Category

Financial Concepts

Discusses the financial details of research projects such as monitoring and certifying expenditures, reimbursement rates, providing financial support to graduate students and postdoctoral scholars, and invoicing.

2025 Federal Administration Transition Information & Resources - This will be updated as new information is available.

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15 Topics

  • Sponsored Receivables Management

    Sponsored Receivables Management (SRM) provides support for cash and receivables management for sponsored projects with the focus of maintaining a steady cash flow for the University. SRM processes interim invoices, draws against letters-of credit, applies payments and receipts and pursues collections for sponsored project awards, clinical trials, Academic Service Centers and Program Income. SRM

    May 8, 2025

  • eCertification System: Review and Certification of Expenditures

    The eCertification system supports a single consolidated review and certification process for managing sponsored project expenditures and cost sharing commitments. PIs can review and certify, as required, all sponsored project expenditures of any type online in one system Administrators with Task Manager authority can review all sponsored project expenditures of any type online in one system Drill

    July 24, 2025

  • Cost Sharing

    Introduction Cost sharing represents the portion of allowable, allocable, and reasonable [direct and indirect] costs of a sponsored project not paid for by the sponsor and are instead borne by the institution or third party. This topic guides you through proposing, accounting for, monitoring, and closing a cost sharing commitment. The definition, details, and procedures are outlined in RPH 15.3

    July 24, 2025

  • Monthly Review and Quarterly Certification of Expenditures

    Introduction The purpose of PI quarterly review and certification is to confirm that all expenses charged to the account are allowable, allocable to the project, and reasonable. The certification of salary expenditures confirms that salaries charged to the account are supported by a corresponding expenditure of effort during the time period being certified. The certification also assures that

    May 8, 2025

  • Infrastructure Charges

    Introduction The purpose of infrastructure charges is to recover a portion of infrastructure costs from activities supported by designated and restricted funds since they represent a significant percentage of the University’s total activity. General funds alone cannot bear the full burden of the infrastructure and administrative costs required to support these activities. For Stanford to maintain

    July 28, 2025

  • Faculty Effort

    Effort Effort is the proportion of time spent on an activity, expressed as a percentage of total time. It cannot be more than 100%. 100% effort does not equate to any set number of hours, e.g., 40 or 50 hours per week; it equates to the totality of University compensated effort. Stanford University requires a commitment of effort on the part of the PI during the period in which work is being

    July 28, 2025

  • Salary Caps

    Introduction The PHS (Public Health Service) which includes the NIH (National Institutes of Health) is governed by regulations establishing a maximum salary that may be awarded to a project participant - salary cap. Some non federal agencies also impose salary caps. Stanford will comply with all agency requirements in this regard. Where an agency specifies a maximum rate amount at which an

    September 23, 2025

  • Financial Support for Graduate Students

    Introduction A graduate student is someone with a four-year university degree who is working on a master's degree or Ph.D. Graduate students at Stanford receive funding from a variety of sources that range from government agencies, employers and foundations to academic departments and schools. Although these two resources set forth policy and procedures for graduate student funding, the School

    July 28, 2025

  • Financial Support for Postdoctoral Scholars

    Introduction A Postdoctoral Scholar is a trainee in residence at Stanford University pursuing advanced studies beyond the doctoral level in preparation for an independent career. Postdoctoral Scholars are registered as non-matriculated, non-degree-seeking students with the University. The classification of scholars as students, among other things, allows the deferment of student loans

    July 28, 2025

  • Cost Principles

    Definition Stanford policy and federal regulations such as the Uniform Guidance state fundamental principles of research administration. An expense qualifies as a direct cost to a sponsored project only when it meets the following four principles. Allowable: Allowable and unallowable costs are defined by federal regulations and in the terms of specific awards Allocable: Only those costs that

    July 15, 2025

  • Budget Basics

    Introduction The proposal budget should be an as accurate as possible financial expression of the proposed scope of work. When proposing a budget for a sponsored project, the PI assures Stanford and the sponsor that project finances are represented as accurately as possible. This ensures the sponsor pays its fair share of project costs. Sponsor, program and University requirements must be adhered

    July 28, 2025

  • Allocation of Costs

    Introduction Allocation of costs is the process of assigning a cost or a group of costs, to one or more PTAs in accordance with the benefits received. You should not allocate costs after the fact. Typically, you allocate costs at the time of purchase through a purchase requisition or another mechanism. However, you may need to distribute costs for items such as lab supplies to the PTAs to multiple

    July 28, 2025

  • Rates

    All federal and many non-federal sponsors recognize the need to reimburse the direct costs of research as well as the indirect costs. Known as Facilities and Administrative (F & A) costs, indirect costs are expressed in terms of a rate. The F & A rate is applied to eligible direct costs. Learn more on the application of F & A rates.

