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The budget is used to estimate the support required to perform the proposed statement of work. Preparing a budget proposal begins with all the necessary tools. The first step is to obtain the Agency's program information. Most agencies provide guidelines which outline the budget format and other requirements.
The staff of the Contracts and Sponsored Programs Group is available to assist you in understanding these guidelines, to prepare budget estimates, and to identify the Institute's requirements regarding the submission of proposals. It is essential that you communicate with the Contracts and Sponsored Programs office when developing your budget so that current rates are used and appropriately applied. By regulation, current rates must be used for budget submissions.
Whether or not an agency provides guidelines, budgets generally contain the following information:
Salaries and Wages:
The budget should include salaries for all personnel who will be paid under the proposed grant. The percentage of a person's effort to be devoted to the project and the time involved (usually designated in months) should also be noted.
Proposed salary projections usually include an increase of 4% per year for an extended project period beyond the current fiscal year.
If a person to be included in a proposal is an ST ScI employee already on staff, his or her current salary is used in computing the proposal budget. If the person is not an ST ScI employee, a standard rate for the position established by Human Resources is used. Listed below are a few of the more commonly proposed and funded positions supported by grants:
Postdoctoral Associate
Science Data Analysts
Graduate Student
Summer Student
The new Indirect Cost Rate Structure allows you to budget only for the actual productive labor for the project. This figure is arrived by the calculation: (Salary) x (% effort) x (No. of months) x (90.0%) = Salary Amount requested. This calculation is automatically done by the Contracts and Grants Group. The 90.0% factor represents productive (direct charge) labor and is based upon historical averages of Postdoctoral Associates and Graduate Students at the Institute over the past two (2) years. The balance, or 10%, represents sick, holiday, and vacation leave (indirect charge) which is accounted for in the overhead rate. An average of 208 hours per year of leave per person is taken by ST ScI employees. The dollars associated with these hours are included in the overhead rate. Therefore, to utilize a full 2080 hours would duplicate these costs. As such, 208 hours are subtracted from 2080 hours and the difference (1872) is divided by the total hours (2080) to calculate productive labor.
Fringe Benefits:
Fringe benefits are calculated as a percentage of salary requested for each individual. This calculation is also done automatically by the Contracts and Grants Group.
To recognize the fact that several groups of employees cannot participate fully in the benefits available to ST ScI staff, a reduced fringe allocation has been developed to apply to those employees. This reduced fringe allocation for FY97 is 8.4%. The following types of ST ScI employees receive the reduced fringed allocation:
Graduate Students
Interns
Part-time Employees (20 hours or less per week)
Temporary Employees
Visiting Fellows
All other ST ScI employees are eligible for the full range of benefits. The following fringe rate which represents the full range of benefits is currently used in proposals for all other ST ScI employees:
FY97 - 25.7%
Fringe benefit rates are based upon the following costs and are subject to change:
Medical/Health Insurance
Dental Insurance
Life Insurance
Retirement/Pension
Federal Insurance Contributions Act (FICA)
Worker Compensation
Maryland Unemployment Tax
Other Direct Costs (ODCs):
Other direct costs include direct costs other than salary and benefits. Budget proposals usually divide ODCs into major sub-elements such as travel, equipment, supplies/materials, publications, etc. In many instances, allowable ODCs will not correspond to the defined major sub-elements. In these cases, a general sub-element entitled "Other Direct Costs" is used. This sub-element can contain items such as: minor fee-for-service contracts or printing/copying charges for other than publication purposes.
Travel:
Travel which provides a direct benefit to the project is an allowable cost and may be incorporated into the budget. Domestic and foreign travel should be listed separately in the budget. Domestic travel is travel within and between any of the 50 states of the U.S. and Canada. Foreign travel is any travel outside the U.S. and its territories.
Travel costs reimbursements are limited by the Institute's policies as reflected in the ST ScI Travel Manual. Federal agencies require the use of domestic carriers except where such flights are unavailable. In the case of air travel, first class travel may only be used under certain extremely limited situations.
The budget should identify the purpose of any travel, the number of trips, the number of days per trip, the cost per trip (including airfare, ground transportation, and per diem costs), the destinations and the number of individuals participating in each trip.
Supplies and Materials:
Items which are necessary to perform the proposed work, such as laboratory supplies, office supplies, and computer/data processing supplies, are allowable costs and may be incorporated into the budget proposal.
