Form 30 Annual Call and Allocation Process

May 31, 2013 Debra Cheung

Your departmental Form 30 spreadsheet is completed as much as possible based on CA&ES Dean’s Office records.  All of the current and active projects maintained by your department should appear on the worksheet forwarded to you by the CA&ES Dean's Office.  Projects are categorized by Project Type (Hatch, Hatch/Multistate or Animal Health), and then sub-categorized by Activity Type (Integrated or Non-Integrated).  Each of your current dept. projects has been identified by REEport project #, Principal Investigator, REEport Accession #, Kuali account, Object Consolidation, Federal Planned Program Area and ANR Issue.  The default object consolidation for CA&ES is SB06.  The default object consolidation for CBS is SUB3.

Form 30 Example / Template

 

Form 30 process - CA&ES departments

Several years ago, CAO’s and the CA&ES Dean’s Office agreed to streamline, to the extent possible, the process through which these funds are allocated and expended.  The goal of streamlining is to increase dept. fund flexibility and reduce dept. workload.  We attain this goal by coordinating the AES-FFF allocation and expenditure process – to direct charge the salary of ladder rank PI’s to their active AES-FFF research project accounts (Hatch, Hatch/Multistate, and Animal Health), and utilize the salary savings release mechanism to provide 19900 / state general funds to departments in the amount equivalent to their AES-FFF allocation.  

Please note that for FFY 2012-13, the college will continue to provide 100% return on salary savings resulting from PI direct charge to AES-FFF accounts (the college will not retain 10% of the savings, as with sponsored research funding).  The college has requested and received permission to continue to DIVERT the benefits of AES-FFF direct charged PI salaries.  We will be able to divert to the Full Accounting Unit (FAU) associated with the PI’s benefits, e.g., the chart / account / subaccount / sub6 / project code.  An example of an FAU to which benefits are diverted is 3 / a**rgaa / subacct. if approp. / sub6 / pi_name.   Due to the diversion process, 100% of the PI salary amounts direct charged against AES-FFF account(s) will result in the equivalent amount of 19900 general fund salary savings release to the department.  Departmental accounting staff may then distribute the 19900 funds to PI 19900 accounts at the discretion of the departmental chair (in coordination with the CAO or financial officer).  

For example, assume that your dept. receives $54,000 in FFY 2012-13 Hatch/Multistate (or Hatch or Animal Health) funds to direct charge to PI salaries.  Once the direct charge calculations have been computed by the CA&ES Dean’s Office, and the department has processed the direct charge entries within PPS, and the salary encumbrances are showing appropriately in Decision Support, the dept. will receive $54,000 of chart 3, General Fund (19900) salary release to the main departmental “19900” account.  In other words, by utilizing the PI direct charge / salary savings mechanism, departments are able to swap AES federal formula funds (Hatch, Hatch/Multistate and Animal Health) for 19900 funds on a one-to-one basis.

The advantages to departments and their PI’s of following this plan are many:

  1. 19900 funds are much more flexible, with less spending restrictions, than AES federal formula funds.
  2. 19900 funds do not expire.  AES federal formula funds expire between 1-2 years after allocation.
  3. Funds may be distributed to a PI’s existing 19900 account, meaning that the PI and his/her account manager only need monitor one account, rather than several accounts for each PI (each AES-FFF project has both an “odd” year and an “even” year account).


As per last year’s process, the CA&ES Dean’s Office will complete the Form 30 for each dept. and prepare/provide salary direct charge calculation tables to the CAO or designated financial manager, for entry into PPS by department personnel, in time for the December 2012 compute.