    August 27, 2025

  • Non-Sponsored Receivables Rates

    Introduction When Stanford’s resources are used by outside entities, the University must recover some portion of the F&A (Facilities and Administrative) costs incurred in the use of these facilities. Any exceptions to this policy must be approved by the Office of the Vice Provost and Dean of Research or the School of Medicine Dean’s Office. Use of Stanford's Resources Use of Stanford’s resources

    July 28, 2025

  • Monitoring Project Expenses

    According to Stanford policy, PIs are responsible for the ongoing fiscal management of awarded projects, which includes regular monitoring against project period budgets. The Research Administrator supports the PI in fiscal management. Monthly Review by the Research Administrator in the eCertification System Sponsored project and cost sharing accounts must be reviewed by the Research Administrator

    July 24, 2025

20 Policies

  • Policy

    Program Income

    Defines Program Income and describes how to account for it.

    May 20, 2025

  • Policy

    Management of Project Expenditures

    This policy summarizes Principal Investigator (PI) responsibilities outlined by Stanford including quarterly review and certification of salaries, other project costs, cost-shared expenditures, and monitoring of funds within the sponsor's funding limitations and project closeout. Stanford’s policy meets federal requirements.

    June 9, 2025

  • Policy

    Indirect (F&A) Cost Waivers

    Establishes policy to apply the university's negotiated indirect (F&A) cost rate to all externally-sponsored projects by categories defined in RPH: Categories of Sponsored Projects. Presents procedures to apply for a waiver of that rate for specific proposals, and criteria on which waiver decisions are made.

    May 20, 2025

  • Policy

    Administration of Copyright Policy

    Discusses procedures for license and income sharing, determination of intellectual property ownership, and the use of the Stanford name in copyrighted materials.

    May 20, 2025

  • Policy

    Cost Transfer Policy for Sponsored Projects

    Definition, requirements, and procedures related to cost transfers involving sponsored PTAs.

    May 20, 2025

  • Policy

    Undergraduate Student Salaries Charged to Sponsored Projects

    States Stanford’s commitment to provide research-related experiences for undergraduate students and describes how indirect costs are applied to the salaries of those students.

    May 20, 2025

  • Policy

    Tuition Allowance for Research Assistants

    Defines the tuition allowance component of compensation for Graduate Student Research Assistants, and the manner in which that cost is shared between sponsored project funds and university or school funds.

    May 20, 2025

  • Policy

    Salary Cap Administration

    Presents procedures for implementation of agency regulations that set a maximum salary level for project participants (salary cap).

    May 20, 2025

  • Policy

    Charging for Administrative and Technical Expenses

    The Uniform Guidance is effective for federally sponsored agreements and new funding increments incorporating the Uniform Guidance awarded on or after December 26, 2014. Federal awards received before December 26, 2014 incorporating A-21 must continue to follow the requirements in OMB A-21 and Section 4. of this policy.

    May 20, 2025

  • Policy

    Cost Sharing Policy

    Establishes policies and procedures to meet federal requirements for proposing, spending, monitoring and reporting cost sharing.

    May 20, 2025

  • Policy

    Gift vs. Sponsored Projects and Distinctions from Other Forms of Funding

    Defines sponsored projects, as distinguished from gifts, student aid and other supported activities and provides guidance related to making these distinctions.

    May 20, 2025

  • Policy

    Sponsor Notifications and Prior Approvals

    Clarifies that the PI is responsible for necessary notifications to the sponsor about project status.

    May 20, 2025

  • Policy

    Preparation and Submission of Proposal Budgets

    Summarizes some of the obligations imposed on Principal Investigators by law and by Stanford policy. Establishes guidelines for the preparation and submission of proposed budgets, including consideration of allowability, cost sharing, commitment of effort, and estimating methods.

    May 20, 2025

  • Policy

    Principal Investigator Eligibility and Criteria for Exceptions

    Establishes the policy that principal investigatorship or co-principal investigatorship on externally and certain internally funded projects is limited to members of the Academic Council and the University Medical Line (UML) faculty, with specific exceptions.

    August 7, 2025

  • Policy

    Tangible Research Property

    Establishes Stanford policy for ownership and distribution of tangible property resulting as a product or by-product of research activities.

    May 20, 2025

  • Policy

    Other Intellectual Property: Trademarks, Patents and Proprietary Information

    Establishes University policy for Trade and Service Marks and Proprietary Information.

    May 20, 2025

  • Policy

    Copyright Policy

    Establishes Stanford policy on copyright ownership and defines administrative procedures for policy implementation.

    May 20, 2025

  • Policy

    Inventions, Patents, and Licensing

    Establishes policy and procedures for disclosure and assignment of ownership of potentially patentable inventions created in the course of an individual’s university responsibilities, participation in a research project at Stanford, or with more than incidental use of Stanford resources.

    August 7, 2025

  • Policy

    Retention of Consultants

    Summarizes university policy and procedures on the use of paid consultants on sponsored projects at Stanford.

    May 20, 2025

  • Policy

    Establishing and Managing Independent Laboratories, Institutes and Centers

    Discusses Independent Laboratories, Institutes and Centers at Stanford. Defines terms, presents considerations and procedures for establishing and managing them.

