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Preparing Your Budget Request

Preparing Your Budget Request. Victoria Rivera Office of Sponsored Programs Victoria.Rivera@ttuhsc.edu www.ttuhsc.edu/sponsoredprograms. What is a grant budget?.

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Preparing Your Budget Request

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  1. Preparing Your Budget Request Victoria Rivera Office of Sponsored Programs Victoria.Rivera@ttuhsc.edu www.ttuhsc.edu/sponsoredprograms

  2. What is a grant budget? • It is the Principal Investigator/Project Director’s best estimate of the expenses that will be incurred during the course of the project.

  3. General guidelines Your budget: • Should accurately reflect the work proposed in the narrative • Is a firm offer on the part of the institution • Should carefully follow the sponsor’s instructions and format requirements

  4. Budget Detail Major categories: • Salaries and Wages • Fringe Benefits • Travel • Equipment • Supplies • Subcontracts and Consultants • Other Direct Costs • Facilities & Administrative (F&A) Costs

  5. Salaries and Wages • Anticipated % of time each position will work directly on grant project (Effort) • % in relation to total time spent on TTUHSC duties • Use current or anticipated salary • 3% increase for subsequent years • Graduate Assistants – 50% FTE $21,000

  6. Salaries and Wages • Federal grants – “Calendar Month” calculation 50% time on project; 12 month appointment: .50 X 12 = 6 calendar months devoted to project

  7. Consists of: Social Security Workers Compensation Health Insurance Vacation Retirement plan payments No flat fringe rate Varies according to pay grade, full/part time status Fringe Benefits Use calculator at: www.ttuhsc.edu/sponsoredprograms/benefitcalc.aspx

  8. Travel • Refer to State travel policy • Registration fees usually allowable • Check sponsor guidelines for international travel • Current travel and per diem rates: www.fiscal.ttuhsc.edu/busserv/travel

  9. Equipment • An article of nonexpendable, tangible property having a useful life of more than 1 year and a cost of at least $5,000 • Base estimates on catalogue, telephone or written quote • See sponsor guidelines for equipment ownership after grant ends

  10. Supplies • Includes: • Expendable equipment • Lab supplies • Instructional materials • Office supplies and computers generally not charged directly to Federal grants

  11. Subcontracts and Consultants • Subcontracts transfer a portion of the research or work of the prime award to another institution • For the grant application include: • Subcontractor name(s) • Detailed budget • Statement of work • Consultants • List by name • Hourly rate, number of hours, other expenses

  12. Other Direct Costs Includes: • Duplication costs • Long-distance telephone charges • Books and reference materials Examples of unallowable costs on federal grants (OMB Circular A-21): • Membership dues (unless specified) • Entertainment costs (including alcohol) Refer to grant guidelines for specific unallowable costs.

  13. Facilities & Administration F&A (Indirect Costs) • Real costs incurred by the institution in support of sponsored projects but that cannot be directly tied to a specific grant or contract. • Federally negotiated rate through DHHS: • Research 48.5% • Instruction 35% • Off-campus 26% • Other institutional rates: • Private foundations 25% • Industry sponsors 25% • State agencies 15%

  14. Facilities & Administration F&A (Indirect Costs) Federal grants use Modified Total Direct Costs (MTDC) to calculate F&A • All direct project costs excluding: • Equipment (over $5,000) • Subcontracts in excess of first $25,000 • Capital expenditures • Rental and lease costs • Patient care • Tuition remission • Scholarships and fellowships

  15. Cost Sharing A commitment made by the institution to fund a portion of the total cost of a sponsored project • Mandatory cost sharing* – required by sponsor • Voluntary cost sharing – not required by sponsor • Committed cost sharing* – amount is specified • Example – Dr. Green 10% effort; no funds requested • Uncommitted cost sharing – amount is not specified • Example – Dr. Green will provide scientific direction related to certain (specify) aspects of the project; no funds requested *Mandatory and voluntary committed cost sharing must be documented (effort reporting)

  16. Budget Justification • Detailed justification of budgeted line items • Follow the grant guidelines and formatting requirements carefully

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