Designing a Budget That SURVIVES The Real World

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Designing a Budget ThatSURVIVESThe Real World

• Pam Whitlock Director,OSP
• UNC-Wilmington
• Southern Section SRA, April 2005

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OSPs Role in Budget Development

• Assist in translating ideas to funding
• Protect the University
• Provide advice to best maneuver through
  institutional policies
• Avoid post award problems

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Typical Services

• Provide forms and guidelines
• Review draft budgets
• Verify final budgets
• Obtain salary, IDC, benefit rates
• Alert PI to possible problems
• Do the whole darned thing

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What is a Budget?

• Financial Expression of the proposed scope of
  work
• Thing faculty fear most besides forms
• A guiding document for conducting work when
  awarded

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Criteria of a Good Budget

• Translates resource needs to dollars
• Conforms to agency guidelines
• Realistic estimates
• Supports the program
• Explains itself
• Plans ahead

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Working Together

• Grants Office
• Faculty
• Purchasing
• Human Resources
• OSP
• Collaborators

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Providing Assistance

• Be knowledgeable
• Budget will reflect allowable costs
• Avoid returning to sponsor for later approvals
• Present professional view of institution
• Identify concerns up front for institution

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Know what they will fund

• Salaries - summer, release
• Equipment
• Cost sharing/matching requirements
• Sponsor preferences

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Advantages to Good Planning

• Already received approval
• Reduce frustration/time in setting up account
• Minimize budget revisions
• PI aware of special approvals which might be
  required
• Integrity of project preserved

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Hints from NSF/NIHProgram View

• Look at previous funded projects
• Provide strong connection between project design
  and

• Note significant changes across years
• Put in timeline
• Make sure numbers match

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Grants Office View

• Abide by sponsor restrictions
• NIH makes distinction between research and
  training projects
• Clerical issues
• Consultants
• Justify, Justify

• IDC issues
• Be explicit on cost sharing
• Participant costs (NSF)
• Major changes after submission but before award

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Faculty Preparation

• Workplan
• Sponsors general funding range for program
• Cost sharing requirements
• Limits on allowable costs
• IDC special provisions

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Personnel

• Accurate salaries
• Type of employee - benefits
• IDC rates and base

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Subcontracts

• Does sub know about this proposal?
• Institutional sign-off
• Certifications

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Supplies/Equipment

• Sponsors definition
• Institutions definition
• Documentation of need
• Sole source issues
• General office supplies not normally allowed
• Lease/buy analysis

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Numbers and What?

• Budget Justification
• Tie back into workplan
• Justify why
• Level of detail required
• Basis of cost

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Your Role

• Expedite process
• Educate faculty
• Be knowledgeable about sponsors
• Tell faculty where to get help
• Get to faculty early

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ButMost of All.

• Project implementation is seamless
• PIs gain confidence to do it on their own
• The grants office finds their job is easier and
  starts speaking to you again