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Business Operations and Strategies Seminar (BOSS)

Business Operations and Strategies Seminar (BOSS). May 2, 2013. Office of the president. Scott Rayder Senior Advisor to the UCAR President. How Washington Works: Science Budgets, Policy and Advocacy. Scott Rayder, Senior Adviser to the UCAR President. UCAR Staff in Washington. Mike Henry

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Business Operations and Strategies Seminar (BOSS)

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  1. Business Operations and Strategies Seminar (BOSS) May 2, 2013

  2. Office of the president Scott Rayder Senior Advisor to the UCAR President

  3. How Washington Works:Science Budgets, Policy and Advocacy Scott Rayder, Senior Adviser to the UCAR President

  4. UCAR Staff in Washington Mike Henry Manager, Government Relations Ari Gerstman Manager, Business Development UCAR Washington Office1201 New York Avenue NW, 4th FloorWashington, DC 20005202 787-1633 Oldaker Group(UCAR’s legislative consultant)818 Connecticut Avenue NW, Suite 1100Washington, DC 20006 Joel Widder, Partner Meg Thompson, Partner Phil Bye, Associate

  5. Why a UCAR Washington office? • Serves as a community presence in D.C. for the atmospheric sciences • Provides downtown space for community leaders • Builds relationships with policy makers; connecting policy makers to scientists • Advocates for community priorities (e.g., NCAR base funding, COSMIC-2) • Tracks funding and policy developments • Empowers/helps scientists to engage in the policy process

  6. Collocated with Consortium for Ocean Leadership Same liquid, different densities!

  7. Government Relations Mission We bring science to bear on the policy and legislative issues of the day, focusing on key investment priorities critical to our nation and planet, and advocating for science-based weather, climate, and research policies. Office of the UCAR President External Relations Development and Partnerships Government Relations

  8. UCAR FY12 Expenditures (Agencies We Track) Total: $287.9M

  9. How Federal Dollars Flow Budget Revenue $ Authorizing Appropriations

  10. Administration’s Budget Request Process Congress NSF Office of Management and Budget (OMB) The White House NASA NOAA Office of Science and Technology Policy (OSTP) DOE

  11. The Ideal Federal Budget Process • 2nd Mon. in Feb: President submits budget proposal • March–April: Congress hears stakeholder testimony • Spring: Congress passes budget resolutions (House and Senate) setting overall spending levels • May–June: House passes 12 appropriations bills in committee and then on floor • June–July: Senate does the same • September: House, Senate reconcile & finalize bills • October 1: New fiscal year begins

  12. Appropriations timeline is slipping(which makes planning difficult) Each year: 12 appropriation bills (shown by diamonds above)

  13. Final FY13 Funding Details Total sequester = –7.81% for major science agencies in FY13

  14. Our slice of the federal pie in FY14 Request

  15. SCIENCE AGENCY BUDGETS INPRESIDENT’S FY14 REQUEST

  16. AGENCY BUDGETS IN FY2014: THE BRUTAL REALITY These numbers tell you what you need to know—nondefense discretionary spending caps President’s proposal:$603B Senate proposal:$506B House proposal: $414B The House proposal is the ONLY one that aligns with current budget law! President and Senate proposals assume changes in current laws.

  17. QUESTIONS? http://president.ucar.edu/government-relations

  18. Treasury Operations Anita Monk-Ryan (on behalf of Dan Wilson) Manager, Project Accounting

  19. UCAR HISTORY • UCAR’s roots go back to 1946. Originally organized as the High Altitude Observatory of Harvard University and the University of Colorado • Name changed in 1960 to UCAR with the creation of the National Center for Atmospheric Research (NCAR) • In 1960 UCAR had 14 member universities. This list has now grown to include 76 member universities, 25 Academic Affiliates, and 53 International Affiliates. • Today UCAR’s organized includes two major operational units, NCAR and the UCAR Community Programs (UCP). Each unit is headed by its own director.

  20. Member Institutions Board of Trustees UCAR Thomas Bogdan, President Finance & Administration Katy Schmoll, VP Integrated Science Program (ISP) Peter Backlund NCAR New Director hire in process Maura Hagan, Interim Director UCAR Community Programs (UCP) Emily CoBabe Ammann, Director Advanced Study Program (ASP) Chris Davis Cooperative Program for Operational Meteorology Education & Training (COMET) Rich Jeffries Global Learning & Observations to Benefit the Environment (GLOBE) Tony Murphy Computational & Information Systems Laboratory (CISL) Al Kellie Earth Observing Laboratory (EOL) Vanda Grubišić Constellation Observing System for Meteorology Ionosphere Climate (COSMIC)Bill Kuo Digital LearningSciences (DLS) Mary Marlino NCAR Earth Systems Laboratory (NSSL) Jim Hurrell Unidata Mohan Ramamurthy Visiting Scientists Program (VSP) Meg Austin Research Applications Laboratory (RAL) Brant Foote Joint Office for Science Support (JOSS) Karyn Sawyer National Science Digital Library (NSDL) Kaye Howe High Altitude Observatory (HAO) Michael Thompson Spark UCAR Science Education Raj Pandya

