(updated February 4, 2002)
The KU Center for Research recognizes that some research projects
are more effective when project personnel are able to perform
selected research activities at their place of residence. In
some cases it becomes necessary for those individuals to have
access to communications technology that will allow them to work
with resources equivalent to those available at their campus
office.
The purpose of this policy statement is to define the rules
under which KUCR will reimburse individuals for the cost of communications
services delivered to a residence.
The critical factor in this policy is to understand that these
services are inherently personal services that cannot be readily
identified as project specific costs. The services are delivered
to a personal residence, not to a university address, therefore
the primary responsible party is the occupant of the residence
who uses the service. It is the responsibility of that person
to arrange for the delivery and payment of the service. The service
will not be in the name of the KU Center for Research.
Upon approval of the project director, KUCR will reimburse project
personnel in accordance with the following guidelines.
Principal Investigator approval is required for all arrangements
involving communications services provided directly to the home
of project personnel in support of a research project.
Unit Director approval is required for all arrangements involving
communications services provided directly to the home of administrative
personnel.
Services provided for administrative personnel may not be paid
from research projects. Other non-sponsored funding sources must
be used.
The service recipient must contract directly with the service
provider and is responsible for payment of all charges on the
account.
Request for reimbursement of service costs requires the signature
of the payee and signature of the supervisor, unit director,
or other university administrator.
Research projects will reimburse only costs directly attributable
to a specific research project and only for non-administrative
personnel.
Generally, the "base service" of a contract is not
reimbursable because of the personal nature of the service. (eg:
the base level of cable TV service would not be reimbursable,
but the internet portion of the service could be reimbursed under
the proper circumstances)
The services must be allowable under the regulatory and budgetary
constraints of the research sponsor.
The KU Center for Research will not authorize a contract for
services to be billed directly to KUCR except in unusual circumstances.
Policy exceptions must be authorized by the KU Center of Research,
Administrative Services Director.
The KU Center for Research will not prepay services to be provided
to a personal residence.
Rationale for Policy:
The KU Center for Research is responsible for accurately reporting
costs to its funding authorities. In addition, it is necessary
to identify and separate personal expenses from business related
costs when paying invoices or reimbursing personnel for costs
incurred.
Because of the personal nature of these services and the fact
that they are delivered directly to the home of the user, additional
steps must be taken to identify the business related costs. Therefore
KUCR will not be the primary party in the agreement but will
only reimburse for actual, approved costs on a regular basis.
Regular reimbursement of costs will provide an automatic periodic
review of the arrangement and will assure that costs are allocated
to the correct research project or account.
Questions? Please contact:
Barbara Armbrister
785-864-7688 | barmbris@ku.edu
Interim Manager | Post Award Services
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