Fund Scheme Level Funding Rules - CPT
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About this page
This page is used to set funding rules for defined fund schemes or sources
for the Costing and Pricing Tool (CPT) to apply when marked as Primary
in the project. You can set rules for different primary fund schemes.
If a fund scheme level rule is set, it will override other level rules.
If no other rules are defined, the institution level rules apply.
See: Rule precedence
Fund scheme level rules only apply if the fund scheme is marked as the
Primary for the project because if there is more than one, the system
would not know which one to use as the base for funding rules.
This page supports the Costing and Pricing
Tool (CPT), which was implemented in version 7.7.0 in mid-2021. Research
Costing and Pricing (ReCaP)
is a separate tool.
Menu path: RME menu
> Projects > Funding Rules > Fund Scheme Level
View an existing fund scheme level rule
1. To view an
existing fund scheme rule, go to RME > Projects
> Funding Rules.
2. Select the
Fund Scheme Level tab.
3. Next to the
fund scheme rule, click the Open icon.
For field descriptions, refer to the field table below.
Add and configure a fund scheme level rule
1. Go to the
Funding Rules page and open the Fund Scheme Level related item.
2. In the toolbar, click the New button.
3. In the Fund Scheme field, use the lookup
to search for and select the fund scheme you want to use for the rule.
4. Complete the fields, using the table below as a guide.
5. In the toolbar, click Save. To
go back to the previous page, click it in the breadcrumb trail or use
your browser Back button.
Fund Scheme Level: Fields
|
|
|
Fund
Scheme * |
Mandatory
Fund scheme that the rule applies to, from a lookup
of fund schemes that exist in the system |
Organisation |
Only
displays if the CPT Configuration >
Fund
Scheme Rules based on Funding Organisation? is Yes
Default: Organisation
defined in the Fund Scheme record
Organisation for the fund scheme that the rule
applies to, from a lookup of external and internal organisations
that exist in the system |
Staff
On-cost Percentages |
This
section displays when the CPT Configuration
for On-Cost Method is
Employment Type. Institution
Level rules for on-cost recovery related to institution staff
are displayed by default.
If these percentages are different to those set
at the Institution Level and the Fund Scheme Level rules are applied,
the percentages set in this section will be used to calculate
the price to be charged to the fund scheme for salary.
|
Casual Staff |
Default percentage
of salary to calculate the on-cost value for staff employed on
a short-term or temporary basis, with irregular or flexible hours
and no guarantee of ongoing employment (Employment Type in the
Personnel record = Casual)
Must be a number between 0 to 100 inclusive, with up to two decimal
places. |
Employed 12
Months or Less |
Default percentage
of salary to calculate the on-cost value for those employed for
12 months or less
Must be a number between 0 to 100 inclusive, with up to two decimal
places. |
Employed More
Than 12 Months |
Default percentage
of salary to calculate the on-cost value for those employed at
the institution for more than12 months
Must be a number between 0 to 100 inclusive, with up to two decimal
places. |
Override Defaults? |
Indicates
whether you want to set different staff on-cost percentage for
the fund scheme rule
By default, the Employed
12 Months or Less and Employed
More Than 12 Months fields reflect the institution level
percentages and are read only. The External
Salary Package dropdown is also read only by default.
If you select Yes,
these fields become editable. Values you set will be applied instead
of the institution level percentages to projects with the specified
fund scheme. The External Salary
Package dropdown will not be editable.
If you choose to use an external salary package
instead, set this to No
and complete the External Salary
Package dropdown. |
On-Cost
Percentage Variations |
This
section displays when the CPT
Configuration for On-Cost
Method is On-Cost Pattern.
Institution Level rules for on-cost will be used unless a variation
is set in this section.
The percentage set in this section will be used
in salary price calculations.
|
Exclude Annual Leave from On-cost
|
Default:
No
Indicates if on-cost
for the selected fund scheme is based on Percentage
Excl. Annual Leave values set in the Institution Level
rules |
On-cost
Percentage |
Only editable if Override Defaults? is Yes; default: 0
On-cost percentage
to use in salary price calculations for projects with the selected
fund scheme set as the primary
Cannot be blank.
