The Board of Regents of the University of Oklahoma Rate Agreement
The original F&A Rate Agreement and Fringe Benefits Rate Agreement are combined in one document.
EIN #: 73-1377584
DATE: April 2, 2019
The rates approved in this agreement are for use on grants, contracts, and other agreements with the Federal Government, subject to the conditions in Section III.
BY THE COGNIZANT AGENCY ON BEHALF OF THE FEDERAL GOVERNMENT:
The University of Oklahoma negotiates our rate agreements with the cognizant agency, Department of Health and Human Resources. Some agencies call this an NICRA (Negotiated Indirect Cost Rate Agreement). We have three commonly used established rates: Full (55%), Other Sponsored Activity (OSA) (36.3%), and Off Campus (26%). OU abides by legal restrictions established by most sponsors, and a PI can request OSA and Off Campus rate depending on the parameters of the solicitation and the specific proposal. If you believe a restricted rate is appropriate for your proposal, complete a request, then submit the request and required documents to your Proposal Development Specialist (PDS) for processing.
The common base used for calculating the indirect cost rate is Modified Total Direct Costs (MTDC) which is total direct costs excluding equipment, capital expenditures, charges for patient care, tuition remission, rental costs of off-site facilities, scholarships, and fellowships as well as the portion of each subgrant and subcontract in excess of $25,000.
The Fringe Benefits Rates are negotiated as part of OU’s overall rate agreement. The rate of a person on a proposal is dependent upon their appointment at OU. If they are a full-time appointment, there are two rates possible – one with OTRS retirement and one without. ORS uses the full rate with retirement on each proposal unless the PI informs us otherwise. If your solicitation calls for a breakdown or information on what the fringe rate includes, contact your Proposal Development Specialist (PDS).
Extract of common Fringe Benefits Rates based on current agreement. FY20 Fringe Rates(pdf)
A normal GRA appointment is considered to be full time at 0.5 FTE. The Provost-established minimum for GRA salaries is at the bottom of the letter at this link (some departments have higher minimums): http://ou.edu/content/dam/provost/documents/faculty-minimums.pdf. GRA appointments also encumber tuition unless specifically restricted by the sponsor. GRA tuition remission policy, rates, and FAQs are here: https://ou.edu/research-norman/grants/grant-policies/tuition-remission-practice.
Salaries to list on a proposal must be consistent with position appointments. If a change in position/promotion/salary is in progress, the new/projected salary may be used in proposal submissions provided there is something to document the change (email, PIF, etc.). While OU doesn’t have prescribed ‘pay charts’ for positions, there is some guidance from the Provost under Memos & Forms on Academic Procedures in Academic Personnel & Budget Records: http://www.ou.edu/provost/memos. This includes minimum faculty appointments, lecturers, graduate assistants, and supplemental pay. Some sponsors will also provide guidance on minimums or maximums for various positions. Several departments at OU have guidance for their department (and it is recommended to ask within your department regarding what is normally paid for a position if you plan on hiring someone like a post doc or GRA).
Many sponsors want some detail on travel expenses such as length of trip, purpose, flight or mileage costs, per diem, registration, number of persons, projected conference location, etc. Check sponsor guidelines to determine their requirements (some guidance may also require or restrict travel and may specify locations or purposes).
It is possible that the state rate may be lower than the federal rate. When travel is projected on federal awards, use the federal rate. If the proposal is for a state agency, use the state rate listed on OU’s site. If you project that travel will be less than the federal/state rate, explain why.
Per diem should be listed using federal government rates. If travel is not to a city/location listed, read the notes on the chart to determine the most appropriate rate.
If circumstances dictate that travel will be less than an official rate, justify why this is occurring (for example, able to stay with a relative or sharing resources between members of the research team). There are also some accepted variances for including extra funds such as increased security needs.
While usually no set rates are provided, be aware that federal sponsors require a PI comply with the Fly America Act, which means flights should be projected using American carriers. If the travel is international, there are some countries with reciprocal agreements with the U.S. that can be used for quotes. There is also some acceptance to using non-American carriers if you are planning multiple stops in a country or between foreign countries. Sponsors may also limit the cost or location of travel or prescribe specific travel requirements in their solicitation.