Rental-Lease of Facilities & Equipment

UMaine Alert

Posted: April 19, 2024 - 1:32 PM

At approximately 9:24 a.m. on Friday, April 19, a University of Maine graduate student was struck by a university vehicle on Long Road at the University of Maine campus in Orono. The student reports that they are at a local hospital with minor injuries.

Emergency services, including the Orono Fire Department, University Volunteer Ambulance Corps, University of Maine Police Department, Orono Police Department and Penobscot County Sheriff’s Office responded to the scene.

The university vehicle involved in the incident was a Chevrolet Express van. It was being operated by a university employee.

Counseling services and support are available for students, faculty or staff who may have been affected. The Counseling Center can be reached at 207-581-1392 and the Dean of Students Office can be reached at 207-581-1406.

The scene has been cleared and Long Road is now accessible. An investigation is being conducted by the University of Maine Police Department with assistance from the Penobscot County Sheriff’s Office Crash Reconstruction Unit. Any witnesses to the incident are encouraged to contact Lt. Noel Santiago at noel.santiago@maine.edu.

Allowable?

Rental/Lease of Facilities and Equipment fees are generally allowable for reasonable costs (subject to the limitations on leases given in the Uniform Guidance, Section 200.465 a-c6) when incurred specifically for the sponsored project.

The rental cost of any property owned by any individual or entities affiliated with the University of Maine System, including home office space, is unallowable.

Accounting for Rental/Lease of Facilities and Equipment:

In some situations, it is more economical to rent equipment than to purchase it. The payments should be not be listed under equipment but rather shown as rent and budgeted under the following account codes:

60800	Rentals & Leases
60801	Building/Facilities Rental
60802	Equipment & Machine Rental
60803	Vehicles Rental
60804	Boat Rental
60805	Equipment Leasing

Per the University of Maine System federally negotiated F&A rate agreement, Rental/Lease of Facilities and Equipment are excluded from F&A cost recovery. Account codes 60800-60805 are masked from F&A cost recovery calculations when used in the General Ledger.

Additional Notes:

In general, the rental costs for facilities and equipment applicable to each budget period should be charged to that period.
The usage of University of Maine System owned facilities and equipment are not accounted for as rental costs. University owned facilities and equipment are subject to F&A. These usage or service fees should be accounted for using the following applicable account codes.

61400	In-State travel using motor pool vehicles
61500	Out-of State travel using motor pool vehicles
61600	International travel using motor pool vehicles
61008	Interdepartmental services including equipment use fees or other vehicle use (airplane or boat)

For additional information or questions, please contact us at ora@maine.edu or call 581-1484