  21. UCAR’s 78 Member Institutions (2013/1960) University of Alabama in Huntsville University of Alaska University at Albany, State U of NY University of Arizona Arizona State University Brown University California Institute of Technology University of California, Berkeley University of California, Davis University of California, Irvine University of California, Los Angeles University of Chicago Colorado State University University of Colorado at Boulder Columbia University University of Connecticut Cornell University University of Delaware University of Denver Drexel University Florida State University George Mason University Georgia Institute of Technology University of Georgia Harvard University University of Hawaii University of Houston Howard University University of Illinois at Urbana-Champaign Iowa State University University of Iowa The Johns Hopkins University University of Maryland Massachusetts Institute of Technology McGill University Michigan State University University of Maine University of Miami University of Michigan-Ann Arbor University of Minnesota University of Missouri Naval Postgraduate School University of Nebraska Lincoln Nevada System of Higher Education University of New Hampshire New Mexico Institute of Mining and Technology New York University North Carolina State University University of North Dakota The Ohio State University University of Oklahoma Old Dominion University Oregon State University Pennsylvania State University Princeton University Purdue University University of Rhode Island Rice University Rutgers University Saint Louis University Scripps Institution of Oceanography at UCSD Stanford University University of Stony Brook - State University of New York Texas A & M University University of Texas at Austin Texas Tech University University of Toronto Utah State University University of Utah University of Virginia University of Washington Washington State University University of Wisconsin- Madison University of Wisconsin-Milwaukee Woods Hole Oceanographic Institution University of Wyoming Yale University York University

  22. STORM Science & Technology Opportunity Risk Mitigation

  23. STORM Expenditures FY00-FY12 As of September 30, 2012 Total $3.8M

  24. Science Expenditures FY00-FY12 As of September 30, 2012 Total $2.02M

  25. SCIENCE OPPORTUNITIES in STORM FY00 to FY12

  26. STORM Balances as of 9/30/12 $3.9M

  27. Debt Financing

  28. UCAR’s Debt History

  29. Debt Balances as of 9/30/12 • 2003 Series $16.8M • 2010 Series $24.7M • 2011 Series A1, A2 and B $28.5M • 2012 Series A and B $14.5M • $84.5M

  30. CG2 CG3 CG1 FLA FL0 FL4 FL3 FL2 FL1

  31. Compliance Issues Anita Monk-Ryan Manager, Project Accounting

  32. Circular Compliance • OMB Circular A-110: Administration of Grants and Agreements • OMB Circular A-122: Cost Principles • OMB Circular A-133: Audit Requirements • http://www.whitehouse.gov/omb/circulars_index-education

  33. OMB Circular A-110 • Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations • Administration of grants and agreements • Pre-award requirements • Post award requirements • Close out requirements

  34. OMB Circular A-122 • Cost Principles for Non-Profit Organizations • Principles for determining costs • Factors affecting allowability of costs. To be allowable under an award, cost must meet the following general criteria: • Be reasonable for the performance of the award and be allocable thereto under these principles • Be consistent with policies and procedures that apply uniformly to both federally financed and other activities of the organization. • Be accorded consistent treatment • Be adequately documented

  35. OMB Circular A-122 Attachments • Attachment A • Direct vs. Indirect costs • Allowability and allocability of costs • Determination of indirect cost rates • Negotiation of rates by cognizant audit agency

  36. OMB Circular A-122 Attachments • Attachment B • Selected items of cost such as • Advertising • Alcoholic Beverages • Entertainment Costs • Fines and Penalties • Participant Support Costs • Lobbying

  37. OMB Circular A-133 • Audits of States, Local Governments, and Non-Profits Organizations • Sets forth standards for obtaining consistency and uniformity among Federal agencies for the audit of states, local governments, and non-profit organizations expending Federal Awards.

  38. OMB Circular A-133 items • Audit requirements • Auditee responsibilities • Auditor responsibilities • Instructions for submitting the audit report to the Federal Audit Clearing House for the US Census Bureau • http://harvester.census.gov/sac/

  39. Break! • Be back at 2:35 for more BOSS! • 2nd Session - Panel Presenters • Valerie Koch, GoeffCheeseman and Kelly Smith • Gina Taberski and Peter Chamberlain • Dave Sundvall

  40. Indirect Cost rates Justin Young Manager, Budget Analysis

  41. Why do we have indirect cost rates? Federal Regulations OMB Circular A-122, Cost Principles for Non-Profit Organizations http://www.whitehouse.gov/omb/circulars_a122_2004/

  42. OMB Circular A-122, Cost Principles for Non-Profits • Defines Direct and Indirect Costs • Details methodology for developing indirect cost pools • Defines allocation bases for distributing indirect costs, e.g., Modified Total Direct Costs (MTDC)

  43. Indirect Cost Pool Components • Cost Pool is comprised of expenses of like character in terms of the functions they benefit • Allocation base measures benefit to each function • Indirect Cost Pool/ Allocation Base = Indirect Cost Rate

  44. FY2014 Indirect Cost Rates Indirect Cost Rate FY 2014BASE Employee Benefit Rates: Reduced Benefit Rate 9.6% Salary* Full Benefit Rate 53.8% Salary Communications: $3,055 Headcount Facilities Cost Rate: $26.96 GASF UCAR G&A: 15.5% MTDC+IC NCAR Indirect Cost Rates: On-site 58.8% MTDC Off-site 43.1% MTDC UCP Indirect Cost Rates: On-site 34.1% MTDC Off-site 23.5% MTDC * Includes casual employee and student visitor salaries.

  45. UCAR Indirect Cost Flowdown *The graphic is intended to show the flow of costs and the proportions do not reflect total dollars.

  46. Benefits Cost Pool - $50M(FY14)

  47. Communications Cost Pool - $4.9M (FY14)

  48. Facilities Cost Pool - $17.4M (FY14)

  49. UCAR G&A Cost Pool - $25M (FY14)

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