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					Notes for completion
Please complete the attached budget template tab. The template is an Excel spreadsheet and
will be used by the Faculty as part of its overall budget strategy. An Example of a completed
template is included for reference.

Enter data in the green cells only – do not enter data in the yellow cells, they are for use by your
department's finance staff. If you need to add extra rows into the spreadsheet, do so, but make
sure that they are included in the totals for each section – it is your responsibility to check this.

For your year 1 budget you need to itemise your project expenditure and put in an estimate. The
expenditure must be directly related to your project. List the expenditure under the most
appropriate heading – Personnel; Equipment; Consumables, Materials & Services; Travel.

For your Years 2 & 3 expenditure you do not need to itemise it initially; you just need to put a
total for each heading in the green cells in the columns headed Year 2 and Year 3. At the end of
Year 1, you will discuss your proposed Year 2 budget with your supervisor, and revise and
itemise accordingly.

Enter your name, student number, the department in which you are registered for your study
and your supervisor’s name at the top of the form

Finance One account number: this is an eight digit number – leave no spaces in it. Continuing
students will already know the number of the account through which their project funds were
administered in the University’s financial system – new students will not have an account and
should leave this blank.

If you have any queries about your account number, please contact your departmental finance
staff.

Enter the years over which your project will run, or continue, under Year 1 (2009), and if
applicable, Year 2 (2010) and Year 3 (2011).

Personnel: it is unusual for HDR projects to incur personnel related costs, but in some
circumstances such as OH&S compliance issue, it is acceptable. Included in the spreadsheet is
a tab, “General Casuals Costs”, which is a chart of the costs (salary + on-costs) of general
casual staff per hour which you should use in calculating any personnel costs. Before including
any personnel costs you need to discuss the appropriate grade of the personnel to be hired with
your supervisor. Guidance on this subject can be found in the Enterprise Agreement which
governs the employment of staff by the University, see Schedule 5 General Staff Position
Classification Descriptors; this can be found on the HR website at:
http://www.pers.mq.edu.au/enterprise/ea0609/ea0609.pdf

Equipment: include here any items of equipment including: IT equipment, computer software
and licences, laboratory equipment, animals, and the costs of any maintenance and repairs to
equipment.

Consumables, Maintenance & Services:
Printing & Stationery: include stationery (pens, paper, CDs etc) and the costs for
printing, photocopying and binding.

Science Consumables & Services: include chemical and biological
materials, gasses, laboratory consumables and animal supplies. Also include here the costs of
any analysis or processing services, e.g. DNA sequencing or microscopy usage. Also include
here any costs for METS workshop services you need.

Travel: before putting your travel budget together you must familiarise yourself with the
University’s Travel Policy (for the most up to date version always check the Office of Financial
Services policies at http://www.ofs.mq.edu.au/ofs_policies).

Under this heading include conference fees, accommodation, subsistence and travel costs –
Under this heading include conference fees, accommodation, subsistence and travel costs –
including charges for using University vehicles for fieldwork and vehicle hire and related costs
(e.g. petrol).

When you have completed the spreadsheet, save the file naming it in the following format:

HDR_Your Surname_Your Student Number

When your budget has been approved by your Head of Department or delegate, email it to the
team leader of your department’s finance staff.
EXAMPLE: HDR PROJECT ACCOUNT BUDGET SHEET

STUDENT NAME                             Carolynne Paine
STUDENT NUMBER                                 2345678
DEPARTMENT                               Biology
SUPERVISOR'S NAME                        Dave Raftos
FINANCE ONE Account number                    92010133 NB: if you do not know your account number,
                                                        contact your departmental finance staff

                                                           Amount     ESTIMATED AMOUNT
                                                            Year 1     Year 2  Year 3
                                                            2009        2010    2011

PERSONNEL
6 hrs x L5 .2                                                 236.4


Total Personnel                                    2301       236.4       750     750

EQUIPMENT
Scales for measuring fish                                       250
Fishtanks                                                       500
Small boat                                                     1960
Total Equipment                                    5006        2710       250

CONSUMABLES, MAINTENANCE & SERVICES
1. Printing & Stationery
Printing fish photos                                            250
Binding fish photos                                             340

