U N I V E R S I T Y OF F L O R I DA Building Realistic Budgets Judy Harris, Proposal Processing...
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Transcript of U N I V E R S I T Y OF F L O R I DA Building Realistic Budgets Judy Harris, Proposal Processing...
U N I V E R S I T Y OF F L O R I DA
Building Realistic Budgets
Judy Harris, Proposal Processing
Division of Sponsored Research
U N I V E R S I T Y OF F L O R I DA
What is a Budget?
An estimate of costs required to perform a statement of work with a specific start and end date.
U N I V E R S I T Y OF F L O R I DA
Proposal Budgets
Made up of costs that can be explained or verified and are reality-based
No “Educated Guesses” or “Off The Wall” estimates
May require several drafts before it is finalized
May vary in structure and complexity
U N I V E R S I T Y OF F L O R I DA
Why Is a Budget Important?
It is the second most scrutinized part of the proposal
A clear concise budget supported by a strong budget justification can increase the chances of a proposal being funded
The proposal budget can become the actual award budget
U N I V E R S I T Y OF F L O R I DA
Basic Proposal Budget Components
1.Direct Costs
2.Facilities and Administrative Costs, or F&A (a.k.a. Indirect Costs)
U N I V E R S I T Y OF F L O R I DA
Direct Costs
Expenses identified specifically with a particular sponsored project, instructional activity, or other institutional activity
Must be allowable, allocable, reasonable & necessary for the program, given consistent treatment and conform to sponsor limitations
U N I V E R S I T Y OF F L O R I DA
Facilities & Administrative Costs Costs incurred for common or joint
objectives which cannot be identified to a specific direct cost activity Facilities and Utilities Administrative and Clerical Salaries DSR/Purchasing/HR/Controller Postage Local Telephone Office Supplies Data Processing/Computer Supplies General Purpose Software Memberships Subscriptions
U N I V E R S I T Y OF F L O R I DA
Major Budget Categories
Personnel Costs Fringe Benefits Travel Research Supplies
and Materials Participant
Support Patient Care Consultants Tuition
Equipment Subcontracts Facilities and
Administrative Costs (F&A)
Other Direct Costs
U N I V E R S I T Y OF F L O R I DA
Personnel Categories:Academic Personnel (includes Faculty & Post Docs)
TEAMS/USPSOPS (includes Graduate Research Assistants, Student Assistants & Other Temporary Employees)
Personnel Costs
U N I V E R S I T Y OF F L O R I DA
Domestic Travel
Airfare Lodging Car Rental Per Diem Mileage Parking Fees Registration Fees Local Transportation (Taxi, Metro, Shuttle) Includes travel to Canada
U N I V E R S I T Y OF F L O R I DA
Foreign Travel
(Generally subject to prior approval from sponsor).
Airfare Apartment Rental Car Rental Local Transportation Lodging Per Diem (Federal travel subject to GSA
Schedule) Registration Fees Includes travel to Mexico
U N I V E R S I T Y OF F L O R I DA
Should include detailed information in budget narrative:
Budgeting Travel
Number of Travelers
Destination
Travel Fares
Length of Trip
Per Diem
Registration Fees/ Conference Costs
U N I V E R S I T Y OF F L O R I DA
Equipment
Costs more than $1,000 (State of FL, not Federal definition)
Has a useful life of one year or more Some sponsors may require
supporting documentation/quote at proposal submission
U N I V E R S I T Y OF F L O R I DA
Tuition
All new proposals, including resubmissions, competing renewals and supplements, that include salary/stipend for graduate assistants and where tuition is an allowable cost, must budget appropriate amounts for tuition.
U N I V E R S I T Y OF F L O R I DA
Consultants
Non-UF Employees Not a subcontractor – no substantial
programmatic involvement Normal daily rate Supported by letter/quote from
Consultant
U N I V E R S I T Y OF F L O R I DA
Subcontractors
Can be: Other Institutions Commercial Companies
Subcontractor has substantive programmatic involvement and may be co-author on resulting publications
U N I V E R S I T Y OF F L O R I DA
Before submitting the proposal obtain: Letter of Commitment from institutional
authorized official.
