Agreement for Limo Service - PowerPoint

							    Texas A&M
Research Foundation
 Proposal Preparation and Submission
The Texas A&M Research Foundation


   A private nonprofit corporation
   Chartered in 1944 by TAMUS
   Closely affiliated with the
    University, but Not a State
    Agency
   Flexible Contracting Ability
One-Stop Shopping

   Program Development
   Preaward
   Contracts and Grants
   Purchasing
   Travel
   Compliance
Proposal Development

   Identifies Potential Sponsors
   Searches Funding Opportunity
    Databases Upon Request
   Publishes Monthly Funding
    Bulletin


        Contact Linda Ramirez
        LDR@rf-mail.tamu.edu
            979-845-8677
Preaward @ BCD
   Receives and Routes
    Transmittal Forms
   Routes Proposal for Signatures




             Contact Jo Spears
          jspears@bcd.tamhsc.edu
               214-828-8344
Preaward @ TAMRF
   Prepares Budgets According to:
       Federal/Sponsor Regulations
       University/TAMRF Regulations
   Coordinates Subcontract and
    Collaborative Arrangements
   Monitors Sponsor Guidelines for
    Compliance
   Assembles, Copies, Binds, and
    Mails, or Submits Electronically
   Sends Campus Copies
          Contact Catharine Inbody Corder
            ccorder@rf-mail.tamu.edu
                   979-845-8765
Contracts and Grants

   Negotiates the Award
   Establishes the Contract or Grant,
    and your Account
   Administers Spending and
    Reimbursing
   Provides Monthly Financial Reports
   Administers Progress Reporting
   And Much, Much More….
        Contact Barbara Glover
          bglover@tamu.edu
            979.845.8656
Purchasing

   Acquires Bids for Equipment
   Administers Purchase Orders
    for Equipment and Large Orders
   Assists with Vendor Problems
   Provides Procurement Cards


        Barbara Glover will assist
         you in making contact
            with Purchasing
―Logging-In‖ a Proposal

   Contact the PA (Proposal
    Administrator) 2 Weeks Before the
    Deadline
   Provide the PA with:
       Sponsor
       Program Announcement / Program Title
       Proposal Title (if possible)
       Co-PI’s
       Outside Collaborators
Timing is Everything

   Log-in 3 Weeks Before the
    Deadline if at all Possible
   Confirm Finalized Budget and
    Justification at Least 4 Working
    Days Before Deadline
       There Can be No Budget
        Changes After Routing
   Provide Final Text at Least 24
    Hours Before Deadline
What’s the Hurry?
   Routing Must Clear all Offices Before
    Submission to the Sponsor
   Subcontracts and Independent
    Consultants Are a Part of Our
    Budget
       Their Institutionally Authorized
        Proposals Must Be Received Before
        Routing at BCD
   Reported Cost Sharing Must be
    Authorized Before Submission to
    Sponsor
Routing on Campus

   Standard Routing (4 days)
     PI, Co-PI(s)
     Department Head(s)

     Deans (Juanna Moore and Larry Bellinger)

     VP for Research (David S. Carlson)

   Multi-System Routing (5 days)
   Off-Campus Routing (7 days)
Routing on Campus

   A Process of Budget Approval by the
    Department, College and University
    Prior to Submission
       Routing takes place while you finalize
        the text, but all budget related issues
        are complete
   Contact the PA with Changes, Don’t
    Make Them on the Routing Copy
   The Routing Coordinator will Arrange
    for Courier Service
               Contact Jo Spears
                214-828-8344
Quality Control
   The Proposal Administrator is Looking for
    Compliance
       Federal/Sponsor Regulations
       University/TAMRF Regulations
            Formatting
            Broader Impacts/Intellectual Merit
            Current and Pending
            Biosketch Format
            Supplemental Documents
            Cost Sharing Documentation
            Allowable Costs
   Quality Check
       Before the Proposal is Copied and Packaged,
        One More Person Must Double Check it for
        Compliance
OMB Circular A-21 Standards for
Cost Allowability
    Reasonable
    Allocable
    Treated Consistently

 These standards apply to both proposals
 and active projects. If an unallowable
 cost is included in a proposal, the cost
 does not become allowable because it
 wasn’t removed during the submission
 and review process.
Allowable

   An Allowable Cost Must
    Conform to:
     The A-21 (Federal Awards)
     Institutional Policy

