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Budgets, Subcontracts, Matching, Invoicing

Budgets, Subcontracts, Matching, Invoicing. Kim Olson & Patricia Bradshaw Rocky Mountain Space Grant Consortium Annual Meeting, May 7, 2012. RMNSGC Budget – Years 3-5. Proposed FY 2012, FY 2013 and FY 2014 Allocations Base & Matching Funds Rocky Mountain Space Grant Consortium.

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Budgets, Subcontracts, Matching, Invoicing

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  1. Budgets, Subcontracts, Matching, Invoicing Kim Olson & Patricia Bradshaw Rocky Mountain Space Grant Consortium Annual Meeting, May 7, 2012

  2. RMNSGC Budget – Years 3-5 Proposed FY 2012, FY 2013 and FY 2014 Allocations Base & Matching Funds Rocky Mountain Space Grant Consortium Diane DeTroye, National Meeting of Space Grant Directors Meeting, March 2011 Base & Matching Funds – National Average

  3. Annual RMNSGC Budget Proposal • These budget pages go into actual budget proposal to NASA • Include as much detail as possible especially when travel and direct labor costs are involved • PI signs as well as representative from contracts and grants office • Second column denotes matching funds.

  4. Subcontract Process • We have streamlined subcontract process with U of U Office of Sponsored Projects • Kim Olson now preparing subcontracts and amendments (will be implemented with augmentation award) • After NASA contract arrives, Kim will get approval from UU OSP Office on subcontract amendments and then send to affiliates for review/signature • Will send directly to contracts/grants office contact at each affiliate with a cc to Trustee/PI of that subcontract • Kim will track and follow paperwork • Initial signature – partially executed agreement back to UU • After signed by UU, fully executed agreement back to affiliates • Affiliate will receive final P.O. from UU

  5. Subcontract Amendment Sample

  6. Matching Funds • Original non-federal budget included on matching forms • Matching costs are allowable per NASA guidelines consistent with grant expenditures • Authorizations for college and department signatures required (p. 2 of cost sharing form) • Indirect cost waiver may be used for matching with institutional approval

  7. Invoicing – SG Funds • Submit summary of expenditures using sample invoice form • (may submit electronically) • Attach supporting documentation • Follow same format as proposal budget • Submit invoices at least quarterly • U of U will review invoice and documentation for allowability • Institution is ultimately responsible for all costs • Invoice and matching certification submitted for payment • Final costs should be reported on an annual basis

  8. Invoicing – Matching Funds Certification • Submit matching expenditures using sample form • Submit matching documentation with matching invoice • U of U will review matching form and documentation for allowability and submit to accounting for processing • Internal documentation must be available for audit

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