Must be greater than 0 and less than or equal to 100, with up
to 2 decimal places. |
Override Defaults? |
Default:
No
Indicates whether to override the On-cost
Percentages set in the Institution Level rules for salary
price calculations for projects with the selected fund scheme
If changed to Yes,
enter the on-cost percentage value for the fund scheme in the
On-cost Percentage field
(above). |
Indirect
Cost Recovery Percentages
Optionally,
(Lab) and (Non-Lab) |
When setting
up a new rule, this section initially reflects the values set
for indirect cost recovery at the Institution Level. To set a
specific fund scheme rule for ICR percentages, change the Override Default? flag to Yes, then define the relevant
fields. These will override the institution level percentages.
If the CPT Configuration Use
Project Location for Indirect Cost Recovery? option is Yes, two sections display to
define ICR percentages for both lab and non-lab project locations.
Note that you can also set separate ICR variations
for specific combinations of AOU, fund scheme or project type
in the Indirect Cost Recovery Variation
tab. |
Override
Defaults? |
Default:
No
Indicates whether you want to set a different
ICR percentages for the fund scheme
If Yes,
the fields in this section become editable. The values you set
will be applied instead of the institution level percentage to
projects with the specified fund scheme. |
Method * |
Indicates
which option to use to apply indirect cost recovery at the fund
scheme level:
• Mixed: Select this to apply
indirect cost recovery on both total direct cost and total salary
cost
• Total Direct Cost: Select this
to apply indirect cost recovery on the total direct cost
• Institution Direct Salary Cost:
Select this to apply indirect cost recovery on the total salary
cost
When you select an option, the corresponding field/s
in this section will be enabled.
|
Institution
Direct Salary Cost |
Enabled
when Total Salary is selected
in the Method dropdown
Percentage for cost recovery at the fund scheme
level based on the total salary cost for the project
Must be a number between 0 and 100 inclusive, with up to two decimal places.
If the method is Mixed,
set a percentage for this field as well as in the Other
Direct Cost field. |
Other Direct
Cost |
Enabled
and mandatory when Mixed
is selected in the Method
dropdown
Percentage applied to non-salary costs of the
project to calculate the ICR amount
Must be a number between 0 and 100 inclusive, with up to two decimal places.
Set a percentage for this field as well as in the Institution
Direct Salary Cost field. |
Total Direct
Cost |
Enabled
when Total Direct Cost
is selected in the Method
dropdown
Percentage for cost recovery at the fund scheme
level based on the total direct cost of the project
Must be a number between 0 and 100 inclusive, with up to two decimal places. |
External
Salary Package |
Only
editable if the Override Defaults?
slider in the Staff On-cost Percentages
box is No
External salary package, from a defined list
In the tool, this will add an External
Salary Package field and a separate External
Cost calculation button in the Project Team pages in the
salary section.
CPT will use the salary defined for an external
salary package in salary price calculations. External salary package
calculation does not include on-cost percentages defined in the
rules.
Salary cost will be calculated using the applicable
salary rates defined in the RME > Projects > Salary Rates
page, not the external salary package salary.
If an external salary package is selected, the Include indexation for salary price
calculation? option (below) will be set to No
and will be read only.
Source: External salary
groups are defined as categories in RME
> Setup > Categories > Person Related Categories >
External Salary Groups. You need to define them as a category
and then a sub-category to which items can be added. Salary values
for each HEW level in the package are set in the Salary Rates
table under RME > Projects > Salary
and Indexation. Select the package in the Salary
Award Group dropdown. |
Manual
Entry of Base Salary for Internals? |
Default:
No
Indicates if the salary amount for internal team
members can be manually entered
When this is option is set to Yes,
administrators can manually enter the exact base salary amount
in a Salary or Scholarships Amount
field control in a Linked Personnel RIC used for internal investigators
in an RPR eForm. See:
Manual base salary entry for internals below. |
Include Indexation for Salary
Price Calculation? |
Default:
Yes, unless an
External Salary Package is selected, in which case default
= No and it is read only
Whether to include (Yes)
or exclude (No) indexation
from salary price calculations for this funder when indexation
percentages are defined in the system in the Indexation
Percentages page
If an External
Salary Package is selected in this page, this option will
be marked as No and will
become read only. External salary packages usually include all
the relevant salary factors. |
Excluded
Consumable and Capital Items |
Consumable and capital items
that the fund scheme has specified that they will not cover, from
a lookup that lists all consumable and capital items in the system
If items are defined in the Consumable
and Capital Item Groups section for the Fund Scheme Level
rule, these are the only items that will display for selection
in an eForm. In this case, you only need to select excluded items
from those listed in that section.
