Research SSHRC Standard Research Grant Series The Numbers Game! Preparing a budget and final steps

Research 1.Reasonable - Supports the goals of the Project - Costs are reasonable and supported with calculations 2.Conforms to institutional regulations and agency guidelines - Project-related expenses are allowed by the Institution and Agency 3.Clear and accurate - Show details of all revenues and expenses - Note details and sources of estimates (incl. formal quotes) - Precise calculations Qualities of a Good Budget

Research 1- Personnel costs Students –Undergraduate –Graduate Non-students –Postdoctoral –Other 2- Travel and subsistence costs 3- Other expenses Professional and technical services Supplies Equipment Major Components of a Budget

Research Personnel Costs Undergraduate Students -Salary & Benefits TYPESALARYBENEFITSCOMMENTS York Undergraduate Workstudy Suggested $ $15/hr 4% vacation 10% statutory benefits Maximum $1500 financial reimbursement F/W term York Undergraduate RAY (Research at York) Program minimum pay rate $15/hr 4% vacation 10% statutory benefits Maximum $3000 financial reimbursement F/W term Non-York Undergraduate Suggested $ $15/hr 4% vacation 10% statutory benefits

Research Personnel Costs Graduate Students -Salary & Benefits TYPESALARYBENEFITSCOMMENTS York-Graduate Research Assistant Rate of stipend negotiable. Not in the CUPE bargaining Unit No benefits or other deductions Research activities related and relevant to student’s field of study. FGS offers Matching Funds Part time Non York Graduate RA (less than 24 hrs/week) Based on job Summary Min $20/hr 4% vacation 10% statutory benefits Full time Non York- Graduate (more than 24 hrs/week) Based on job summary Min $20/hr 20.4% statutory benefits GA – CUPE 3903 Unit 3 See current CA for rates of pay 4% vacation 15% statutory benefits Employed in administrative, clerical and/or research work not relevant to student’s field of study. FGS offers Matching Funds

Research TYPESALARYBENEFITSCOMMENTS Postdoctoral (Individuals who have received their Doctoral degrees and are within 5 years of graduation) Rate of stipend is negotiable ($35 - $50 K / year) No benefits or other deductions PI could include extended health and life insurance : Monthly extended health = $7.50 single or $10.85 family Monthly cost of life insurance = $ per each $1000 coverage Stipend is not employment income. There must be a learning-training component for the individuals, who must be hired in their field of study. Post-docs aren’t covered under Worker’s Compensation. They must remit any CPP contributions and other deductions directly to Revenue Canada and pay their taxes by installments Personnel Costs Non-Students/ Postdoctoral- Salary & Benefits

Research TYPESALARYBENEFITSCOMMENTS SSHRC MA Stipend Maximum $12,000 per year No benefits or vacation pay Stipend is not associated with any particular number of hours or hourly rate, unless specified in a contract. Usually based on 10 hrs/week. SSHRC PhD Stipend Maximum $15,000 per year No benefits or vacation pay Stipend is not associated with any particular number of hours or hourly rate, unless specified in a contract. Usually based on 10 hrs/week. SSHRC Postdoctoral Stipend Maximum $31,500 per year No benefits or vacation pay The work performed by the Post- doc must be an integral part of the applicant’s program of research. Usually based on 10 hrs/week. Personnel Costs SSHRC Rates

Research TYPESALARYBENEFITSCOMMENTS Part-time Research Associate (less than 24 hrs/week) Based on Job summary and prevailing rates 4% vacation 10% statutory benefits A non-student employee who possesses an advanced degree and similar qualifications to a Faculty member and who is actively engaged in the project. The work is primarily self-directed. Full-time Research Associate (more than 24 hrs/week) Based on Job summary and prevailing rates Vacation is accrued 23.5% statutory benefits Same as above. Personnel Costs Non-Students- Research Associates -Salary & Benefits

Research Travel Costs You may budget for: 1. Travel and subsistence costs of the PI and team members for data collection or to communicate results. 2.Travel and subsistence costs of research collaborators only if the visit is for research planning, exchange of information, or the communication of results. 3.Travel and subsistence costs for research and student assistants if the visit is essential to the research. 4.Travel and subsistence costs related to networking activities.

Research –Obtain quotes from online travel sites (e.g. Expedia, Travelocity for airfare, hotel and other travel service requirements) –Use York’s per diem rates for meals –Passport and travel insurance (other than cancellation insurance) –are not eligible –Calculations must be in Canadian Dollars When obtaining quotes in a different currency use an on-line currency converter such as OANDA.com or The Bank of Canada rates. Travel Costs

Research Per DiemsBreakfastLunchDinnerTotal Canada $ 9.00 $13.00 $ $ United States $ 9.00 $13.00 $ $ Outside Canada/USA $ 9.00 $13.00 $ $ Vehicle Allowance $0.45 per kilometer, effective for travel on or after September 1, 2008 Allowance for Overnight Accommodation Gratuity $15 per night Allowance for Incidental Expenses without Receipts $10 per day to a maximum of $100 per trip Travel Costs York University Per Diem rates

Research Professional and Technical Services Computer Services Consultants: must demonstrate on proposal that special advise is needed to resolve highly technical problems. Review procurement/Finance guidelines for eligibility. Safety waste disposal Personnel training or development in novel techniques required to conduct the research project Other expenses

Research 2. Supplies If they are not normally provided by the Institution. Disposable supplies Eligible expenses: lab notebooks, paper and ink cartridges used for data collection or printing manuscripts, printing of e-journal articles related to the project Ineligible expenses: office supplies (paper clips, pens, file folders, writing pads, binders, day planners, etc.), paper used by students to print their dissertation or thesis, paper used to prepare course notes, filing cabinets and hanging files. Postage, telephone calls, cards, tapes, books, documentation, microfilm and duplicated material Safety-related expenses for field work: protective gear, immunizations, etc. Other expenses

Research 3. Non-disposable Equipment Purchases - Obtain quotes, including taxes, delivery and installation - Account for replacement cost for multi-year project - Budget for maintenance costs for any equipment. - HST (Harmonized Sales Tax) will be effective July 1, 2010 at 13% (Research equipment exemption has been removed. HST of 13% will apply but cost eligible for a 78% rebate of OHST 8% portion and 67% rebate of GST portion still applies) Computer hardware and software Other Non-disposable equipment: Microfilm readers, tape recorders, cameras, video equipment, field vehicles, lab equipment Internet monthly charges for home office Other expenses

Research Examples of In-kind Contributions Salaries and benefits of human resources donated to the project. If a YUSA employee is seconded to a project, the actual per hour rate for the employee’s band must be paid. Refer to YUSA Contractual Agreement. Space incl. utilities, furniture, equipment Office or cubical space$25/sq. ft/year Lab & Studio$30/sq. ft/year Vendor discounts on goods purchases Equipment time

Research Submission Process Deadlines SSHRC Deadline: Oct 15, 2010 ORS Early Submission Award deadline: Oct 1, 2010 (TBD) Signatures Fill out & sign ORS Checklist, page 1 of the CV and application form Get signatures on both the Checklist and application from your Chair and the Assoc Dean Research/Dean of your Faculty* * These processes may differ from Faculty to Faculty. Please double check with your RO.