     Terms and Conditions of the
      Agreement
Unallowable Costs
   Expenses Unallowable for Federal
    Reimbursement that are
       Reasonable
       Necessary
       Allocable
       Permitted by University Policy
            Paid for by the University, but Coded as
             Unallowable
   Expenses Unallowable by Private Sponsor
            Paid for by the University, and Coded
             Appropriately
   Expenses Unallowable by the University
            These Costs will not be Paid for by the University,
             and the Individual Must Incur the Cost
Reasonable

   Is it Necessary for Performance
    of the Award?
   Does it Advance the Scope of
    Work?
   Is it Consistent with Established
    Institutional Policies and
    Practices?
Allocable

   Allocation is the Process of
    Assigning a Cost to One or
    More Cost Objectives
       Responsibility of the PI
   Assigned to the Project in
    Proportion to the Benefit the
    Project will Receive
   Fund Availability should not
    Determine Allocability
Consistent

   Required Costs Incurred for the
    Same Purpose, in Like
    Circumstances, Handled
    Consistently as Direct or Indirect
    Costs.
       Clerical and Administrative Salaries
       Office Supplies
       Postage
       Local Phone Service
       Memberships
Possible Exceptions
   Costs Normally Treated as Indirect
    can be Treated as Direct Under
    Exceptional Circumstances
       Major Project
            needs significantly beyond those normally
             provided by the department
                 Extensive travel and meeting arrangement
                 Extensive data accumulation, analysis,
                  reporting, surveying, tabulation
       Specifically Tied to the Project
            Must be able to show how the project
             benefited through documentation
       Explicitly Budgeted
Direct Costs

   Salaries and Wages
       FTE (Full Time Equivalent) and
        Budgeted Salary
            FTE        100,000 (maximum
                                   allowable)
            Budgeted 75,000
            50% Effort = 50,000
       FTE Can Not be Increased As a Result
        of Receiving Grant Funds
       Graduate Students’ Salaries Must Meet
        Department Minimum
Direct Costs
   Fringe Benefits
       15.6% Faculty and Staff
       8.35% Students
            Used to estimate the costs of Social
             Security, Medicare, worker’s comp.
             insurance, unemployment insurance and
             retirement benefits.
   Medical Benefits
       Based on Actual Amount if Known
            Employee Only 291
            Employee/Children 374
            Employee/Spouse 423 (used for TBN)
            Employee/Family 489
Direct Costs

   Materials and Supplies
       Individual items costing less than
        $5,000, and/or having a lifetime
        expectance of less than 1 year.
            Laboratory supplies vs. Office
             Supplies
                 A-21 says ―Items such as office supplies,
                  postage, local telephone costs, and
                  memberships shall normally be treated
                  as F&A costs.‖
Direct Costs

   Travel
       Reimbursed or Advanced
           Travel Advance Request Form
                A contractual Arrangement
       TAMRF Travel Policy
           Outlines Allowable Costs




              www.rf-web.tamu.edu
Budgeting Travel

   Domestic Transportation
     Personal Vehicles @ 40.5 cents/mi
     Rented Vehicles – Economy Class

     Airfare – Economy Class




         www.rf-web.tamu.edu
Budgeting Travel

   Domestic Lodging and Meals
       Subsistence
         Requires Receipts for Reimbursement
         Separate Meal and Lodging Rates
               Maximum Lodging = $175/night
               Meal Rates are Based on the City
                ($51/day Max)
       Per Diem
         Does Not Require Receipts
         Maximum of 129/day for Meals and
          Lodging

            www.rf-web.tamu.edu
Budgeting Travel

   International Transportation
     Airfare – Economy Class
     Train and Bus Receipts Required

     Taxi and Limo
           If trains and buses are not available,
            or if taxis or limos are cheaper




             www.rf-web.tamu.edu
Budgeting Travel

   International Lodging and Meals
       Per Diem
           Based on the U.S. Department of
            State Standardized Regulations
       Subsistence
           Obtain from TAMRF Travel Branch




             www.rf-web.tamu.edu
Other Direct Costs

   Publication and Page Charges
   Long Distance Telephone Calls
   Anything Else?
Direct Costs
Exempt from Indirect
   Graduate Student Tuition
     Now a Mandatory Cost on all
      Proposals Including Graduate
      Students
     Exceptions
         Sponsor Disallows Tuition (Rare)
         Original Award didn’t Include Tuition
Direct Costs
Exempt from Indirect
   Equipment
     A Single Item Costing More than
      $5,000, and with a Life Longer
      than 1 year
     Software, When Part of the
      Operating System and Initial Set
      Up of the Computer
     Fabricated Equipment