Written Quotes/Budgets
Statement of work
Subcontractors
U N I V E R S I T Y OF F L O R I DA
Participant Support
Payments to individuals required on the project with no obligation to provide work or services (Generally workshops)
Typical costs− Stipends− Travel-related costs
U N I V E R S I T Y OF F L O R I DA
Facilities & Administrative Costs (Indirect Costs)
Applied to ALL sponsored projects unless
sponsor policy/program limits indirect recovery
Following sponsor types have specified
F&A rates:State of Florida: 10%TDC/25%TDCWater Management Districts 25% TDCOther Florida Governmental Entities 25% TDCClinical Trials 25% TDC
U N I V E R S I T Y OF F L O R I DA
Function/PurposeResearchInstructionOther
Location of ProjectOn-CampusOff-Campus
University rates are based on the following factors:
Facilities & Administrative Costs (Indirect Costs)
U N I V E R S I T Y OF F L O R I DA
Facilities & Administrative Costs (Indirect Costs)
Function Location
On Campus Off Campus
Organized ResearchARECOther Sponsored Acts
46.5%46.4%33.6%
26.0%25.0%26.0%
Instruction 50.0% 26.0%
Department of Defense (contracts) 48.5% 28.0%
U N I V E R S I T Y OF F L O R I DA
Calculating F&A• Identify Exclusions
• Equipment• Capital Expenditures (includes renovations)• Patient care charges• Tuition remission• Rental costs of off-site facilities• Scholarships• Fellowships• Subcontract amounts in excess of first $25,000
• Modified Total Direct Cost Base (MTDC) =Total Direct Costs minus items not charged with F&A.
• Total Direct Cost Base (TDC) =Total Direct Costs x F&A rate without any exclusions.
U N I V E R S I T Y OF F L O R I DA
Cost Sharing in Budgets
Identifies necessary project costs not requested from sponsor
Should be a sponsor requirement
Should be referenced in budget as directed by sponsor
Shows UF’s/Third Party commitment to Project
Should follow UF Cost Sharing Policy
U N I V E R S I T Y OF F L O R I DA
Charging Costs Directly or Indirectly to Sponsored Projects
In order to comply with (OMB) Circular A-21 and the Cost Accounting Standards Board’s cost accounting standards, UF’s policy for charging costs to federally sponsored projects is: Clerical and administrative salaries will be charged indirectly unless direct charging can be justified in accordance
with OMB Circular A-21. Postage will generally be charged indirectly. Basic telephone charges will generally be charged indirectly, including cell phones. Lab supplies will generally be charged directly. Office supplies will generally be charged indirectly. General purpose software will generally be charged indirectly. Technical software will generally be charged directly. Subscriptions will generally be charged indirectly. Institutional and individual memberships will generally be charged indirectly. Repair and maintenance charges for equipment purchased on the award will generally be charged directly. Other related costs (photocopies, travel, technical and scientific equipment, animal care and other services provided
by specialized service facilities) will generally be charged directly.
U N I V E R S I T Y OF F L O R I DA
Arithmetic – Double Check Budget!
Fringe Benefit Rates GRA Tuition F&A Rate MTDC Exclusions On & Off Campus Budget Total
U N I V E R S I T Y OF F L O R I DA
Review and Finalize Budget
Review draft ceiling price exceeded?
Revise How much to cut? add? Cut logical places Should the technical proposal be revised due to
budget changes? Are Cost Share funds required?
Have cost-share commitments been secured? Proposed effort documented? Equipment match documented?
U N I V E R S I T Y OF F L O R I DA
Final Budget Presentation
Prepare Sponsor budget formsAccurateNeatLegible