In CPT, for any excluded items selected for the
project, costs will be distributed to the institution by default,
rather than the primary fund scheme. Each cost can be re-distributed
to any other fund scheme, if there are any, except the primary.
See: CPT - Consumable and Capital Items |
Consumable and Capital Item
Groups |
Editable
when you save the rule
When you save a new rule, this section reflects
the values set at the institution level.
You can set different consumable and capital item
groups and items to be applied for a defined primary fund scheme.
The selected items and groups will be available
for selection in RPR eForms used for CPT when the fund scheme
is selected and is marked as primary. Researchers can select relevant
the items they want to use for their project.
For details, see: Consumable
and Capital Item Groups below. |
Consumable
and Capital Item Groups: Fields
When you save the rule, the grid in this section displays the default
institution level consumable and capital item groups and items.
To create different consumable and capital groups and/or items to apply
to projects from the fund scheme selected in the rule, you can override
the institution level groups and items. When you set different groups
and items, the Overidden label
displays at the top left of this section to indicate that institution
level consumable and capital items are no longer applied.
For fund schemes, you can also define any items that the fund scheme
will not cover in the Excluded Consumable
and Capital Items field. In an RPR eForm, if the primary fund scheme
is selected for the project and has excluded items defined, when these
items are selected in the Consumable and Capital Items core field grid,
the cost of each excluded item is allocated to the institution by default,
rather than the primary fund scheme. Each cost can be re-allocated to
any other fund scheme, if there are any, except the primary. For excluded
items, the fund scheme will not be shown in the dropdown for selection.
If you want to remove fund scheme-specific items and return to the default
items from the institution level, click the Revert
Override option.
To create different groups of consumable and capital items for the fund
scheme, and define items for each group, follow these steps:
1. Click Add above the Consumable and Capital Items Groups
grid. The Create Consumable and Capital Item Groups popup displays.
2. Enter a name for the group of similar items in the Name
field (mandatory). Examples: Travel, Facilities/Buildings
3. In the Display Order field,
enter a number to indicate the sort order of the group in the grid. 1
is at the top.
4. For the Outward Expenses?
slider, indicate if the new group is for expenses that are related to
sub-contract work, other services or costs that will be paid out for the
project. Any costs for items in this group will be deducted from the total
price received from an external funder (not including: a) salary of externals,
b) cash consumable and capital items identified as outward expenses, and
c) disbursements to external organisations) to calculate the amount
of funding remaining with the institution in a Staying
with the Institution field in an RPR eForm used for CPT.
5. In the Items field, click
the down arrow to display a list of items. Select one or more items to
add to the group, then click Close
to close the list.
6. If you want to create a new group after saving, click the Create
another checkbox.
7. Click Save. If creating another
group, repeat steps 2 to 4 above. At any time if you change your mind
and no longer want to create a group, click Close.
Edit a group
You can edit a group however changes will not be applied to existing
projects that have had a costing initiated.
• To delete an
entire group, go to the Consumable and Capital Items Groups grid, select
the checkbox to the left of the item and click Delete
at the top right of the grid.
To change the details for a group, click the linked item in the first
column in the grid for the group to open the group and make one of the
following changes:
• To change the
group name, place your cursor in the field and edit it directly.
• To change the
order of the group in the grid, place your cursor in the field and edit
it directly.
• To remove an
item from the group, click the cross (x)
at the top right of the item.
