October 2013Grant 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 $1,600

Waterloo to TBD domestic conference locations 1 person 3 trips $2,400

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 $0

Registration (estimates SRSM 400, ARA 200, Campbell 300) $900

local transportation (taxis to and from airports @$100 per trip) $600

SUBTOTAL - DOMESTIC TRAVEL $11,180

Line Item vs Detailed

Other Direct Costs…$53,200 OTHER DIRECT COSTSMaterials and Supplies

Laptop, software, hard drives, back up drives 2,500 Items 0

Publication/Documentation/Dissemination 500 Consultants (External to UNI) 50,000 Computer Services 0 Subawards

Grad. Assist. Tuition 0

Postage, Telephone, Gen. Services 200 Other - list 0

SUBTOTAL $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

NSF BUDGET FORMAT for Fastlane Fill in Yellow spaces only, unless you need to change formulas

UPDATED: 3/2/12 - 2:00 pmUNIVERSITY OF NORTHERN IOWA BUDGET Budget Period: Oct. 1, 2012-Sept. 30, 2015

Project Title: Navigating the Iowa STEM Roadmap…Fill in correct Salary Base & Year 1 Year 2 Year 3 TOTAL

10/01/12-9/30/13 10/01/13-9/30/14 10/01/14-9/30/15A-B. SALARIES AND WAGES * 3% increase included in Year 1 (assuming start date after July 1, 2012)

UNI StaffJeff Weld, PI 12 100,678 5% 5,185 5,340 5,501 16,026 0.60

Gene Lutz, Co-PI 12 107,981 5% 5,561 5,728 5,900 17,189 0.60

SUBTOTAL FACULTY, ACAD ADMIN & INST OFF 10,746 11,068 11,400 33,215

Kari Jastorff 12 58,519 5% 3,014 3,104 3,197 9,315 0.60

Disa Cornish, Co-PI 12 50,427 17% 8,570 8,827 9,092 26,489 1.98

Project Manager/Evaluator (TBD) 12 55,000 50% 28,325 29,175 30,050 87,550 6.00

Website Developer (TBD) 12 45,000 50% 23,175 23,870 24,586 71,632 6.00

Annual Survey SupportAnnual Survey - Gonnerman 12 60,691 10% 6,251 6,439 6,632 19,322 1.20

Annual Survey - Turner, IT Specialist 12 64,814 1% 668 688 708 2,063 0.12

Annual Survey - Crew, Field Director 12 47,046 5% 2,423 2,496 2,570 7,489 0.60

Annual Survey -Muilenburg, Asst Field Director 12 38,476 5% 1,982 2,041 2,102 6,125 0.60

Annual Survey -Faber, Asst Field Director 12 31,512 2% 649 669 689 2,006 0.24

SUBTOTAL P & S STAFF SALARIES 75,056 77,308 79,627 231,991

# Hrs Total Pay rate

Isabel Montemayor (20%) 200 $22.00 4,532 4,668 4,808 14,008 0.00

SUBTOTAL P & S STAFF HOURLY 4,532 4,668 4,808 14,008

UNI StudentsGraduate Assistant Stipends* - Doctoral # GAs FTE base % effort

A. Acad. Yr. (9 mos.) 1 13,328 100% 6,864 14,140 14,564 35,567 1.00

B. Summer (2 mos***) 1 2,962 100% 2,962 3,051 3,142 9,155 1.00

(Yr 1 - Spring and Summer 2013 ONLY; UNI Doctoral Assistantship for AY and Summer (tuition under "Other"))

SUBTOTAL STUDENT SALARIES 9,826 17,190 17,706 44,722* For other current graduate student rates, see: http://www.uni.edu/osp/budget-developmentGraduate Students - Hourly # Students # Hrs Total Pay rate

1 50 $13.00 650 650 650 1,950 4.50

SUBTOTAL GRAD STUDENTS HOURLY 650 650 650 1,950

Undergraduate Students - Hourly # Students # Hrs Total Pay rate

A. Acad. Yr. (9 mos.) 1 100 $9.50 950 950 950 2,850 4.50

SUBTOTAL UNDGRAD STUDENTS HOURLY 950 950 950 2,850

Annual Questionaire - Student interviewer timeGraduate Students - Hourly # Students # Hrs Total Pay rate

1 50 $14.50 725 725 725 2,175 4.50

SUBTOTAL GRAD STUDENTS HOURLY 725 725 725 2,175

Undergraduate Students - Hourly # Students # Hrs Total Pay rate

A. Acad. Yr. (9 mos.) 1 300 $11.00 3,300 3,300 3,300 9,900 4.50

SUBTOTAL UNDGRAD STUDENTS HOURLY 3,300 3,300 3,300 9,900

SUBTOTAL $105,785 $115,859 $119,166 340,810Subtotal Senior Personnel - Add those lines only $0 $0 $0 $0

