Budgeting for ARC Discovery Projects commencing in 2008

1. Budgeting for ARC Discovery Projects commencing in 2008

2. Introduction Martina Stiemer Management Accountant Office of Financial Services X7369 Martina.Stiemer@ofs.mq.edu.au OFS Budget Officers Lokiluyana Wijesena ELS, ICS, L&P Stephanie Grollimund SCMP, Humanities, ACES Margaret Frith MGSM, EFS ARC Discovery Projects commening 2008

3. Overview ARC Discovery Projects commening 2008

4. Purpose of Discovery Grants • Support excellent fundamental research by individuals and teams • Assist researchers to undertake their research in conditions most conducive to achieving best results • Expand Australia's knowledge base and research capability • Encourage research training in high-quality research environments ARC Discovery Projects commening 2008

5. Eligibility Criteria • All CIs, PIs and ARC Fellows nominated on a Proposal must satisfy the eligibility criteria for their nominated role. • Con-current projects (section 3.6.1.2 Funding Rules) • Researcher roles (section 5.1 Funding Rules) Chief Investigator Partner Investigator ARC Fellows • Cross-scheme eligibility (section 6 Funding Rules) ARC Discovery Projects commening 2008

6. Application Process Application process • 5pm Monday 18 December 2006 Eligibility Rulings Requests • 5pm Friday 9th February 2007 Receipt of applications to MQ Research Office • Mid June 2007 Assessments available for written rejoinder • Late June 2007 Due date for one-page rejoinders • August 2007 Assessment of applications for funding • October/November 2007 Ministerial approval of funding recommendations and applicants advised of outcome ARC Discovery Projects commening 2008

7. Application Process • Changes from last year (Handout) • 2 concurrent Discovery projects • GAMS • Part C Budgets (Handout) ARC Discovery Projects commening 2008

8. Funding • Projects are funded between $20,000 - $500,000 per calendar year • Projects can be funded for 1 to 5 years • ARC Fellowships (AFR, QE11 and APF) are funded according to ARC salary scales and normally for 5 years • APDs are normally awarded for 3 years but a 4 year research/teaching option is available ARC Discovery Projects commening 2008

9. ARC Funding - Allowable • Personnel (salaries and on-costs) ARC Fellowships Research Associates, technicians and laboratory attendants Postgraduate stipends with an ARC contribution • Teaching relief for Chief Investigators only (must be fully justified, and will be a special condition of grant) • Equipment • Maintenance • Travel ARC Discovery Projects commening 2008

10. ARC Funding – Non Allowable • Capital works and general infrastructure • Salaries of Chief Investigators and Partner Investigators • General Teaching or Teaching Relief • Special Studies Programs • Research support for Partner Investigators • Tuition Fees – International, HECS or HELP • Computer Facilities for molecular analysis • Costs not directly related to a project ARC Discovery Projects commening 2008

11. ARC Funding – Non Allowable Basic Facilities Accommodation • Access to workshop services • Film and music editing facilities • Access to basic library • Standard reference materials/abstracting services • Provision of computers and laptops and basic facilities such as printers, standard software (except for high performance computers or specialized applications) • Use of telephones, fax, photocopiers, email, internet, mail Publication Costs • Including printing and page costs ARC Discovery Projects commening 2008

12. Direct Expenses • ARC is seeking full costing information • To enhance transparency and accountability • To help determine the actual contributions to be paid by the ARC and the other parties. • Direct costs = all costs required to complete the project ARC Discovery Projects commening 2008

13. Direct Expenses • Personnel (ARC Funded) • ARC salary scales • No increments, assumed to start 1 January • Fellowships • Options for 3 year or 4 year research / teaching • Phd Stipends • Flat rate ARC Discovery Projects commening 2008

14. Direct Expenses • Personnel (MQ Funded) • Based on MQ salary rates (include increments) • Oncost rate used is 28% • If personnel will be paid by partner or other University base salary cost on partner organisation/other university salary scales ARC Discovery Projects commening 2008

15. Direct Expenses Salary • Applicable salary rate x time fraction x 1+ on-cost rate = Total Salary Cost Eg. Level B.2 in 2008, time fraction on project is 30%, on-cost rate is 28% 55,000 x 0.3 x 1.28 = $21,120 Casuals • Estimate a full-time equivalent time fraction if employed for a lengthy period and calculate as above for salaries. Eg. 3 days per week for 26 weeks FTE = 3/5 * 26/52 = 0.6 x 0.5 = 0.3 • Can use an hourly rate if employed for a short time Eg. $50 x 70 hours x 1.28 = $4,480 ARC Discovery Projects commening 2008