• To add items
to the group in the Items field,
click the down arrow to display a list of items. Select one or more items
to add to the group, then click Close
to close the list.
• To re-name
or add new items that do not appear in the Items field list, go to the
Finance Category Types category
under RME > Setup > Categories > Common
Categories > Finance Category Types.
• You can enter
guidelines for an item that display in an eForm from the Help
icon (?). See: Consumable and Capital Item Guidelines.
Option: Manual base salary
entry for internals
Some fund schemes require the exact salary of the person to be provided
for costing and pricing. By default, CPT will calculate salary for internal
team members based on the employment type, salary level and step entered
in the eForm. If no applicable step is available, for example, if salary
step information is not recorded in RME, CPT takes the highest step for
the salary level. In this case, CPT does not have enough information to
accurately calculate the exact salary amount.
If you want the ability for administrators to enter an exact salary
in an eForm for internal team members, implement this optional solution.
1. In the Fund
Scheme Level rules, change the Manual
Entry of Base Salary for Internals? flag to Yes
for rule to apply to a particular fund scheme (or fund scheme and organisation
combination).
2. In an eForm
template for CPT in a Linked Personnel RIC created for internal investigators,
add the Salary or Scholarships Amount
field control. Step 1 is required for this field control to be available
in this case.
Result: In an eForm when the Fund Scheme Level rule with this setting is
applicable, administrators can manually enter the base salary amount per
year of the project for internal investigators in an eForm.
What happens next?
When the Push to Database Tables activity is executed in the workflow,
the salary amounts in the Linked Personnel RIC are pushed as entered in
the eForm to the Project record, Investigators related item. Data entered
in the Salary or Scholarship Amounts
grid is pushed to the Salary or Scholarship Amounts related item, within
the Investigators related item. In this case, the Salary or Scholarship
Amounts related item only appears when the Costing and Pricing Tool product
key is applied, the Person Type of an investigator is Internal and the
Manual Entry of Base Salary for Internal?
flag is set to Yes for an applicable
Fund Scheme Level rule.
Change funding rules
When you configure funding rules, they are stored as a master copy in
RME. When a costing record is created for a project, the system determines
the applicable rules based on the project details, AOU, project type and/or
fund scheme, as relevant. The rules that are applicable are collated and
copied as a kind of “snapshot” from the RME master and saved as an internal
copy to that individual costing record in CPT. The saved internal rules
are then used for all costing and pricing calculations for that project.
Once a costing has been initiated for an existing project in CPT, changes
to the master funding rules are not updated in the internal copy in the
record unless new rules are applied
to a project in the Funding Rules page in CPT, or the Primary
AOU field, Project
Type field and/or Primary Fund
Scheme field has been changed, for which different funding
rules may now apply.
• If new funding
rules are applied to a project in the Funding Rules page in CPT, previous
funding rule values will be replaced with new values noted in the page.
The project costing and pricing is recalculated based on the new rules,
which is confirmed with a message.
• If a primary
AOU, Project
Type or primary Fund Scheme
field is changed, internal funding rules are updated and changes are applied
to all existing records, except for changes to Consumable and Capital
Items.
• Changes to
the configuration of the Consumable and Capital Items in RME (rename a
group, add a new group or item, delete a group or item) will not be updated
for existing costing records in CPT.
• If there are
no changes to the Primary AOU, Project
Type or Primary Fund Scheme
fields, changed funding rules will only be applied to newly-created Project
records in CPT.
Manage Fund Scheme Level records
You access or delete these records from the Funding
Rules page.
To delete, select records in the grid via the checkbox on the left and
click the Delete button on the
toolbar.
To view rules that are applicable to a specific combination via the
Applied Rules button.
You can also export details
in the grid.
Related topics
• AOU
Level
• Applied
Rules, including rule precedence
• Consumable
and Capital Item Guidelines
• Costing
and Pricing Tool
• Fund
Scheme Level
• Funding
Rules - Institution Level
• Indirect
Cost Recovery Variation
• Outputs
Configuration
• Project
Type Level
Product Key:
Costing and Pricing Tool
Page ID: CPT004.htm