C. FRINGE BENEFITS (FY11-12 Rates) annual increase

1. 31.20% of Faculty Academic Year Salaries 2% 0 0 0 02. 17.90% of Faculty Summer Salaries 2% 0 0 0 03. 28.40% of Faculty , Acad Admin, Inst Off 2% 3,052 3,206 3,302 9,5614. 33.40% of Professional/Scientific Staff Salaries 2% 25,069 26,337 27,127 78,5335. 60.80% of Professional/Scientific Staff Hourly-Temp 2% 2,755 2,895 2,982 8,632

SUBTOTAL $30,876 $32,438 $33,412 $96,726

D. EQUIPMENT ($5,000 or more per unit - Itemize)1. Quote from someone 0 0 0 0

SUBTOTAL $0 $0 $0 $0

E. TRAVEL (Itemize) - Use UNI Travel Rates; see: http://www.vpaf.uni.edu/obo/accounts_payable/tguide.shtml1. Domestic Travel

Travel for Grad Fellows to/from CF - $500/fellow/year x 1 at UNI $500 $500 $500 $1,500

Project staff travel $3,000 $2,500 $1,500 $7,000

c. Meals # of people * # of days $0 $0 $0 $0

d. MileageFrom: To: ; # trips * # Roundtrip Miles $0 $0 $0 $0

e. Registration $0 $0 $0 $0

f. Other $0 $0 $0 $0

SUBTOTAL - DOMESTIC TRAVEL $3,500 $3,000 $2,000 $8,500

2. International Travel

SUBTOTAL - INTERNATIONAL TRAVEL $0 $0 $0 $0

SUBTOTAL $3,500 $3,000 $2,000 $8,500

F. PARTICIPANT SUPPORT (TRAINEES)SUBTOTAL $0 $0 $0 $0

G. OTHER DIRECT COSTS1. Materials and Supplies

0 0 0 750Project supplies 2,000 1,000 500 3,500

2. Publication/Documentation/Dissemination 0 0 0 03. Consultants - External Review Panel members (6) 9,450 9,450 9,450 28,350

Consultants - Isa Zimmerman 11,500 11,500 11,500 34,5004. Computer Services 0 0 0 05. Subawards

University of IowaCEA - Don Yarbourgh - Includes GA 75,771 78,665 82,201 236,637Iowa State UniversityC. ISU-RISE - Subaward for Co-PI - Includes GRA 69,438 71,532 73,692 214,662

6. Other Direct Costs 0 0 0 0A. Grad. Assist. Tuition 11-12 AY $ 7,476/AY; Sum $3,738 (+ 4% increase in Yr 2) 7,775 11,663 12,129 31,567(Yr 1 - Spring and Summer 2013 ONLY; UNI Grad tuition for both AY and Summer)

Annual Survey - Phone charges 2,400 2,400 2,400 7,200Annual Survey - Purchase sample 4,500 4,500 4,500 13,500

0 0 0 0SUBTOTAL $182,834 $190,710 $196,372 $569,916

H. TOTAL DIRECT COSTS (TDC) $322,995 $342,007 $350,950 $1,015,952 $1,015,952

I. INDIRECT COSTS1. MTDC = Base Type $220,011 $180,148 $182,928 583,0862. 31.50% = Rate % 69,303 56,747 57,622 183,672

(MTDC = TDC excluding Equip greater than $5,000 per unit, the portion of subawards greater than $25,000 ea., ParticipantCosts, and Grad Asst Tuition)

J. TOTAL BUDGET $392,298 $398,754 $408,572 $1,199,624 1,199,624

***Graduate student assistantship policies are established by the graduate college, based on a 2 month summer term, with standard salaries across campus. Summer salaries are thus calculated on a 2 month base term x % effort (20 hours being full time).

Form Updated: 2/1/12

% effort for each person

(6 members x $1000/yr + 2/yr traveling to Iowa (stipend $500 + travel costs ($600 air + $400 lodging + $150 meals + $75 transport = $1725))

NSF BUDGET FORMAT for Fastlane Fill in Yellow spaces only, unless you need to change formulas

UPDATED: 3/2/12 - 2:00 pmUNIVERSITY OF NORTHERN IOWA BUDGET Budget Period: Oct. 1, 2012-Sept. 30, 2015

Project Title: Navigating the Iowa STEM Roadmap…Fill in correct Salary Base & Year 1 Year 2 Year 3 TOTAL

