Mindy Solivan Office of Research & Commercialization April ......Mindy Solivan Proposal Manager...
Transcript of Mindy Solivan Office of Research & Commercialization April ......Mindy Solivan Proposal Manager...
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Mindy SolivanOffice of Research & Commercialization
April 3, 2014
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To develop a budget that is ◦ Reasonable◦ Allowable◦ Allocable
Draft a rough budget EARLY
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Solicitation & NSF GPG Guidelines Contact Proposal Manager◦ Salary schedules◦ UCF policies
UCF Rates: Fringe, Travel, & Indirect Cost (F&A)
http://www.research.ucf.edu/Research/InstitutionalInfoFacts.html
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Call Program Director to discuss the budget
Review the list of recent awards in your discipline
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Types of Costs in an NSF Budget◦ Senior Personnel ◦ Other Personnel◦ Fringe Benefits◦ Equipment/Capital Outlay◦ Travel◦ Participant Support Costs◦ Other Direct Costs◦ Indirect Costs
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Which UCF personnel will work on the project?◦ You (Senior Personnel, Any Co-PIs) Limited to 2 months of salary each year◦ Graduate Students (Remember Tuition)◦ Post-doc◦ Undergraduates
For how much time?
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Follow UCF’s salary schedules◦ Project Year vs. Salary Year
Salary estimate increases 3% each August
Full-time employees typically work 2088 hours per year (40 hours/week x 52.2 weeks/year)
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What happens when the funding ends?
Is the salary classification appropriate?
Two part-time positions may be less expensive than one full-time (lower fringe benefits)
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Faculty, A&P, & USPS 26.90% OPS/Adjunct◦ 1.60% < 30 hrs/wk◦ 47.60%, 33.60%, 23.60% > 30 hrs/wk (salary
dependent) Post Doc◦ 23.70% (> $70,000)◦ 33.70% (48,001 - $70,000)◦ 47.70% (< $48,000)
Students◦ 0.15% for < 30 hrs/wk◦ 53.80% for > 30 hrs/wk
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What is Equipment?
Nonexpendable property over $5000 and useful life of more than one year.
What’s needed (Per Item)◦ Quotes
◦ Catalog references
◦ On-line pricing
◦ Include shipping, installation, maintenance
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Limits on equipment
Post-project recurring costs
Purchase early and must be tagged
Transfer of ownership
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Is it required for the project?
Does it benefit the project?
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Domestic vs. International Its All In the Details◦ Airfare◦ Lodging◦ Ground Transportation◦ Mileage◦ Airport parking, tips, tolls, etc. ◦ Registration◦ Escalation? Up to 10% if used
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Make sure it’s allowable
OMB circular A-21
RFP & GPG 13
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◦ Materials & supplies◦ Publication costs◦ Contractual services Consultants Subcontracts (more on this later)◦ Other◦ Tuition Current tuition escalation - 5%
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PostageLong Distance TelephoneMaintenance AgreementsSpecial Fees/Usage ChargesPhotocopying/printingHonoraria
NSF Funds cannot be used for meals or coffee breaks for intramural meetings of an organization or any of its components.
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Costs of ◦ transportation, ◦ per diem, ◦ stipends ◦ and other related costs
for participants or trainees (but not employees) in connection with sponsored conferences, meetings, symposia, training activities
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Typical costs include:◦ Training (tuition, books, materials, fees)◦ Stipends ◦ Meals◦ Lodging◦ Travel◦ Miscellaneous
Calculate the cost per participant◦ There may be a limit on this cost
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Employee or contractor? Special Consultants◦ Grantees are expected to utilize the services of
their own employees ◦ If not available professional consultants can be
utilized Vendor Contracts◦ Negotiated by procurement office, not faculty…
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MUST HAVE: Subcontract Commitment form/authorized
signature Statement of Work◦ Deliverables◦ Timeline (consider your start/end dates)
Detailed Itemized Budget Budget Justification/Narrative Biosketch Current & Pending
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Subcontracts in excess of $1,000,000 must receive approval
Subcontracts in excess of $50,000 require bid process
Subcontracts more than 50% of the total project costs must receive approval
UCF charges facilities and administrative costs (F&A) on the first $25,000 of each subcontract
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If you name a contractor in a proposal, it may be binding
Changes in subcontract if awarded need prior approval from NSF
“the disclosure should include a clear description of the work to be performed, and the basis for selection of the subawardee (except for collaborative/joint arrangements)”
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Also called Facilities & Administrative costs (F&A) or overhead
Costs borne by UCF to support sponsored projects that cannot be clearly identified with a specific project
Includes:◦ Infrastructure◦ Facilities◦ Administration (26% maximum)
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Understand the costs that have been included in UCF’s calculation of the indirect cost rate
These costs CANNOT be budgeted as direct costs without a CAS approval
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If there’s a budget limit:
Estimate BEFORE developing the budget:◦ Total Allowed / 1+rate = Target direct costs
◦ $400,000 / 1.46 = $273,972 Total Direct Cost available (adjust for excluded costs)
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Is it required? NO!
Discuss in Facilities, Equipment & Other BE GENERAL: no numbers
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Make your case that the budget is reasonable, appropriate, and adequate
Describe the policies that govern your budgetary decisions
Provide detail about items to be purchased Indicate how costs were calculated◦ Insert parts of the spreadsheet as tables
Make sure the budget narrative is consistent with the grant narrative
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Any questions:Mindy SolivanProposal Manager(407) [email protected]