Mindy Solivan Office of Research & Commercialization April 3, 2014

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1 Mindy Solivan Office of Research & Commercialization April 3, 2014

2 To develop a budget that is Reasonable Allowable Allocable Draft a rough budget EARLY

3 Solicitation & NSF GPG Guidelines Contact Proposal Manager Salary schedules UCF policies UCF Rates: Fringe, Travel, & Indirect Cost (F&A) ionalinfofacts.html

4 Call Program Director to discuss the budget Review the list of recent awards in your discipline

5 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

6 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?

7 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)

8 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)

9 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

10 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

11 Limits on equipment Post-project recurring costs Purchase early and must be tagged Transfer of ownership

12 Is it required for the project? Does it benefit the project?

13 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

14 Make sure it s allowable OMB circular A-21 RFP & GPG 13

15 Materials & supplies Publication costs Contractual services Consultants Subcontracts (more on this later) Other Tuition Current tuition escalation - 5%

16 Postage Long Distance Telephone Maintenance Agreements Special Fees/Usage Charges Photocopying/printing Honoraria NSF Funds cannot be used for meals or coffee breaks for intramural meetings of an organization or any of its components.

17 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

18 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

19 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

20 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

21 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

22 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)

23 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)

24 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

25 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)

26 Is it required? NO! Discuss in Facilities, Equipment & Other BE GENERAL: no numbers

28 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

29 Any questions: Mindy Solivan Proposal Manager (407)

BUDGET BUILDING. Christy Bischoff Justin Stidham Grants & Contracts Administrators Office of Sponsored Projects

BUDGET BUILDING. Christy Bischoff Justin Stidham Grants & Contracts Administrators Office of Sponsored Projects BUDGET BUILDING Christy Bischoff Justin Stidham Grants & Contracts Administrators Office of Sponsored Projects Topics Budget components: Direct vs. Indirect costs Costing principles from the Uniform Guidance