THE NUTS AND BOLTS OF GRANT PROPOSAL BUDGET PREPARATION Office of Sponsored Programs and Research Activity (OSPRA) University of Detroit Mercy.

Slides:



Advertisements
Similar presentations
Office of Sponsored Projects Administration COST ACCOUNTING STANDARDS.
Advertisements

Office of Management & Budget
The University of Texas at Arlington Office of Research and Office of Accounting and Business Services Brown Bag Training Session Two: Indirect Costs.
Those costs that can be identified specifically with a particular sponsored project.
KUMC Research Institute How to Think Through a Grant Budget Sponsored Programs Administration (SPA) Presented by.
Budget 101 Overview of a typical grant budget Erin Scott, CRA.
Budget Development Guide
Guidelines for Preparing an NIH Budget
Prepared by the Office of Grants and Contracts1 COST SHARING.
Budget Creation Kristin Wetherbee CAH Research Office March 2, 2011 March 3, 2011.
CREATING AND UNDERSTANDING BUDGETS Office of Research and Sponsored Programs Jack Gelfand, Director Maria Nakamura, Associate Director
CAREER Proposal Budgeting Workshop Sponsored Programs Office May 17, 2011.
The University of Texas at Arlington Office of Research and Office of Accounting and Business Services Brown Bag Training Session Three: The 1,2,3’s of.
BUDGET B UILDING: A Training in Budget Development OSPR July 9, 2014.
Grants Landscape III: Grant Budget Development Office of Sponsored Programs Raubinger Hall, Room 107 William Paterson University November.
1 COST SHARING CReATE ver. 04/13 © 2013 Florida State University. All rights reserved Objective: To understand the requirements related to cost sharing.
Developing the Budget for an EPA Environmental Education Grant EPA ENVIRONMENTAL EDUCATION GRANT PROGRAM TUTORIAL 1 This tutorial is a general overview.
Developing a Grant Budget College of Arts & Humanities University of Central Florida March 1, 2010.
If the funder provides specific guidelines related to format or contents of your budget… FOLLOW THEM! Otherwise, your proposal may not make it out of.
HOW TO WRITE A BUDGET…. The Importance of Your Budget Preparation of the budget is an important part of the proposal preparation process. Pre-Award and.
Presented by the Office of Research Development & Services and Sponsored Programs Administration.
Financial Management How Can I Spend Award Dollars.
Indiana University East March 10, 2009 Teresa Miller, Manager Office of Research Administration – Grant Services.
“Grants Boot Camp” Workshop Series January 9, 2014 Creighton University Sponsored Programs Administration 2500 California Plaza, Omaha, NE  Phone:
Solving the Matching Dilemma Session 32 Tuesday, May 24, 2011 National Extension and Research Officers Administrative Conference Anchorage, Alaska.
U N I V E R S I T Y OF F L O R I DA Building Realistic Budgets Judy Harris, Proposal Processing Division of Sponsored Research.
Sponsored Programs Administration Resource & Knowledge Series 5/24/
Sponsored Programs Services (SPS) PROPOSALS. What is the PI’s role in the proposal?  Contact the central pre-award center,
Cost Principles provide guidance for determining eligible costs and whether those costs are direct or indirect. Outlined in detail in OMB Circular A-21.
SBIR Budgeting Leanne Robey Chief, Special Reviews Branch, NIH.
Head Start Fiscal Training April 2009 Trainer: PhuongY Nguyen.
New NSF Awardee Checklist Requirements: WHY? November 19, 2014 joyce y. JOHNSON POST-AWARDS COORDINATOR OFFICE OF SPONSORED PROGRAMS.
Proposal Budget Building Part II of II CALS Research Division Julene Gaspard Meredith Luschen Becky Bound September 16, 2008 Website:
Grant Budgeting Basics Donna Marano Director of Finance & Administration Civil & Environmental Engineering Denise Murrin Macey Business Manager Engineering.
Adult Education and Literacy Budget Development and Cost Allocation.
COST SHARE Neta Fernandez Director, Grants and Contracts.
Sponsored Programs Administration Resource & Knowledge Series.
Office of Sponsored Programs All rights reserved GTRC Budgets & submitting your proposal –To give an overview of the guidelines and fundamentals of a proposal.
Carilion Clinic, Office of Sponsored Projects Frequently Asked Questions Pre-Award Procedures For Principal Investigators.
Senator Charles E. Shannon, Jr. Community Safety Initiative (LARP) Bidders Conference Executive Office of Public Safety and Security, Office of Grants.
INDIANA STATE LIBRARY 2010 LSTA Grants The Project Budget Worksheet.
Prepared by the Office of Grants and Contracts1 The Basics of Grants Administration.
U N I V E R S I T Y OF F L O R I DA Building Realistic Budgets Judy Harris, Proposal Processing Division of Sponsored Research.
COMMUNITY FOOD COMPETITIVE GRANTS PROGRAM Award Information Webinar Thursday, October 22, 2015 Awards Management Division Office of Grants and Financial.
Seminar Series Charge the Stuff that’s Easy to Defend Tim Reuter, Director Post Award Office of Sponsored Research December 5, 2013 Nuts & Bolts of Research.
MAY 10, 2011 SESSION 6 OF AAPLS – BUDGET PREPARATION & IMPLICATIONS OF COST SHARE APPLICANTS & ADMINISTRATORS PREAWARD LUNCHEON SERIES Module C: Budget.
1 SPS Primer SPS Primer Workshop Cost Accounting Considerations When Preparing Budgets for Sponsored Proposals Division of Financial Affairs.
Prepared by the Office of Grants and Contracts1 INDIRECTS vs. REDIRECTS.
Kuali Financial Systems – Financial Administrator Development Series - October, 2006 Indirect Cost Facilities and Administrative (F&A) Costs.
OnTrack Financial and Grant Compliance. Welcome The OnTrack Policies and Procedures is a draft and a living document. It may be changed based on UWGC.
Cindy Collins ETEC 665 The Proposal Budget The ABCs of Constructing A Budget.
What’s MTDC Mean To Me? Alexia Lewis Office of Research & Sponsored Programs September, 2006.
Office of Academic Grants and Sponsored Research Phone: Fax:
OMB Circular A-122 and the Federal Cost Principles Copyright © Texas Education Agency
IUP Research Institute University Square 1179 Grant Street, Suite One Indiana, PA Telephone: (724) Fax: (724)
12/11/20071 Indirect Cost Study Facilities and Administrative (F&A) Costs Indiana University Sally Link Cost Accounting Manager Financial Management Services.
PROPOSAL REVIEW AND SUBMISSION FYAP May 5, 2016 Julie Wammack Sponsored Research Administration.
Research Service Center Business Plan September 2013.
Preparing your Research Proposal Budget & Budget Justification
Office of Sponsored Research and Programs (OSRP)
Budget Development Sponsored Programs Administration
Building A Budget Jenn Garye, Office of the VP for Research
Budget Development “SPEAR” Workshop.
Cost MSU WELCOME! Introduction Overview Specifics Conclusion
Internal/External Sales Rate Development Level I
BUDGET BUILDING: A Training in Budget Development
Overview of a typical grant budget
Overview of a typical grant budget
Grant Budgeting Basics
Office of Sponsored Research and Programs (OSRP)
Presentation transcript:

