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HANDS-ON BUDGETING ERA ELECTIVE November 4th, 2014
MaryJo Banasik, JD, CRA Research Administration Manager, College of Veterinary Medicine Bill Humphrey, MBA, CPA Research Coordinator, College of Agriculture and Natural Resources/AgBio Research
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Welcome! Before we get started….
Please make sure your laptop is connected to the internet. If your laptop is not configured to use MSU’s wireless network, please perform the following steps: Connect to wireless network MSUnet 3.0 and select Connect Automatically. Open your web browser and navigate to any web page. A registration page will pop up. Follow the on-screen instruction to register your computer. Please have your Case 1 Excel budget template, that was ed to you prior to class, open and ready to use.* *Class materials are also available on the SPROUT website:
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EVOLUTION OF A BUDGET PI s you informing you of proposal and ideas for a budget Remember the policy. Create a new etransmittal and notify OSP! You respond requesting additional details, which the PI provides You draft a budget PI approves Draft a budget justification Send to OSP for approval (note the App#) This stage may go back and forth causing several drafts of the budget
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CASE STUDY – Email from PI
Hi Pre-Award Group: Dr. Edna Tan (from UNCG) and I are planning to submit a "pathways" proposal to NSF's AISL's solicitation. The due date is May 14th. The pathways are limited to $1.5 million and 5 years. Start date: September 2015 End date: August 2019 Here is what I am thinking for MSU's budget… 12.5% time for me and some summer salary Half month of summer salary for Co-PI (Dr. Scott Calabrese-Barton) – all years Mr. Geier should be included at 1.2 months in years 1&2 and 2.4 months in years 3 & 4 A half time grad student Advisory board: 3 advisors (budget 3k per advisor, for travel and stipend) Materials & Supplies: Yr 1&3 - 2 high quality cameras; curriculum materials in years 1 & 3 Undergraduate hours (transcription, etc.): 300 hours/year each year ($10/hr) Subaward for Dr. Tan (Dr. Tan's time, 2 quarter time GAs, supplies, and travel) Subject incentives in years 3&4. Year 3 = $750*6 people; Year 4 = $1,000*6 people Thanks, Dr. Calabrese-Barton (Angie)
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CASE STUDY – Questions back to PI
Dates? PI summer salary? AY or AN grad student? MSU faculty as Advisory Board Members? How much for cameras & curriculum materials? Subaward Budget? Travel?
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CASE STUDY – 2nd Email from PI
Hi Pre-Award Group, In response to your questions… I believe I can accomplish the scope of work in four years, so let’s stick with the 8/2019 end date Ideally I’d like as much summer salary as I can fit in, but let’s start with half of one summer month We are not planning on having MSU faculty serve as advisory board members Curriculum materials – Around $2,500 in year one and then bump it to $6,000 in year three. We shouldn’t need curriculum materials in years 2 and 4 See the subaward budget attached I guess I had forgotten about travel…oops! Yes, please include the required travel for me and the Co-I to go to DC for the annual meeting. Please also include travel for myself, the Co-I and the grad student to attend one conference per year. I think that’s it. Thank you very much for putting this together. I look forward to seeing an initial draft. Take Care, Dr. Calabrese-Barton (Angie)
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CASE STUDY – Subaward Budget (UNCG)
Title NSF Internal Budget Begin 9/1/2015 End 8/31/2019 Principal Investigators: Tan, Edna BUDGET SUMMARY BUDGET CATEGORY INITIAL BUDGET ADDITIONAL YEARS OF SUPPORT REQUESTED TOTALS PERIOD 1st 2nd 3rd 4th 5th Totals SENIOR PERSONNEL $ 13,927 $ 14,345 $ 14,775 $ 15,219 $ 10,852 $ ,118 OTHER PERSONNEL $ 8,000 $ 5,000 $ ,000 FRINGE $ 4,921 $ 5,059 $ 5,201 $ 5,348 $ 3,641 $ ,171 EQUIPMENT $ $ TRAVEL $ 2,500 $ ,500 PARTICIPANT SUPPORT COSTS OTHER DIRECT COSTS $ 9,600 $ 9,100 $ 10,600 $ 13,600 $ ,500 SUBTOTAL DIRECT COSTS $ 38,949 $ 39,504 $ 39,577 $ 41,666 $ 35,593 $ ,289 F&A 43.50% $16,943 $17,184 $17,216 $18,125 $15,483 $84,951 TOTAL DIRECT AND INDIRECT $ 55,891 $ 56,689 $ 56,792 $ 59,791 $ 51,076 $ ,239 Person-Months and AY % effort Year 1 Year 2 Year 3 Year 4 Year 5 for senior personnel AY months 1.125 SU Months 0.50 0.00 Person Mo 1.625 Annual PCT Effort 14% 9%
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CASE STUDY – 1st version sent to PI
The first version of the budget has been sent to the PI…time for a break!
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CASE STUDY – PI responds with changes
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CASE STUDY – Issues? Laptop for 50% PostDoc?
Meals for project meetings? Digital recorder – Equipment vs. Supply
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CASE STUDY – Finalize Budget
Now that you’ve included the PI’s changes, what’s next? Send to the PI for final Approval – Let’s assume it’s all set Send to OSP for review (Note the App #) Attach the approved version to the eTransmittal Assist with preparing the budget justification
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CASE STUDY – Budget Justification
A written explanation of your budget Note the % effort or person months effort of personnel Provide extra detail on supplies, travel (especially foreign travel), equipment and consultant costs (daily rate) Provide detail on subcontracts Avoid using subtotals
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CASE STUDY – Approved! The eTransmittal with the approved budget has been fully routed and the proposal has been submitted…congratulations!
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BUDGET RESOURCES OSP Budget Templates: SPROUT budget templates: OSP Budget Builder: → Quick Links → Salary Budget Builder HR Stipend Ranges for GAs:
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BUDGET TRAINING 2015 ERA electives: NCURA www.ncura.edu
Hands-on Budgeting – Advanced Budgeting – NCURA SRA
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CONTACT INFORMATION MaryJo Banasik, Bill Humphrey,
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