10/01/12-9/30/13 10/01/13-9/30/14 10/01/14-9/30/15A-B. SALARIES AND WAGES * 3% increase included in Year 1 (assuming start date after July 1, 2012)

UNI StaffJeff Weld, PI 12 100,678 5% 5,185 5,340 5,501 16,026 0.60

Gene Lutz, Co-PI 12 107,981 5% 5,561 5,728 5,900 17,189 0.60

SUBTOTAL FACULTY, ACAD ADMIN & INST OFF 10,746 11,068 11,400 33,215

Kari Jastorff 12 58,519 5% 3,014 3,104 3,197 9,315 0.60

Disa Cornish, Co-PI 12 50,427 17% 8,570 8,827 9,092 26,489 1.98

Project Manager/Evaluator (TBD) 12 55,000 50% 28,325 29,175 30,050 87,550 6.00

Website Developer (TBD) 12 45,000 50% 23,175 23,870 24,586 71,632 6.00

Annual Survey SupportAnnual Survey - Gonnerman 12 60,691 10% 6,251 6,439 6,632 19,322 1.20

Annual Survey - Turner, IT Specialist 12 64,814 1% 668 688 708 2,063 0.12

Annual Survey - Crew, Field Director 12 47,046 5% 2,423 2,496 2,570 7,489 0.60

Annual Survey -Muilenburg, Asst Field Director 12 38,476 5% 1,982 2,041 2,102 6,125 0.60

Annual Survey -Faber, Asst Field Director 12 31,512 2% 649 669 689 2,006 0.24

SUBTOTAL P & S STAFF SALARIES 75,056 77,308 79,627 231,991

# Hrs Total Pay rate

Isabel Montemayor (20%) 200 $22.00 4,532 4,668 4,808 14,008 0.00

SUBTOTAL P & S STAFF HOURLY 4,532 4,668 4,808 14,008

UNI StudentsGraduate Assistant Stipends* - Doctoral # GAs FTE base % effort

A. Acad. Yr. (9 mos.) 1 13,328 100% 6,864 14,140 14,564 35,567 1.00

B. Summer (2 mos***) 1 2,962 100% 2,962 3,051 3,142 9,155 1.00

(Yr 1 - Spring and Summer 2013 ONLY; UNI Doctoral Assistantship for AY and Summer (tuition under "Other"))

SUBTOTAL STUDENT SALARIES 9,826 17,190 17,706 44,722* For other current graduate student rates, see: http://www.uni.edu/osp/budget-developmentGraduate Students - Hourly # Students # Hrs Total Pay rate

1 50 $13.00 650 650 650 1,950 4.50

SUBTOTAL GRAD STUDENTS HOURLY 650 650 650 1,950

Undergraduate Students - Hourly # Students # Hrs Total Pay rate

A. Acad. Yr. (9 mos.) 1 100 $9.50 950 950 950 2,850 4.50

SUBTOTAL UNDGRAD STUDENTS HOURLY 950 950 950 2,850

Annual Questionaire - Student interviewer timeGraduate Students - Hourly # Students # Hrs Total Pay rate

1 50 $14.50 725 725 725 2,175 4.50

SUBTOTAL GRAD STUDENTS HOURLY 725 725 725 2,175

Undergraduate Students - Hourly # Students # Hrs Total Pay rate

A. Acad. Yr. (9 mos.) 1 300 $11.00 3,300 3,300 3,300 9,900 4.50

SUBTOTAL UNDGRAD STUDENTS HOURLY 3,300 3,300 3,300 9,900

SUBTOTAL $105,785 $115,859 $119,166 340,810Subtotal Senior Personnel - Add those lines only $0 $0 $0 $0

C. FRINGE BENEFITS (FY11-12 Rates) annual increase

1. 31.20% of Faculty Academic Year Salaries 2% 0 0 0 02. 17.90% of Faculty Summer Salaries 2% 0 0 0 03. 28.40% of Faculty , Acad Admin, Inst Off 2% 3,052 3,206 3,302 9,5614. 33.40% of Professional/Scientific Staff Salaries 2% 25,069 26,337 27,127 78,5335. 60.80% of Professional/Scientific Staff Hourly-Temp 2% 2,755 2,895 2,982 8,632

SUBTOTAL $30,876 $32,438 $33,412 $96,726

D. EQUIPMENT ($5,000 or more per unit - Itemize)1. Quote from someone 0 0 0 0

SUBTOTAL $0 $0 $0 $0

E. TRAVEL (Itemize) - Use UNI Travel Rates; see: http://www.vpaf.uni.edu/obo/accounts_payable/tguide.shtml1. Domestic Travel

Travel for Grad Fellows to/from CF - $500/fellow/year x 1 at UNI $500 $500 $500 $1,500

