Budget preparation

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Budget preparation proposal submission

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

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Budgets

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

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He who has the gold makes the rules.
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Regulatory environment

• Federal
• University policies
• Agency restrictions
• Program specific

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Read the Guidelines!

• Contract or Grant?
• Budget limits
• Forms and/or format
• Certifications assurances
• Terms conditions
• Transmittal Instructions
• DEADLINES

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Budget Format

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

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Review Project Needs

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

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Establish Basis for Costs

• Calculations not guesses
• Salary
• Fringe benefit rates
• Travel rates
• Facilities Administrative Costs (FA)

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Direct Costs

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

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Direct costs must be

• Reasonable
• Allowable
• Allocable
• Consistently applied

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Restrictions on Federal Projects

• Clerical salaries
• Postage
• Telephone line charges
• General purpose office equipment
• Memberships
• Also non-federal with full fA

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Indirect Costs

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

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Internal Collaborators

• Internal budget
• Approvals via ERA Routing Form

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External Collaborators

• Subcontracts require
• Letter of support from authorizing official
• Budget
• Budget justification
• Work statement
• Copy of FA rate agreement

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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

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Proposal Submission

• What, When, Where, How

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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

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Applicant

• Legal Applicant
• The Trustees of Indiana University
• Indiana University
• Authorizing Official
• Steven A. Martin
• Associate Vice President for Research
  Administration

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Certifications and Assurances

• Lobbying
• Drug-Free Workplace
• Equal Opportunity
• Debarment
• Section K in contracts (oh my!)

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Electronic Submissions

• NSF FastLane
• Grants.Gov
• Other

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Special Considerations

• Electronic proposals
• Collaborative projects
• Cost share
• Research compliance approvals

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Deadlines!
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Proposal review by agency
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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

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DO NOT SIGN ANYTHING

• (unless your ORA contact instructs you to do so)
• ORA provides the authorized signature on all
  grant and contract documents

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Account Set-Up and Monitoring

• Create and modify contract and grant accounts
• Establish budgets for CG accounts
• Review and approve financial transactions

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Expense GuidelinesWhat Does Grant Servicies
Look For?

• Allowable
• Allocable
• Reasonable
• Consistent

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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

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ORA Web Page

• http//researchadmin.iu.edu
• Contains infomation about agencies, staff,
  policies, procedures, Important Notices, project
  Director Reports, and more.

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Contact Information

• Office of Research Administration
• Indiana University
• 509 E. Third St.
• Bloomington, IN 47401-3654
• Phone [phone]
• Fax [phone]
• Email resdev_at_indiana.edu
• http//researchadmin_at_indiana.edu

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Questions?

• .