Proposal Budgets

Stephen F. Austin State University Office of Research and Sponsored Programs Presents… Proposal Budgets What is a Budget? • A planning tool for you and an explanation of your narrative for the funding agency Make it Clear and Simple Budgets are sometimes the first thing that a funding agency will review. So you’ll want to make sure it’s good! There is no absolute formula for developing a budget. They differ by the kind of work (tasks, overall project, etc) to be done and by the funding agency. Be Accurate and Realistic Your budget is an estimate and a funding agency will usually give you some leeway in spending the money. They might permit requests to change the budget, BUT you may not exceed the total amount for the grant. Careful planning will decrease the number of changes that may be required, but it will also show integrity which will be necessary to get permission for future changes. Research the source you have targeted carefully. What types of support they will (not) provide. What is a realistic award range? Engage all appropriate individuals in the development and approval of the budget. Release time, commitments, etc Anticipate increases in costs over the life of the project. (If it’s more than one year.) Be cost effective and realistic. Make your proposal competitive, but also make sure you have sufficient funds to do the work. Anticipate other costs that might be incurred by SFA because of the project. (space/facilities, equipment use, etc.) Demonstrate institutional commitment, if appropriate. (Is there cost sharing or other contributions?). Enhance, don’t Supplant. What are they looking for? • Have you thought about your needs carefully? • Will you spend their money wisely? • Are you a reliable organization? Quotes from prospective funders • "I don't like to see in-kind services in the budget, when often it's just a lot of volunteers licking stamps. • "What makes me crazy is an organization ignoring our guidelines." • "Don't try to pull the wool over our eyes. Be honest and straightforward." Presentation Use the format requested by the funding agency. You will need to prepare a detailed line-item budget for internal purposes, but if the agency doesn’t request this you don’t need to provide it. How to Begin You can start your budget before you even write a word of the narrative. This might even help you refine your ideas about what you will be doing. Analyze exactly what you will need to carry out the work. Direct Costs These are costs which can be directly identified with your project. The federal government also provides definitions of what are allowable and unallowable direct costs in OMB Circular A-21, Cost Principles for Education Institutions. Direct Costs Direct costs may include: • • • • • • Personnel + Benefits Equipment Supplies and Materials Travel Consultants/Subcontracts “Other” Personnel Indicate each person who will work on the project by title or job type and the amount of time they will devote to the project. A project may employ current SFA employees or hire new employees for the project with the understanding that their employment is for the duration of the grant. ** Be aware that the appropriate paperwork and postings will need to be done for new positions. Personnel The time University employees devote to the project while under contract to SFA is usually in the form of release time or overload (25% maximum – additional compensation). ** Time commitments to a project must be approved by the appropriate department head. ** Additional compensation MUST be approved by the funding agency. A project may also provide for summer salary for employees who are on less than 12-month contracts. Personnel Personnel may include: faculty members, research assistants and associates, postdoctoral associates, graduate students, undergraduate students, secretaries, evaluators, programmers, technical experts, etc… Personnel Year 1 Year 2 Year 3 TOTAL Salaries and Wages Coordinator (100% time for 12 months) Admin Assistant (100% time for 12 months) 41000 21000 42230 21630 43497 22279 239136 Additional Compensation: Improve/enhance on-line courses (25 @ $500 each) 12500 12500 0 Module development (5 @ $3,000 each) 15000 7500 0 Personnel - Benefits For each dollar paid as salary or wage to an employee, the University also incurs associated costs for fringe benefits (FICA, worker’s compensation, unemployment compensation, retirement, and health insurance). Personnel - Benefits Estimated Benefits for Unspecified Employees - If the person who will fill a position has not been identified at the time of the proposal submission, benefits can be determined using an estimated calculation. - This is 26% of salary and wages for full-time employees and includes fringe benefits and health