Office of Sponsored Programs All rights reserved GTRC Budgets & submitting your proposal –To give an overview of the guidelines and fundamentals of a proposal budget –Discussions will include A-21 Cost Accounting Standards (CAS) Direct Cost Indirect Cost Project Budgeting Cost sharing

Office of Sponsored Programs All rights reserved GTRC Cost Principles Circular: A-21 –Establishes principles for determining costs applicable to grants, contracts, and other agreements with institutions. –Determines what costs can be included in the F&A calculation –Remember: addresses both direct and F&A costs as well as specific allowable costs (section J) –

Office of Sponsored Programs All rights reserved GTRC Cost Principles – Cont’d Circular: A-21 –It incorporates four Cost Accounting Standards (CAS) Consistency in estimating, accumulating and reporting cost Consistency in allocating cost Accounting for unallowable cost Consistency in periods –The intent of CAS Standardize university costing practices Standardize requirements for recipients Preclude a perceived over charge to the government Prevent charging unallowable costs to the federal award

Office of Sponsored Programs All rights reserved GTRC The Budget –Where to begin? Read the Program Announcement Write the research proposal Create the budget and budget justification Re-read the Program Announcement Make any changes to finalize the budget –Initial Decisions How much should I request? What costs should I include? –Function of the Budget?

Office of Sponsored Programs All rights reserved GTRC Allowable vs. Unallowable Costs Allowable by Sponsor Allocable Reasonable Consistent Treatment

Office of Sponsored Programs All rights reserved GTRC Budget & Budget Justification –Budget A competitive budget is one that will provide the sponsor with a complete financial picture of the proposed project. Budgets are reviewed by the sponsor to verify if the costs are reasonable and necessary to carry out the proposed project, and if it conforms to the sponsor's instructions. –Budget Justification Provides further explanation of the direct costs involved with the project.

Office of Sponsored Programs All rights reserved GTRC Direct Costs –Direct costs are those that can be specifically identified with a single sponsored project. –Direct costs should be reflected by major budget categories with an attached narrative detailing how the costs were calculated. Salaries/wages Fringe benefits

Office of Sponsored Programs All rights reserved GTRC Direct Costs –Direct costs are those that can be specifically identified with a single sponsored project. –Direct costs should be reflected by major budget categories with an attached narrative detailing how the costs were calculated. Equipment Travel Participant support costs.

Office of Sponsored Programs All rights reserved GTRC Direct Costs –Direct costs are those that can be specifically identified with a single sponsored project. –Direct costs should be reflected by major budget categories with an attached narrative detailing how the costs were calculated. Contracted services Supplies Communication Awards (tuition remission)

Office of Sponsored Programs All rights reserved GTRC MTDC Rates are based on Modified Total Direct Costs (MTDC) which is the total direct cost (DC) less equipment over $5,000, patient care costs, participant support costs, alterations/renovations, rental of off- campus space and subcontract expenses in excess of $25,000, and student tuition remission. Total Direct Cost -Equipment >5000 -Patient care cost -Participant support -Alteration/renovation -Rental off campus space -Subcontract exp >$25K -Student tuition remission = MTDC

Office of Sponsored Programs All rights reserved GTRC Facilities & Administrative Rates

Office of Sponsored Programs All rights reserved GTRC Types of agreements –Grants: More Investigator Driven Transfer money, property, services, or anything of value to recipient in order to accomplish a public purpose. No substantial involvement is anticipated between the sponsor and recipient during the performance of the activity –Cooperative Agreement: Transfer of funds to recipient to accomplish a public purpose and to provide assistance with substantial involvement between the parties –Contract: To acquire property or services for direct benefit or use by the sponsor. Provides tangible goods and services Assistance Mechanisms Procurement

Office of Sponsored Programs All rights reserved GTRC Routing Form

Office of Sponsored Programs All rights reserved GTRC Special Review

Office of Sponsored Programs All rights reserved GTRC Proposal Submission Deadlines –Grants.gov proposals: 5 business days prior to submission date. –Electronic (non-Grants.gov) proposals: 48 hours prior to submission the proposal needs to be available to the CO and 24 hours prior to the deadline it needs to be ready to submit –Paper copies need to be in by 2PM if the proposal needs to be sent to the sponsor that same day.

Office of Sponsored Programs All rights reserved GTRC Submission Grants.gov  ggov.gatech.edu Cayuse  gatech.cayuse424.com Some DOD and other agencies submit directly. Talk to your CO