Factors Affecting Allowability of costs Adequate Reasonable Necessary Allocable Allowability Documentation (Campus Improvement Plan) Amount of Funds used under Grant How the funds are used Share of Cost provided by other sources Is the expense targeted to valid programmatic/administr ative need? Do I have the capacity to use what I am purchasing Did I pay fair rate? If I were asked to defend the reasonableness of this purchase, would I be able to? Do I really NEED this? Is this identified in the plan? Do I have the capacity to use what I am purchasing? If I were asked to defend necessity this purchase, would I be able to? What is the percentage of time that the goods and/or services will be used for a grant activity? Will the goods and/or services benefit another federal, state or local program? If I were asked to defend the charges in proportion of the value received by the program, would I be able to? Are the costs of the goods and/or services documented in a Campus Improvement Plan Are the costs of the goods and/or services reasonable, necessary, and allocable? Are the cost of the goods and/or services supplemental?
Awards- certificates, plaques, ribbons, and small trophies nominal in cost or inexpensive instructionally related items such as pens/pencils to be used in the classroom Animal Crackers Bagels Beads Books- see Supply Binders/Notebooks for instructional, professional development, or parent engagement purposes Certificates (see Award )- for promotion of participation Chalk Chips and Salsa Clipboards Conferences and Meetings- (includes transportation, room rental charges, speaker s fees, and items incidental to the meeting; see Food Costs with regard to meals) Cookies Cork boards- for instructional purposes Corn-on-the-cob Crackers- see Snacks Crayons- see Supply Computing Devices- include laptops, tablets, carts, etc Construction Paper Contracted Service includes speakers fees, Region XI services, etc. Prior Approval *Campus Monitor- (see Security Costs ) Advertising Costs- includes cost of displays, demonstrations, exhibits, meeting rooms, hospitality suites, promotional items, memorabilia, models, gifts and souvenirs Advisory Councils Alcoholic Beverages Amusement Parks- see Entertainment Audit Costs- includes State-funded grants and expenses when such costs are part of the organizations indirect cost pool Bags- totes, backpack/book bag, etc. Badge holders Balloons Banners Banquets Bounce Houses Business Cards CD Player Cell phones- includes contracts and stipends Ceremonies/Celebrations Cleaning Supplies- includes bleach, mops, brooms, trash bags, glass cleaner, disinfectant spray, air fresheners, anti-bacterial soap, hand sanitizer, duster, etc. Clothing- t-shirts, caps, socks, gloves, uniforms Commencement and Convocation costs- including diplomas, programs, facility rentals Communication Costs- includes telephone services, local and long distance calls, telegrams, electronic or computer transmittal services, personal communication devices, etc. Competitions A B C
Die Cutter Materials- includes paper, license Dry Cereal (individual servings) Dry Erase Board Markers/Erasers Document Cameras Facility Rental Folders Fruit- only for instructional or parental involvement purposes Fruit Juices- only for instructional or parent engagement purposes Fruit Smoothies Erasers Envelopes only for Parent Engagement purposes DVD Player Door Prizes- see Education Costs- see Tuition Electronic Devices- including projectors, televisions, DVD players Employee Service Awards Entertainment Costs- including amusement, diversion, social activities, and related costs) Equipment and other Capital Expenditures- Tangible personal property that exceeds $5,000 per item (includes expenditures to make additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations, or alterations to capital assets) Fines and Penalties- including hotel, registration and travel cancelations Field Trips First Class Airfare Flowers Flags Furniture- shelves, boards, desks, chairs Fundraising- Costs of organized fund raising, including solicitation of gifts and similar expenses incurred to raise capital or obtain contributions D E F Food Costs- Only includes healthy snacks for instructional or parental involvement purposes Die Cutter Machine
Glue Graph pads Headsets Highlighters Hole puncher Incentives- includes minimal cost (less than $10 per person/per item) certificates, plaques, ribbons, small trophies or instructionally related items Gifts- includes tumblers, mugs, gift cards, gift certificates, lanyards, wrist coils, key rings, badge holders, movie tickets, amusement park passes, etc. Gratuities Goods or Services for Personal Use Gloves Graduation Ceremony- includes refreshments, meals, decorations, and other costs related to a graduation ceremony. Gratuities/ Tips Hand Sanitizer Hubs Insurance Imprinted Items/Inscriptions- see Advertising Costs G H I Glitter *Glassware
Juice- ( see Snacks ) Laminating Film Laptops Library Books Jersey- (see Sporting Equipment ) Jump houses Key rings Kitchen Equipment- except in cases where it is deemed reasonable and necessary to carry out requirements under grant guidelines Land Purchase and Improvements- includes cost of construction, renovation, or remodeling (see Furniture/Capital Expenditure ) Lanyards LAS VEGAS- includes all conferences and trainings Lobbying- includes cost of conferences and/or meetings associated with obtaining grants, contracts, cooperative agreements, or loans J K L *Lunch for Professional Development
Muffin Note Pads Meals Medical Supplies- includes band-aids, gauze, sterilization wipes, rubber gloves, etc. Memorabilia Message Notebooks Movie Tickets Nursing Supplies- include gloves, gauze, bandages, etc. M N O *Membership fees
Paper- includes construction, printer, roll, etc. Paper Goods- to support parent engagement (includes plates, cups, napkins, forks, spoons but excludes decorations) Pens Pencils Pencil sharpener- electric or manual Planners Popcorn- Fat free Post-It Notes- includes flags, full adhesive pads, strips, etc. Pretzels Printers Protractors Rice Cakes Payroll that Exceeds local Policy Personal Liability Insurance Plumbing Promotional Items Projectors Recreational events- includes costs associated with Field Day, Pep Rally s, etc. also see Entertainment Refreshments Renovations/Remodeling Rolodex P Q R
Salsa School bus- MUST be necessary for participation in supplemental instruction Smoothies Snacks- MUST be healthy and support instructional or parent engagement purposes String Cheese Supplies- all reasonable and necessary tangible property costing less than $5,000 per item Tape Trail Mix Toner Tortilla Chips Veggie and Dip Trays Shelves- see Furniture Social Events- see Entertainment Souvenirs Sporting Equipment- includes but not limited to uniforms, balls, nets, shoes, and other equipment costs Stationary Student Activity Costs- includes competitions, student publications, student clubs, etc. Surge Protectors Tardy Slips Television Set Tips/Gratuities Tissue Trash Bags Training or Technical assistance on Grant Writing Tuition S T U V Security Costs- includes personnel engaged in security and/or equipment Travel- Out of state
Water- Bottled Yarn Yogurt Water Bottles Wrist Coils Wiring W X Y Z
References Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards Federal Cost Principles Side by Side (Under Allowable Cost Guidance) TEA Guidelines Related to Specific Costs (Under Allowable Cost Guidance) Suggestions for Nutritious Snacks