NSF, DOE, NIH Accounting Services
ReliAscent not only serves government contractors and grantees working with the Defense Department, DHS and NASA, we also specialize in National Science Foundation (NSF), Health and Human Services (HHS) / National Institutes of Health (NIH), Department of Energy (DoE), and even the United States Department of Agriculture (USDA), accounting services.
Many agencies have their own specific rules and compliance requirements, in areas such as: indirect rate calculation, unallowable costs, who to invoice and how to get paid, and even their own reporting guidelines and mandates. With so much to keep track of, this leaves many small business—particularly those with multiple SBIR/STTR awards, or a mixture of contracts and grants from different agencies—vulnerable to compliance gaps and failed audits (which can lead to delayed payments, contract terminations, and even legal trouble).
The Department of Energy can issue contracts, grants or cooperative agreements. Generally, the requirements for an accounting system are relatively uniform (especially when dealing with "for profit" entities). It is important to review your award to determine what applies to your situation.
While a contractor with a DoE SBIR or other type of award may not face the same regulations and compliance requirements as a NASA, DoD or DHS contractor, the DoE has its own requirements normally found in Title 10 of the Code of Federal Regulations. Normally the DoE complies with GAAP and the cost principles found in Title 48 CFR part 31 (otherwise known as the Federal Acquisition Regulation or FAR part 31). The DoE may even use the DCAA to audit its awardees, and many DoE contracts have very similar requirements to Defense Department contracts. Another similarity is the requirement for an Annual Indirect Cost Proposal, which is identical to the DoD's Incurred Cost Submission.
Outsourced Accounting Services
If you have a contract or grant from the DoE, ReliAscent can install a DCAA or FAR Part 31 compliant accounting system, and provide you with outsourced monthly accounting and DCAA audit support.
Uniform Guidance Audits
ReliAscent also partners with a local CPA firm which specializes in Uniform Guidance Audits (UGA's), and provides these services at a fraction of the cost of other CPA firms. Per 10 CFR 600.316, a UGA is required when a for-profit recipient has DoE financial assistance awards of $750,000 or more in a single year. This audit is identical to a NIH Uniform Guidance Audit and includes compliance tests, tests of internal controls, and audit follow-up on prior audit findings. The audit report is due nine months after the recipient’s fiscal year end.We also are partnered with a local CPA firm with expertise
The National Science Foundation awards grants to various types of organizations. The cost principles applicable to the awardee vary depending upon the type of organization. For instance, commercial firms are normally held to the Federal Acquisition Regulations (FAR) for cost principles and financial management systems that comply with Section .21 of OMB Circular A-110 (2 CFR §215.21).
Why do you need a Compliant Job Cost System for an NSF SBIR/STTR Award?
With the submission of cost reports and the final report, the government wants you to declare, under penalty of perjury, that the money spent was in accordance with the proposed budget. The only way to prove this is to have a job cost accounting system, and a properly maintained labor distribution & timekeeping system. You also need to ensure this system was properly maintained throughout the duration of the grant. ReliAscent can provide you with that system, and ensure you can focus on your grant; not worry about compliance or perjuring yourself!
ReliAscent's NSF accounting services vary by the grant type, and are largely built around the Phase I and Phase II SBIR award. During Phase I, grantees can purchase our NSF Ph. I Foundations Package, to help keep track of expenses and timekeeping, and prepare the business for the compliance requirements of a Ph II award. We also provide cost proposal support for the Ph II proposal, as well as NSF CAAR/CAP Review support services. Once a Ph II is awarded, our team provides complete outsourced accounting, so the business can focus on what it does best (not the threat of non-compliance).
The NIH is far different than other Federal Agencies; it has its own rules for indirect rate negotiations, a payment system which is unique to their agency, and unique reporting requirements for awardees. ReliAscent has decades of experience successfully developing, negotiating, and managing NIH SBIR and STTR grants, both Phase I and II and other types of grants as well, and can not only ensure compliance, but serve as your outsourced accounting department.
ReliAscent Provides the following services to NSF grantees:
- Budgeting - Planning and preparation of annual budgets and proposal budgets
- NIH Audit Support - Resolving NIH DFAS issues and interfacing with their auditors
- Establish/Negotiate Indirect Billing Rates - Calculate monthly indirect billing rates used by NIH
- NIH Accounting - From full accounting (including bookkeeping to CFO services) to monthly financial statement prepared with fully burdened job costs and indirect billing rates
- Commercialization and government grantee management services during the development of your technology from an idea through commercial sales.