Unallowable Costs
All costs proposed or incurred on a sponsored project must comply with the terms and
conditions of the sponsored award in determining costs that are allowable or unallowable.
At no time should unallowable costs be charged to a sponsored project. The Principal
Investigator is responsible for all costs charged to a project.
According to Section 200.403 of the Uniform Administrative Requirements, Cost Principles,
and Audit Requirements for Federal Awards, costs—except where otherwise authorized by
statute—must meet the following general criteria in order to be allowable under Federal
awards:

Be necessary and reasonable for the performance of the Federal award and can be
allocated thereto under these principles.

Conform to any limitations or exclusions set forth in these principles or in the Federal
award as to types or amount of cost items.

Be consistent with policies and procedures that apply uniformly to both federallyfinanced and other activities of the non-Federal entity.

Be accorded consistent treatment. A cost may not be assigned to a Federal award as a
direct cost if any other cost incurred for the same purpose in like circumstances has
been allocated to the Federal award as an indirect cost.

Be determined in accordance with generally accepted accounting principles (GAAP),
except, for state and local governments and Indian tribes only, as otherwise provided for
in this part.

Not be included as a cost or used to meet cost sharing or matching requirements of any
other federally-financed program in either the current or a prior period. See also
§200.306 “Cost sharing or matching,” paragraph (b).

Be adequately documented. See also §§200.300 “Statutory and national policy
requirements” through 200.309 “Period of performance.”
Any request for procurement that appears to be in violation of Federal, State of South
Carolina, or Winthrop University regulations and policies will be reviewed by a Procurement
Officer. If all questions about the proposed purchased are not resolved, then the request
Winthrop University
Sponsored Programs & Research
1
will be rejected. Any requests for direct payments will be reviewed by an Accounts Payable
Specialist prior to payment.
If any unallowable costs are charged to a sponsored program or matching account in error,
please see the Cost Transfer policy for guidance on how to remove the unallowable cost.
The Sponsored Programs and Research Office must review, approve, and complete the
transfers. The Controller’s Office of Winthrop University will complete a final review of any
journal entries. The Sponsored Programs and Research Office will also be responsible to
recalculate any indirect cost recovery that has been assessed to the program and make
adjustments if needed.
Useful links:
Winthrop Accounts Payable http://www.winthrop.edu/controllersoffice/default.aspx?id=4761
South Carolina Disbursement Regulations
http://www.cg.sc.gov/guidanceandformsforstateagencies/Documents/DisbursementRegulati
ons07242012.pdf
Uniform Guidance
https://www.whitehouse.gov/sites/default/files/omb/financial/grant_reform/proposed-omb-uniformguidance-for-federal-financial-assistance.pdf
Winthrop University
Sponsored Programs & Research
2