Designing a Budget That SURVIVES The Real World
Pam Whitlock Director,OSP UNC-Wilmington Southern Section SRA, April 2005
OSP’s Role in Budget Development
• Assist in translating ideas to funding • Protect the University • Provide advice to best maneuver through institutional policies • Avoid post award problems
Typical Services
• Provide forms and guidelines • Review draft budgets • Verify final budgets • Obtain salary, IDC, benefit rates • Alert PI to possible problems • Do the whole darned thing
What is a Budget?
• Financial Expression of the proposed scope of work • Thing faculty fear most besides forms • A guiding document for conducting work when awarded
Criteria of a Good Budget
• • • • • • Translates resource needs to dollars Conforms to agency guidelines Realistic estimates Supports the program Explains itself Plans ahead
Working Together
• • • • • • Grants Office Faculty Purchasing Human Resources OSP Collaborators
Providing Assistance
• Be knowledgeable • Budget will reflect allowable costs • Avoid returning to sponsor for later approvals • Present professional view of institution • Identify concerns up front for institution
Know what they will fund
• Salaries - summer, release • Equipment • Cost sharing/matching requirements • Sponsor preferences
Advantages to Good Planning
• Already received “approval” • Reduce frustration/time in setting up account • Minimize budget revisions • PI aware of special approvals which might be required • Integrity of project preserved
Hints from NSF/NIH Program View
• Look at previous funded projects • Provide strong connection between project design and $$ • Note significant changes across years • Put in timeline • Make sure numbers match
Grants Office View
• Abide by sponsor restrictions • NIH makes distinction between research and training projects • Clerical issues • Consultants • Justify, Justify • IDC issues • Be explicit on cost sharing • Participant costs (NSF) • Major changes after submission but before award
Faculty Preparation
• Workplan • Sponsor’s general funding range for program • Cost sharing requirements • Limits on allowable costs • IDC special provisions
Personnel
• Accurate salaries • Type of employee benefits • IDC rates and base
Subcontracts
• Does sub know about this proposal? • Institutional sign-off • Certifications
Supplies/Equipment
Sponsor’s definition Institution’s definition Documentation of need Sole source issues General office supplies not normally allowed • Lease/buy analysis • • • • •
Numbers and What?
• Budget Justification
– – – – Tie back into workplan Justify why Level of detail required Basis of cost
Your Role
• Expedite process • Educate faculty • Be knowledgeable about sponsors • Tell faculty where to get help • Get to faculty early
But Most of All….
• Project implementation is seamless • PI’s gain confidence to do it on their own • The grants office finds their job is easier and starts speaking to you again