Publication Costs/Page Charges:
Publishing the research results of a grant, including the costs of reports, page charges, etc., is an allowable cost and may be incorporated into the budget proposal. The number of pages anticipated to be published should be indicated in the budget. This cost is calculated by multiplying the estimated number of pages to be published by the current standard rate of $140 per page. Other rates may be used for pages requiring color or other special needs.
Equipment:
Equipment to be purchased under a grant to support the work to be accomplished under that same grant is an allowable cost and may be incorporated into the budget proposal. Equipment is defined as property having a useful life of more than two (2) years and an acquisition cost in excess of $500 per unit. This includes items such as:
Computers
Workstations
Cameras
Computer/Workstation enhancements (e.g., memory upgrade) - The tag number of the workstation being upgraded should be included in the justification for such items.
Computer Connection Fee ($90.00) - This Fee is charged on a monthly basis at $90 per Full Time Employee (FTE) working on the project for access to the computing infrastructure.
Consultants:
A consultant is an individual hired to provide professional advice or services for a fee but not as an employee of the ST ScI. The cost to hire a consultant to support a grant is an allowable cost and may be incorporated into a budget proposal. Costs for consultants may include fees, travel expenses, per diem and subsistence.
Subcontracts/Subgrants:
A subcontract/subgrant is required when a third party will be performing a significant portion of the proposed work. The third party is generally required to submit the same proposal information required by the program guidelines. This information is submitted to ST ScI for incorporation into our budget proposal. Subcontract Overhead is calculated as a percentage of the Subcontract/Subgrant only. To calculate the amount of Subcontract Overhead, multiply the Total Subcontract/Subgrant Costs by the current rate of 1.93%.
Overhead:
Overhead is a type of indirect cost. Indirect costs such as overhead are real costs to ST ScI which cannot be attributed to any one particular project, but are associated with employees that are supported under sponsored projects. The elements which contribute to the overhead cost rate include:
Sick, Holiday, Vacation and Other Leave
Systems & User Support Branch
Supervisor for Science Data Analysts (SDAs)
Graphics Group and the Library
Unproductive labor for both indirect and direct personnel (i.e., sent home on a snow day)
Fringe on indirect and unproductive labor
All costs for the Branches defined as indirect functional units (i.e., SDA Supervisor, Systems & User Support, Graphic Arts, and the Library)
Facilities support costs (e.g., power, heat, leases, electricity, etc.)
The indirect costs for overhead are calculated as a percentage of salaries and wages only, other direct costs are not included in the calculation. To calculate the amount of overhead, multiply the total of salaries and wages only by the current overhead rate of 64.21%.
Total Costs Before G&A:
Total Costs Before G&A include the following: direct labor, fringe benefits, travel, material and supplies, equipment, other direct costs (ODCs), and overhead costs.
General and Administrative Costs:
General and Administrative Costs (G&A) are also a type of indirect costs. G&A are real costs to ST ScI which cannot be attributed to any one particular project or group of projects, but are incurred in general support of the Institute as a whole.
General and Administrative Costs are applied to the Total Costs Before G&A (direct labor, fringe, overhead, material and supplies, equipment, and all other direct costs (odcs). The elements which determine the G&A rate include: costs associated with Institute management (Director's Office), all of the Administration Division except the Facilities Branch (which is allocated through the overhead rate) and the Grants Administration Branch (which is a direct charge).
General and Administrative Costs are calculated as a percentage of the Total Costs Before G&A. To calculate the amount of G&A, multiply the Total Costs Before G&A by the current rate of 14.14%.
Total Project Costs:
The sum of all costs (direct and indirect) included in the budget proposal.
The Principal Investigator is responsible for forwarding a copy of all correspondence from the funding agency to the Grants and Contracts Administrator. The Grants and Contracts Administrator will work with the appropriate funding agency contacts to ensure timely receipt of award documentation. If revisions to the original budget are required, the investigator must identify where reductions or changes should be made to the original budget. Contracts and Sponsored Programs will prepare a revised budget for submission to the funding agency and submit any other information such as certifications required prior to award. A copy of all correspondence and the revised budget will be forwarded to the investigator. The revised budget does not require the formal review outlined in the proposal submission procedures. However, the principal investigator must work with Contracts and Sponsored Programs to ensure appropriate changes/reductions are made to the budget.
