Yes, leased space should be part of this space inventory activity.  This will help ensure accurate inventory records no matter how it is funded. 

The WebSpace cluster feature allows you to save time by grouping rooms with a single PI and the same list of occupants. This can be used for a suite of labs even if some labs are located on different floors or in different buildings. The step can only be performed once the related rooms are inventoried. More detailed information on clustering can be found in the WebSpace training guide located in the help section of WebSpace.

As part of the WebSpace inventory process, departments will need to review the room type (also referred to as a primary use code) to ensure it reflects the primary use of the space correctly. The assignable square footage (ASF) should also be reviewed for accuracy and updated as needed. Some room types will require all the occupants identified that used the space during Fiscal Year 2023 to serve as the basis for completing the survey.  

Each department can have up to 5 individuals with the department administrator role. In addition, rooms can be selected and assigned to anyone with a UW NetID. This can be useful to assign suites of labs to a lab manager or program coordinator who is more familiar with the space.

WebSpace can be accessed using the following url: https://webspace.maximus.com/uw/ with your UW NetID.  Ensure you requested access to the system and attended the training. 

The space inventory occurs prior to the functionalization of the space during the space survey. During the inventory portion of the survey, the primary use codes of the space are checked for accuracy to ensure research space is accounted for and assigned to be surveyed. For example, if a space was converted to a research lab, it’s primary use code would need to be updated to reflect this change.

WebSpace is a web-based space survey tool developed by Maximus that will be the system of record for the space survey a part of the 2023 F&A rate proposal.   

The UW does not recover all the indirect costs that support research and other sponsored activity for a number of reasons, including Federal government caps on administrative costs related to faculty administrative effort, including proposal preparation, and an overall cap on total institutional administrative costs within both academic units as well as central administrative units. Another significant impact on the recovery of indirect costs involves sponsors and certain sponsored agreements that do not reimburse at the full negotiated indirect cost rate.

Indirect cost reimbursement includes partial recovery of, among other things, the cost of proposal preparation, as well as activities such as building maintenance, the cost of utilities, security, hazardous waste disposal, telecommunications, libraries, cost of office supplies and copies for sponsored projects, departmental and college administrative support, purchasing, payroll, human resources, central sponsored program operations and compliance support offices and other infrastructure costs necessary for supporting sponsored awards.