Non-Billable projects

We’d like to share some information on the different Non-Billable projects that are available to the departments in iO.  Some of these are created based on information contained in SPARC notices, while others require a help desk ticket to the RCA queue in order to be created.

Advance Spending award

1. Used when initial agreement has not been received from sponsor
2. Processed thru SPARC
3. RCA will create award and associated project
   1. Award and project names will include “Adv Spndg”
   2. Duration will be six months
   3. Project will have external funding source
   4. F&A rate will be MTDC
   5. Budget will be set up for $1
4. Once agreement is received through SPARC, RCA will update PPM
   1. Award and project names will be changed to reflect sponsor information
   2. Duration will be extended per agreement
   3. Budget will be amended per agreement

Cost Share project

1. Used when a proposal includes Rice cost-share
2. Signed cost-share form should be included in SPARC award notification packet
3. RCA will create a new project while setting up a new award
   1. Project name will include “C/S”
   2. Duration will be the same as award
   3. Project will have Internal funding source (balance transfer required)
   4. F&A rate will be same as signed cost-share form
   5. Budget will be set up for amount on cost-share form
   6. Department will use project number on LD submissions for cost-shared salary
   7. All travel and ODC expenses which are to be cost-shared should be coded to this project

Salary Cap project

1. Used when a faculty’s salary is above the limit set by NIH or CPRIT
2. Department will submit help desk ticket (non-billable projects)
3. RCA will create a new project within the existing award
   1. Project name will include “Salary Cap”
   2. Duration will be the same as award
   3. Project will have Internal funding source (balance transfer required)
   4. F&A rate will be 0%
   5. Budget will be set up for $1 until one is provided by the department
   6. Department will use project number on LD submissions

Pending Amendment project

1. Used when existing award period is ending, but we are expecting an amendment for more time
2. Department will submit help desk ticket (non-billable projects)
   1. Department will attach request form found on RCA website
3. RCA will create a new project within the award
   1. Project name will include “Pending Amd”
   2. Project will begin the day after the award end date, and will have a duration of six months
   3. Project will have same external funding source as Base project
   4. F&A rate will be same as current project(s)
   5. Budget will be set up for $1
   6. Department revise LDs to reflect new project number
   7. All new travel and ODC expenses are coded to the new project
4. When amendment is received, RCA will process it under this new project
   1. Project name will be changed to “Year 2” or other applicable identifier

Deficit project

1. Used when project expenses are more than allowed by the sponsor
2. Department will submit help desk ticket (non-billable projects)
3. RCA will create a new project within the award
   1. Project name will include “Deficit”
   2. Duration will be the same as award
   3. Project will have Internal funding source (balance transfer required)
   4. F&A rate will be 0%
   5. Budget will be set up for overage amount
   6. RCA will process cost transfer to move direct portion of overage to new project, using expenditure type ODC: Excess Costs