CapEx Funding Overview  

The CapEx process allows the School of Medicine and Public Health (SMPH) to return approximately 8 to 10 percent of indirect costs from federally funded grant expenditures (i.e., 144-accounts) generated in the previous fiscal year (ending June 30). The Department of Medicine (DOM) utilizes these funds to support research objectives by financing capital equipment, lab computers, research personnel, and similar needs.

Indirect cost return to a principal investigator (PI) is based on the PI’s prior fiscal year (FY) research expenditures. At minimum, DOM automatically returns 50% of its allocation to PIs. No application is required for the PIs to receive these funds and divisions are responsible for notifying PIs when funds are received. The department uses the remaining balance to support the CapEx Competitive Pool and research infrastructure including but not limited to biostatistical, grant management, and compliance support.  

For more information about the automatic funding distribution to divisions and PIs, please see the CapEx Funding Distribution to Principal Investigators memo.

Competitive Pool Application and Review Process  

The DOM Office of Research Services will open the DOM CapEx Competitive Pool application annually in October. Notices of awards will be issued when the funds become available from SMPH typically in November or December. DOM prioritizes research faculty and staff without indirect cost allocations and/or early career investigators.  

The DOM Research Council reviews applications and makes funding decisions based on the following factors:  

  • Status as an early career investigator with diminished start-up/discretionary funds  
  • Priority for shared equipment or services  
  • Past and potential future productivity of the investigator  
  • Use of CapEx competitive pool funds in the past three years (note: this is a detractor)  
  • Advisory prioritization by division or center head/chief  

When investigators submit applications intended for the overall benefit of the department, a division, or a center, rather than their personal research endeavors, investigators should clearly indicate this intention in the application. Additionally, investigators who are recipients of CapEx funds from alternative sources are eligible to apply to the competitive pool for matching funds. However, they must provide a justification demonstrating how this will benefit the department through the sharing of resources.  

Investigators must strictly observe the application deadline the DOM Office of Research Services announces. The DOM Research Council will not consider late applications and will return unclaimed funds to the department for redistribution.  

Spending Process  

Approved use of these funds includes purchasing capital equipment or computers for labs, funding research personnel, and other similar research needs. DOM also allows investigators to use funds for research-related travel purposes. Other considerations:  

  • Use "division CapEx project" for all CapEx purchases.  
  • UW policy must be followed for all transactions.  
  • Division accountants will provide guidance on purchasing and HR funding updates.  
  • All computer equipment, software or accessories must be purchased through IT at help@medicine.wisc.edu.  
  • All items purchased by CapEx funds are the property of the department and are considered a shared resource available to other PIs in the department.  
  • If the PI receiving these item(s) leaves the institution, item(s) purchased must remain at the university.  

Accountant Tracking  

Each division accountant is responsible for recording and maintaining a detailed expense spreadsheet, provided by department central administration, for their division by PI—this is to track the amounts allotted to each PI against their expenditures to ensure budgetary compliance for the FY.  

Carryover requests must have a reasonable justification listed.  

Questions?  

Please contact the Department of Medicine's Office of Research Services at ResearchServices@medicine.wisc.edu with any questions regarding CapEx.