Gina Betcher - Grants Program Specialist Thomas Harriot College of Arts & Sciences

1. Budget Training 2014September 23: 9:00 – 10:50 am Brewster D-213October 3: 9:00 – 10:50 am Brewster D-213 Gina Betcher - Grants Program Specialist Thomas Harriot College of Arts & Sciences Office of Research (OOR)

2. Budget Training Today’s goal is to enable participants to develop an internal budget spreadsheet • Objective 1: use the most up-to-date OSP spreadsheet • Objective 2: understand terms and conditions • Objective 3: locate information and know where to find assistance

3. Budget Training Working with the OSP Budget Template: The most current version of the OSP spreadsheet can be found at the following link: http://www.ecu.edu/cs-acad/osp/budgetprep.cfm i. Start Tab RAMSeSProposal #: Enter the RAMSeS Proposal Number after one has been generated. PI Name: Enter the Lead Principle Investigator’s Name. Sponsor: Enter the Sponsor’s Name to whom we are submitting our proposal. If ECU is a subcontractor, enter the name of the prime applicant as our sponsor.

4. Budget Training i. Start Tab cont.: Proposal Title: Enter the Proposal Title as it will appear in the final application. The title should match the title entered in RAMSeS and the final application package. Budget Creation Date: Enter the date that the budget was finalized. Initial Fiscal Year: Select from a drop down (starts with 14-15) for the first FY in which the project will begin. The choice impacts fringe benefits, F&A, and inflation calculations performed by the spreadsheet. Project Dates: Enter the expected start and end dates for the project (dates should match dates entered in RAMSeS and sponsor application package).

5. Budget Training i. Start Tab cont.: Annual Inflation Rate: Defaults at 3%. If this is set to lower or 0% (e.g., NIH do not allow inflation), note this in the Submission Notes in the RAMSeS file F&A Rate: Defaults to ECU’s on-campus research rate of 47.5%. If your project is mostly off-campus, or isn’t a research project, select the appropriate rate from the drop down menu. If the sponsor limits F&A manually enter that rate and attach documentation of the sponsor’s limited rate in the RAMSeS file. F&A Base: Defaults to MTDC. This should be changed to TDC if the sponsor limits F&A to a rate below our default full negotiated rate.

6. Budget Training i. Start Tab cont.: NIH Salary Cap: Defaults to Yes. If the sponsor is other than NIH, change to no. ii. Personnel Tab Enter the name of each employee in the appropriate section. The type impacts fringe rates: EPA Employees & Faculty – 9 AY and 12 CY – health insurance EPA Summer Compensation – 3 SM SPA/CSS Staff – unusual for a sponsor to allow SPA/CSS Hourly/Temp/Undergraduate Employee - A full-time student is allowed to work 20 hours per week. There are 14 weeks per semester. Post Doctoral Associates Graduate Students – Select Ph.D. or Masters (Ph.D. receives tuition and health insurance)

7. Budget Training ii. Personnel Tab cont.: Contract Type: AY or SM for EPA and Master’s or Ph.D. for Graduate Students affects fringe rates # Months: Enter the number of months the personnel will work. Base Salary: Enter the base annual salary for the salaried personnel. This is not how much you want to pay them but it is the base from which they will earn a percentage of the # months according to the type of contract they request support from the sponsor % Effort: Enter the percent of time the personnel will spend on the project. For hourly personnel enter the # of hours. Note that all subsequent years default to the percent or hours; if the project is not going to last 5 years, zero out the years not needed.

8. Budget Training iii. Expenses & Summary Tab: Salary and fringe default from the Personnel Tab. Enter other direct costs in the appropriate row. Page defaults from Start Tab. Information can only be entered in boxes with blue text Items exempt from F&A (if MTDC is listed on Start Tab) Supplies should be entered in rows 20-28 Travel should be entered in rows 31-32 Other Direct Costs should be entered in rows 35-51 Subcontracts should be entered in the Subcontract Tab Items exempt from F&A should be entered in rows 59-67 Tuition and Fees for PhD students should automatically calculate based on the information selected on the Personnel page. Zero out fees for PhD students if the Prime Sponsor is the Federal Government.

9. Budget Training iv. Subcontractor Tab: Enter the name of Each Subcontractor. Subcontractor Documentation. Subcontractors are required to provide their own budget, budget justification, statement of work, and authorized letter of intent Additional items may be required of them – check the RFP v. Match Personnel Tab: If match is required by the sponsor, and in-kind personnel is allowed by the sponsor, complete this section. vi. Match Summary Taband Accounts Tab

10. Budget Training Links to Bookmark The College of Arts & Sciences Website: http://www.ecu.edu/cs-cas/ Office of Research (OOR) http://www.ecu.edu/cs-cas/oor/index.cfm Budget Development Page http://www.ecu.edu/cs-cas/oor/budget.cfm For Assistance: Gina Betcher - Grants Program Specialist betcherg@ecu.edu The Office of Sponsored Programs: osp@ecu.edu