The use of technology in business activities and sponsored award research has steadily increased over the years and has become instrumental in both day-to-day administrative functions as well as meeting research project aims. Many organizations have begun to include general IT and telecommunication costs into their F&A rate calculations given their widespread use and per federal guidelines (see Uniform Guidance).
At the University of Chicago, University Research Administration (URA) and Cost Studies in Financial Services collaborate to make the F&A rate determinations. To make a determination on the University of Chicago’s use of IT Services and incorporation into the F&A rate, a review of IT service charges was conducted. During FY20, the URA Research Compliance team reviewed 189 federally funded sponsored award accounts for a 6-month period. The transactions reviewed totaled $140,881. The results demonstrated that the majority of IT Service charges were correctly applied to the sponsored award account (76% accuracy). The costs charged in error included charges not moved to the next budget period (24% of incorrect charges) and charges removed from the sponsored award account entirely (59% of incorrect charges). While the accuracy rate supports the continued need for direct charging of these services, a 24% error rate is concerning.