Below are the steps requested of you:

  • Review your Form 30 workbook (emailed 11/2/12).  It contains a Form 30 worksheet for each dept in your cluster.  Each departmental worksheet contains the total funds available, by category (i.e., Hatch, Hatch/Multistate, Animal Health) as well as the eligible AES projects, related PI’s and Kuali accounts to which funds can be allocated and expended.  Should you discover any projects to be mis-categorized or missing from your dept. spreadsheet, or any other issues, please contact me to coordinate corrections.
  • Note that each AES-FFF project lists a corresponding Federal Planned Program Area (FPPA) and ANR Core Issue (ACI), see columns “F” and “G”, respectively.  The Dean’s Office has made every effort to map each project to the proper classification.  If changes are necessary, please clearly indicate/highlight that change before returning the revised worksheet to the Dean’s Office.
  • Important: Strike through the names, if any, of PI’s that are not good candidates for use in the salary exchange / direct charge process.  
  • Return the Form 30 workbook for your cluster to the CA&ES Dean’s Office by Friday, November 9, 2012 (earlier if possible), as an e-mail attachment.  If no account, FPPA or ACI changes are needed, and there are no restrictions as to PI direct charge availability, please indicate that via email as well.  
  • The Dean’s Office will then generate a salary direct charge calculation table to utilize the entirety of the dept. FFY 2012-13 AES-FFF allocation (Hatch, Hatch/Multistate and Animal Health).  The Dean’s Office will  provide the proposed direct charge calculation table to departmental personnel no later than Tuesday, November 27, 2012.  Dept. personnel will have the opportunity to work with the Dean’s Office to review and adjust the calculated amounts.  Departmental personnel will then be responsible for generating the applicable PPS entries in time for the December 2012 compute.

 

Form 30 process - CBS departments

  1. Please review your Form 30 workbook (emailed 11/2/12), which shows the total AES federal formula funds available to your dept, as well as the eligible AES projects, related PI’s and Kuali accounts to which funds can be allocated and expended.  Should you discover any projects to be mis-categorized or missing from your dept. spreadsheet, or any other issues, please contact me to coordinate corrections.
  2. Note that each AES-FFF project lists a corresponding Federal Planned Program Area (FPPA) and ANR Core Issue (ACI) classifications (see columns “F” and “G”, respectively).  The Dean’s Office has made every effort to map each project to the proper classification.  If necessary, departmental administrators are welcome to work with their PI’s to update these classifications.  If changes are made, please clearly indicate/highlight that change on the worksheet before returning the revised worksheet to the Dean’s Office.
  3. Complete the Form 30 worksheet to distribute funds among the projects/accounts.  The amount allocated to each project is determined at the discretion of the department chair, in consultation with the MSO or designated financial manager.  Revise the object consolidation column “E” to SUBG, SUB3 or SUB5 as appropriate.  [Please note that if your department opts to direct charge faculty effort to these accounts (in order to generate 19900 salary savings), benefits and leave assessment are real costs to AES-FFF accounts, for CBS.]  If this choice is made, departments will need to budget for SB06, SB28 and SUB6 costs in each project account that is direct charged.  Please also note that if your department wishes to take advantage of the salary direct charge option, the only salary that may be charged to AES/FFF accounts is salary of eligible PI’s.  Eligible PI’s are those paid chart “3”, AES funded, ladder-ranked faculty who maintain current and active AES projects.]
  4. Return the Form 30 spreadsheet to the Dean’s Office by November 16, 2012.


AES-FFF funds must be spent in accordance with federal restrictions.  Those restrictions include:

  • Limited time period to expend the funds.  CBS depts. have until June 30, 2014 to spend the FFY 2012-13 "odd year" Hatch funds.
  • AES-FFF expenditures must be reviewed by department staff for appropriateness and allowability (of direct benefit to the AES project).
  • AES-FFF expenditures must be allocable, meaning that expenditures for equipment or supplies that are used for activities outside of the AES-FFF research project be split funded on the same basis as the benefit provided.
  • No administrative-related expenses allowed.
  • Equipment purchases require documentation indicating approval of the departmental chair.
  • Funds cannot be used for tuition or student fee payment.


The Dean’s Office expects to allocate AES federal formula funds to departmental accounts per the completed Form 30’s in mid-December of each year.


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