BUDGETS, SUBCONTRACTS, MATCHING, INVOICING Kim Olson & Patricia Bradshaw Rocky Mountain Space Grant Consortium Annual Meeting, May 7, 2012

RMNSGC Budget – Years 3-5 Diane DeTroye, National Meeting of Space Grant 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

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