If you work with grants, you may have questions like, “Can I give pens away at this conference?”, “Why do I have to fill out a timesheet?”, or, “Our final report is due 90 days after the grant ends, how should we bill our time?”
As the Director of Grants Administration for GSSW and Butler, one of my jobs is to support my team’s financial literacy, starting with keeping everyone up to date on the rules that govern how you can and cannot use grant funds. The two primary sources of these rules are the Uniform Administrative Requirements (UAR) for federal awards (located at Title 2 part 200 of the Code of Federal Regulations) and our grants administration policies (determined mostly by DU’s Office of Research and Sponsored Programs). Diving into policy details can sometimes feel a bit dry and overwhelming, so I wanted a way to make the learning process more fun. After searching online and finding nothing, I created something myself.
And with that, I’m excited to introduce our Uniform Administrative Guidance Scavenger Hunt! This engaging activity is designed to help you and your colleagues familiarize yourselves with important grant expense policies in an interactive and enjoyable way. This focuses on common post-award expense allowability questions I receive. You are welcome to adapt it to focus on your team’s areas of interest.
Here's how it works:
- Explore: You'll get a series of prompts that will guide you through the key sections of the UAR.
- Learn: As you solve each clue, you'll uncover valuable information about grant expense policies.
- Share: Participate in the scavenger hunt and share your progress on LinkedIn and other social media platforms using the hashtag #GrantGuidanceHunt.
I hope you enjoy this exciting adventure to enhance your knowledge and keep up to date with the latest policies. Let's make learning fun and effective!
Happy hunting!
Hunt:
The Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards can be found at 2 CFR 200, https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200.
- How many factors affect the allowability of a cost? What are your two favorite factors?
- When we purchase laptops, we categorize them as supplies. What would have to be true to consider them equipment? Can they be used for something other than the grant? What happens to supplies when a grant ends?
- Hint: See 2 CFR 200.1 Definitions of equipment and supplies, 200.313 - 200.314, and 200.453
- Why do we keep time sheets? If we work on multiple projects, what methods of estimating time are allowable?
- Hint: See 2 CFR 200.430 and specifically part g1
- Hint: What are your organization’s policies related to effort and payroll documentation?
- What professional development costs are allowable to grants?
- Hint: See 200.473 and 2 CFR 200.454
- How often does my organization have to conduct audits of grant activities, and what are those audits called?
- Hint: See 2 CFR 200 Subpart F
- Hint: Can you find your organization’s audit reports?
- What is a micro-purchase and what is the cost-threshold for a micro-purchase? When is this threshold important to our grants?
- Hint: See 2 CFR 200.1 Definitions of Micro-purchase and Micro-purchase threshold and 200.320
- What conference giveaways can I bill to a grant?
- Hint: See 2 CFR 200.467 and 200.421
- Can a sponsor require us to reduce our indirect cost rate?
- Hint: See 200.414(c) and 200.332(b)(4) specifically c and d
- Hint: We are sometimes a subrecipient and sometimes a contractor
For additional learning, the UAR recently received a major overhaul with changes to over 1/3 of the applicable guidelines. You can review these sections at: https://www.ecfr.gov/compare/2024-10-01/to/2024-09-30/title-2/subtitle-A/chapter-II/part-200/subpart-E.