THE NUTS AND BOLTS OF GRANT PROPOSAL BUDGET PREPARATION Office of Sponsored Programs and Research Activity (OSPRA) University of Detroit Mercy

Your Goal:  To develop a budget that is  Reasonable  Allowable  Allocable Draft a Rough Budget Early!

Where do I start?  Analyze the budget section in the RFP  Use the Agency Forms included in the RFP  Read the full RFP for additional details  Expenses are allowed unless the RFP specifically prohibits, but all expenses written in federal grants MUST align with OMB Circular A-21and A-110

Resources You Will Need  Agency RFP/Budget Forms  UDM Budget Form  UDM Rates:  Indirect Costs (F&A) and Fringe Benefits, found on the UDM Fact Sheet on the OSPRA site:  Travel Policies, listed on the Employee Expense and Reimbursement Form SE_AND_REIMBURSEMENT_42009.pdf SE_AND_REIMBURSEMENT_42009.pdf

Basic Budgets Types of Costs  Salaries and Wages (Fringes)  Equipment and Permanent Property  Travel  Other Direct Costs  Materials  Publication  Tuition  Consultants/Subcontracts  Other  Indirect Costs (F&A)

Salaries and Wages Which UDM faculty/staff will work on the project?  You  Co-PI  Graduate Students  Post docs  Undergraduates For how much time?

On-term Salaries  Full-time faculty, on-term months  Will you be spending 25% of your time on this project for an entire year? If yes, write 25% of your annual salary into the grant per year and request a course release for each semester (fall/winter) from your Dean (for one semester, use 12.5% of your annual salary)  No stipends (in excess of annual salary) for on-term months according to federal regulations  Salary estimate increases 3% every fiscal year  UDM budget sheet (see page 2 of the year 1 tab) will make many of the calculations for you.

