Office of Research and Project Administration

February 16, 2004

To: School of Medicine and Dentistry Deans, Chairs, Directors, Investigators and Department Administrators

From: David S. Guzick, M.D., Ph.D.

Dean, School of Medicine and Dentistry

Re: URMC Intramural Attribution of Indirect (F&A) Costs

In an effort to more accurately recognize the contributions of School of Medicine and Dentistry (SMD) investigators and departments/centers associated with grant funding for large collaborative projects, SMD has established a new process for the internal identification and subsequent reporting of these contributions. This new process will apply to applications and awards for program projects, center grants, cooperative agreements and other award mechanisms where one year of the grant exceeds $500,000 in direct costs. Please note, at this time, pilot projects awarded from center grants will not be included in this process. While the SMD Dean's Office is already capturing some data on expenditures for multi-investigator funding, we hope this new process will result in more timely and representative information on departmental/center participation in these types of activities.

Beginning on March 1, 2004, investigators who are applying for new and competing grants for these award mechanisms must complete a "University of Rochester Medical Center Attribution of Indirect Cost Credit Form" (http://www.rochester.edu/ORPA/Forms/urmc_idc.pdf) during the normal University sign-off process. The form is fairly self-explanatory (the format of this new form is the one that is used for inter-school indirect cost sharing), and lists the sub-projects and cores for the proposed program and the relative contribution of each sub-project as represented by the requested direct/indirect costs. This form will provide the basis for agreement to the participation and donation of resources to the proposed research, and will be used as a guide to set up ledger sub-accounts after the award is funded. Thus, completion of the form is critical. Tracking and reporting of expenditures posted to the sub-accounts will be done by the Dean's Office, in conjunction with ORPA.

In addition, this form must be completed for continuation awards for the above-mentioned grant mechanisms on the anniversary date (e.g., non-competing application or progress report) of the grant. We are implementing this process for continuation awards that have existing sub-projects only (e.g., for those grants that have active ledger 5 sub-accounts).

I recognize that there are other components and indicators that represent the research productivity of any department/center. My hope is that by recognizing departmental participation in collaborative grants in a more formal way, this will stimulate and enhance our already growing inter-departmental and interdisciplinary research endeavors. Should you have any questions, please contact either Gunta Liders (gunta.liders@rochester.edu ) or Brian VanWuyckhuyse (brian_vanwuyckhuyse@urmc.rochester.edu ).

c: C. McCollister Evarts, M.D.

Gunta Liders

William Passalacqua

Brian Van Wuyckhuyse