October 2013
Grant Group Meeting
Presented by:
Lori and Nancy
Office of Research &
Sponsored Programs
Budgeting for better or worse…
In a perfect world…
• Your PI/PD shares project budgets with you
prior to submission…
• Accounts are established and budgets are
spent to the penny…
• Nothing ever gets posted to the wrong
account…
• Your PI/PD never purchases anything without
telling you first…
Budget Basics – major line items
– Personnel
– Fringe Benefits
– Travel
– Equipment
– Materials and Supplies
– Contractual
– Construction
– Participant Costs
– F&A (Indirect Costs)
Line Item vs. Detailed
Travel…..$11,180.00
TRAVEL
Airfare
From : Waterloo To: DC ; 1 of people * 1 trips
$700
Waterloo to Tallahassee 1 person 2 trips
Waterloo to TBD domestic conference locations 1 person 3
trips
$1,600
Lodging 1 of people * 5 nights 2 trips to Tallahassee
$1,500
1 person 4 conferences (DC+3) 4 nights each
$2,200
. Meals 1 of people * 32 of days
$1,280
Mileage From: To: ; # trips * # Roundtrip Miles
Registration (estimates SRSM 400, ARA 200, Campbell 300)
local transportation (taxis to and from airports @$100 per
trip)
SUBTOTAL - DOMESTIC TRAVEL
$2,400
$0
$900
$600
$11,180
Line Item vs Detailed
Other Direct Costs…$53,200
OTHER DIRECT COSTS
Materials and Supplies
Laptop, software, hard drives,
back up drives
Items
Publication/Documentation/Dis
semination
Consultants (External to UNI)
Computer Services
Subawards
Grad. Assist. Tuition
Postage, Telephone, Gen.
Services
Other - list
SUBTOTAL
2,500
0
500
50,000
0
0
200
0
$53,200
Budget Justification
Narrative for the numbers…
This is important when clarification is needed.
Justification:
Match sources.
PI $1,500 ($500/year Department of Biology research allocation) – supplies
College of Natural Resources Dean $3,000 ($1,000/yr) – supplies
Department of Biology $17,466 (wages and tuition $2,250 – yrs 1 & 2 undergraduate
assistant wages; $12,966 – yrs 1-3 50% graduate student tuition)
University of Northern Iowa Office of Sponsored Projects $3,000 (yr 1) - supplies
Indirect cost difference (unpaid indirects) $9,736 – yrs 1-3
PI salary and fringe benefits $23,102 – yrs 1-3
Salary. – Funds cover a graduate and undergraduate research assistant for fieldwork, molecular
laboratory work, analyses and project completion for the duration of the project.
Travel. – Funds cover travel costs to and from the study sites, any accommodation costs and meals for
the field crew. The estimated travel costs per field season is $500. Fieldwork will be conducted in the
first two years of the grant.
Supplies. – Funds will be used to purchase supplies for field and molecular laboratory work.
Fieldwork supplies include 95% EtOH, formalin, collection jars and tubes, seines, water quality test
kits and other expendable supplies. Molecular laboratory supplies include DNA extraction kits,
polymerase chain reaction (PCR) reagents, PCR purification kits, plastic supplies and any other
expendable supplies. Microsatellite genotyping will be performed at Iowa State University DNA
Facility at a reduced regents university pricing.
These are the budgets of our lives…
• Internal budget
• Proposal budget (sponsor format/categories)
• Contract budget (might incorporate proposal
budget)
• NSPA
• GCAFS
• Invoice
• Shadow
INVOICE
--
-Board of Regents, State of Iowa
SEND CHECKS DIRECTLY TO:
ATTN: Diana Gonzalez, Grant Administrator
University of Northern Iowa
11260 Aurora Avenue
Attn: Cashier
Urbandale, IA 50322
Office of Business Operations
Cedar Falls, IA 50614-0008
--
--
INVOICE NO:
5717-07
INVOICE DATE:
25-Oct-13
PLEASE RETURN ONE COPY OF THIS INVOICE WITH
YOUR REMITTANCE TO ENSURE PROPER CREDIT
INVOICE AMOUNT: Fund 5717
ORACLE NO:
$480.81
5717 00 24701 33010 0000 11 0000 XXX
Federal Identification Number 42-6004333
PAYMENT REQUEST TYPE:
REFERENCE:
TITLE:
CURRENT REPORT PERIOD:
[] Partial [X] Final
ISU Purchase Order I2 89514 23
Iowa Physics Teacher Instruction Resources (IPTIR) - PLUS
5/01/12-5/31/12
CONTRACT EXPENDITURES:
Budget
EXPENDITURES:
Supplies and/or Materials
Travel
Participants
Other Direct Costs
Total Direct Costs (TDC)
Indirect Costs (10% of TDC)
TOTAL EXPENDITURES
Previously
Current
Reported
Period
Transactions Transactions
Cumulative
Transactions
Budget Less
Cumulative
Transactions
1,744.00
1,600.00
21,224.00
1,400.00
1,178.00
425.00
9,581.45
195.00
42.10
0.00
0.00
395.00
1,220.10
425.00
9,581.45
590.00
523.90
1,175.00
11,642.55
810.00
25,968.00
11,379.45
437.10
11,816.55
14,151.45
2,597.00
1,137.95
43.71
1,181.66
1,415.34
28,565.00
12,517.40
480.81
12,998.21
15,566.79
Less Previous Billings
(12,517.40)
TOTAL PAYMENT DUE THIS INVOICE
$480.81
Reports and Reconciliation
• GCAFS
• On-line reports
• Do you use a shadow system???
Re-Budgeting
Sometimes prior permission is needed when rebudgeting. Sometimes permission is not
needed.
Certain costs such as participant and F&A need
prior approval.
Amount being re-budgeted might need prior
approval.
Resources
NSPA
Contract
RSP Staff
Sponsor RFP
Website
A-21
UNI Office of Business Operations
THANK YOU