INFORMATION SESSION

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INFORMATION SESSION
California State Polytechnic University, Pomona
November 17, 2006
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Purpose of the ARI

• To facilitate research that will help CA Ag.
• To foster research in the CSU Ag campuses.
• Applied, not basic, research.

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Proposal Quality

• Amounts awarded are similar to NIH, NSFor USDA.
• Quality of the proposal should be equal to those
  turned in to NIH, NSF, or USDA.
• Allows one to practice the art of grantsmanship
  and should make you more competitive for
  extramural funding.

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Staffing Needs

• A formal section that describes the
  responsibility of the project director,co-investi
  gator / collaborator, etc.
• Information could be included in the budget
  narrative, but a dedicated section with its own
  heading is preferred.

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Budget Narrativeexample 1 tablature style

• Budget Justification / Narrative
• Year 1 FY 2007 - 2008 58,946 Year 2 FY
  2008 - 2009 59,281 Year 3 FY 2009 - 2010
  61,488 Total FY 2007 2010 179,715

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Budget Narrativeexample 2 narrative style

• Budget Justification / Narrative
• We are requesting 58,946 for year one, 59,281
  in year two, and 61,488 in year three. The
  total request for this three year project is
  179,715.

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Budget NarrativeStudent Assistants

• Year 1 FY 07-08
• Salaries and Wages
• Regular Staff Student Assistant (code 7273)
  A graduate/undergraduate student will be hired
  and will be responsible for .
• obtaining phenotypic data on seed germination,
  conducting gene expression assays, and preparing
  the first draft of a manuscript.
• We are requesting 15,900 (salary plus benefits)
  to support a student at a rate of 15/hr for 20
  hrs/ week during the school year (30 weeks) and
  40 hrs / week during the summer (10 weeks).
  Benefits were calculated at a rate of 6 (code
  7310).

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Budget Narrative Faculty Release Time

• Salaries and Wages
• Regular Staff
• Faculty Release time (code 7272)We are asking
  for 16,000 (salary) for 12 WTUs of release time
  for Dr. Smith. The release time salary
  compensation was calculated as follows
  ((60,000 / 45 WTUs) x 12 WTU)
  16,000Example details Annual salary
  60,000 12 WTU release time wanted 60,000 /
  45 WTU 1333.33 / WTU12 WTU x 1333.33 / WTU
  16,000
• Dr. Smith will be responsible for the training
  and supervision of the graduate student,
  conducting the data analyses, preparation and
  submission of the manuscript.
• NOTE THAT BENEFITS DO NOT ENTER INTO THE
  FORMULABECAUSE THE STATE COVERS THE BENEFITS!

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Budget Narrative Faculty Overload Compensation

• Salaries and Wages
• Regular Staff
• Faculty Overload Compensation during academic
  year (code 7274)We are asking for 8,654
  (salary only) plus 1,125 (benefits) for overload
  compensation for Dr. Smith. The overload
  compensation salary was calculated at a rate of
  28.85 / hour x 10 hours per week for 30 weeks.
• Calculation details (12-month or 9-month AY)
• Hourly rate (9 month appt) (annual salary / 9
  ) / 173.33 hours / monthHourly rate (12 month
  appt) (annual salary / 12 ) / 173.33 hours /
  month Use hourly rate of 28.85 / hour (from
  Faculty Affairs)
• 10 hours / week (maximum allowed) 30 weeks /
  academic year
• 28.85 / hour x 10 hours/week x 30 weeks
  8,6548,654 x 0.13 1,125.
• Your grant will be charged benefits for faculty
  overload compensation. Currently, they are
  calculated at 13 (code 7310).

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Budget Narrative Faculty Summer Salary

• Salaries and Wages
• Regular Staff
• Faculty Summer Salary (code 7274)We are asking
  for 10,000 (salary only) plus 1,300 (benefits)
  for two months of summer salary from July 1 to
  August 31 for Dr. Smith. The summer salary
  compensation was calculated as follows 28.85
  / hour (from Faculty Affairs) x 173.33 hours /
  month x 2 months 10,000
• Calculation details (9-month AY) Estimate the
  number of hours you will work over the summer and
  multiply it by your hourly rate
• 28.85 / hour x 346.66 hours 10,000
• Your grant is charged benefits on this amount.
  Currently, benefits are calculated at 13 (code
  7310).

