Indiana University East March 10, 2009 Teresa Miller, Manager Office of Research Administration – Grant Services

Sponsored projects have unique demands that must be considered in developing a project budget.

He who has the gold makes the rules.

Regulatory environment  Federal  University policies  Agency restrictions  Program specific

Read the Guidelines!  Contract or Grant?  Budget limits  Forms and/or format  Certifications & assurances  Terms & conditions  Transmittal Instructions  DEADLINES

Budget Format  Easy to interpret  Easy to verify  Numbers in columns  Costs grouped by budget lines not tasks  Cost share clearly identified in columns

Review Project Needs  Adequate to do job but not wasteful  Corresponds with project outline and goals  Cost Share required?  Collaborative internal and external

Establish Basis for Costs  Calculations not guesses  Salary  Fringe benefit rates  Travel rates  Facilities & Administrative Costs (F&A)

Direct Costs  Direct costs are costs that can be clearly identified and directly accounted for in support of a specific research or sponsored agreement.

Direct costs must be…  Reasonable  Allowable  Allocable  Consistently applied

*Restrictions on Federal Projects  Clerical salaries  Postage  Telephone line charges  General purpose office equipment  Memberships * Also non-federal with full f&A

Indirect Costs  Costs associated with the conduct of sponsored projects that cannot be clearly accounted for on an individual project basis.

Internal Collaborators  Internal budget  Approvals via ERA Routing Form

External Collaborators  Subcontracts require:  Letter of support from authorizing official  Budget  Budget justification  Work statement  Copy of F&A rate agreement

Cost Share  Limit to amount required  Provide clear description in budget  Source must be defined and approved  Verifiable  Not included in another grant  Incurred within the grant period  NIH salary cap

What, When, Where, How

Proposal Submission  Prepare electronic routing form using ERA in OneStart for approval by project Director, Chair or Dean, Business officer and Campus  ORA must have a copy of the full proposal (electronic version can be attached to Routing form)  ORA will review and sign for IU  ORA will submit the proposal

Applicant  Legal Applicant  The Trustees of Indiana University  Indiana University  Authorizing Official:  Steven A. Martin  Associate Vice President for Research Administration

Certifications and Assurances  Lobbying  Drug-Free Workplace  Equal Opportunity  Debarment  Section K in contracts (oh my!)

Electronic Submissions  NSF FastLane  Grants.Gov  Other

Special Considerations  Electronic proposals  Collaborative projects  Cost share  Research compliance approvals

Deadlines!

Award Review and Negotiation  To the extent possible, the person who assisted you with your proposal will review your award to ensure it is consistent with the proposal  Some awards need to be negotiated before they can be accepted  Forward any award documents to Grant Services

(unless your ORA contact instructs you to do so) ORA provides the authorized signature on all grant and contract documents DO NOT SIGN ANYTHING

Account Set-Up and Monitoring  Create and modify contract and grant accounts  Establish budgets for C&G accounts  Review and approve financial transactions

Expense Guidelines: What Does Grant Servicies Look For ?  Allowable  Allocable  Reasonable  Consistent

Monthly Account Notices  ORA tries to keep Account Managers informed about the status of their accounts by sending out five monthly notices:  Overdraft notices  Delinquent Account Receivable Notices  Expiration Notices  Cost Share w/No Expenses Notice  Income Over Budget Notice

ORA Web Page   Contains infomation about agencies, staff, policies, procedures, Important Notices, project Director Reports, and more.

Contact Information  Office of Research Administration  Indiana University  509 E. Third St.  Bloomington, IN  Phone: (812)  Fax : (812)  

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