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Item

Description

Actual Indirect Cost Rate

Computed by dividing the total amount of the cost pool by the total amount of the direct Cost Element(s). Example would be dividing the total dollars spent on fringe benefits by the total payroll dollars of the people receiving the benefits. The actual rate is dynamic and changes with each period as costs are incurred and recorded in the General Ledger. This rate is computed in the accounting system and keyed into Unanet as required. Unanet allows the effective date for the Actual Rate calculation to be stored so that reports can show how current the rate is.

Backlog

Budget minus total Incurred to date.

Billing Type

TM, FP, CP Values: Field in Project Record. Note: Tasks may also have different billing types (either TM or FP), thus allowing a blend of FP/TM projects.

Cost Element

Elements comprising the total cost of a project. Elements can be direct Cost Elements and indirect Cost Elements. Examples are Direct Labor and Fringe. 

Cost Pool

Groupings of indirect costs to be allocated to a direct Cost Element. Examples: Fringe, Overhead, and G&A. Contains the Cost Pool name and the actual, provisional and target rates. Cost Pool rates are calculated by the total dollar amount of the indirect cost divided by the total dollar amount of the Cost Element.

Cost Pool GroupGrouping of Cost Pools to facilitate.

Cost Structure

A group of Cost Pools and how those Cost Pools are allocated to direct costs. Cost Structures can include multiple Cost Pools. Example: Company A multiplies the total amount of direct labor by the fringe rate.

Actuals or Budget Formula

A formula created by the user that defines the calculation steps involved in computing the desired end total or amount for a Cost Element. 

Direct Cost Elements

Labor hours at hourly cost rates and expense amounts for materials and other purchases charged to a project.

Effective Date

The date the change is effective. This date is used to determine which historical file to use when making calculations. This is not required. Only an Administrator will change Actual Rates.

Project Total Value

Maximum contract value; may exceed Funded Value.

Fringe Pool

This is a grouping of expenses incurred for the benefits of employees, both direct and indirect. These may be different for different categories of employees such as full-time or part-time. Items which typically would be included in Fringe are:

  • Employer federal, state and local payroll taxes
  • Workers compensation
  • Holidays, vacations, and sick or lost time
  • Jury duty, military, or bereavement
  • Medical, dental, and vision
  • Life insurance
  • Short and long-term disability
  • Stock incentive options
  • Company contributions to 401(k)
  • Bonuses (if applicable to all employees)

Funded Value

Authorized expenditure, equal to project budgeted revenue.

Indirect Cost Elements

Indirect cost allocated from a grouping of incurred costs in a pool identified with two or more objectives (such as Fringe, Overhead, or Sales -General & Administrative costs) and apportioned to the some grouping of other cost elements, both direct and indirect.

Indirect Cost Rate

A percentage to be applied to the dollar amount of the direct costs. Percentages can be provisional, target and actual.

Labor Cost Elements

Subcategory of Cost Elements that includes all labor costs that are direct. Direct labor costs are expressed as a rate per hour.

Other Direct Cost Elements

Subcategory of cost elements that includes all costs other than labor that are direct, such as expenses. Often, these are termed ODCs.

Overhead Pool

This is a grouping of expenses associated with assisting direct labor employees in doing their jobs. Items which would typically be included in Overhead are:

  • Communications/telephone
  • Training
  • Recruiting
  • Travel expenses (unless ODC)
  • Utilities
  • Depreciation of buildings and equipment
  • Licenses and fees
  • Computer equipment and maintenance
  • Office supplies
  • Postage and shipping

For direct labor on client site, overhead will be lower than on company site.

Owning Organization *

Field in Project Record. This component allows the user to define groupings of projects or people and define separate cost structures for each owning organization.

Person Organization

Each person in Unanet is identified as belonging to an organization which is the person’s organization.

Project Organization

Each project in Unanet is associated with an organization which is the project organization. Project organizations are designed to represent customers and, specifically, the organization that benefits from the project.

Provisional Indirect Cost Rate

The rate determined by budgets or forward pricing and approved by audit of an outside firm or agency. This rate is static and only changes with authorization from the outside firm or agency. This rate is normally used in proposals and in billing for Cost Type contracts. This rate is keyed in.

General & Administrative Pool

This is a grouping of expenses associated with general administration and overall management of the business. Typically abbreviated to G&A, but sometimes known as SG&A (Sales, General & Administrative). Items which would typically be included in G&A are:

  • Executive management
  • Finance and Administration
  • Sales and marketing
  • Human resources
  • Information technology
  • Professional fees
  • Bid & proposal efforts

Target Indirect Cost Rate

The rate determined by the company as a goal rate based on budgets. This rate may be the same as the provisional rate and is usually a static rate not changing but once or twice a year. This rate is keyed. Note that some accounting systems such as GCS support only two rates (Target and Actual). In such situations, Target has the same meaning as Provisional defined above.

Facilities Pool 

This is a grouping of expenses associated with housing operations and is sometimes referred to as occupancy. Sometimes these costs are included in the Overhead cost pool, but they are often filled out on the DCAA cost submission on a separate schedule. This can be based upon headcount, square footage, labor dollars, or some determining factor to allocate costs between overhead, G&A, and sometimes materials and subcontractor handling. Examples of items include but are not limited to:

  • Rent
  • Building maintenance, property management services
  • Utilities, communications equipment
  • Depreciation of building, furniture & fixtures
  • Facilities administration
  • Security services
  • Moving and remodeling costs
  • Custodial
  • Building debt service
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