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Budget Seminar
Thomas Burns
Associate Director, Office of Research Administration
Alex Galea
Assistant Director, Office of Research Administration
Presentation overview
• Budget categories
• Difference between Modular and
Research & Related Budgets (NIH)
• Modified Total Direct Costs (MTDC)
• Unallowable costs
• Budget Justification
• Post-Award
Budget Categories
• Personnel (Salary and Fringe Benefits)
• Consultants
• Equipment
• Supplies
• Travel (Domestic or Foreign)
• Other
• Patient Care (Inpatient/Outpatient)
• Consortium (Subcontract)
• Facilities and Administrative (Indirects/Overhead)
5/19/2015 3
Facilities and Administrative Rates
• Organized Research
– On Campus: 62%
– Off Campus: 26%
• Other Sponsored Activity
– On Campus: 36%
– Off Campus: 21%
• Instruction
5/19/2015 4
NIH Budgets for Research Grants
• Research and Related (R&R) Budget
– Used for research grant applications
requesting more than $250,000 direct
costs per year
• Modular Budget
– Used for research grant applications
requesting less than $250,000 direct costs
per year
5/19/2015 5
Modified Total Direct Costs (MTDC)
• Direct costs less certain excluded items,
detailed by negotiation agreement or by
sponsor policy
5/19/2015 6
Exclusions to F&A Base
• Equipment
• Capital Expenditures
• Patient Care
• Tuition Remission
• Rental Costs
• Scholarships and Fellowships
• Subcontracts in excess of $25,000
5/19/2015 7
Common Unallowable Costs
• Alcohol
• Entertainment Costs
• General Office Supplies
5/19/2015 8
Budget Justification
• Provide the additional information requested in each
budget category
• Personnel
– Describe role of personnel on the project
– List effort of personnel in calendar months
• Travel
– Include purpose, destination, dates of travel (if
known), and number of individuals for each trip
5/19/2015 9
Budget Justification
• Materials and Supplies
– Indicate general categories such as glassware,
chemicals, animals costs, including an amount for
each category
– Categories less than $1000 are not required to be
itemized
• Consultants
– Provide the names and organizational affiiliations
of all consultants
5/19/2015 10
Post-Award
5/19/2015 11
SECTION I - AWARD DATA - 1 R01 HL123456-01
AWARD CALCULATION (U.S. Dollars):
Salaries and Wages $113,389
Fringe Benefits $32,883
Personnel Costs $146,272
Equipment $6,000
Supplies $34,000
Travel Costs $3,000
Other Costs $13,500
Consortium/Contractual Cost $112,459
Federal Direct Costs $315,231
Federal F&A Costs $140,825
APPROVED BUDGET $456,056
TOTAL FEDERAL AWARD AMOUNT $456,056
Commercially Sponsored
Research Budgets
• Facilities and Administration (F & A)
Costs- SOM
Commercial Sponsored
Research
07/01/11–06/30/15
On-Campus 72.0%
Off-Campus 34.0%
Commercially Sponsored
Research Budgets
• F & A taken on Total Direct Costs (TDC), not
Modified Total Direct Costs (MTDC)
• No exclusions from indirect cost base for
equipment, subawards > $25,000, etc.
• On campus space, organized research= 72%
• Off campus/clinical space= 34% (no facilities
costs)
Payment
• Fixed Price
• Cost Reimbursable
• Fixed fee per patient (clinical)
• Fixed fee per sample (lab)
Fixed Price Contract-Commercial
• Fixed payment amount in exchange for provision of specific
services/deliverables, regardless of the cost to produce.
• No financial reporting to sponsor
• No financial audit rights
• Most flexible for Investigator- no budget categories
• Payment due on achievement of milestone, submission on
deliverable
• University can retain surplus balance at end of project (ORA
approval required if >25% of contract price).
Fixed Price Contract-Commercial
• Draft Payment Schedule that makes sense for project
• Get appropriate amount up front/at start of project
• Clearly defined deliverables/milestones
• Allow for flexibility when building budget
• Total amount should include directs, F & A, IRB,
startup costs
• F & A taken as “receipt tax”
• Internal budget should still show budget breakdown,
but not part of contract
Cost Reimbursable
• Reimbursed for actual costs expended in performing
the project.
• Return unspent/unused funds to sponsor; no surplus
• Scope of work can be specific
(deliverables/milestones) or general
• F & A is a function of expenses.