insurance. Personnel - Benefits For Identified Employees – Salary/Wages x 18.15%(or 16.23% if hired 1996 or after) plus Health Insurance Fringe Benefits Breakdown Description of Benefit Insurance Covered Employer S.S. Matching Retirement Matching Unemployment Compensation Worker's Compensation Regular Employee 100% 7.65% 8.5% / 6.58%* 1% 1% Graduate Assistant 50% 0 0 1% 1% Student Assistant 0 0 0 1% 1% Personnel - Benefits Health Insurance Monthly Rates Coverage Full Family Employee and Children Employee and Spouse Employee Only FY 2009 704.52 498.49 566.57 360.54 FY 2010 776.73 549.59 624.64 397.50 FY 2011 815.57 577.06 655.88 417.37 FY 2012 856.35 605.92 688.67 438.24 * State law requires that when university salaries are offset with external funding the proportional amount of insurance must also be offset. Personnel - Benefits Year 1 Salaries and Wages Coordinator (100% time for 12 months) Admin Assistant (100% time for 12 months) Additional Compensation: Improve/enhance on-line courses (25 @ $500 each) Module development (5 @ $3,000 each) Benefits Salaried staff (26%) Additional comp (18.15%) 16120 4991 16604 3630 17102 0 12500 15000 12500 7500 0 0 58447 41000 21000 42230 21630 43497 22279 Year 2 Year 3 TOTAL 239136 ** Note: Health insurance is not included in the additional compensation calculation Equipment Fixed, movable, and shared equipment that meets the University’s definition for equipment (see SFA Property website). • CAPITAL EQUIPMENT ($5,000+) • CONTROLLED EQUIPMENT ($500-$4,999 – TVs, printers, non-dig cameras, firearms (any)) • UNIVERSITY CONTROLLED EQUIPMENT ($0 $4,999 computers, PDAs, digital cameras) Equipment • Try to be specific in your description - model numbers, types, size, etc. • Some agencies might even like a quote attached for major pieces of equipment. Equipment Equipment Computers, webcams (20 students @ $1,500 each) 30000 30000 0 0 Supplies Itemize expendable supplies that are needed for the project: • Lab supplies such as chemicals, glassware, and disposables. • Questionnaires and test materials. • Instructional materials. Supplies Supplies Supplies Marketing Materials 250 1500 250 1000 250 500 3750 Travel • Attendance at professional meetings: airfare or mileage, hotel and meal costs, and registration. • Field work: vehicle rental, mileage, living expenses. • Local travel: interviews, outreach, etc. – In-state limits are $85 for lodging, $36 meals. Mileage is 58.5¢ per mile. – For out-of-state rates go to www.sfasu.edu/controller/travel Travel Travel 17350 Travel to Partner Sites & dissemination 2450 7450 7450 Consultants Paid consultants may be justified when a project calls for expertise of a welldefined nature for a fixed period of time. Consultants are usually paid a consulting fee plus travel expenses. When possible, identify consultant by name, indicate number of days of work, and provide a vita in the proposal. Subcontracting If your project involves expenses associated with a partner organization, these expenses should be included as a subcontract in the budget. The subcontract cost should be one line item in your budget, and a separate detailed budget should follow. Subcontracting A signed agreement committing the subcontractor to the proposed work should be included. Subcontracts should include fringe benefits and indirect cost calculated at the organization’s negotiated rates (not SFA’s). Subagreements Consultants and Contracts 191000 Community Colleges 18 @ $2,000/year each, 4 @ $5,000/year 69000 45000 32000 External Evaluator 15000 15000 15000 Other These are typically those costs which do not fit into the established budget categories. • • • • Copying and printing costs Equipment maintenance/repair Communication charges Equipment rental Other Other 3000 Postage Long Distance 500 500 500 500 500 500 Indirect Costs (F&A) Real institutional costs that cannot be allocated to one project alone (purchasing, building use, utilities, payroll, ORSP). Include costs are essential to support a sponsored activity which cannot be broken down and directly charged to a specific grant or contract. In order to recoup these costs, the university applies to each sponsored program a composite indirect cost rate. Indirect Costs SFA has a federally Negotiated Indirect Cost Rate Agreement (NICRA) with the Department of Health and Human Services of 50% of Salaries and Wages. Not all agencies accept this rate or any indirect costs at all. Be sure to check the limits of the agency you’re applying to. Indirect Costs Salaries and Wages Coordinator (100% time for 12 months) Admin Assistant (100% time for 12 months) Additional Compensation: Improve/enhance on-line courses (25 @ $500 each) Module development (5 @ $3,000 each) Subtotal 12500 15000 89500 12500 7500 83860 0 0 65776 41000 21000 42230 21630 43497 