Budget

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  • 1. The University of Texas at Arlington Office of Research and Office of Accounting and Business Services Brown Bag Training Session Three: The 1,2,3’s of Budget Preparation
  • 2. The 1,2,3’s 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
    • The guidelines tell you:
    • 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
    • Types of Costs:
      • Direct
        • e.g. salary, fringe benefits, travel, equipment, lab supplies
        • Are easily associated with a specific project
      • Facilities & Administration (F&A)
        • Also known as Indirect Costs (IDC)
        • e.g. utilities, admin support, general office supplies
        • Can be associated with many other sponsored projects or cannot be easily associated with a specific project
  • 6. 2 ~ Elements of the Budget
    • Types of Direct Costs
      • Salaries:
        • UTA Employees who will direct effort to the grant, e.g. PIs, Post Docs, Students
        • Should reflect the amount of time that person will spend on the project
      • Fringe Benefits:
        • Should reflect UTA’s approved rates for the associated position
        • Includes: Health Insurance, Social Security, Retirement, Vacation/Sick Leave, FICA, OASI
  • 7. 2 ~ Elements of the Budget
    • Types of Direct Costs
      • Equipment
        • Must be identified and justified in proposal
        • Costs $5,000 or more and has a lifetime of 1 year or more, including fabricated equipment
      • Consultants
        • Used to pay experts outside UTA who provide professional advice or service
      • Publications
        • e.g. manuscript illustration, reprints, page charges
  • 8. 2 ~ Elements of the Budget
    • Types of Direct Costs
      • Research and Expendable Supplies
        • Identified and justified in the proposal
        • Must be clearly associated with, and necessary to, that particular project
        • Must be expended only for the associated project
        • Examples are: chemicals/glassware, small electronics, software, animals, ect.
  • 9. 2 ~ Elements of the Budget
    • Types of Direct Costs
      • Travel
        • Identified and justified
        • Includes: transportation, room and board
        • Must be directly related to the project
      • Subcontracts
        • Must provide a substantial programmatic contribution
        • At a minimum require a detailed budget, budget justification, work statement, and institutional endorsement
      • Tuition
        • Not permitted on federal awards
  • 10. 2 ~ Elements of the Budget
    • Types of Direct Costs
      • Copying & Duplication
        • Only allowable for unusual costs such as: large survey instruments, test, questionnaires, work shop procedures, program brochures
        • Identified and justified
      • Other Direct Costs
        • e.g. renovation of space, off campus facility rentals, long distance charges, participant support costs
  • 11. 2 ~ Elements of the Budget
    • F&A Costs
      • Expressed as a percentage of S&W, MTDC, TDC
      • The rate is negotiated with the federal government
        • MTDC excludes:
          • Equipment over $5,000
          • Portion of each subaward in excess of $25,000
          • Tuition remission
          • Off campus facility rental
          • Alteration and renovation
          • Participant support costs
  • 12. 2 ~ Elements of the Budget
    • F&A Costs
      • On-Campus vs. Off-Campus
        • To be considered off-campus you must be paying rent for the facilities out of the program budget
        • The budget must be divided between on-campus and off-campus activities
        • You must specify where the work will be done and how long it will last
  • 13. 2 ~ Elements of the Budget
    • The Budget Justification
      • Identifies your costs and explains the need for them
      • Answer any questions a reviewer may have about how you calculated your costs
      • Indicates the basis salaries and for any yearly increases
      • Should reflect the objectives of the project
  • 14. 3 ~ Special Requirements and Restrictions
      • Does the agency require cost share?
      • Do they require special travel considerations?
      • Do they limit F&A?
      • Do they prohibit certain cost categories?
      • Specific forms or format?
      • Remember that the budget can be reduced upon award leading to a reduction in scope as well.
  • 15. Budget Preparation
    • Start early
    • Contact your OR representative and let them help you
    • Ask questions
    • Construct your budget
    • Incorporate it into your proposal
  • 16. Other Resources
    • OR Website:
    • http://www.uta.edu/research/
    • NSF GPG:
    • http://www.nsf.gov/pubsys/ods/getpub.cfm?gpg
    • NIH Forms and Applications:
    • http://grants1.nih.gov/grants/forms.htm
    • OMB Circulars:
    • http://www.whitehouse.gov/omb/circulars/index-education.html
  • 17. Budget Management
    • Establishing Budgets
    • Grant Expenditures
    • Explanation of Receivables Categories
    • Budget Modifications
  • 18. 1. Establishing Budgets
    • Budgets are entered upon receipt of a written, approved authorization from an outside agency.
    • Grant
    • Contract
    • 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
    • Dollar amount
    • 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
    • Budget Transfers:
    • 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.
      • Example: 50% F&A rate, transfer $100 from 50 to 80, must also transfer $50 from 90 to 80.
  • 22. 4. Budget Modifications
    • Modified By Sponsor:
    • 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
    • Gifts vs. Grants