- Administrative or clerical services are integral or necessary to accomplish the scope of work being funded to the project or activity;
- Individuals involved can be specifically identified with the project or activity;
- Such costs are explicitly included in the budget proposed to the federal sponsor or have the prior written approval of the Federal awarding agency;
- The costs are not also recovered as indirect costs;
At time of Proposal
When creating proposal budgets you will need to do an excellent job justifying the Admin/Clerical position as being integral or necessary to accomplish the scope of work, project or activity that is being proposed.
SPA at time of award set-up in the PS financial system, will release the Admin/Clerical funding for those positions that were explicitly included in the sponsor approved budget and meet the four costing criteria as set forth above.
Sponsor Prior Approval
Sponsor prior approval will be required for any Admin/Clerical position not explicitly included in the awarded budget or may have been included in the awarded budgeted, but was not clearly justified as being integral or necessary for the project.
The responsibility to distribute only allowable and allocable Admin/Clerical positions that were included in the sponsor approved budget remains with the PI and the department. Any Admin/Clerical costs found to be unallowable will be the responsibility of the PI and department and will need to be removed from the project.
Extension and the Experiment Station
The Facilities and Administration Rate (F&A) used with Extension and the Experiment Station does not include the Administrative component of (F&A), therefore, admin/clerical costs that are necessary for the performance of the project and included in the awarded budget may be direct charged.