Transcript research.cah.ucf.edu

Budget Creation
Kristin Wetherbee
CAH Research Office
March 2, 2011
March 3, 2011
AGENDA
Background
Budget Categories
F&A Rate
Cost Share
Budget Narrative
Red Flags
Budget Sample
What is a Budget?
An estimated project financial plan listing:
- anticipated expenses
- earned income
A budget may be:
- a simple one-page statement of
projected expenses
- a detailed spreadsheet and a
thorough narrative
ALLOWABLE
Federal – OMB A-21
Agency – RFP, guidelines
UCF Policy
ALLOCABLE
REASONABLE
CONSISTENT
Budget Categories
Personnel
Equipment
Travel
Participant Support Costs
Materials & Supplies
Publication
Consultants
Subcontracts
Tuition
F&A Rate
Cost Share
Personnel
Salary
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Academic year course buyout .22 FTE
Summer salary
3% escalation annually
Include tenure raises, TIPs, RIAs, SoTLs, etc.
OPS
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Non-students
Hourly undergrads and grads
Graduate Research Assistants (GRAs)
Dual compensation
Fringe Benefits – all payroll expense has fringe charges
Equipment
UCF taggable property
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Non-consumable item $1,000+
Useful life of more than one year
Software, furniture, computers
Library books $250+
Construction costs
Other capital outlay (OCO)
Federal awards – equipment $5,000+
Document need
Purchase early
Travel
• List each trip separately with dates, locations
• Fly America Act
• Estimate expense: hotel, airfare, registration, meals, parking, etc.
Participant Support
• Participant/trainee (not employees) expense to attend
conference, meetings, training, etc.
• Travel, registration, stipend
• Agencies often have a maximum allowable per person
Materials & Supplies
• For technical work, not admin
• Justify in budget narrative
• CAS exemption for “major” projects
Publication/Dissemination
• Disseminate research findings
• Publication restrictions?
Consultants
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IRS 20 question rule
Sponsor limits on daily maximum allowable
Intellectual property issues
Quote needed and formal contract through ORC and Legal
Subcontractors
• Project partner
• Performs programmatic or technical work off-site
• Statement of work, budget, and sponsored project office
approval needed
• Intellectual property issues
• Formal contract to pass through agency requirements
Tuition
UCF policy on hiring GRAs and tuition waivers:
http://www.research.ucf.edu/SponsoredPrograms/Proposal/
forms/GraduateTuitionRegulations.pdf
Contracted GRAs must have tuition paid
.50 FTE = Full tuition
.25 FTE = Half tuition
What is F&A?
Common operational costs that cannot be readily
and specifically identified with a particular
sponsored project, instructional activity, or other
institutional activity.
Also called:
Facilities and Administrative rate (F&A)
Indirect Costs (IDC)
Overhead
Applying F&A
Use UCF’s negotiated rate unless limited by the agency
Apply negotiated rate on modified total direct cost
MTDC - Total direct costs minus:
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Equipment
Student tuition
Participant support costs
Subcontract costs in excess of the first $25,000
Capital expenditures
Patient care costs
Rental/maintenance of off-site activities
Why Care About F&A?
ORC - admin support, in-house awards, and matching
funds
45% of earned overhead (pending special conditions) is
returned to CAH
CAH uses of overhead:
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Portion to department
Portion to PI
Fund in-house and internal awards
Match commitments
Travel and training support
OPS support
FY2010 OH returned to UCF colleges/centers: $8 million
Cost Share
Is it required?
- Rarely for NSF; ambiguous for NEH; often for state
- Must track in a separate account
- Must be an allowable direct cost to use as match
Types of cost share
- Cash – donation or UCF funding
- In-kind – donation for time, services, materials
- Forgone overhead
Need proposal documentation of commitment
Need letter at close out detailing cost share provided
Budget Narrative
• Make case for budget – items are reasonable,
appropriate, and adequate
• Provide detail about items to be purchased
• Tell how costs were calculated
• Discuss how university policy impacts charges
• Consistent with budget and grant narrative
Red Flags
• Entertainment, alcohol, meals
without travel
• Partners with the same last name
• Postage, phones, copying expense
• Administrative salaries
• Rental of UCF property
• GRA without tuition
• Dual compensation
Contact Information
CAH Research Office
[email protected]
Dr. Nancy Stanlick
CAH Research Coordinator
[email protected]
Kristin Wetherbee
[email protected]
407-823-0908
Patricia Tierney
[email protected]
407-823-3205