MAY 1, 2012 GRAFTON CAMPUS APPLICANTS & ADMINISTRATORS PREAWARD LUNCHEON SERIES Hands On Budget Workshop

Who We Are Zoya Hamilton, CRA, EdD Senior Associate Director Office of Research Administration Boston Campus Kara Charmanski Grants Management Administrator HNRCA Boston Campus

Overview of this Session Provide hands-on experience for grant budget development.  Build different types of budgets using Excel.  Prepare various grant application budget pages.  SF 424 R&R Budget Pages  PHS 398 Modular Budget Pages  SF 424 A Budget Pages

Exercise 1- Personnel Costs

Richard Black, Ph.D. has a 12 month appointment and is proposed as a Principal Investigator (PI) working 6 months on a grant. Dr. Black makes $160,000/year. Joseph Greene, Ph.D. has a 12 month appointment and is proposed as a Co-Investigator (Co-I) working 9 months on a grant. Dr. Greene makes $90,000/year. Fringe benefits rate is 27.9% for full time faculty.

Exercise 2 –Direct Costs

Richard Black, Ph.D. has a 12 month appointment and is proposed as a PI working 4.8 months on a grant. Dr. Black makes $160,000/year. Joseph Greene, Ph.D. has a 12 month appointment and is proposed as a Co-I working 3 months on a grant. Dr. Greene makes $90,000/year. A graduate student who makes $24,000/year is proposed at 100% and receives $4,673 in tuition and fees. Fringe benefits rate is 27.9% for full time faculty. No fringe is charged for graduate students if they take classes in the summer.

The project will require a subcontract with Columbia University in the amount of $100,000 ($75,00 direct costs; $25,000 indirect costs). Dr. Black will have to travel to New York for a 3-day conference. Airfare is $600 and lodging is $200/ night. Dr. Black will also need the following items to support this project:  Animals (rats and mice): $2,000  Animal Housing: $25,000  Computer: $4,000  Mass Spectrometer: $18,000  Wave Guide Analyzer $4,000  Additional laboratory supplies: $8,000  Office Supplies: $200

Exercise 3 – Indirect Costs

Use the budget for Dr. Black’s project. The indirect cost rate is 65% of MTDC. Exclude full cost of equipment. Exclude amount of subcontract that exceeds $25,000.

SF 424 R&R Budget Pages

Most commonly seen in NIH applications using grants.gov format. Requires completion of a detailed budget for each project year. Consists of three pages per year, plus a cumulative budget page that is automatically calculated. Budget Justification is one document that covers all years. User cannot move to Year 2 until they attach a document for Budget Justification. PI effort must be greater than zero. Subaward budgets are attached using R&R Subaward Budget Attachment Form and follow the same format.

PHS 398 Modular Budget Pages

Applicable only to R01, R03, R21, R15, and R34 applications. Cannot be used by foreign institutions who are primary applicants. Request $250,000 or less per year for direct costs in modules of $25,000. Consortium F&A costs are not factored into the direct cost limit and are not requested in modules of $25,000. Must separate out consortium F&A on the form. Budget Justification is limited to personnel, equipment, consortium, and variance between the number of modules in budget years.

SF 424A Budget Pages

Used for applications for federal funding unless otherwise specified Separates federal and non-federal funds in Section A. Break downs total budget (federal and non-federal together) by categories in Section B. Breaks down cost share/match by source in Section C. Breaks down federal funds needed for Year 1 by quarters in Section D. Shows federal future year totals in Section E.  Note: “First Year” is Year 2 of the application. Shows total direct and indirect costs in Section F.

Institutional Information

Cognizant Federal Agency (Agency Name, POC Name, and POC Phone Number): DHHS, Robert Aaronson, Current F&A Agreement date: 06/21/2011 Indirect Cost Type: Modified Total Direct Costs (MTDC) Indirect Costs Rates for Grafton: 65% (research); 37% (other)  Off-campus: 26% Indirect Costs Base: Total Costs minus equipment, tuition, and portion of EACH subcontract in excess of $25,000 (some other expenses are excluded, but they are rarely present in budgets)

Questions?