Project funds shall not be committed or expended until the award document from the funding agency has been fully executed by the funding agency and/or ST ScI.
Once the award has been received from the funding agency, Contracts and Sponsored Programs will review the document and obtain any required signatures for acceptance. If signatures are required, the award and the form may be forwarded to the Head of Administration for review and approval. The Head of Administration may forward the document to the Director for final review and approval. The Director (or designee) will return the executed document to Contracts and Sponsored Programs for submission to the funding agency. In an attempt to eliminate unnecessary administrative burden, NASA has implemented a unilateral award system. This system does not require formal acceptance and return of an award document for basic and supplemental funding. When such awards are received, the same procedures will apply, however no award document will be forwarded to the Director for signature.
Upon receipt of an award, Contracts and Sponsored Programs will request a WBS number from the Accounting Office in order to track expenditures for the project within the accounting system. The WBS number is requested using the "Grant and Contract Notification Form." The form is completed with information regarding the funding agency, awarded amount, award number and project dates. This information is entered into the accounting system by the Accounting Office when the WBS number is established. The Accounting Office will return a copy of the "Grant and Contract Notification Form" to Contracts and Sponsored Programs once the WBS has been assigned. Contracts and Sponsored Programs will notify the principal investigator of receipt of the award and the appropriate WBS to charge expenditures for the project using the completed "Grant and Contract Notification Form." The principal investigator is responsible for reviewing the form and noting the required reporting deadlines. Also, the principal investigator is responsible for the financial as well as the technical aspects of project management, ensuring that all technical reports are submitted in a timely manner.
Contracts and Sponsored Programs will update the accounting system (Deltek) with the detailed budget breakdown by object class category, agency contact person, funding value and project period. Contracts and Sponsored Programs is also responsible for updating the WBS List. The official grant and contract file is also established and shall contain the following information:
Contracts and Sponsored Programs is primarily responsible for coordinating all activities for grant and other contracts within ST ScI. This includes determining allowable costs in accordance with applicable grant/contract regulations and requirements. Such regulations include the following:
This section does not include information regarding financial or cash management for grants and other contracts. The responsibility for such activities currently rests with the Finance staff at ST ScI. This includes accounts receivable/payable for grants/contracts, financial report preparation and cash management. Official copies of all documentation for expenditures are maintained by the Finance staff for audit purposes. Contracts and Sponsored Programs is responsible for reviewing all expenditures prior to processing for payment under a grant or contract. This review is to determine allowability and allocability of costs under the grant or contract.
If prior approval from the funding agency is required, Contracts and Sponsored Programs will request such approval and notify the principal investigator. The PI will be responsible for providing justification for such approval.
Certain agencies require prior approval for foreign travel; therefore, foreign travel request under a grant or contract should be submitted 30 days in advance of anticipated travel dates. Justification for the travel and how it relates to the project(s) should be attached to the Travel Form. An email of the justification should be sent to Contracts and Sponsored Programs. If you received an invitation to present a talk and/or poster presentation, please forward a copy of this information along with the Travel Form. If conference registration is required, please attach the appropriate information. All required signatures should be obtained before sending the form to Contracts and Sponsored Programs.
The investigator will be notified if there are any problems or questions regarding travel authorization. Once approved by Contracts and Sponsored Programs, the travel authorization form will be forwarded to the Travel Coordinator for further processing.
OMB Circular A-110, Attachment O, provides standards for use by recipients of federal funds for the procurement of supplies, equipment, materials and services. In addition, the ST ScI Procurement Office maintains internal procedures and policies for procurement. These regulations have been established to ensure that all materials and services are obtained in an effective manner and in compliance with applicable funding agency regulations. All procurement actions will be conducted in a manner which ensures maximum open and free competition. All purchases under a grant or other contract must be approved by Contracts and Sponsored Programs prior to submission to the Procurement staff. This will ensure that sufficient funding exists and that the expenditure is allowable and allocable to the grant. The completed purchase requisition, including price and possible vendors, must be completed and forwarded to Contracts and Sponsored Programs. The Contracts and Sponsored Programs Group will review the existing budget to determine if sufficient funds exist for the expenditure and if the costs are allowable within the scope of the project. Note: All computer equipment purchases must be reviewed by the CNS staff prior to submission to Contracts and Sponsored Programs. If a request for computer equipment is received from an investigator without approval, it will be forwarded to the CNS staff and the investigator will be notified of the delay.
