What if your new research space was vacant before your department moved in?

Member for

4 years 8 months
Submitted by marend1 on

Full Year Vacancy: Space should be functionalized as Vacant only if it is currently vacant or under renovation and expected to be vacant for the full 12 months of Fiscal Year 2023 (7/1/22-6/30/23).   

Partial Year Vacancy:   If space was occupied for part of FY 2023, that space should be functionalized according to how the space was used when occupied.  

If our research lab moves locations during the year, how do we functionalize the space?

Member for

4 years 8 months
Submitted by marend1 on

All of the space occupied by the department should be functionalized regardless of how long a department occupied a given space.   

If a space is occupied by different occupants during the year, space functionalization should take into consideration use of all occupants during the base year.  The current owner/assignee should coordinate with all prior occupants of the space.   

How do we address occupants funded by Howard Hughes?

Member for

4 years 8 months
Submitted by marend1 on

The same way as space occupied by outside persons and paid by external entities or organizations (e.g., external researchers).  If they have an UWID, you will be able to search for their name and add them as an occupant, however, since they are not paid by UW their activity will automatically be defaulted to Other Institutional Activity (OIA).

Do Unpaid Volunteers need to be added as occupants in research rooms?

Member for

4 years 8 months
Submitted by marend1 on

If the Unpaid Volunteers spent any significant amount of time in research rooms, then need to be added as occupants using Add Manually option in WebSpace. The same process applies to undergraduate students, high school students, graduate students, visitors or agency employees.

I have faculty/staff working at a hospital – how should I account for their activities and time spent there?

Member for

4 years 8 months
Submitted by marend1 on

The faculty/staff’s time working at a hospital should not be included as part of the % of time reported for the individual when surveying a research lab.  The hospital space is not a part of the F&A Rate calculation for the UW. As a result, any individual who spends time at the hospital or other non-UW facility should not have 100% of time reported in the research lab.  

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