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Budget Narrative Faculty Summer Salary

• Salaries and Wages
• Regular Staff
• Faculty Summer Salary (code 7274)We are asking
  for 10,000 (salary) plus 1,300 (benefits) for
  two months of summer salary from July 1 to August
  31 for Dr. Smith. The summer salary
  compensation was calculated as follows
  28.85 / hour x 173.33 hours / month x 2
  months 10,000 10,000 x 0.13 1,300
• Your grant is charged benefits on this amount.
  Currently, benefits are calculated at 13 (code
  7310).

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Budget Narrative

• For multi-year projects, repeat the budget
  narrative section for Year 2 and Year 3 with the
  same level of detail.
• See the handout for an example of a complete
  budget narrative.

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Budget Spreadsheet Salary / Benefits Summary

• Student Assistant (code 7273) Enter into ARI
  Funding, Column E Benefits are charged (code
  7310) - calculation embedded in spreadsheet
  - currently 6.0 Faculty Overload
  Compensation during academic year (code 7274)
  Enter into ARI Funding, Column E Benefits
  are charged (code 7310) - calculation
  embedded in spreadsheet - currently 13.0
• - 10 hrs/week (maximum allowed)
• Faculty Summer Salary (code 7274) Enter into
  ARI Funding, Column E Benefits are charged
  (code 7310) - calculation embedded in
  spreadsheet - currently 13.0 - no more
  than hourly rate, 40 hrs/week (maximum allowed)
• - day after spring quarter ends through the
  day before fall quarter begins.

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Budget Spreadsheet Salary / Benefits Summary

• Faculty Release Time (code 7272) Enter into
  ARI State Side Column D Benefits are NOT
  charged on state side

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Budget Spreadsheet Salary / Benefits Summary

• Staff salary full time (code 7271) Enter
  into ARI State Side , Column D Benefits are
  charged on the state side (code 7310) -
  calculation is embedded in spreadsheet -
  currently 34
• Staff salary full time (code 7271) Enter
  into ARI Funding, Column E Benefits are
  charged on foundation side (code 7310) -
  calculation is embedded in spreadsheet -
  currently 44

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Postdocs / Visa holders

• Postdocs can be hired on the Foundation side
  under the Postdoctoral Research Associate
  classification.
• Enter into ARI Funding Column E
• Code 7271 Postdoctoral Research Associate
  Salary
• Code 7310 Postdoctoral Research Associate
  benefits (current average 44)
• Postdocs can be hired from the state side under
  the Research Fellow classification title.
• Enter into ARI State Side Column D
• Code 7272 Research Fellow salary
• Code 7311 Research Fellow benefits (current
  average 34)

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Postdocs / Visa holders

• Postdocs holding a J-1 or an H-1B Visa can be
  hired.
• The State or the Foundation will not sponsor.
• The faculty must sponsor and is responsible for
  honoringthe terms of employment.
• Normally the postdoc will have to fill out all
  paperwork.
• The ARI can help with the process if the postdoc
  will be hired using ARI funding but the grant
  can not pay any fees.

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Budget Narrative

• Operating Expenses
• Code 7326 lab supplies (consumables) Code
  7327 lab supplies (non-consumables) Code
  7326 Enough detail should be given so that a
  reviewer can determine if the costs are
  appropriate. A good figure to present is the
  cost per data point. Code 7327 Items that
  are under 5,000 but have a useful life fall into
  this category.

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Budget Narrative

• Travel (In-State or Out-State)
• Indicate the person(s) traveling and the to and
  from destination. Estimate the cost of
  transportation (airfare, car rental, etc.), cost
  of lodging per night, cost of registration (if
  relative).
• Car Rental on Foundation side
• Foundation does not issue insurance
• We advise you to accept the insurance offered by
  rental company
• Meals and refreshments Code 7185 the ARI will
  not pay for meals and refreshments while
  traveling (or while not traveling).
• Instead, use per diem for overnight trips and
  day trips in which you leave before 7am and are
  back after 6pm (only covers breakfast and
  dinner).

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Budget Narrative

• Consulting/Other (An individual not affiliated
  with the University, Foundation, UET, or ASI)
• For services in excess of 5,000, complete an
  Agreement for the Performance of Consultant
  Activity for Services in Excess of 5,000 and
  submit to Foundation HR at least 2 days before
  consultant is scheduled to work.
• When service is complete, consultant must submit
  original invoice to P.I. for submission with a
  Payment Request form.
• For services 5,000 or less, a Services Invoice
  form must be completed and submitted with Payment
  Request form to Foundation HR.
• Equipment
• When pricing equipment remember to include sales
  tax (8.25) and shipping and handling costs. If
  you are requesting the purchase of equipment
  5,000 or more, please provide details about the
  piece of equipment and include the following
  items
• Full name of equipment
• Vendor
• Model number
• Funding requested from ARI
• Source of matching dollars being used (if any)
• Adminstrative Fee
• Indicate the dollar amount of the Administrative
  Fee (4.5 of direct costs)(2.55 if campus
  program, i.e. gift)

