[lstac] [External] Re: Indirect Cost Rate Documentation

Thu Aug 3 13:44:49 PDT 2023

Agreed on how. And they can’t come back later in the grant period to request it through a change request either if they have funds remaining.

From: lstac <lstac-bounces at omls.oregon.gov> On Behalf Of Reish, Karren (MDE) via lstac
Sent: Thursday, August 3, 2023 3:01 PM
To: Rachel Cook <rcook at utah.gov>; Prince, Catherine <catherine.prince at dncr.nc.gov>
Cc: LSTA Coordinators List <lstac at omls.oregon.gov>
Subject: Re: [lstac] [External] Re: Indirect Cost Rate Documentation

If they included the de minimus indirect in their approved budget, I allow it without additional documentation. If they don’t include it in the budget, they don’t get it. They can ask for it as 10% of allowable costs per reimbursement or 10% of all allowable costs in the last reimbursement.

Karren Reish
Library Grants Coordinator
Library of Michigan
517-241-0021 / www.mi.gov/lsta<http://www.mi.gov/lsta>

From: lstac <lstac-bounces at omls.oregon.gov<mailto:lstac-bounces at omls.oregon.gov>> On Behalf Of Rachel Cook via lstac
Sent: Thursday, August 3, 2023 1:29 PM
To: Prince, Catherine <catherine.prince at dncr.nc.gov<mailto:catherine.prince at dncr.nc.gov>>
Cc: LSTA Coordinators List <lstac at omls.oregon.gov<mailto:lstac at omls.oregon.gov>>
Subject: Re: [lstac] [External] Re: Indirect Cost Rate Documentation

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Thank you all so much! I will lower my standards a bit for our de minimus users. :)

Thanks,
Rachel

On Wed, Aug 2, 2023 at 4:41 PM Prince, Catherine <catherine.prince at dncr.nc.gov<mailto:catherine.prince at dncr.nc.gov>> wrote:
We have folks use their federally negotiated rate in most cases but do have a few libraries that use the de minimus.  We don’t require any documentation besides a copy of the rate agreement and don’t ask for anything for the de minimus.

Catherine M. Prince (she, her, hers)
Please note my email address has changed: catherine.prince at dncr.nc.gov<mailto:catherine.prince at dncr.nc.gov>
Federal Programs Consultant
NC Dept. of Natural and Cultural Resources
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From: lstac <lstac-bounces at omls.oregon.gov<mailto:lstac-bounces at omls.oregon.gov>> On Behalf Of Egan, Karen via lstac
Sent: Wednesday, August 2, 2023 6:01 PM
To: Rachel Cook <rcook at utah.gov<mailto:rcook at utah.gov>>; LSTA Coordinators List <lstac at omls.oregon.gov<mailto:lstac at omls.oregon.gov>>
Subject: [External] Re: [lstac] Indirect Cost Rate Documentation

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Hi Rachel,

Is their indirect rate negotiated or are they receiving the flat 10% ?

Quoting https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200#200.413

“(f) In addition to the procedures outlined in the appendices in paragraph (e)<https://www.ecfr.gov/current/title-2/section-200.414#p-200.414(e)> of this section, any non-Federal entity that does not have a current negotiated (including provisional) rate, except for those non-Federal entities described in appendix VII to this part, paragraph D.1.b, may elect to charge a de minimis rate of 10% of modified total direct costs (MTDC) which may be used indefinitely. No documentation is required to justify the 10% de minimis indirect cost rate. As described in § 200.403<https://www.ecfr.gov/current/title-2/section-200.403>, costs must be consistently charged as either indirect or direct costs, but may not be double charged or inconsistently charged as both. If chosen, this methodology once elected must be used consistently for all Federal awards until such time as a non-Federal entity chooses to negotiate for a rate, which the non-Federal entity may apply to do at any time. “

Hope this helps!

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Associate Director, Grants & Programs
Secretary of State Alexi Giannoulias
Illinois State Library, 300 S. Second Street, Springfield, IL   62701
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From: lstac <lstac-bounces at omls.oregon.gov<mailto:lstac-bounces at omls.oregon.gov>> On Behalf Of Heilig, Jean via lstac
Sent: Wednesday, August 2, 2023 4:33 PM
To: Rachel Cook <rcook at utah.gov<mailto:rcook at utah.gov>>; LSTA Coordinators List <lstac at omls.oregon.gov<mailto:lstac at omls.oregon.gov>>
Subject: External: Re: [lstac] Indirect Cost Rate Documentation

Hi Rachel,
We only have Academic Libraries and School Districts asking for indirect costs.  We require them to submit documentation of their Federally or State negotiated rates and call it good. We do not ask for documentation of actual expenditures.

Jean

Jean Marie Heilig
,
MLIS, MBA
Fiscal Officer; LSTA Grant Coordinator
Colorado State Library
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From: lstac <lstac-bounces at omls.oregon.gov<mailto:lstac-bounces at omls.oregon.gov>> On Behalf Of Rachel Cook via lstac
Sent: Wednesday, August 2, 2023 3:24 PM
To: LSTA Coordinators List <lstac at omls.oregon.gov<mailto:lstac at omls.oregon.gov>>
Subject: [lstac] Indirect Cost Rate Documentation

Hi all!

When you have grantees claim indirect cost rates, what kind of documentation do you require for those costs? I have been requiring very clear documentation such as pay stubs or utility bills, but some of my grantees that always claim indirect costs from other grants seem confused as to why I am asking for that. Am I asking for too much?

Thanks!
Rachel

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