ST ScI grants - If the equipment is greater than $1,000 and included within the approved proposal budget, the purchase requisition will be signed by Contracts and Sponsored Programs and forwarded to the Procurement staff. If the equipment is greater than $1,000 and not included in the approved proposal budget, prior approval to purchase the equipment is required. Contracts and Sponsored Programs will notify the investigator and a brief justification will be required. Contracts and Sponsored Programs will prepare a request to obtain such approval from the funding agency. The principal investigator will be notified of any delays in processing due to the approval requirement.
NASA grants - If the equipment is $5,000 or more and not included in the approved proposal budget, prior approval to purchase is required. Contracts and Sponsored Programs will notify the investigator and justification will be required. Contracts and Sponsored Programs will request approval from the funding agency. The principal investigator will be notified of any delays in processing due to the approval requirement.
Other contracts - Varies depending on the agency. Please contact Contracts and Sponsored Programs for specific requirements.
All new hires or transfer personnel transactions for grants and other contracts require approval by Contracts and Sponsored Programs to ensure the position has been budgeted and sufficient funds are available within the appropriate grant or other contract. The investigator should contact the personnel office to initiate the recruitment process. Human Resources will forward the Position Requisition Form to Contracts and Sponsored Programs for review and approval to charge to an appropriate grant or other contract. If the position is not budgeted within the grant; Contracts and Sponsored Programs will notify the investigator and the funding agency may be contacted in order to receive approval. If insufficient funds exist, however, the investigator will be notified of the deficit and the investigator must provide an alternative source of funding the position. The Position Requisition Form will be returned to Human Resources if any delays are experienced in the process.
Once the recruitment process has been completed, Human Resources will forward the Employment Commitment Approval form to Contracts and Sponsored Programs. Contracts and Sponsored Programs will again verify if sufficient funds exist in the budget for the grant/other contract. If insufficient funds exist, the principal investigator will be notified. Otherwise, the form will be signed and forwarded to Human Resources.
The Payroll Office is responsible for notifying Contracts and Sponsored Programs of any problems experienced in processing timecards for grant and other contracts. The Payroll Officer will forward a copy of the timecard noting the accounting system flag which occurred. Contracts and Sponsored Programs will investigate the problem and take appropriate steps to reconcile the problem, if necessary. This may include re-budgeting or extension of the period of performance.
Any principal investigator who wishes to charge expenditures to a grant must follow the appropriate ST ScI internal procedures for requesting materials, equipments, supplies and services. This includes utilizing the Procurement Staff to establish appropriate competition and ensure the lowest possible price without sacrificing quality. The Procurement Staff will forward appropriate documentation for the purchase to the Accounting Office to charge the expenditure to the grant or other contract. Sometimes, however, on other occasions, the principal investigator may incur expenditures which require reimbursement utilizing the "Request for Check" form. These circumstances must be justifiable and must include a detailed description, original receipts, receiving reports and appropriate management approvals prior to processing.
The "Request for Check" form must be submitted directly to Contracts and Sponsored Programs for review and approval to charge the expenditure to the grant or other contract. Contracts and Sponsored Programs will then review the request and the budget to ensure that the cost is both allocable and allowable. If the item is not allowable in accordance with appropriate OMB Circular A-110 or other applicable regulations, then approval may be obtained from the funding agency. In addition, if insufficient funds exist, the form will be returned to the investigator to provide an alternative source of funding. If there are any problems experienced in processing the request, both the investigator and the Accounting Office will be notified.
All subcontracts and subgrants must be reviewed and approved by Contracts and Sponsored Programs if the expenditure is to be charged to a grant or other contract. The investigator must complete a Purchase Requisition Form to initiate the preparation of subgrants/subcontracts. The completed form must be forwarded to Contracts and Sponsored Programs for review and approval. Contracts and Sponsored Programs will review the information and determine if the subgrant/subcontract has been approved within the proposal budget. If no such approval exists and is required, Contracts and Sponsored Programs will contact the funding agency to obtain such approval. Any special terms or conditions imposed upon ST ScI as recipient will also be imposed upon subgrantee/subcontractors. Additional terms and conditions may be attached to the completed purchase requisition by Contracts and Sponsored Programs after reviewing the applicable budget and funding agency requirements. The terms and conditions of the subgrant/subcontract also define the scheduled reporting dates, key contacts at ST ScI and the submission of invoices for payment. Contracts and Sponsored Programs will then forward the completed requisition and special terms and conditions to the Procurement Staff for review and further processing. Contracts and Sponsored Programs will receive a copy of the purchase order and establish a file for the subgrant/subcontract.
