Directions for Completing the EKU Detailed Budget Form by icecube

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									                     Directions for Completing the EKU Detailed Budget Form

Sponsored Programs will continue to allow a detailed proposal budget to substitute for the EKU
detailed budget template. Budgets must identify staff by name, position, and level of effort; list
external contractors by name and purpose; distinguish among in-state, out-of-state, and international
travel; and allocate operating costs by line items. If the proposal budget does not provide a sufficient
level of detail, you may be asked to submit a budget using the detailed budget template when your
project is approved for funding.

The first step in completing the detailed budget form is to enter the project title, project director name,
and start and end dates for the project at the top of the form. The project dates must match the initial
budget period listed on page one of the Internal Review and Approval Form (IRAF). The project title
and project director’s name must also match the information provided on page one of the IRAF.

The form contains three columns for inputting budget figures: Sponsor, cost share, and Total. The
Sponsor column should include the amounts that are included in the grant proposal to be charged to the
sponsor. The EKU column should include amounts that are used as cost share and are contributed by
EKU. The total column is a total of the other two columns. Cost share should only be included when
required by the sponsor or when necessary to the project. Federal money cannot be used as matching
funds on federal grants, and the same funds cannot be used as cost share on more than one project. If a
sponsor requires cost share, written documentation of this requirement must be attached to the IRAF.

Under each category, use the drop-down boxes to select the specific account code for each item in the
budget and provide details in the remaining columns.

PERSONNEL
Use the drop-down boxes to select the account codes for each EKU employee’s salary. Provide the
name and EKU ID number for each individual and use the check box on each line to designate key
personnel. If positions will be filled by newly hired employees or students who have not yet been
identified, you may enter the position title and indicate that the position is TBD.

The calculation column should document the method of calculating the salary requested in the budget
(i.e., $45,978 / 9 x 2 for two months of summer salary or $45,978 x 20% for 20% reassigned time
during the academic year). Always use exact salaries (i.e., $38,264 instead of $38,000 or $21.69
instead of $22.00) in your calculations. Contact Payroll to verify current pay rates. For multi-year
projects, you may budget for a 3% estimated annual pay increase. Please see the Sponsored Programs
Basic Information page for current student employee rates.

FRINGE BENEFITS
Enter the amount of fringe benefits by employee class based on the rates specified in the description
column. The calculation column should document the method of calculating the fringe benefits
requested in the budget. For example, use $45,978 x 32% for faculty benefits. Fringe benefits are not
included for graduate assistants or students who work less than 37.5 hours per week. If students work
37.5 hours or more per week, fringe benefits should be included at 7.65% of their salaries for FICA
contributions.

SUBAWARDS
Subawards are to external agencies who are determined to be subrecipients (see Vendor/Subrecipient
Determination Form). Subawards are separated into two separate categories: one for the first $25,000
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of each subaward and one for the remaining amount of each subaward. Subawards that do not exceed
$25,000 will be listed only in the first category. This separation is necessary for determining the
MTDC base and calculating indirect costs automatically. The subrecipient name and purpose of the
subaward should be listed for each organization.

Please note that vendors are accounted for separately and should not be included on this line in the
budget.

VENDOR AGREEMENTS
To pay non-EKU consultants or organizations more than $1,000 during a year to provide services, a
vendor agreement must be issued prior to the beginning of work on the project. EKU employees (even
if only part-time or adjunct faculty) cannot be paid as vendors. Each non-EKU vendor should be
named when possible. If a vendor will be determined at a later time, the purpose and amount should
be specified.

OPERATING COSTS
Use the drop-down menus to select the categories for each operating expenses. When applicable, you
may use the item description column to provide additional details and the calculation column to
document the basis for calculating the cost.

TRAVEL
Use the drop-down menus to classify travel costs and include a description or purpose for the travel.
Expenses include mileage reimbursement, car rental, airfare, lodging, ground transportation, and per
diem. EKU adheres to the state of Kentucky regulations, and mileage reimbursement is updated on a
quarterly basis. Please see the Basic Information section of the Sponsored Programs website for
current travel rates.

EQUIPMENT
Use the drop-drop menus to classify equipment costs. This category should include only items with a
per unit cost of $3,000 or more and a useful life of more than two years. Note that computer
equipment with a per-unit cost of less than $3,000 is included as an operating expense rather than an
equipment purchase.

STUDENT/PARTICIPANT SUPPORT COSTS
Student and participant support costs are typically excluded from the Modified Total Direct Cost base
and are therefore budgeted separately. Use the drop-down boxes to classify the costs (i.e., tuition,
stipends, etc.) and provide additional details in the description and calculation columns.

TOTAL DIRECT COSTS
The total direct costs are calculated by adding all direct costs to be charged to the project.

MODIFIED TOTAL DIRECT COSTS
The modified total direct costs are calculated by excluding equipment items with a per-unit cost of
$3,000 or more, student/participant support costs, and the portion of each subaward that exceeds
$25,000 from the total direct costs.

FACILITIES AND ADMINISTRATIVE COSTS
Facilities and Administrative (F&A or indirect) costs are general support costs that are not readily
identifiable with a particular project but that are necessary to the operation of the project. Currently,
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EKU’s federally-negotiated indirect cost rate is 29.9% of Modified Total Direct Costs (MTDC).
Unless the sponsor limits indirect costs, this rate must be used to calculate indirect costs on all grants.
If sponsors limit or disallow indirect costs, written documentation must be attached to the IRAF before
the proposal can be processed further.

TOTAL PROJECT COSTS
The total project costs are the combined totals of direct and F&A costs.




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