Setting Up Indirect Cost Allocation for Grants

To set up Indirect Cost Allocation for Grants SuiteApp, perform the following tasks:

Setting Up the Indirect Cost Allocation for Grants Preferences
Adding Cost Categories
Deploying the ICA UE Segment Sublist Script
Setting Up Indirect Cost Allocation Method and Rates

Setting Up the Indirect Cost Allocation for Grants Preferences

The indirect cost allocation for grants preferences lets you to map the fields in your records and set the allocation segments in the account.

Important:

The system permits only one set of preferences in an account.

To set up the Indirect Cost Allocation for Grants Preferences:

Go to Indirect Cost Allocations > Setup > Preferences > New.

The Indirect Cost Allocation Preference page opens.
In the ICA Customer Source field, enter customer|customer.
In the ICA Rate Source field, enter rate|rate.
From the Allocation Segment list, select your preferred allocation segment.
From the Allocation Grouping Segments list, select the segments that you want to appear in the indirect cost allocation records.
Click Save.

Adding Cost Categories

Cost categories are categories of direct costs enabled in your account. These categories are used as a base for allocating indirect cost.

To add a cost category:

Go to Indirect Cost Allocations > Setup > Cost Categories.
Click New Cost Category.
In the Name field, enter a name for your new cost category.
Click Save.

Selecting a Cost Category for Accounts

After adding cost categories, you must select a specific cost category per account to create allowable cost records.

To select a cost category for an account:

Go to Setup > Accounting > Chart of Accounts.
Click Edit next to the account that you want to customize.
From the Cost Category list, select a cost category that you want to associate with the account.
Click Save.

Deploying the ICA UE Segment Sublist Script

The selected allocation segment on Indirect Cost Allocation Preferences page populates as a dynamic list in your custom records. For the dynamic list to have populated values, you must perform the following:

To deploy the ICA UE Segment Sublist Script:

Go to Customization > Scripting > Scripts.
Click View next to ICA UE Segment Sublist.
Click Deploy Script.
On the Script Deployment page:
1. In the Applies To field, select the same value of the Allocation Segments field on your Indirect Cost Allocation Preferences page.
2. From the Status list, select Released.
3. From the Log Level list, select Error.
On the Audience subtab, perform the following steps:
1. Check the Select All box next to Roles.
2. Check the Select All box next to Employees.
Click Save.

Setting Up Indirect Cost Allocation Method and Rates

The Indirect Cost Allocation Method and Rates page determines how indirect costs are calculated in your account.

After installing the SuiteApp, you must set up the Indirect Cost Allocation Method and Rates page.

To set up the Indirect Cost Allocations Method and Rates page:

Go to Indirect Cost Allocations > Allocations > Allocation Method and Rates > New.
From the Indirect Cost Allocation Method list, select a method.
Important:
According to federal regulations, only the following two options should be provided in this field:
- NICRA rate – the rate established by the Federal Government
- Provisional rate – the temporary rate applicable to a particular period
In the Indirect Cost Rate field, enter a value in percentage.
From the Indirect Cost Allocation Account field, select an account where the indirect cost will be allocated.
The allocation segment selected in your preferences is populated as a field in the Indirect Cost Allocation Method and Rates page. Select a value according to your needs.
Click Save.

Creating an Allowable Cost record

An allowable cost is a necessary and reasonable cost that can be funded by your grant according to its contract.

An allowable cost transaction must only be created from a specific indirect cost allocation method and rates record.

To create an allowable cost record:

Go to Indirect Cost Allocations > Allocations > Allocation Method and Rates.
Click Edit next to Indirect Cost Allocation Method and Rates.
Click the Allowable Costs subtab and click the New Allowable Cost button.
On the Allowable Cost page:
1. From the Cost Category list, select the applicable cost category for your allowable cost.
2. In the Allowable Maximum Base Amount field, enter the maximum amount allowable for the selected cost category.
3. From the Base Account list, select the appropriate base account where the cost will be credited from. You can select more than one account.
4. From the ICA Item list, select an item to bill the allocated indirect costs to.
5. Check the ICA Billable box if you want the transaction to be included to the ICA transactions list in the Invoice page.
6. Click Save.