Charging Facility Costs to Your Federal Grants

Webinar Details

Subject: Grants Management

Charging Space Occupancy Costs to Federal Grants

There are very few federal grants or subgrants where the cost of space occupancy is not significant. The purpose of the award — research and development, education, social services — hardly matters. Name a function supported by federal funds and there’s probably a major cost associated for the use of facilities and related expenses.

Unfortunately, the rules about allowability for those myriad charges are spread across the new federal cost principles. They vary depending upon whether your organization is buying the facility, already owns it or is leasing it. And to further complicate matters, Office of Management and Budget changed some key policies on depreciation, rent and renovation. There are even a few differences in the guidance depending on the type of organization receiving the award.

While the rules are aimed at recognizing that federal programs should bear their fair share of these costs, they are also sensitive to the possibility of abuses like skewing charges in the direction of the federal government or “redecorating at government expense.”

This webinar will drill down on the various federal policies on the allowability of “space” under the new OMB guidance and cover:

  • New capital facility acquisitions
  • Depreciation on owned facilities
  • Interest on facility-related debt
  • Rental costs
  • Alterations and renovations
  • Insurance
  • Relocation expenses
  • Idle capacity
  • Operation, maintenance and utility charges
  • Physical security costs

And … it will address acceptable methods of distributing facility-related costs when multiple awards are benefited and the applicability of the Davis-Bacon Act to federally assisted construction and renovation.

Level: Basic
Prerequisites: Some knowledge of federal grant management and audit requirements is helpful
Advanced preparation: None

Hand-out Materials

Attendees will receive presentation slides as well as access to background documents.

Course Instructor

BOB LLOYD is a respected authority on policies and practices affecting the award, administration and oversight of federal grants, contracts and subawards. Mr. Lloyd has more than 40 years of experience in federal award implementation. Prior to starting his management consulting practice in Washington, D.C., in 1982, he served as the executive director of the Grants Management Advisory Service and held staff positions in two large federally funded organizations. Since then, he has been a consultant, trainer or advisor to award and audit units in 16 federal award-making departments and agencies, and to recipient and subrecipient organizations and their professional advisors located in all 50 states, the District of Columbia, several U.S. territories and 18 foreign countries. He is the principal author of A Practical Guide to Federal Grants Management — From Solicitation Through Audit and several other reference works on federal grants management and audits, and currently serves as contributing editor to Federal Grants News, published by Atlantic Information Services. He also is a Charter Life Member of the National Grants Management Association and served on its Board of Directors for five years.

Who Should Attend?

  • Grant and contract managers
  • Sponsored projects administrators
  • Grant and contract managers
  • Sponsored projects administrators
  • Federal program managers
  • Accounting staff
  • Finance directors
  • Purchasing agents
  • Principal investigators
  • Internal auditors

Allowable Charges

The costs of webinars sponsored by Federal Fund Management Advisor™ are allowable charges to your federal grants and subgrants. The cost principles issued by OMB under its uniform guidance (and applicable to all types of awardees) state, “The cost of training and education for employee development is allowable” (2 CFR 200.472).

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  • Understand special issues confronting pass-through entities contracting with foreign organizations
  • Know which clauses flow down when crafting a subaward
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