Mindy SolivanOffice of Research & Commercialization

April 3, 2014

To develop a budget that is ◦ Reasonable◦ Allowable◦ Allocable

Draft a rough budget EARLY

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

Call Program Director to discuss the budget

Review the list of recent awards in your discipline

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

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?

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)

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)

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

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

Limits on equipment

Post-project recurring costs

Purchase early and must be tagged

Transfer of ownership

Is it required for the project?

Does it benefit the project?

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

Make sure it’s allowable

OMB circular A-21

RFP & GPG 13

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

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.

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

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

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…

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

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

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)”

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)

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

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)

Is it required? NO!

Discuss in Facilities, Equipment & Other BE GENERAL: no numbers

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

Any questions:Mindy SolivanProposal Manager(407) 882-0262Mindy.Solivan@ucf.edu