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Funded Research Incentive Policy Funded Research Incentive Policy (Main Campus) EFFECTIVE DATE: July 1, 1999 STATEMENT:  This policy outlines the procedures for providing financial incentives to main campus investigators based on the indirect costs generated each month on research grants.This policy applies only to research grants and to subcontracts issued to Georgetown under research grants awarded to another University. RESPONSIBILITY:  The Office of Sponsored Programs identifies research grants that are eligible to participate in the new procedure.The list of eligible grants is sent to University Financial Systems for inclusion in an automated monthly report. University Financial Systems establishes one GD account for each department and one for each Principal Investigator. The Office of Sponsored Programs will notify each department and principal investigator of the new accounts. Upon receipt of notification of new research grants, the principal investigator should check the list of RX accounts contributing to their GD account.  If the new research grant does not appear within three (3) months, contact Mary Schmiedel in the Office of Sponsored Programs to verify its eligibility for inclusion. MECHANISM:  University Financial Systems established a new GD cost center from the "900" series for the graduate school, and for each eligible principal investigator, department, and school or college.Newly eligible principal investigators will receive new GD accounts.For grants with multiple principal investigators, the indirect cost will be shared equally among the investigators unless a different division of funds is requested. All the investigators must sign off on this request and submit it to the Dean of the Graduate School for approval.When a PI holds a joint appointment, the department credit and school credit will be deposited in the primary academic unit, unless a request for a different division signed by the principal investigator and all relevant deans and chairs is approved by the Dean of the Graduate School. Principal investigators are encouraged to alert the Office of Sponsored Programs if they receive a joint appointment or if a grant has multiple principal investigators. Each department and principal investigator will have one GD account that will serve as the deposit account for all eligible grants. These accounts are intended solely for indirect cost funds.No other funds may be deposited into the accounts. Once per month the PeopleSoft Financial System will credit these accounts based on the indirects generated in the RX cost centers for the preceding month. The indirect costs actually charged to the RX account will determine the amount transferred to the GD. The indirect amount in the proposal budget does not effect the transfer amount.Deposits to the GD will be made only when there is direct and indirect activity on the participating RX cost center.In addition, corrections (reversals) to RX accounts can result in reductions to the GD account. PERCENTAGE SHARED: Awards with Full Federal Indirect 10%  Principal Investigator 10%  Department 5%  Relevant College or School 5%  Graduate School Awards with Less Than Full Federal Indirect 15%  Principal Investigator 15%  Department GUIDELINES ON ALLOWABILITY OF EXPENSES CHARGED TO THE GD ACCOUNT: The GD funds should be used for research related expenses that typically are not permitted as direct costs on grants. Examples of allowable expenses are: administrative and clerical salaries; alteration/renovation of research space or facilities; costs of preparing proposals; general purpose equipment such as computers, fax machines; local telephone; office supplies; photocopying; postage; seed projects for future proposals; student travel to conferences; faculty travel related to future research projects. Examples of unallowable expenses are: faculty salary; faculty travel for current funded research. When basic support services are not covered by the department's budget, the GD funds should be used to provide basic support for the sponsored research that generated the funds.For example, if the departmenthas insufficient staff, funds could be used for part-time assistance with managing grant budgets and other grant related technical paperwork.If funds are not needed immediately, departments should consider maintaining a small reserve.Once such basic support needs are met, the funds may be used to seed new research efforts.