    May 20, 2025

10 How Tos

  • How To

    Calculate and Charge Salary for Faculty on a 9 Month Appointment That Is Paid Over 12 Months

    Stanford allows faculty with an academic-year appointment (9 months) to have their salary paid out over 12 months. However, the charge to a sponsor must reflect salary as it is earned, not as it is paid. This becomes critical as salary allocations may change over the year as new awards are received, other awards terminate, or situations change. In Labor Distribution in Oracle Financials the charge

    May 22, 2025

  • How To

    Reconcile Expenditures

    Reconciliation is the process of comparing the entries in the eCertification System to supporting documentation and resolving any discrepancies. Most supporting documentation can be found by drilling down on specific expenditure in the system. Reconciling accounts on a regular basis, after month-end close, will help you to manage your sponsored funds to ensure that expenditures and revenues are

    November 7, 2024

  • How To

    Clear an Overdraft

    Refer to the ORA Clearing Sponsored Project Overdrafts page for more information about this topic.

    July 24, 2025

  • How To

    Make Transfers and Adjustments for Veterinary Service Center (VSC)

    Background The Veterinary Service Center (VSC) charges animal care expenses to two expenditure types (ET) which are subject to associated animal care Facilities and Administrative (F&A) costs. More information about VSC F&A overhead rates can be found on the Stanford Rates page . ET 58710 - INTERDEPT NONFED VSC SVC CHG This ET is used for non-federal and other non-sponsored PTAs. The associated

    May 8, 2025

  • How To

    Use a Service Center

    A service center operates facilities or research labs as self-sustaining “businesses” that provide on-going products or services in support of the University’s teaching and research functions. A service center will charge you for the services provided. They must recover their operational costs annually through rate(s) to users based on an approved budget and approved rate(s). The service center

    May 9, 2025

  • How To

    Provide Funds to an International Visiting Scholar at the Beginning of Their Trip to Stanford

    To pay your visiting scholar an honorarium and/or subsistence funds on arrival or near the beginning of their stay on campus, they need to be added to the Oracle system in advance of their arrival on campus. The departmental administrator can initiate this process in Oracle Financials to get the visiting scholar into the system to verify their identity. The departmental administrator can request a

    July 28, 2025

  • How To

    Invoice a Sponsored Project or Clinical Trial

    For sponsored Projects, contact Sponsored Receivables Management (SRM). They invoice sponsors for expenditures and ensure timely payment of those invoices. They also provide post-award financial invoicing services, payment application, and collection services for sponsored projects for the University. For Clinical Trials, use Clinical Research Invoicing System for Participants (CRISP). CRISP is a

    May 8, 2025

  • How To

    Deposit a Check or EFT Transfer for Sponsored Projects

    Checks and any remittance advice or backup received in the department for payment on sponsored projects must be forwarded to the Sponsored Receivables Lockbox for deposit (see addresses below). Do not mail or hand deliver checks to the Office of Sponsored Research or Sponsored Receivables Management office. Payments are to be made payable to Stanford University and mailed to the Sponsored

    May 8, 2025

  • How To

    Apply the F&A Rate to My Project's Budget

    The negotiated Facility and Administrative rate (F&A) is applied based on the type of activity proposed and the location, on or off campus, or a combination to the following categories of sponsored projects described in RPH 13.2. These categories include: Research Instruction Other Sponsored Activity Animal Care Non-Federal Clinical Trial Rate F&A Bases The F&A rate is applied to a base, i.e., a

    July 28, 2025

  • How To

    Properly Review the F&A Rate on Monthly Expenditure Report

    Compare the F&A rate on your monthly expenditure report to the awarded rate. The awarded rate is either the negotiated rate found on the Facilities & Administrative (F&A) Cost Rates Table or a reduced rate. If you are working with a negotiated rate, make sure the rate is correct for the project's activity (research, instruction, or other) and that the proper location is used (on campus, off campus

    July 28, 2025

3 Forms & Tools

  • FAQ

    Cost Sharing FAQs

    Cost Sharing Frequently Asked Questions 1. If an individual commits 50% FTE to a project, what is that 50% of? What does the concept of 100% FTE mean? For a full-time employee, 100% Full-Time Equivalent (FTE) encompasses all of the time that an individual spends doing the work for which he or she is being paid. For exempt staff, including faculty and Academic Staff, compensation is not based on

    July 24, 2025

  • Template

    Conditions of Gift Letter Templates

    Research Support Attachment 1, the Conditions of Gift Letter Template for Research Support, is recommended for documenting simple, one-time expendable gifts from companies, professional foundations, and associations supporting faculty research. This template may be used for gifts of any amount, but is not to be used for endowment gifts, pledges (multi-year commitments), or building projects

    July 28, 2025

  • Reference List

    List of Unallowable Expenditure Types

    Certain expenses that are appropriate expenditures of University funds are ineligible for reimbursement by the federal government. When coding an expense for an activity that is allowable to be paid with University funds, but unallowable for indirect cost recovery you must identify that expense as unallowable for reimbursement. Use the List of Unallowable Expenditure Types below to find the

    May 9, 2025

7 Announcements