guide.

STARS Registration link: Click here

Enrollment Guide: Click here

The STARS program is a great opportunity to learn something new, refresh your understanding of the grant lifecycle and connect with other research administrators across Rice. Please join us!

All the best,

STARS Training Group

Basically everything is pushed back two days due to hurricane Beryl:

July 12   Original entries to be submitted

July 15   First close reports available on dashboards

July 19   Second close – final day for corrections to be submitted

July 29   Final reports available on dashboards after 10 p.m.

Please contact crystald@rice.edu if you have questions.

Effective February 15, 2024, RCA will adjust the accounting process for Cost Share F&A.

Currently F&A is being charged on cost share projects where no specific exclusion was requested in the award cost share agreement.  F&A on cost share charges is being recorded in the Cost Share Project and debited to COA with an expectation for the department to fund.

F&A for the cost share charges will be recorded in the Cost Share Project.  However, there will be no debit to the CoA, effectively forgiving the obligation for the department to fund.

F&A charges on cost share projects made prior to February 15 and that have already debited CoA accounts will be reversed by RCA prior to the end of FY24.

We have received multiple emails and helpdesk tickets regarding the ability to access FY24 dates in SPFF.  The GL Accounting Period filters are not functioning as expected on the Admin and PI SPFF Dashboards.  The iO support team is working to reset the filters.  The target date for a resolution is 02/16/24.  Please check the Known Issues page (https://ioevolution.rice.edu/known-issues) for updates.