BUDGETS, SUBCONTRACTS, MATCHING, INVOICINGKim Olson & Patricia BradshawRocky Mountain Space Grant ConsortiumAnnual Meeting, May 7, 2012

RMNSGC Budget – Years 3-5

Diane DeTroye, National Meeting of SpaceGrant Directors Meeting, March 2011

Base & Matching Funds – National Average

Proposed FY 2012, FY 2013 and FY 2014 Allocations Base & Matching Funds

Rocky Mountain Space Grant Consortium 

Fellowships, 23.6%

Research Infrastruc-ture, 16.6%

Higher Education, 20.8%Precollege; 6.7%

Informal Education; 4.5%

Consortium Admin Costs, 15.5%

Indirect Costs; 12.3%

Annual RMNSGC Budget Proposal• These budget pages go into

actual budget proposal to NASA

• Include as much detail as possible especially when travel and direct labor costs are involved

• PI signs as well as representative from contracts and grants office

• Second column denotes matching funds.

Subcontract Process• We have streamlined subcontract process with U of U Office of Sponsored Projects

• Kim Olson now preparing subcontracts and amendments (will be implemented with augmentation award)

• After NASA contract arrives, Kim will get approval from UU OSP Office on subcontract amendments and then send to affiliates for review/signature

• Will send directly to contracts/grants office contact at each affiliate with a cc to Trustee/PI of that subcontract

• Kim will track and follow paperwork • Initial signature – partially executed agreement back to UU• After signed by UU, fully executed agreement back to affiliates• Affiliate will receive final P.O. from UU

Subcontract Amendment Sample

Matching Funds• Original non-federal budget included on

matching forms

• Matching costs are allowable per NASA guidelines consistent with grant expenditures

• Authorizations for college and department signatures required

(p. 2 of cost sharing form)

• Indirect cost waiver may be used for matching with institutional approval

Invoicing – SG Funds• Submit summary of expenditures using

sample invoice form (may submit electronically)

• Attach supporting documentation

• Follow same format as proposal budget

• Submit invoices at least quarterly

• U of U will review invoice and documentation for allowability

• Institution is ultimately responsible for all costs

• Invoice and matching certification submitted for payment

• Final costs should be reported on an annual basis

Invoicing – Matching Funds Certification• Submit matching expenditures using

sample form

• Submit matching documentation with matching invoice

• U of U will review matching form and documentation for allowability and submit to accounting for processing

• Internal documentation must be available for audit