Indiana University EastMarch 10, 2009Teresa Miller , ManagerOffice of Research Administration – Grant Services

Sponsored projects have unique demands that must be considered in developing a project budget.

He who has the gold makes the rules.

Regulatory environment Federal University policies Agency restrictions Program specific

Read the Guidelines!

Contract or Grant? Budget limits Forms and/or format Certifications & assurances Terms & conditions Transmittal Instructions DEADLINES

Budget Format

Easy to interpret Easy to verify Numbers in columns Costs grouped by budget lines not

tasks Cost share clearly identified in

columns

Review Project Needs

Adequate to do job but not wasteful Corresponds with project outline and

goals Cost Share required? Collaborative internal and external

Establish Basis for Costs

Calculations not guesses

Salary Fringe benefit rates Travel rates Facilities &

Administrative Costs (F&A)

Direct Costs

Direct costs are costs that can be clearly identified and directly accounted for in support of a specific research or sponsored agreement.

Direct costs must be…

Reasonable Allowable Allocable Consistently applied

*Restrictions on Federal Projects Clerical salaries Postage Telephone line

charges General purpose

office equipment Memberships

*Also non-federal with full f&A

Indirect Costs

Costs associated with the conduct of sponsored projects that cannot be clearly accounted for on an individual project basis.

Internal Collaborators

Internal budget Approvals via ERA Routing Form

External Collaborators

Subcontracts require: Letter of support from authorizing official Budget Budget justification Work statement Copy of F&A rate agreement

Cost Share

Limit to amount required Provide clear description in budget Source must be defined and

approved Verifiable Not included in another grant Incurred within the grant period NIH salary cap

What, When, Where, How

Proposal Submission

Prepare electronic routing form using ERA in OneStart for approval by project Director, Chair or Dean, Business officer and Campus

ORA must have a copy of the full proposal (electronic version can be attached to Routing form)

ORA will review and sign for IU ORA will submit the proposal

Applicant

Legal Applicant The Trustees of Indiana University Indiana University Authorizing Official:

Steven A. Martin Associate Vice President for Research Administration

Certifications and Assurances Lobbying Drug-Free Workplace Equal Opportunity Debarment Section K in contracts

(oh my!)

Electronic Submissions

NSF FastLane Grants.Gov Other

Special Considerations

Electronic proposals Collaborative projects Cost share Research compliance approvals

Deadlines!

Award Review and Negotiation To the extent possible, the person

who assisted you with your proposal will review your award to ensure it is consistent with the proposal

Some awards need to be negotiated before they can be accepted

Forward any award documents to Grant Services

(unless your ORA contact instructs you to do so)

ORA provides the authorized signature on all grant and contract documents

DO NOT SIGN ANYTHING

Account Set-Up and Monitoring Create and modify contract and

grant accounts Establish budgets for C&G accounts Review and approve financial

transactions

Expense Guidelines:What Does Grant Servicies Look For? Allowable Allocable Reasonable Consistent

Monthly Account Notices

ORA tries to keep Account Managers informed about the status of their accounts by sending out five monthly notices:

Overdraft notices Delinquent Account Receivable Notices Expiration Notices Cost Share w/No Expenses Notice Income Over Budget Notice

ORA Web Page

http://researchadmin.iu.edu

Contains infomation about agencies, staff, policies, procedures, Important Notices, project Director Reports, and more.

Contact Information

Office of Research Administration Indiana University 509 E. Third St. Bloomington, IN 47401-3654 Phone: (812) 855-0516 Fax : (812) 855-9943 Email: resdev@indiana.edu http://researchadmin@indiana.edu

.