All invoices from subgrantee/subcontractors for grants and other contracts must be approved by Contracts and Sponsored Programs prior to payment. Contracts and Sponsored Programs will notify the principal investigator of receipt of an invoice for payment under the applicable grant/contract and request approval for payment. This approval is required to ensure investigator review and approval as well as input regarding the status of progress under the grant or subcontract. The approved invoice for payment will be forwarded to the Accounting Office for payment.
Request for no cost extensions should be forwarded to Contracts and Sponsored Programs with a justification for the request. An interim report is also required if one has not been submitted within the past year. Contracts and Sponsored Programs will submit the request to the awarding agency for approval. The PI will be notified of the approval/rejection and the Deltek accounting system with be updated if approved.
Most agencies allow an institution to rebudget funds within existing categories if it is not a substantial change. The institution uses no more than 25% of the total budget as the norm. If your request exceeds this amount, prior approval must be obtained from the awarding agency.
Each month, after the books are closed, reports are distributed by the Accounting Office. These reports include the: 1) Job Summary Report (JSR), (2) Purchase Commitments Detail Report, (3) Labor Hours By Employee Report, and (4) Current/Year-to-Date Other Direct Cost Detail Report. A copy of the reports are provided to management, the principal investigator and Contracts and Sponsored Programs for all current grants and other contracts. The principal investigator is responsible for reviewing the information contained in the reports and contacting Contracts and Sponsored Programs as soon as possible if problems or discrepancies are noted. In addition, Contracts and Sponsored Programs will review the reports to check the status of the budget, period of performance, and spending levels. Contracts and Sponsored Programs will contact the principal investigator if any discrepancies or problems exist which require correction. The Accounting Office will also work with Contracts and Sponsored Programs in reviewing the budgetary information contained in the reports.
Contracts and Sponsored Programs is responsible for initiating corrective action for any problems or discrepancies noted by the investigator or budget staff. This will include a memorandum identifying the discrepancy and recommended course of action. Any documentation supporting the resolution of the problem or the problem itself must be attached to the memorandum for audit purposes.
Each month and/or quarter, the Accounting Office prepares financial reports and invoices for submission to the funding agencies. These reports and invoices summarize the expenditures incurred to date, expenditures incurred during the quarter, advances/reimbursements received to date and the status of cash on hand. The Accounting Office is responsible for ensuring the timely submission of all required financial reports to the funding agency. Contracts and Sponsored Programs will work with the Accounting Office to determine the future quarter's cash requirements for grant and other contracts if advances are required. This is accomplished by working closely with the principal investigator to determine the level of spending anticipated under the grant or contract. A copy of invoices or requests for advances will be forwarded to Contracts and Sponsored Programs for review and approval.
Generally, the terms and conditions of most research grants and contracts require some form of annual reporting to track the progress of the researcher in meeting the specified goals and objectives of the research. As a result, Contracts and Sponsored Programs is responsible for tracking the reporting dates and submission of the reports and other deliverables for all grants and other contracts. Contracts and Sponsored Programs reviews each award to determine when reports are due and reports are generated from the accounting system (Deltek) for reporting and deliverables tracking and will notify the principal investigator within thirty (30) days of the anticipated due date.
The annual technical reporting requirement is a minimum reporting for most funding agencies such as NASA. Other funding agencies may require quarterly reports while others may only require annual reports for activities under the grant or contract. The report should contain a summary of the activities which occurred during the period, including any major accomplishments, progress on publications and problems which may delay progress on the research activities. In addition, the report should include a summary of future activities planned during the remainder of the period.