   Subcontracts Beyond the Initial
    $25,000
Subcontracts, Consultants, or
Vendors?
   Subcontract
       Performs Substantive Programmatic
        Work Under a Grant or Contract
       Responsible for Decision Making and
        Measurable Performance Requirements
       Adheres to the Federal Compliance
        Requirements if Award is Federal
       If a University, Retains Intellectual
        Property Rights
Subcontracts, Consultants, or
Vendors?
   Consultant
     Not a TAMU Employee
     Proven Professional or Technical
      Competence
     Performance or Result of Service
      is not Controlled
     Considered a Work for Hire and
      Doesn’t Retain any Rights to the
      End Product
Subcontracts, Consultants, or
Vendors?
   Vendor
     Provides Goods and Services
      from an Organization that
      Provides Those Same Services as
      Part of Normal Business
      Operations
     Not Subject to the Same
      Compliance Requirements as a
      Subcontract if Award is Federal
Subcontracts

   The First $25,000 per Subcontract is
    Subject to F&A Costs
   The Subcontracting Institution Must
    Submit their Signed/Authorized
    Proposal to TAMU
       Statement of Work (SOW)
       Budget
       Signed Letter or Cover Sheet
   TAMU PI must Justify the Choice of
    and Need for the Subcontract
Indirect Costs, or Facilities and
Administration Costs (F&A)
   Costs incurred for the common and
    joint activity of the university that can
    not be easily or specifically identified
    with a particular project (i.e. Not
    Allocable).
   Federally Negotiated with our
    Federal Cognizant Agency
    (Department of Health and Human
    Services DHHS)
   45.5% of Modified Total Direct Costs
    (MTDC) for On-Campus work
   26.0% MTDC, Off-Campus
Indirect Costs (F&A)
How are they calculated?
   45.5% of MTDC
       MTDC = Total Direct Costs minus
        exempt items
         Equipment
         Tuition and Fees

         Subcontracts beyond $25,000

         GYRE
Indirect Costs (F&A)
How are they distributed?
Total Direct Costs $100,000
F&A                $ 45,500
Total Award        $145,500

71% of F&A to TAMHSC ($32,305)
29% of F&A to TAMRF ($13,195)
Indirect Costs (F&A)
Why so much?
   General Administrative Costs
       President’s Office
       Vice President’s Office
       Accounting
       Purchasing
       Human Resources
   Department Administrative Costs
   Building and General Purpose Equipment Use
   Physical Plant Operation and Maintenance (i.e.
    Utilities)
   Sponsored Project Administration (VPR, OSP)
   Library Expenses
Reduced F&A

   Sponsor Limits or Disallows
    Indirect Costs
   The Off-Campus Rate is Used
     60% of the project is off campus
     Memo signed by PI, Dept. Head,
      Dean, VPR.
Cost Sharing

   Any Project Cost Not Borne by
    the Sponsor
     Reduced F&A Cost Rate
     Contributed Effort by the PI

     Equipment Purchases

     Any Gift or Service Promised
      Within Your Text
Cost Sharing
A Cautionary Tale
   Any Cost Promised to the Sponsor on
    Behalf of the Project is Auditable
       Must have an accompanying account number
       Unaccounted costs promised to the federal
        government can and have been charged to the
        University
   Federal Money can not be Cost Shared
    with Other Sources
       If you have federal money for equipment, you
        can’t show that as cost sharing on another grant
       You can’t state that your time from a federal
        grant will cover you on another project—even if
        the research is related (Not Allocable).
   In NSF Lingo ―Not Required‖ means ―Don’t
    Report it to Us.‖
Budgeting Tips

   Don’t Overestimate or
    Underestimate the Project’s Needs
   The Budget Justification is Often the
    Weakest Part of the Proposal
   A Carefully Prepared Budget Can
    Strengthen Your Overall Proposal
   Provide Cost Sharing According to
    the Sponsor’s Guidelines
   Keep Cost Sharing to a Minimum