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NLCT Template 1.09 Update Notes
The NLCT template has updated from 1.08 to 1.09.
Here’s what changed and why.
A Note on Training
Some people have reached out to to RCA ask if they can get 1-1 training, or if there will be office hours for NLCT?
Most of these queries could have been addressed by applying the instructions, or watching the videos.
The ideal scenario is that should there be user need, then a combination of these resources along with colleagues training other colleagues would be the first choice.
This is not always possible of course and please do reach out in either the event that this first choice is not an option, or in the event of encountering any technical issue.
Upcoming Changes to Internally Funded Projects (Cost Share)
Overview of Changes
Effective July 1, 2025 (FY26), we’re changing how we account for certain research awards to improve tracking. Instead of using the single 012000 (Internal Projects) fund source, new projects will use specific, dedicated fund sources that better reflect their purpose.
Here are the new fund sources:
- 012100 for Cost Share projects
- 012110 for Deficit Projects
- 012120 for Salary Cap Projects
- 012130 for Interest Earned Projects
This means that a new Cost Share project, for example, will now be set up with its own fund source: 012100.
Impact on Current Projects
The new fund sources apply only to projects with a start date of July 1, 2025, or later. Projects created before this date cannot be converted.
To ensure consistency, Research and Cost Accounting will take the following steps for all 59 active awards with an existing cost share component:
- A new project with the 012100 fund source will be created for each affected award.
- The project number for this new project will be communicated to the Project Manager (PM) and the Principal Investigator (PI).
- Any costs posted to the old project on or after July 1, 2025, will be transferred to the new project.
- The old project will be closed.
It’s important to remember that for reporting purposes, you will need to consider the budgets and costs of both the old and new projects together. Both projects will be accessible within the same award for easy data retrieval.
Project Transition & Budget Management
The old “Internal” cost share project will remain open until its award closes or until September 30, 2025, whichever comes first.
- All cost transfers related to the old project must be completed and posted in iO before the project closes.
- Once the old project is closed, its budget balance will be calculated. If the balance is negative, the project will be closed, and the PI and department will need to communicate a management plan to Research and Cost Accounting before it can be reopened.
- If the balance is positive, the remaining budget will be transferred to the new “Cost Share” project.
For active labor distributions on old projects, Payroll will automatically update them to apply to the new “Cost Share” project starting July 1, 2025.
Project Managers for impacted awards have been contacted directly by e-mail with the above message. If you have any questions, please feel free to respond to that e-mail or to contact Research and Cost Accounting (rchacctg@rice.edu).
OAC Dashboards (Finance Dashboard and Sponsored Projects and Faculty Funds Dashboard)
EDIT (8/19/25. 3.14PM) While the dashboards have returned and can be used, we are aware that there are issues across SPFF with dashboard prompts not running analyses in the way they should. The cause of this issue has been diagnosed and the team is on it. It will very likely not be before tomorrow (8/20/25) that we are able to say how long this will take to fix. I will update this post with information as it becomes available.
EDIT (8/20/25. 8.59 AM) Dashboards are now operational.
SPFF and Finance Dashboard. Down 8/18/2025
SPFF and Finance Dashboards are down and OIT are currently working on bringing them back up.
Downtime for these resources is estimated through tomorrow morning (8/19/2025)
Proposed FY26 Rates
Please be advised that Rice’s submitted Fringe rates are 25.8% for faculty and staff and 2.6% for students.
These rates are PROPOSED and may be used for FY26 grant applications (with a start date of 7/1/25 or later) but this are subject to change upon negotiation and execution of the official rates.
When more information becomes available, it will be added here.
Update on SFFF. Dashboards back up (8/5/25)
SPFF has been restored to normal operational status.
iO dashboards down following Oracle update
Due to an Oracle system update, dashboard data has not refreshed since July 30th.
We’re working to resolve the issue and will restore updates ASAP.
Thanks for your patience!
How to select a Faculty Fund as a Destination for a Cost Transfer?
During the recent cost transfer training, there were a number of unanswered chat questions. The most frequent one of these related to Faculty Funds and how to process cost transfers to them?
Here’s the answer
1) Leave the ‘New Award’ field totally blank (i.e. delete all content from the cell)
2) Select or enter the Faculty Fund project number (must begin with the letter F) in the New Project Number(s) field.
3) Take care to confirm you have added the desired task number (which will default to ‘1’) in the New Task Number field.
New Non-Labor Cost Transfer Process
In early 2025, a new non-labor cost transfer method (and template) was developed through a collaboration between Research & Cost Accounting (RCA) and Financial Information Systems (FIS).
The new method leverages Oracle’s Project Costs Module, and offers an alternative to the baseline method that has been in use since the iO implementation.
In March/April 2025, the concept behind the new method was proved to be viable, and testers from across the university were subsequently recruited to provide feedback and development guidance throughout April/May 2025. With feedback collected and applied, the new method is now live for general use.
Depending on the type of origin data, a slightly different version of the new template is applied to complete the following range of cost transfers
Each of the new templates are functionally very similar to use, and differ only in the following ways.
Origin Data = PPM (POET-AF)
- When the origin transaction(s) are in the subledger (POET-AF), use the PPM template.
- Export data from iO to an excel spreadsheet from SPFF/Expense Details (export/data/excel)
Origin Data = GL (non PPM COA)
- When the origin transaction(s) are in the general ledger (non PPM COA), use the COA template.
- Export data from iO to an excel spreadsheet from Finance Dashboard/Transactional Details (export/data/excel)
What are the benefits to the new method/templates?
+ Single step process for PPM-COA and COA-PPM NLCTs.
+ Source data is from iO. Eliminates transcription errors.
+ Ineligible cost categories filtered out by template.
+ Non-zero transaction transfers prevented.
+ PM/CCMs identified, and authorization step added.
+ Numerous pre-submission validations added. Reduces errors & rework thus improving process accuracy and efficiency.
+ Submission and progress tracking via iO ticket portal.
Ongoing and Upcoming
A training program is underway on a divisional level. Training sessions throughout July 2025 are planned and will be communicated here on the RCA Blog.
To prepare and submit an NLCT, follow the 2-page guide.
Video Links