The principal investigator should forward the completed report via electronic mail or hardcopy to Contracts and Sponsored Programs for final submission to the funding agency. Contracts and Sponsored Programs will review the report and prepare the transmittal letter. If the due date cannot be met or if no activity occurred during the quarter, the principal investigator should notify Contracts and Sponsored Programs as soon as possible. A final copy of the report will be forwarded to the principal investigator when submitted to the funding agency.
All preprints, reprints, manuscripts and other similar products will be submitted to the appropriate funding agency for review. The principal investigator is responsible for forwarding the required copies to Contracts and Sponsored Programs for submission to the funding agency.
In general, most research grants and contracts are funded for a twelve (12) month period. In most instances, however, the investigator may apply for additional funds to expand the research effort and continue activities under an existing grant or contract. In other cases, a researcher may require more than one year to complete the research and will be funded over multiple years. The terms and conditions of each grant or contract indicates the type of funding or if renewal/continuation funding is available for the investigator. A continuing award, for example, is a research effort which the funding agency intends to support approximate levels of effort for an additional period of time provided funds are available and the results achieved warrant further support.
Contracts and Sponsored Programs maintains current research grant and contract files. The investigator will be contacted four (4) months prior to the end of the period of performance regarding whether or not he/she intends to continue the research effort for the grant or contract. A copy of any correspondence related to the approval or acceptance of any proposal or continuation of research efforts should be sent to Contracts and Sponsored Programs for retention in the official file.
OMB Circular A-110, Attachment N, describes the property management requirements for all property furnished by the federal government or funded by the federal government. These standards are required under all federal grants and other agreements. ST ScI has established its own internal property management system and procedures which meet all of the requirements outlined in the circular.
The Property Administrator is responsible for submission of inventory reports for all grants and contracts and the performance of a physical inventory of all property and equipment at least every two years. The principal investigator is responsible for safeguarding all property purchased with grant or contract funds. The principal investigator must contact the Property Administrator if an item is relocated, lost or stolen so that appropriate steps may be taken. The Property Administrator maintains a database of all equipment purchased and tracks this information by funding source. All questions regarding property management should be directed to the Property Administrator for clarification. A copy of all inventory reports submitted to the funding agency is forwarded to Contracts and Sponsored Programs for retention with the grant or contract files.
The closeout of a grant or contract is the process by which the PI/Contracts and Sponsored Programs or funding agency has determined that all applicable administrative actions and all required work of the agreement have been completed. OMB Circular A-110, Attachment K, generally describes the federal requirements for closeout of grants and other agreements. A Closeout Checklist is used by Contracts and Sponsored Programs to ensure all funding agency requirements have been met and that the closeout is completed in a timely manner.
The Principal Investigator is responsible for notifying Contracts and Sponsored Programs when activities under the grant or contract have been completed in order to initiate the closeout process. The principal investigator must submit a final technical report within ninety (90) days of completion of the effort summarizing the activities and accomplishments which occurred during the project period. Contracts and Sponsored Programs is responsible for forwarding the appropriate copies to the funding agency. Contracts and Sponsored Programs will also request from the Accounting Office a final financial report summarizing all expenditures under the grant or contract. The report will be forwarded with the technical report to the funding agency technical officer as well as the grants/contract officer.
Other closeout reports which are required are the final inventions and subcontracts report, patent report, and final property/inventory report. The PI will be contacted by Contracts and Sponsored Programs to verify whether any patents or copyrights were disclosed under the project. Contracts and Sponsored Programs will contact the Property Administrator to obtain information regarding the property and equipment purchased under the grant or contract. This information will be summarized and forwarded to the funding agency as a part of the closeout process.
The completed closeout checklist will be maintained in the grant or contract file with the closeout documentation. These files will be maintained separately from the active grant and contract files. Grant and contract files must be retained for a period of three (3) years after the submission of the final financial report to the funding agency. OMB Circular A-110, Attachment C, provides other record retention requirements for all federally funded projects.
A copy of any correspondence related to the rejection or withdrawal of any proposal should be sent to Contracts and Sponsored Programs for retention in the proposal file. These files are maintained for a period of two years before being destroyed.
All new initiatives should be forwarded to the New Initiative Team (NIT) committee for review and approval. A representative from Contract Services will work with the Program Management (PM) office to establish a B&P account if the project is approved. The Budget Office will prepare a budget for the B&P effort and the Announcement of Opportunity/RFP.
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| This page was last modified June 11, 1999 |
Grants & Contracts