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Developing a Grant Budget. The rules: Sponsor (via guidelines) and Institution (via policy) Example: detailed, multi-year budget for OHIO vs. summary budget for sponsor Accuracy and due diligence (vs. revise it later) to reflect the project. Resources for Grant Budget.

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developing a grant budget
Developing a Grant Budget

The rules: Sponsor (via guidelines) and Institution (via policy)

Example: detailed, multi-year budget for OHIO vs. summary budget for sponsor

Accuracy and due diligence (vs. revise it later) to reflect the project

resources for grant budget
Resources for Grant Budget

Institutional Policy, Forms, Tools, Templates

Sponsor Guidelines, Forms, Tools

OHIO Office of Research and Sponsored Programs ORSP http://www.ohio.edu/research/orsp/

proposal budget process at ohio
Proposal Budget Process at OHIO

Notify ORSP of intent to submit—LEO

http://leo.research.ohio.edu/

Electronic Transmittal Form via LEO

Work with ORSP on proposal budget, forms, certifications, and other supplementary information that may be required by sponsor.

proposal budget process at ohio1
Proposal Budget Process at OHIO

Use budget template or other sponsor form to develop draft, send to ORSP for review/revision.

Work with college/departmental grants person.

proposal budget preparation
Proposal Budget Preparation

Typical Budget Categories

Salaries and Fringe Benefits

Equipment

Travel

Materials and Supplies

Publications

Communications

Collaborators/Subcontractors

Miscellaneous

proposal budget preparation1
Proposal Budget Preparation

PI and Co-PI Salaries

Based upon PI base salary

OHIO Academic year release time

  • Pays for replacement instructor to teach PI class(es)
  • Calculated as percentage of PI time
  • Check with department
  • NSF: months

OHIO Summer time

  • Supplementary salary for June, July and August
  • Limited to 3/9 of academic year base salary (OU Policy)
  • May be limited by sponsor policy (i.e. NSF)

OHIO Overload cannot be charged to a federal grant

Escalate/increase salaries in future years (usually 3%, July 1)

proposal budget preparation2
Proposal Budget Preparation

Other Personnel

Post Docs

Technicians

Students (check with Department for pay rates)

  • Graduate/Undergraduate

Clerical (must be dedicated to project)

Escalate/increase salaries in future years (usually 3%, July 1)

proposal budget preparation3
Proposal Budget Preparation

Fringe Benefits

Retirement

Medicare

Workers Compensation

Health Care

proposal budget preparation4
Proposal Budget Preparation

Fringe Benefits

Retirement: 14% faculty, 14% staff

Medicare: 1.45% faculty, 1.45% staff (hired after 1985)

Workers Compensation: 0.739% for all personnel (including students)

Health Care: $10,625/year

proposal budget preparation5
Proposal Budget Preparation

Fringe Benefits

Health Care:

$10,625/year

Academic year ONLY

Pro-rate based on effort

Escalate/increase by 10% in future years

proposal budget preparation6
Proposal Budget Preparation

Personnel Effort

Specific to sponsor guidelines

NSF: expressed in months

proposal budget preparation7
Proposal Budget Preparation

Subcontractors

Follow sponsor guidelines!

Other university as subcontractor, OHIO needs:

Statement of work

Detailed budget

Sponsor forms

Letter of participation from inst. official

NSF: Total subcontractbudget listed as Subaward

proposal budget preparation8
Proposal Budget Preparation

Indirect Costs

Overhead/Facilities and Admin (F&A)

Negotiated with Federal government

May be limited by sponsor policy/guidelines (must be documented in guidelines)

Used by institution for utilities, space, equipment, secretarial/clerical support

Waived/reduced only by OHIO VP Research Office, REQUIRES TWO WEEK NOTICE

proposal budget preparation9
Proposal Budget Preparation

Indirect Costs

Federally-approved rates for OHIO:

On-campus research: 47.5%

Instruction/Training: 48%

Public Service: 39%

Off-campus: 26%

OHIO Calculates IDC on Modified Total Direct Cost Base (MTDC): excludes Equipment, Tuition, Participant Costs, subcontract total over $25,000

proposal budget preparation10
Proposal Budget Preparation

Indirect Cost Distribution at OHIO:

Research Incentive

Academic Department

18% - Principal Investigator 7% - Department14% - College61% - Vice President for Research

Center/Institute

14% - Principal Investigator 7% - Department30% - Center14% - College35% - Vice President for Research

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proposal budget preparation11
Proposal Budget Preparation

Cost Share

Institutional contributions to the project

Generally Cash or In-Kind

Only included if required by sponsor

MUST be:

Clearly identified, trackable, approved

CANNOT USE:

Existing equipment, match more than once, charges outside the period of performance

proposal budget preparation12
Proposal Budget Preparation

Cost Share

Salary and fringe

Tuition/fee waivers for graduate students

Unrecovered indirect costs (when limited by sponsor)

Equipment allocable to project purchased by OHIO funds during project period

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proposal budget preparation13
Proposal Budget Preparation

Unallowable Cost Share

Office space

General office supplies

Existing equipment

Funds previously committed as match on another project

Other personnel time without approval

Commitment on behalf of other organization without approval

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proposal budget process at ohio2
Proposal Budget Process at OHIO

Electronic Transmittal Form via LEO

REQUIRED for institutional approval

http://leo.research.ohio.edu/

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proposal budget preparation14
Proposal Budget Preparation

NSF

Use budget template/spreadsheet

Document the specifics for Budget Justification section

Consult GPG

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proposal preparation
Proposal Preparation

Obtain Sponsor Guidelines and Information

READ THE GUIDELINES!

proposal budget preparation15
Proposal Budget Preparation

NSF Example

2 year effort

PI: 2 summer months/yr $75K salary

2 Post docs: 100% effort/yr $32K salary

3 Grads: $12K/yr

Clerical: $35K/yr

Travel: 4 domestic @ $1500 ea, 1 Intl @$3K

Lab Consumables: $14K/yr

Transmogrifier drives: 1 @ $3275, 1 @ $7348

Subcontract: $50K/yr to Big State Univ.

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