Rental-Lease of Facilities & Equipment
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:
| Code | Account Description |
|---|---|
| 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.
| Code | Account Description |
|---|---|
| 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 by emailing ora@maine.edu or calling 581-1484.
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