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Cash Match

• ARI will match 80 of direct costs
• Source cannot be from CA state fund
• Off-campus matches are allowed
• Cash match must be verified
• Verification forms are on website and provided in
  your handouts
• Gifts are processed through University
  Advancement

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Budget Revisions

• Budget revision and approval is needed if more
  than 10 of the total budget is being
  redirected.
• Write a budget justification that is meaningful
  and can withstand the scrutiny of an audit.
• Use the Budget Spreadsheet form found on ARI
  website at http//www.csupomona.edu/ari/forms.sh
  tml. Make revisions on the last tab titled,
  Budget Revisions todays date
• See handout for Budget Revision spreadsheet
• Send revised budget and budget justification to
  Andrea Frontino (amfrontino_at_csupomona.edu).
• Budget revisions must be approved by the campus
  coordinator.

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Project Timeline

• Project Timeline Format
• Major Activity
• Areas/Objectives Performance Period
• JAS OND JFM
  AMJ
• Activity Area I
• Objective 1
• Activity 1 s-------------------c
  s-----------------------c
• Activity 2 s----------------------------
  ------c
• Activity 3 s-------------------------------
  ---------------c
• Objective 2
• Activity 1 s-----------------------c
• Activity 2
  s---------------------------c
• Activity Area II
• Objective 1
• Activity 1 s------------------------------------
  -------------------------c
• Activity 2 s--------------------c
  s------------------------c
• Objective 2
• Activity 1 s-------------------------
  -----------------------c

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P-Card Debbie Schroeder-Linthicum,
Grants/Contract Manager

• All documentation due no later than the 25th of
  every month
• Need documentation for each monthly transaction
• Single transaction limit cannot exceed 4,900
• Travel type items must have Travel Authorization
  Form completed and signed by Deans Office
  submitted with monthly P card accounting
• Must turn in completed Travel Authorization Form
  no later than 7 days after returning from trip

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Purchase Order Requirements

• Any purchase from one vendor over 5,000 requires
  a Request for Purchase Order Form prior to
  purchase of items
• Cannot split orders to avoid policy

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Grant Balances

• View your current grant balances 24 hours a day
  via our accounting system, must complete form
  found on website.
• All grant and contract procedures and forms can
  be found under Grants on our website at
  http//www.foundation.csupomona.edu/financial/main
  .asp

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One Time Payments and California Labor Code
Dennis J. Miller Director of Human Resources,
Foundation
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The Rules (Labor Code)

• Timing of Payment of Wages
• Paid at normal pay date
• Pay period is the 1st -15th of every month and
  the 16th - end of the month
• Pay days are the 7th and 22nd of every month
• Last date of employment
• Known and Unknown
• Penalty for Noncompliance

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Current Events

• Reading Exercise
• Smith v. LOreal USA

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Plan for Change

• Clean-up until November 28, 2006
• Effective January 1, 2007
• Payment of Penalty
• (accrual and payment)

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HR Planning

• New HR and Payroll System
• New Services Available (Est 7-1-7)
• Employee Self Service
• Manager Self Service
• Other

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ARI Reporting Process

• Projects will begin when the account is opened.

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ARI Reporting Process

• Single-year and seed funding projects require
  submission of an interim report by the 1st Friday
  of November and a final report by the 4th Monday
  of September of the following year. (Regardless
  of when the account opened)

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ARI Reporting Process

• Multi-year projects 1st year interim report
  due 1st Friday of November 2nd and 3rd year
  annual report due 4th Monday of July Final
  report due 4th Monday of September following
  completion of project.

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ARI Reporting Process

• In the event that a no-cost extension has been
  requested and approved for either a single year
  project or the last year of a multi-year project,
  an annual report is due by the 4th Monday of July
  and a final report is due within sixty days after
  completion of the extension.

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Due Dates

• Found on the ARI website at
  http//www.csupomona.edu/ari/duedates.shtml
• See Handout printed from ARI website

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Contact Information

• David Still, ARI Campus Coordinator
• dwstill_at_csupomona.edu ext. 2138
• Andrea Frontino, ARI Admin. Support Coord.
• amfrontino_at_csupomona.edu ext. 3637
• Debbie Schroeder-Linthicum, Grants/Contracts
  Manager
• dlschroeder_at_csupomona.edu ext. 2961
• Dennis J. Miller, Director of Human Resources
• dennismiller_at_csupomona.edu ext. 2958