16. Direct Expenses Presentation of Salaries in GAMS • Salary costs are entered into Part C of GAMS applications in standard format: Position Title – Surname - Level @ Time Fraction + oncosts Examples: • CI – O’Neil – LB.1 @ 0.3 FTE +28% oncosts • Research Assistant HEW5.2 @ 0.5 FTE +28% oncosts • Research Associate LA.8 @ 0.5 FTE +28% oncosts ARC Discovery Projects commening 2008

17. Direct Expenses Teaching Relief • Only CIs are eligible • Rate is $32,972 for maximum 6 months (pro rate if requesting less than 6 months) Example • Position Title – Surname – Length of Teaching Relief • CI – O’Neil – 6 months ARC Discovery Projects commening 2008

18. Direct Expenses Equipment • Hardware and software items greater than $1000 • Include cost ex GST and any installation costs • Base price on latest prices (avoid guestimates) • If you require large costly pieces of equipment consider applying for an ARC Linkage Infrastructure, Equipment and Facilities Grant (LIEF) ARC Discovery Projects commening 2008

19. Direct Expenses Maintenance • Consumables and equipment less than $1000 • Don’t include computer equipment or data entry personnel in this category, use equipment or personnel ARC Discovery Projects commening 2008

20. Direct Expenses Travel • List costs clearly • include number of travellers, origin and destination, airfares, accommodation, daily allowances, field expense etc. Example: Sydney – Melbourne x 2 return trips x 4 project staff airfares • Accommodation x 9 nights • Meals & incidentals allowances 4 x 10 days @ 70 per day • Travel to field site - Km allowance @52cents/km x 800kms Sydney – New York x 1 return airfare • Accommodation x 9 nights • Meal & incidentals allowance 10 days @ 150 per day ARC Discovery Projects commening 2008

21. Direct Expenses Other • Any other direct costs that can’t be placed into categories listed above. • Eg Conference registration, translation services GST • Quote costs exclusive of GST. • GST does not apply to the ARC funds transferred directly from the ARC. • GST on external purchases are not charged to individual grant accounts. ARC Discovery Projects commening 2008

22. Indirect Expenses • Infrastructure – university charge not applicable to ARC Grant funds • In-kind • – non-cash contributions to project • Indirect • Estimate of infrastructure costs for full costing purposes • Calculation based on academic salaries Level A and above. Do not include General Staff • Multiplier • 1.25 Lab based research • 0.92 Non-Lab based research ARC Discovery Projects commening 2008

23. Indirect Expenses • Standard format for presenting costs • Position Title – Surname - Level @ Time Fraction + oncosts x multiplier Eg. CI – O’Neil – LB.1 @ 0.3 FTE +28% oncosts x 1.25 Research Associate LA.8 @ 0.5 FTE +28% oncosts x 1.25 ARC Discovery Projects commening 2008

24. Justification • Explain why cost is required and what benefit it brings to the research project. • Break down justification under budget headings ie. • Personnel • Teaching Relief • Equipment • Maintenance • Travel • Other ARC Discovery Projects commening 2008

25. Justification ARC funded items (max 2 A4 pages) • Personnel – why is specific person/level of expertise required? • Fellowships • why is a full-time commitment to project required or why has a teaching/research option been chosen? • Teaching relief • why is relief required to achieve a successful project outcome? • Major equipment • Why is it required? • Why is equipment not able to be accessed elsewhere and/or why is existing equipment not suitable? • Describe how it will be used and provide details of manufacturer, supplier, cost and installation based on quotations. Actual quotations do not need to be attached to application. • Travel – what is the purpose of the travel? ARC Discovery Projects commening 2008

26. Justification Non-ARC Contributions (max 1 A4 page) • How will University and other partner organisation contribution support the project. • If Partner Investigators are listed explain their contribution to the project. ARC Discovery Projects commening 2008

27. Resources • ARC Funding Rules • ARC Instructions to Applicants • MQ Salary Rates • ATO 05/06 reasonable travel rates ARC Discovery Projects commening 2008

28. Worked Example

29. Questions

30. Budgeting Contacts • Divisional Finance Officers • OFS Budget Officers Lokiluyana Wijesena x7240ELS, ICS, L&P Stephanie Grollimund x7264SCMP, Humanities, ACES Margaret Frith x7210MGSM, EFS ARC Discovery Projects commening 2008