Grant Preparation and Management Wendy G. Harris, Director of Budget and Resource Planning

Agenda Current status of UIUC Math funding Resources External funding: Deadlines Budget Content Submission Management Internal funding: As above

UIUC Mathematics Funding Currently: 80 external grants (58 NSF; 10 Simons Foundation, 4 NSA, 3 via other universities, 1 US Dept Ed, 1 ONR, 1 Air Force, 1 Noyce Foundation, 1 Sloan Foundation) $13,807,223 direct total (Math) $19,539,743 direct plus indirect total (Math) $244,247 average (direct plus indirect) 6 internal grants (Research Board) $77,110 total $12,852 average 54 faculty, postdocs, emeritus, other academics

Getting started Find funding opportunities and deadlines Department website: Grant Forward: Federal Government: Campus Research Board (faculty): Scholars’ Travel Fund (faculty, lecturers): Fellowships/grants (grad students):

Getting started Sample Deadlines (due to Wendy) September 19: Simons Fellow September 24: MSRI Research Professor September 25: NSF Analysis, Foundations, Combinatorics October 8: NSA, Algebra/Number Theory, NSF PostDoc Fellow October 31: NSF Topology, Geometric Analysis, Probability November 7: NSF Grad Research Fellow November 8: NSF Applied Math November 26: MSRI Research Member, PostDoc December 9 (estimated): DARPA Young Faculty

Getting started: External funding Review the guidelines Margins, font, font size, page limits Budget restrictions Special attachments to include Watch for eligibility: NSA: Algebra, No. Theory, Discrete Math, Probability; citizen or permanent resident; PIs, PDs, and RAs must be citizens or permanent residents Young Investigators: up to 10 years after PhD NSF: REU, REGs, Grad Research Fellow, Postdoctoral Research fellow: funding for citizens or permanent residents NSF Postdoctoral Research Fellow: PhD less than 2 years ago MSRI Research Professor: tenured associate professor with PhD before 2003 Ask for assistance Budget/budget justification: Wendy Harris Content: your mentor, other faculty, and your program officer Examples to be uploaded to Business Office site soon

The budget PI salary (up to 2 mos summer) Research assistants (2, 4.5, 9, or 11 months at 25%+) Research Experience for Undergraduates (REUs) Benefits (5.99% to 44.67%) Tuition remission (62%) Supplies Services/collaborator travel Foreign and domestic (including Canada) travel Participant costs for conferences Equipment Facilities and administration costs (58.6%) on all except tuition and participant costs

Keep in mind… Hard to justify: Supplies Printers Computers Cannot fund: Books Meals with visitors

Example budget (1 year) 2 mos $5,555.55/mo: $11,111 50% RA 9 $2,061.70/mo: $18,555 benefits: $6,075 tuition remission (62% RA): $11,504 supplies/computer: $1,500 collaborator travel: $1,000 domestic travel: $1,000 foreign travel: $2,000 Indirect costs (58.6%): $24,167 TOTAL: $76,912

Typical content: external funding Stick to the guidelines (margins, pages, font size, font, etc.) Summary Description Biographical sketch Current and pending grants Facilities and Resources Budget Budget justification Data management plan (NSF GPG IIC2j)

Data Management Plan Supplementary document-under 2 pages Types of data to be produced Standards for data/metadata format Policies for access/sharing of data Policies for re-use, re-distribution and production of derivatives Plans for archiving **Can state that no plan is needed, but justify why

More to keep in mind… Summary Broader impact/intellectual merit Description Use images (examples, breaks up text) Can use URLs, but the reviewers are not obligated to follow them Biographical sketch Very specific format Budget justification What will student do? Who might you invite here? Where might you travel?

Submitting Most submitted online Complete a week before agency deadline due to routing: PI and department signatures Sent to UIUC Grants and Contracts Revisions/corrections Submission to funding agency

Got it! Forward letter to Wendy Adjusting the budget Revise budget Impact statement Abstract (to NSF) Review the agreement: reporting, citation in publications, foreign travel limitations Fund set up

Grant management Funded incrementally or all at once Know policies for spending money: See guidelines at Questionable: books, computers, supplies Plan ahead: foreign travel (NSA; US Carriers) Unallowable: your own meal when eating with a visitor Ask for help in advance: We pay for flights, conference registration, visitor flights, visitor hotels Reimbursing foreign visitors

Grant management, cont’d Read your statements Expenditure confirmations Reporting Rebudgeting Extension requests

Getting started: Internal Grants Campus Research Board Eligible: full-time tenured and tenure track faculty; full-time academic professionals Purpose: Helps new faculty initiate research Seeds work in a new direction Supports preliminary studies Supplements other resources Guidelines: $30,000 limit (or $10,000 for pilot projects) 5 page narrative Budget and budget justification Due October 4, January 24, February 28

Campus Research Board cont’d Submission process: Submit online Do not need to know current RA rate No department review needed Review process: 2 Campus Research Board members plus 3 peers review application Look at quality and importance of research; probable impact on field; value to applicant’s development; quality and productivity of applicant; budget appropriateness Once awarded: Business office notified Account set up

Scholars’ Travel Eligible: full-time tenured or tenure-track faculty, full- time lecturers Purpose: Support for conferences where you will present Guidelines: 1 trip per fiscal year: full/associate professors 2 trips per fiscal year: assistant professors, lecturers Foreign travel supported every other year (per person) CAN have an external grant Must plan in advance Amounts are predetermined: $100-$775 domestic; $530-$2000 international; supplements also possible

Scholars’ Travel cont’d Due dates: Oct 3, Nov 7, Dec 5, Jan 2, Feb 6, Mar 6, Apr 3, May 1, Jun 5 Submission process: Application is online No department copy needed Once awarded: Bring notice along with receipts for reimbursement

Questions?