Sponsored Programs Administration Resources

Handbook Section and Topic Page Links

Section 1: Introduction

Section 2: Proposal and Budget Development

Section 3: Managing Awards

Section 4: Travel and Procurement

Section 5 Closing an Award

Internal & External Resources

Post-award administration needs frequently require research and comparison of information. To this end, our Handbook Resources provide Principal Investigators, department administrators and other employees involved in post-award administration with material that assists with these research and comparison processes.

Post-Award Grants Administration Resources

Links to internal NYU offices and websites
Links to external Federal resources, regulations and guidelines
References that assist with post-award accounting, costing and budgeting

Tables & Handouts

Includes: Acceptable Direct Costs List, Activities Included/Excluded in University Effort, Research Terms and Conditions Prior Approval Matrix, SPA School Assignments

Acceptable Direct Costs List

Examples of acceptable direct costs that meet OMB Uniform Guidance requirements and are "identifiable to a particular cost objective" are listed and explained.
Download the Acceptable Direct Costs List (PDF)

Activities Included/Excluded in University Effort Table

University Effort is the sum of all professional activities for which NYU compensates an individual. This chart describes activies included and excluded in calculating University effort.
Download the Activities Included/Excluded in University Effort Table (PDF)

Identifying Unallowable Costs under Cost Accounting Standards (CAS) 505

The rules prescribed by OMB Uniform Guidance and recommended procedures for selected items of cost. Some of these items are unallowable as direct or indirect costs for sponsored programs (i.e., alumni activities). Others require special treatment (e.g., student administration and services). Therefore, these items must be segregated to ensure compliance with CAS 505.
Download Identifying Unallowable Costs under Cost Accounting Standards (CAS) 505 - (PDF)

Direct and Indirect Cost Matrix

For administrative and accounting purposes, costs are grouped into two categories: direct and indirect. Some costs however, are not discretely direct or indirect and may appear in either category, depending on the circumstances. This matrix indicates when a particular cost is normally charged directly or indirectly to sponsored projects. This table provides examples and is not intended to be all-inclusive.
Download the Direct and Indirect Cost Matrix (PDF)

Research Terms and Conditions Prior Approval Matrix

Chart that details research terms and conditions prior approval requirements.
Download the Research Terms and Conditions Prior Approval Matrix (PDF)

Spa School Assignments

Download the SPA School Assignments (PDF)

Checklists

Includes: Fly America Act Waiver Checklist, NYU Sponsored Programs Administration Grants Close-out Checklist (for SPA use only)

Fly America Act Waiver Checklist

This checklist can be used to determine if a waiver of the Fly America Act (41 CFR Part 301-10) could be allowable under the federal regulations.
- Download the Fly America Act Waiver Checklist (PDF)

Sponsored Programs Administration Grants Close-out Checklist (for SPA use only)

Complete this checklist when expenses on Budget Summary Report (BSR) match the final financial reports/invoices submitted. Confirm pending adjustments have posted and attach BSR as support. The only pending item allowed at the time of closeout is outstanding payments. Items to include with this checklist are (1) updated BSR and (2) Cash Position.
- Download the SPA Grants Close-Out Checklist (PDF)

Salary Cap Administration

Salary Cap Calculator

The Salary Cap Calculator has a template which shows the basic logic of rate-of-pay methodology. This methodology is required for compliance with the over-the-cap regulations. Here are a few things to consider when using the calculator:

The calculator template shows the calculation for one month only. Additional months may be needed depending on your individual situation.

In the example tab, jobs and retro adjustments are shown. You may have more or fewer jobs and adjustments than shown. Additional lines may be needed, as appropriate.
Appointments, and the subsequent DHHS Salary Cap analyses and T&E Certifications, must reflect payments in the periods that effort was expended.

A recalculation of the over-the-cap analysis is necessary whenever there is a change in the appointment distribution.

For detailed information on current or past salary caps, please visit the DHHS website.

Any questions or concerns regarding cap administration should be addressed to Sponsored Programs Administration.

Download the Salary Cap Calculator (XLS)

Federal & Institutional (External) Links for Post-Award Grants Administration

Links to United States federal website resources to support post-award administration.

New York University (Internal) Links for Post-Award Grants Administration

Links to offices, policies and resources internal to New York University involved in the support of post-award administration.

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