Faculty supported 100% from grant funds, including cost share commitments, pose a high audit risk to the University. While it is acknowledged that many of the UW's faculty truly devote 100% of their time to grants, it is highly recommended they periodically consult with their department administrator and chair to discuss and determine if effort performed on non-grant activities, though seemingly incidental, is significant enough to require the department to provide non-grant funds to cover these activities.
The following provides examples of activities which need to be funded by non-grant sources and those activities that may be funded by grant funds. Note, these are merely examples and do not represent an all inclusive list.
Activities that require non-grant funding:
- Proposal preparation (unless supported by a K Award or non-federally funded grant and the sponsor approves proposal preparation time by published policy.)
- Administration (includes serving on committees)
- Non-sponsored research
- Clinical activities
Non-research activities that may be charged to sponsored projects (these activities must be directly related to and/or contribute to the goals of the research):
- Delivering special lectures regarding aspects of research outcomes
- Writing reports and articles
- Participating in appropriate seminars
- Attending meetings and conferences
- Consulting with colleagues and/or graduate students
Departments are responsible for oversight to ensure faculty members have no required activities in the department when they are 100% grant supported. When reviewing faculty commitments, consider cost share as part of the 100% sponsor funded activity.
In addition, departments are responsible for providing non-grant funding to cover any non-grant work that is not considered de minimus.
It is highly recommended departments develop a budgeting plan for the purpose of funding the non-grant activities noted above. For example, one plan could be to set aside a specific percentage of the department budget for faculty salaries to cover these activities, e.g. 5%. It is important to note that this approach would only apply to the budgeted amount. The percent of salary charged to non-grant funds should represent the actual effort devoted to the non-grant activities.
A resource for departments to identify impacted faculty is the 100% Sponsor Funded Faculty report.