• Sponsor gets financial reporting/audit rights
5/19/2015 17
Fixed Per Patient
• Fixed amount per patient enrolled in study
• Start up/IRB costs up front
• F & A included in per patient amount
• Build budget commensurate with confidence
of hitting enrollment goals
5/19/2015 18
Fixed Per Sample
• Fixed amount per sample analyzed/delivered
• Lab based work
• Loaded rates (include F & A)
• No reporting/audit
• Invoice based on number of samples, not
costs
5/19/2015 19
IRB Fees
JHM IRB Review Fees (effective 3/1/12)
Type of Review Initial Review Continuing Review
Convened $2500 $1250
Expedited $2000 $1000
Exempt $100 N/A
5/19/2015 20
Commercially funded studies- School of Medicine
Clinical Research Support
Services- SOM ORA
Clinical Research Support Services
Main phone: 410-502-6001
Fax: 410-502-6004
No departmental delegations at this time.
For additional information, see the Clinical Research Support Services
Workflow.
.
Karen Roz ORA Director, Clinical
Research
410-955-7682
rozka@jhmi.edu
Lisa Wallace Assistant Director, Clinical
Research
410-502-5992
lwalla10@jhmi.edu
Cindy Elliott Sr. Clinical Research
Analyst
410-502-5994
cellio14@jhmi.edu
Tracy McCracken, RN,
BSN
Sr. Clinical Research
Analyst
410-502-5996
tborman@jhmi.edu
J. Mario Adrien Clinical Research
Coverage Analyst
410-502-3566
jadrien1@jhmi.edu
Erika Maden Galiunas Clinical Research
Coverage Analyst
410-502-0077
emaden1@jhmi.edu
Genea Smith Clinical Research
Coverage Analyst
410-502-5996
smithge@jhmi.edu
Linda Wilkins Clinical Research
Coverage Analyst
410-614-1799
lwilkins@jhmi.edu
Leslie Woytowitz Clinical Research
Coverage Analyst
410-502-7704
lwolf10@jhmi.edu
Dawn Young Clinical Research
Coverage Analyst
410-502-7705
dyoung3@jhmi.edu
Kelly Crowe Budget Specialist 410-614-9051
kcrowe3@jhmi.edu
5/19/2015 21

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Budget Seminar - Office of Research Administration

  • 1. Budget Seminar Thomas Burns Associate Director, Office of Research Administration Alex Galea Assistant Director, Office of Research Administration
  • 2. Presentation overview • Budget categories • Difference between Modular and Research & Related Budgets (NIH) • Modified Total Direct Costs (MTDC) • Unallowable costs • Budget Justification • Post-Award
  • 3. Budget Categories • Personnel (Salary and Fringe Benefits) • Consultants • Equipment • Supplies • Travel (Domestic or Foreign) • Other • Patient Care (Inpatient/Outpatient) • Consortium (Subcontract) • Facilities and Administrative (Indirects/Overhead) 5/19/2015 3
  • 4. Facilities and Administrative Rates • Organized Research – On Campus: 62% – Off Campus: 26% • Other Sponsored Activity – On Campus: 36% – Off Campus: 21% • Instruction 5/19/2015 4
  • 5. NIH Budgets for Research Grants • Research and Related (R&R) Budget – Used for research grant applications requesting more than $250,000 direct costs per year • Modular Budget – Used for research grant applications requesting less than $250,000 direct costs per year 5/19/2015 5
  • 6. Modified Total Direct Costs (MTDC) • Direct costs less certain excluded items, detailed by negotiation agreement or by sponsor policy 5/19/2015 6
  • 7. Exclusions to F&A Base • Equipment • Capital Expenditures • Patient Care • Tuition Remission • Rental Costs • Scholarships and Fellowships • Subcontracts in excess of $25,000 5/19/2015 7
  • 8. Common Unallowable Costs • Alcohol • Entertainment Costs • General Office Supplies 5/19/2015 8
  • 9. Budget Justification • Provide the additional information requested in each budget category • Personnel – Describe role of personnel on the project – List effort of personnel in calendar months • Travel – Include purpose, destination, dates of travel (if known), and number of individuals for each trip 5/19/2015 9
  • 10. Budget Justification • Materials and Supplies – Indicate general categories such as glassware, chemicals, animals costs, including an amount for each category – Categories less than $1000 are not required to be itemized • Consultants – Provide the names and organizational affiiliations of all consultants 5/19/2015 10
