Research Under-recovery at Proposal Phase

PI Responsibility

  • As soon as possible, notify departmental administrator of proposals that would result in under-recovery.

DLCI Responsibility

  • Review proposals from PIs and ensure the request is in line with DLCI budget and VPR policies.
  • Confirm that sponsor policy does not permit full recovery of the current negotiated F&A rate.
  • Prepare the proposal budget in accordance with sponsor guidelines for sponsor-approved rate and base (generally TDC or MTDC) to include in the under-recovery request.
  • Calculate the under-recovery of F&A for each year of the project period.
  • Until the app is fully functional, track under-recovery requests using the suggested under-recovery interim form or continue using existing DLCI mechanism.
  • If projected under-recovery changes during or after the proposal phase, contact your DLCI research administrator.

Actions in Kuali Coeus

Enter the total anticipated under-recovery of F&A for each year of the award in KC, along with the appropriate DLCI under-recovery cost object. (This estimate is for internal purposes only and is not submitted to the sponsor with the proposal.) This does not apply to under-recovery that might result from the application of rates that are fixed to the rates in existence at the time of award on federally funded awards. 

Fields to update in KC (or view Under-recovery in Kuali Coeus Quick Card):

  • On the Budget Setting window, choose appropriate rate types. In Comments, enter sponsor allowed F&A (i.e. “sponsor allows 15% TDC for F&A costs”).
  • On the Rates tab update the rate information, if appropriate.
  • On the Under-recovery Distribution screen, enter the distribution of under-recovery by fiscal year with active source accounts.

Under-recovery needs to come through the DLCI where work is occurring. If more than one investigator or DLCI may be committing sources of funding, the investigators or DLCIs must provide the separate amount and source of funds information in KC. Route the proposal through the investigator's DLCI(s), so they can approve the source of under-recovery funding.