22279 Total Indirect - calculated at 50% of salaries and wages 44750 41930 32888 Year 1 Salaries and Wages Coordinator (100% time for 12 months) Admin Assistant (100% time for 12 months) Additional Compensation: Improve/enhance on-line courses (25 @ $500 each) Module development (5 @ $3,000 each) Benefits Salaried staff (26%) Additional comp (18.15%) Travel Travel to Partner Sites & dissemination Equipment Computers, webcams (20 students * $1,500) 30000 2450 16120 4991 12500 15000 41000 21000 Year 2 Year 3 TOTAL 239136 42230 21630 43497 22279 12500 7500 0 0 58447 16604 3630 17102 0 17350 7450 7450 30000 0 0 Supplies Supplies Marketing Materials Consultants and Contracts Community Colleges 18 @ $2,000/year, 4 @ $5,000/year External Evaluator 69000 15000 45000 15000 32000 15000 250 1500 250 1000 250 500 3750 191000 Other Postage Long Distance Total Direct Total Indirect - calculated at 50% of salaries and wages TOTAL Request 500 500 229811 44750 $274,561 500 500 173794 41930 $215,724 500 500 137078 32888 $171,965 3000 542682 $662,250 Cost Sharing • Resources contributed or allocated by the University to a sponsored project over and above the support provided by the external sponsor of that project. • The University may share the cost of projects with external sponsors in accordance with its principal mission of supporting the search for and dissemination of knowledge. • Cost share may also come from third parties Cost Sharing Some agencies require matching funds and/or cost sharing. If it’s not required, don’t offer it! This should not be a gratuitous or competitive element. Matching funds are normally defined as cash (e.g. % of the cost of a piece of equipment), whereas cost sharing is usually in the form of contributed time and effort by the project director or other project staff. Cost Sharing ORSP can provide suggestions as to sources of funds. Some sources of cost sharing are release time, graduate students, computer usage, special facilities usage, etc. Indirect costs may be used as cost share if they are associated with a direct cost (release time plus associated fringe benefits and indirect costs); BUT contributions solely in the form of F&A are discouraged (waiving the indirect costs). Cost Sharing Remember that cost sharing will usually need to be confirmed and reported to the funding agency. Do not commit something that you cannot realistically provide as well as document. Budget Narrative The budget narrative is sometimes referred to as the budget justification. The narrative serves two purposes: – Explains how the costs were estimated – Justifies the need for the cost Personnel Justification A Project Coordinator will be employed at 1.0 FTE to manage all project operations and activities. The requested salary for the Coordinator is $41,000 (year 1); a 3% increase is included in subsequent years for a total three-year salary of $126,727. A Project Assistant will be employed at 1.0 FTE to provide oversight for teacher interns who have received financial support from the grant and to assist in management of activities with the Coordinator. The salary requested is $21,000 (year 1); a 3% increase is included in subsequent years for a total three-year salary of $64,909. Additional compensation is requested for faculty members to modify reading courses to include content on oral language development - work that is beyond their normal department load. The amount requested for years 1 and 2 is $12,500 each year (25 courses total, at $500/course modification) for a total of $25,000. Additional compensation is also requested for faculty members for the creation of on-line Spanish modules, work that also is beyond normal departmental load. The amount requested in year one is $15,000 (5 modules @ $5,000 each). Fringe Benefits Justification Fringe benefits are calculated at the rate of 26% for salaried employees and the rate of 18.15% for additional compensation payments (under institutional policy, additional compensation is subject to benefit calculations). The fringe rate covers health insurance, basic life insurance, and other standard benefits provided by the institution for all employees. Fringe benefits for additional compensation do not include health insurance. Equipment Justification The requested equipment will enable university faculty to observe and provide immediate feedback to student interns as they work in their classrooms at remote locations across the state. Equipment requested includes: 20 laptop computers and software, @$1,500 each for a total cost of $30,000 (these computers will ensure that students who do not own their own laptop computers will not be excluded from participating in the program). The Administrative Assistant will be in charge of tracking and maintaining this inventory and coordinating