Off-term Salaries  Full-time faculty, off-term months  Eligible for stipends “not in excess of base salary divided by the period to which the base salary relates,” so that one month’s summer salary will equal the same as one month on-term salary.  Fringes are 8.5% for summer months  Many granting agencies limit summer salary to 2 months

Effort Reporting  100% of your time equals all UDM related work, including teaching, research, administrative, vacation, etc.  In the on-term, 75% of a typical faculty appointment is for teaching (three classes, 25% per class), with 25% for other duties (research, committees, administrative, etc.) A typical course release is, therefore, 25%.  In the off-term (summer), there are three summer months total for teaching, research, administrative, vacation, etc. This is 100% of time. Be sure to be reasonable when allocating time to a grant, taking into consideration teaching, vacation, administrative and other duties. If you allocate three months of your time during the summer to a grant, for example, then there is no time for vacation, much less teaching. 

Fringe Benefits  Fringe Benefit Rates:  Full Time Pay - 34%  Part Time Pay - 8.5% (includes off-term)  Enrolled graduate and undergraduate students are exempt from FICA and should be excluded from fringe calculations.

Equipment  Equipment = Nonexpendable property more than $5,000 and useful life of more than one year.  Check with agency to be sure equipment and other capital costs are allowable.  Best to have either quotes, catalog references, on- line pricing (including shipping, installation, maintenance) to make a case that cost is reasonable.

Travel  Is it required for the project?  Does it benefit the project?  Dissemination of project results?  Check UDM’s Purchasing Site for policies on travel reimbursement

Other Direct Costs  Materials and Supplies  Publication/Dissemination/Documentation  Consultant Services  Contract/Subcontract Services  Tuition Remission  Yearly increases in tuition written into budget sheet  Other Costs

Other Direct Costs  Are these costs directly billable to the project?  Laptops, software, etc. Is it specifically for the project, and is it necessary to conduct research? Usually these will fall under indirect costs.  Similarly, postage, telephone, printing, photocopying will usually fall under indirect costs unless project specific. Double check the RFP to see if allowable.  Costs for food are usually not allowed unless adequate substantiation of business purpose, for instance, in the case of conducting workshops/seminars, food is often allowable as a participant cost.

Other Direct Costs -Participant Costs  Typical Costs include:  Training (tuition, books, materials, fees)  Stipends  Meals  Lodging  Travel  Calculate the cost per participant, may be a limit  Check the RFP, some costs may be disallowed

Contract Services  Employee or Contractor?  Special Consultants  Maximum day rate? Check with agency.  Vendor Contracts  Negotiated by procurement.

Subcontracts or Sub-Awards  Must have:  Letter of Commitment – authorized signature  Statement of Work  Deliverables  Timeline  Detailed Itemized Budget  Budget Justification/Narrative

Indirect Costs  Also called Facilities & Administrative costs (F&A) or overhead  Costs borne by UDM to support sponsored projects that cannot be clearly identified with a specific project  Includes  Infrastructure  Facilities  Administration

Indirect Costs  Federally negotiated indirect cost rate is 50% of Salary and Wages (Fringes are not included in this basis and should be calculated as a separate direct cost line item).  Check limits on indirect costs in the RFP, may be less (for instance, HRSA limits indirect costs to 8% of modified total direct costs)  Recovering indirect costs can be significant

Unallowable Costs (federal)  Some examples:  Alcoholic Beverages  Advertising (some types allowed)  Entertainment (though sometimes food is allowable with adequate substantiation of business purpose)  Lobbying  Organized fund raising  Student Activities  Athletics

Other Considerations  If your proposal includes renovations to a facility, has the Facilities Department been consulted?  If the proposal is a collaboration between more than one department, have all Deans signed off?  If equipment bought through the grant will require regular maintenance, has this been accounted for?  Are there any hidden costs to the University?  What happens when the grant period is over?

Cost Sharing  Check the RFP to see if match is required and only cost share if it is required.  Third-party cost-sharing requires a letter from the funder (non- federal). If this cost-sharing is not met, UDM will need to cover it.  If a match is required, the following apply: Allowable as direct or indirect costs Reasonable, justifiable, and verifiable Cash or in-kind Can’t match federal grants with other federal grants Don’t use the same match twice

Budget Narrative  Make your case that the budget is reasonable, appropriate, adequate  Provide detail about items to be purchased  Indicate how costs were calculated (can include spreadsheets)  Make sure budget narrative is consistent with grant narrative and detailed budget

Routing  OSPRA and/or the Restricted Fund Accountant are available to assist with early drafts of budgets.  When you have a final budget, you will need your Dean to sign off.  When your Dean has signed off, please route budgets directly to OSPRA.  OSPRA will obtain signatures from the Budget Office and the AVP.  Please begin the signature process seven days in advance of the agency deadline. Let me know when you have given your proposal to your Dean.

Contact  OSPRA Cate Caldwell  Budget Office Terra Dews