Total Printing & Stationery                        4350         590       500     500

2. Science Consumables & Services
Fish food                                                       600
Chemical and Biological Things                                  750
DNA analysis costs                                               35
Petri dishes and specialist beakers                             100

Total Science Consumables & Services               4450        1485      1500    1600


TRAVEL
Camping at Kangaroo Island 10 nights                            220
Flight to Kangaroo Island & back                                375
Hire of Biology car for fish gathering                          275

Total Travel                                       5108         870      3200     430


TOTAL                                                        5891.4      6200    3280




FINANCE STAFF USE ONLY:
STUDENT NAME                             Carolynne Paine
STUDENT NUMBER                                  2345678
FINANCE ONE Account number                     92010133
                                                              2009       2010     2011
Carolynne Paine                          920101332301         236.4       750      750
Carolynne Paine                          920101335006         2710        250        0
Carolynne Paine                          920101334350          590        500      500
Carolynne Paine                          920101334450         1485       1500     1600
Carolynne Paine                          920101335108          870       3200      430

                                                             5891.4      6200     3280

                                                           CORRECT    CORRECTCORRECT
HDR PROJECT ACCOUNT BUDGET SHEET

STUDENT NAME
STUDENT NUMBER
DEPARTMENT
SUPERVISOR'S NAME
FINANCE ONE Account number                   NB: if you do not know your account number,
                                             contact your departmental Finance staff

                                              Amount       ESTIMATED AMOUNT
                                              Year 1         Year 2 Year 3
                                             <DATE>         <DATE> <DATE>

PERSONNEL



Total Personnel                       2301

EQUIPMENT



Total Equipment                       5006

CONSUMABLES, MAINTENANCE & SERVICES
1. Printing & Stationery



Total Printing & Stationery           4350             0

2. Science Consumables




Total Science Consumables             4450             0


TRAVEL




Total Travel                          5108             0


TOTAL                                                  0         0         0
FINANCE STAFF USE ONLY:
STUDENT NAME                            0
STUDENT NUMBER                          0
FINANCE ONE Account number              0
                                            <DATE>       <DATE>       <DATE>
                             0   2301                0            0            0
                             0   5006                0            0            0
                             0   4350                0            0            0
                             0   4450                0            0            0
                             0   5108                0            0            0

                                                     0            0            0

                                            CORRECT      CORRECT CORRECT
w your account number,
ental Finance staff

ED AMOUNT
CORRECT
UNIVERSITY SCALES
General Casual Staff Hourly Rates (INCluding on-costs at 17%)

                   2009             2010             2011       2012

HEW LEVEL 1
   1                27.05             28.13            29.26     30.43
   2                27.72             28.82            29.98     31.18
   3                28.38             29.51            30.69     31.92
HEW LEVEL 2
   1                29.18             30.34            31.56     32.82
   2                29.84             31.03            32.27     33.56
   3                30.37             31.59            32.85     34.16
HEW LEVEL 3
   1                30.64             31.86            33.14     34.46
   2                31.43             32.69            34.00     35.36
   3                32.23             33.52            34.86     36.26
   4                33.03             34.35            35.72     37.15
   5                33.82             35.18            36.58     38.04
   6                34.62             36.01            37.45     38.94
HEW LEVEL 4
   1                35.28             36.70            38.16     39.69
   2                36.08             37.52            39.03     40.58
   3                36.88             38.35            39.89     41.48
   4                37.67             39.18            40.75     42.38
HEW LEVEL 5
   1                38.47             40.01            41.61     43.27
   2                39.40             40.98            42.62     44.32
   3                40.33             41.94            43.62     45.36
   4                41.26             42.91            44.63     46.41
   5                42.32             44.02            45.78     47.61
   6                41.32             42.97            44.69     46.48
HEW LEVEL 6
   1                44.31             46.09            47.93     49.85
   2                45.38             47.19            49.08     51.04
   3                46.44             48.29            50.23     52.23
   4                47.50             49.40            51.38     53.43
   5                48.56             50.51            52.53     54.62
HEW LEVEL 7
   1                49.89             51.89            53.96     56.12
   2                51.48             53.54            55.69     57.91
   3                53.74             55.89            58.13     60.45

				
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