Overview

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Some Non Sponsored projects need Indirect Cost (IDC)/burden assessed.  This article walks you through how to assess or correct IDC on Specific State Appropriations or other non sponsored projects that require IDC assessed. 

Prerequisites

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• You must have the UCSD PPM PADUA Write User JR role to be granted access to PADUA. 
  • To obtain this role, complete the Oracle and Concur Role Request Form by following the steps provided in article KB0033964: UCSD PPM PADUA Write User JR.
  • More information and guidance can be found in article KB0033940: How to use PADUA 2.0.

Essential Information

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• Oracle has the ability to auto assess that IDC/burden but requires specific data elements at the time of setup (example: OP HIV Aids project under fund 19983).
• Non sponsored projects that need IDC assessed, need to be created in PADUA 2.0 with the project template UCSD General Project with Burdening. The default IDC is Total Direct Costs 20%, but can be changed as needed during project creation.
• At conversion, these projects were missed and not created with that template. New projects created post go-live should be using this new template.
• The Internal Controls & Accounting office was processing manual IDC files for departments for these projects that were not converted with the correct template, but they are no longer supporting that activity as of 2023.

Next Steps

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New Projects:

1. Sign in to PADUA 2.0 using single sign on.
2. Click Projects
3. Create New General Project
4. From the dropdown, choose the template "General Projects with Burdening." 
5. Create your new project.
6. Enter the correct IDC rate as per the agreement with OP/Agency.

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Converted, ended Projects:

Option 1:

1. Create a new project with the correct template.
2. Process multi select cost transfer to move the costs to the new project. The burden will then assess automatically, including on the transferred costs.

Option 2:

1. Calculate the amount needed to be assessed (You can use the burden lookup tool on the SPF Accountant Panorama if you need assistance with the burden structure).
2.  Submit a ticket to Financial Operations Strategic Design with the amount to assess:
   1. 1. About: Financial Accounting
      2. Related to: Oracle Project Portfolio Management
      3. More specifically: PADUA Inquiries
   2. This is a one time, one cost entry.

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Converted, ongoing Projects or Projects setup in Oracle with wrong template:

1. Create a new project with the correct template.
2. Process multi select cost transfer to move the costs to the new project. The burden will then assess automatically, including on the transferred costs.

Corrections of IDC rate on current, active projects:

1. Submit ticket to:
   1.  About: Financial Accounting
   2. Related To: Oracle Project Portfolio Management
   3. More Specifically: Create a New or Modify Existing Oracle General Project 
2. Provide the project number and correct IDC/Burden rate. Make sure to include the % as well as if the rate is Modified Total Direct Costs or Total Direct Costs
3. Include if this rate should be applied retroactively or just going forward.
   1. The team will update the rate and can optionally recalculate prior costs to reassess IDC at the new rate.