Project staff travel $3,000 $2,500 $1,500 $7,000

c. Meals # of people * # of days $0 $0 $0 $0

d. MileageFrom: To: ; # trips * # Roundtrip Miles $0 $0 $0 $0

e. Registration $0 $0 $0 $0

f. Other $0 $0 $0 $0

SUBTOTAL - DOMESTIC TRAVEL $3,500 $3,000 $2,000 $8,500

2. International Travel

SUBTOTAL - INTERNATIONAL TRAVEL $0 $0 $0 $0

SUBTOTAL $3,500 $3,000 $2,000 $8,500

F. PARTICIPANT SUPPORT (TRAINEES)SUBTOTAL $0 $0 $0 $0

G. OTHER DIRECT COSTS1. Materials and Supplies

0 0 0 750Project supplies 2,000 1,000 500 3,500

2. Publication/Documentation/Dissemination 0 0 0 03. Consultants - External Review Panel members (6) 9,450 9,450 9,450 28,350

Consultants - Isa Zimmerman 11,500 11,500 11,500 34,5004. Computer Services 0 0 0 05. Subawards

University of IowaCEA - Don Yarbourgh - Includes GA 75,771 78,665 82,201 236,637Iowa State UniversityC. ISU-RISE - Subaward for Co-PI - Includes GRA 69,438 71,532 73,692 214,662

6. Other Direct Costs 0 0 0 0A. Grad. Assist. Tuition 11-12 AY $ 7,476/AY; Sum $3,738 (+ 4% increase in Yr 2) 7,775 11,663 12,129 31,567(Yr 1 - Spring and Summer 2013 ONLY; UNI Grad tuition for both AY and Summer)

Annual Survey - Phone charges 2,400 2,400 2,400 7,200Annual Survey - Purchase sample 4,500 4,500 4,500 13,500

0 0 0 0SUBTOTAL $182,834 $190,710 $196,372 $569,916

H. TOTAL DIRECT COSTS (TDC) $322,995 $342,007 $350,950 $1,015,952 $1,015,952

I. INDIRECT COSTS1. MTDC = Base Type $220,011 $180,148 $182,928 583,0862. 31.50% = Rate % 69,303 56,747 57,622 183,672

(MTDC = TDC excluding Equip greater than $5,000 per unit, the portion of subawards greater than $25,000 ea., ParticipantCosts, and Grad Asst Tuition)

J. TOTAL BUDGET $392,298 $398,754 $408,572 $1,199,624 1,199,624

***Graduate student assistantship policies are established by the graduate college, based on a 2 month summer term, with standard salaries across campus. Summer salaries are thus calculated on a 2 month base term x % effort (20 hours being full time).

Form Updated: 2/1/12

% effort for each person

(6 members x $1000/yr + 2/yr traveling to Iowa (stipend $500 + travel costs ($600 air + $400 lodging + $150 meals + $75 transport = $1725))

I N V O I C E-- --

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: 5717-07INVOICE DATE: 25-Oct-13

PLEASE RETURN ONE COPY OF THIS INVOICE WITH

YOUR REMITTANCE TO ENSURE PROPER CREDIT INVOICE AMOUNT: Fund 5717 $480.81

ORACLE NO:

Federal Identif ication Number 42-6004333

[] Partial [X] FinalISU Purchase Order I2 89514 23

5/01/12-5/31/12

CONTRACT EXPENDITURES: Previously Current Budget LessReported Period Cumulative Cumulative

Budget Transactions Transactions Transactions TransactionsEXPENDITURES:

Supplies and/or Materials 1,744.00 1,178.00 42.10 1,220.10 523.90Travel 1,600.00 425.00 0.00 425.00 1,175.00Participants 21,224.00 9,581.45 0.00 9,581.45 11,642.55Other Direct Costs 1,400.00 195.00 395.00 590.00 810.00

Total Direct Costs (TDC) 25,968.00 11,379.45 437.10 11,816.55 14,151.45

Indirect Costs (10% of TDC) 2,597.00 1,137.95 43.71 1,181.66 1,415.34

TOTAL EXPENDITURES 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

CURRENT REPORT PERIOD:

5717 00 24701 33010 0000 11 0000 XXX

PAYMENT REQUEST TYPE:REFERENCE:

TITLE: Iowa Physics Teacher Instruction Resources (IPTIR) - PLUS

Reports and Reconciliation

• GCAFS • On-line reports• Do you use a shadow system???

Re-Budgeting

Sometimes prior permission is needed when re-budgeting. 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

NSPAContractRSP Staff

Sponsor RFPWebsite

A-21UNI Office of Business Operations

THANK YOU