University of Vermont

Space and Movable Equipment Inventory  - Instructions, process and definitions

Space Survey Overview  
The purpose of the Space and Movable Equipment Inventory is for departments to update information in three areas:

1) Space Ownership, Room Type and Room Occupants
2) Functional Activities and Funding Sources of rooms
3) Moveable Equipment Location and Usage

This information is used for a variety of purposes predominant among them, is the calculation of the Facilities and Administrative cost rate (previously called indirect costs). In addition, the inventory provides valuable information for space planning and management.

F&A costs are those that are incurred for common or joint objectives and therefore cannot be identified readily and specifically with a particular sponsored project or activity. 

Space will be inventoried for space attributes, equipment over 5K, occupants, and key funding sources . Personnel, with knowledge about how the space is functionally used  throughout the fiscal year, should be interviewed. All information collected will be used to classify the functional usage of the room. All information collected serves as the primary source documentation and must be certified by the person conducting the inventory. 
Allocation of Costs
The overall objective of the F&A cost allocation process is to distribute the F&A costs to the major functions of the institution in proportions reasonably consistent with the nature and extent of their use of the institution's resources. 
Importance of Inventory
It is crucial that you be as accurate as possible in conducting this survey. The space inventory provides a basis for the allocation of selected F & A costs, including building depreciation, equipment depreciation and the annual operation and maintenance (O&M) costs.
F&A Rate Proposal and Negotiations
Proposed F&A rates are negotiated with a Federal Government agency. As part of the negotiation process, a Federal Government representative conducts an on-site review of the space to validate the integrity of this inventory. Any discrepancy found during the review could provide the Federal negotiator with justifiable data to negotiate a lower F&A rate and lowers UVM's credibility in defending our F&A rate proposal.

Last modified April 01 2013 12:44 PM

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