with students for use. Future costs of Web cams and other interactive media/audio technology will be added as a student course fee. Supplies Justification • Supplies - Program staff will purchase blank CDs for use in making program marketing and promotional materials available to participating colleges. These costs are estimated to be $250/year, for a total of $750 for the project period. Marketing Materials/Printing and Postage – SFA requests funds for the printing ($1,500 in year one and decreasing to $500 in year 3) and dissemination (postage at $500 a year) of materials, including brochures, flyers and pamphlets to be provided to help community colleges market the program to current community college students and provide them with information on scholarship and other financial aid ($4,500 total). • Travel Justification Project funds requested for travel are reasonable and necessary to the conduct and success of the proposed project. All travel will be calculated using State of Texas or federal allowable rates, as appropriate. Categories of travel include: – travel to the fall FIPSE project directors’ meetings in Washington, D.C. ($1,700/year for a total of $5,100) – travel to partner sites as needed ($750/year for a total of $2,250) – travel to demonstration sites and for dissemination of best practices and results at state and national conferences of the project (2 persons @ $1,250/trip, x 2 trips). Contract/Consulting Justification • Each of the 17 participating community colleges will receive $2,500 in year one, $1,500 in year two, and $1,000 in year three, and each of the 4 larger participating community college systems or districts will receive $6,000 in year one, $4,500 in year two, and $3,500 in year three. This totals $146,000 in subcontracts to the college partners. These funds will be used to allow full participation of each college in the project, including costs to: expand on-line AAT course offerings; travel to partner meetings and program articulation meetings; and the development, printing, and dissemination of marketing materials targeting their students and AAT programs. The External Evaluator will be Dr. Smith from the University of XX. Her areas of emphasis-standards based instruction and accountability, program evaluation, and educational policy. The budget provides $15,000/year for each year for the project, totaling $45,000. The contract will include professional services and travel costs, including annual travel to the FIPSE project directors’ meeting in Washington, D.C. • Other Justification • Long Distance Service - Long distance fees of $500/year have been budgeted due to the high volume of communication anticipated between the Project Coordinator and partner schools for a three-year total of $1,500. • Partner Meetings - SFASU will host a kick off meeting and yearly partner meetings to keep all participants actively involved in the progress of the project. At least one representative from each participating community college will attend the meeting. Costs for three working meetings include lunch and refreshments for participants and meeting materials ($1,750 total). GRANT APPLICATION FOR THE TITLE III, PART A PROGRAMS TITLE III, HIGHER EDUCATION ACT OF 1965, AS AMENDED Activity No. 1 Page No. No. of Pages FORM APPROVED OMB NO. 1840-0114 1 EXP. DATE: 12/31/07 ACTIVITY BUDGET (To be completed for every major activity for which funding is requested) 1. Name of Applicant Institution: 2. Activity Title: STEPHEN F. AUSTIN STATE UNIVERSITY Improving Assessment and Advisement System for Student Success 3. Budget Categories By First Year Year Object Class % of Funds Time Requested a. Personnel (Position Title) Placement Director Sutdent Mentors (2) Advisors (2) 100% $ 100% $ 100% $ Second Year % of Time Funds Requested 29,640 12,844 55,328 Third Year % of Time Funds Requested 26,202 11,354 48,910 Fourth Year % of Time Funds Requested 24,044 10,419 44,882 Fifth Year % of Time Funds Requested Total Funds Requested 28,500 100% $ 12,350 100% $ 53,200 100% $ 85% $ 85% $ 85% $ 75% $ 75% $ 75% $ 65% $ 65% $ 65% $ 21,672 $ 130,057 9,391 $ 56,358 40,454 $ 242,774 SUB-TOTAL b. Fringe Benefits (26%) c. Travel d. Equipment e. Supplies f. Contractual g. Construction h. Other i. TOTAL DIRECT CHARGES $ $ $ $ $ $ $ $ 94,050 21,489 3,750 7,050 4,600 $ $ $ $ $ $ $ $ 97,812 22,349 7,332 4,784 $ $ $ $ $ $ $ $ 86,466 19,756 7,139 4,489 $ $ $ $ $ $ $ $ $ 79,345 18,129 4,218 7,087 4,331 113,110 $ $ $ $ $ $ $ $ $ 71,516 $ 429,189 16,340 $ - $ - $ 7,019 $ - $ - $ 4,153 $ 98,063 7,968 35,626 22,356 $ 130,939 $ 132,277 $ 117,849 99,029 $ 593,203 Thank You! Remember that the Office of Research and Sponsored Programs is always available to help with your proposals and budgets. Give us a call at 6606 or stop by LAN 421