- 1. The University of Texas at Arlington Office of Research and
Office of Accountingand Business Services Brown Bag Training
Session Three: The 1,2,3s of Budget Preparation
2. The 1,2,3s of Budget Preparation and Management Presenters:
Preparation: Rae Schofield Management: Brent Norman 3. Goals and
Objectives
- 1 ~ Read the Proposal/Agency Guidelines and Evaluate your
Budget Needs
- 2 ~ Elements of the Budget
- 3 ~ Special Requirements and Restrictions
4. 1 ~ The Guidelines and Budget Needs
- Your dollar limit, if any
- Which costs are allowable
- Evaluating your budget needs:
- Does the scope of your project fit the solicitation?
- Will cost needs exceed the allowable dollar limits?
5. 2 ~ Elements of the Budget
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- e.g. salary, fringe benefits, travel, equipment, lab
supplies
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- Are easily associated with a specific project
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- Facilities & Administration (F&A)
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- Also known as Indirect Costs (IDC)
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- e.g. utilities, admin support, general office supplies
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- Can be associated with many other sponsored projects or cannot
be easily associated with a specific project
6. 2 ~ Elements of the Budget
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- UTA Employees who will direct effort to the grant, e.g. PIs,
Post Docs, Students
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- Should reflect the amount of time that person will spend on the
project
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- Should reflect UTAs approved rates for the associated
position
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- Includes: Health Insurance, Social Security, Retirement,
Vacation/Sick Leave, FICA, OASI
7. 2 ~ Elements of the Budget
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- Must be identified and justified in proposal
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- Costs $5,000 or more and has a lifetime of 1 year or more,
including fabricated equipment
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- Used to pay experts outside UTA who provide professional advice
or service
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- e.g. manuscript illustration, reprints, page charges
8. 2 ~ Elements of the Budget
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- Research and Expendable Supplies
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- Identified and justified in the proposal
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- Must be clearly associated with, and necessary to, that
particular project
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- Must be expended only for the associated project
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- Examples are:chemicals/glassware, small electronics, software,
animals, ect.
9. 2 ~ Elements of the Budget
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- Includes: transportation, room and board
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- Must be directly related to the project
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- Must provide a substantial programmatic contribution
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- At a minimum require a detailed budget, budget justification,
work statement, and institutional endorsement
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- Not permitted on federal awards
10. 2 ~ Elements of the Budget
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- Only allowable for unusual costs such as: large survey
instruments, test, questionnaires, work shop procedures, program
brochures
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- e.g. renovation of space, off campus facility rentals, long
distance charges, participant support costs
11. 2 ~ Elements of the Budget
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- Expressed as a percentage of S&W, MTDC, TDC
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- The rate is negotiated with the federal government
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- Portion of each subaward in excess of $25,000
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- Off campus facility rental
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- Alteration and renovation
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- Participant support costs
12. 2 ~ Elements of the Budget
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- To be considered off-campus you must be paying rent for the
facilities out of the program budget
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- The budget must be divided between on-campus and off-campus
activities
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- You must specify where the work will be done and how long it
will last
13. 2 ~ Elements of the Budget
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- Identifies your costs and explains the need for them
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- Answer any questions a reviewer may have about how you
calculated your costs
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- Indicates the basis salaries and for any yearly increases
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- Should reflect the objectives of the project
14. 3 ~ Special Requirements and Restrictions
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- Does the agency require cost share?
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- Do they require special travel considerations?
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- Do they prohibit certain cost categories?
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- Specific forms or format?
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- Remember that the budget can be reduced upon award leading to a
reduction in scope as well.
15. Budget Preparation
- Contact your OR representative and let them help you
- Incorporate it into your proposal
16. Other Resources
- http://www.uta.edu/research/
- http://www.nsf.gov/pubsys/ods/getpub.cfm?gpg
- NIH Forms and Applications:
- http://grants1.nih.gov/grants/forms.htm
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http://www.whitehouse.gov/omb/circulars/index-education.html
17. Budget Management
- Explanation of Receivables Categories
18. 1. Establishing Budgets
- Budgets are entered upon receipt of a written, approved
authorization from an outside agency.
- Modification to an existing account
19. 2. Grant Expenditures
- All allowable, allocable direct charges should be applied to
the grant as they are incurred.
- All requests to transfer expenditures to a grant should be in
writing (email) with justification to the Grant Accountant and
include the following:
- Document number or voucher number
- Account number where expense was charged
- A copy of the invoice or receipt to support the request
20. 3. Receivables Categories
- Budget Categories 91 and 92 reflect the receivables for the
account.
- 91 Commitment Receivable Begins as the total amount of the
awarded budget and is reduced as billings are recorded
- 92 Billings Receivable Begins as zero and increases to reflect
the total amount billed
21. 4. Budget Modifications
- All budget transfer requests should be written (email) and
submitted to the Office of Research for approval.
- A transfer involving a category subject to F&A and one not
subject to F&A will have an impact on the F&A budget.
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- Example: 50% F&A rate, transfer $100 from 50 to 80, must
also transfer $50 from 90 to 80.
22. 4. Budget Modifications
- Modification letter from the sponsor through the Office of
Research
- Budget revision by the Office of Research
23. Brown Bag Training Session Four
- Wednesday January 22, 2003