  • 11. Post-Award 5/19/2015 11 SECTION I - AWARD DATA - 1 R01 HL123456-01 AWARD CALCULATION (U.S. Dollars): Salaries and Wages $113,389 Fringe Benefits $32,883 Personnel Costs $146,272 Equipment $6,000 Supplies $34,000 Travel Costs $3,000 Other Costs $13,500 Consortium/Contractual Cost $112,459 Federal Direct Costs $315,231 Federal F&A Costs $140,825 APPROVED BUDGET $456,056 TOTAL FEDERAL AWARD AMOUNT $456,056
  • 12. Commercially Sponsored Research Budgets • Facilities and Administration (F & A) Costs- SOM Commercial Sponsored Research 07/01/11–06/30/15 On-Campus 72.0% Off-Campus 34.0%
  • 13. Commercially Sponsored Research Budgets • F & A taken on Total Direct Costs (TDC), not Modified Total Direct Costs (MTDC) • No exclusions from indirect cost base for equipment, subawards > $25,000, etc. • On campus space, organized research= 72% • Off campus/clinical space= 34% (no facilities costs)
  • 14. Payment • Fixed Price • Cost Reimbursable • Fixed fee per patient (clinical) • Fixed fee per sample (lab)
  • 15. Fixed Price Contract-Commercial • Fixed payment amount in exchange for provision of specific services/deliverables, regardless of the cost to produce. • No financial reporting to sponsor • No financial audit rights • Most flexible for Investigator- no budget categories • Payment due on achievement of milestone, submission on deliverable • University can retain surplus balance at end of project (ORA approval required if >25% of contract price).
  • 16. Fixed Price Contract-Commercial • Draft Payment Schedule that makes sense for project • Get appropriate amount up front/at start of project • Clearly defined deliverables/milestones • Allow for flexibility when building budget • Total amount should include directs, F & A, IRB, startup costs • F & A taken as “receipt tax” • Internal budget should still show budget breakdown, but not part of contract
  • 17. Cost Reimbursable • Reimbursed for actual costs expended in performing the project. • Return unspent/unused funds to sponsor; no surplus • Scope of work can be specific (deliverables/milestones) or general • F & A is a function of expenses. • Sponsor gets financial reporting/audit rights 5/19/2015 17
  • 18. Fixed Per Patient • Fixed amount per patient enrolled in study • Start up/IRB costs up front • F & A included in per patient amount • Build budget commensurate with confidence of hitting enrollment goals 5/19/2015 18
  • 19. Fixed Per Sample • Fixed amount per sample analyzed/delivered • Lab based work • Loaded rates (include F & A) • No reporting/audit • Invoice based on number of samples, not costs 5/19/2015 19
  • 20. IRB Fees JHM IRB Review Fees (effective 3/1/12) Type of Review Initial Review Continuing Review Convened $2500 $1250 Expedited $2000 $1000 Exempt $100 N/A 5/19/2015 20 Commercially funded studies- School of Medicine
  • 21. Clinical Research Support Services- SOM ORA Clinical Research Support Services Main phone: 410-502-6001 Fax: 410-502-6004 No departmental delegations at this time. For additional information, see the Clinical Research Support Services Workflow. . Karen Roz ORA Director, Clinical Research 410-955-7682 rozka@jhmi.edu Lisa Wallace Assistant Director, Clinical Research 410-502-5992 lwalla10@jhmi.edu Cindy Elliott Sr. Clinical Research Analyst 410-502-5994 cellio14@jhmi.edu Tracy McCracken, RN, BSN Sr. Clinical Research Analyst 410-502-5996 tborman@jhmi.edu J. Mario Adrien Clinical Research Coverage Analyst 410-502-3566 jadrien1@jhmi.edu Erika Maden Galiunas Clinical Research Coverage Analyst 410-502-0077 emaden1@jhmi.edu Genea Smith Clinical Research Coverage Analyst 410-502-5996 smithge@jhmi.edu Linda Wilkins Clinical Research Coverage Analyst 410-614-1799 lwilkins@jhmi.edu Leslie Woytowitz Clinical Research Coverage Analyst 410-502-7704 lwolf10@jhmi.edu Dawn Young Clinical Research Coverage Analyst 410-502-7705 dyoung3@jhmi.edu Kelly Crowe Budget Specialist 410-614-9051 kcrowe3@jhmi.edu 5/19/2015 21