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Office of Sponsored ProgramsAll rights reserved GTRC
Budgets & submitting your proposal
– To give an overview of the guidelines and fundamentals of a proposal budget
– Discussions will includeA-21
Cost Accounting Standards (CAS)
Direct Cost
Indirect Cost
Project Budgeting
Cost sharing
Office of Sponsored ProgramsAll rights reserved GTRC
Cost Principles
Circular: A-21 – Establishes principles for determining costs applicable
to grants, contracts, and other agreements with institutions.
– Determines what costs can be included in the F&A calculation
– Remember: addresses both direct and F&A costs as well as specific allowable costs (section J)
– http://www.whitehouse.gov/OMB/circulars/index.html
Office of Sponsored ProgramsAll rights reserved GTRC
Cost Principles – Cont’d
Circular: A-21 – It incorporates four Cost Accounting Standards (CAS)
Consistency in estimating, accumulating and reporting cost
Consistency in allocating cost
Accounting for unallowable cost
Consistency in periods
– The intent of CAS
Standardize university costing practices
Standardize requirements for recipients
Preclude a perceived over charge to the government
Prevent charging unallowable costs to the federal award
Office of Sponsored ProgramsAll rights reserved GTRC
The Budget
– Where to begin?Read the Program AnnouncementWrite the research proposalCreate the budget and budget justificationRe-read the Program AnnouncementMake any changes to finalize the budget
– Initial DecisionsHow much should I request?What costs should I include?
– Function of the Budget?
Office of Sponsored ProgramsAll rights reserved GTRC
Allowable vs. Unallowable Costs
Allowable by Sponsor
Allocable
Reasonable
Consistent Treatment
Office of Sponsored ProgramsAll rights reserved GTRC
Budget & Budget Justification– Budget
A competitive budget is one that will provide the sponsor with a complete financial picture of the proposed project.Budgets are reviewed by the sponsor to verify if the costs are reasonable and necessary to carry out the proposed project, and if it conforms to the sponsor's instructions.
– Budget JustificationProvides further explanation of the direct costs involved with the project.
Office of Sponsored ProgramsAll rights reserved GTRC
Direct Costs– Direct costs are those that can be specifically identified
with a single sponsored project. – Direct costs should be reflected by major budget
categories with an attached narrative detailing how the costs were calculated.
Salaries/wagesFringe benefits
Office of Sponsored ProgramsAll rights reserved GTRC
Direct Costs– Direct costs are those that can be specifically identified with a
single sponsored project. – Direct costs should be reflected by major budget categories with
an attached narrative detailing how the costs were calculated.EquipmentTravel Participant support costs.
Office of Sponsored ProgramsAll rights reserved GTRC
Direct Costs– Direct costs are those that can be specifically identified
with a single sponsored project. – Direct costs should be reflected by major budget
categories with an attached narrative detailing how the costs were calculated.
Contracted servicesSuppliesCommunicationAwards (tuition remission)
Office of Sponsored ProgramsAll rights reserved GTRC
MTDC Rates are based on Modified Total Direct Costs (MTDC) which is the total direct cost (DC) less equipment over $5,000, patient care costs, participant support costs, alterations/renovations, rental of off-campus space and subcontract expenses in excess of $25,000, and student tuition remission.
Total Direct Cost- Equipment >5000- Patient care cost- Participant support- Alteration/renovation- Rental off campus space- Subcontract exp >$25K- Student tuition remission= MTDC
Office of Sponsored ProgramsAll rights reserved GTRC
Facilities & Administrative Rates
Office of Sponsored ProgramsAll rights reserved GTRC
Types of agreements
– Grants: More Investigator DrivenTransfer money, property, services, or anything of value to recipient in order to accomplish a public purpose. No substantial involvement is anticipated between the sponsor and recipient during the performance of the activity
– Cooperative Agreement:Transfer of funds to recipient to accomplish a public purpose and to provide assistance with substantial involvement between the parties
– Contract:To acquire property or services for direct benefit or use by the sponsor.Provides tangible goods and services
Assistance Mechanisms
Procurement
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Routing Form
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Special Review
Office of Sponsored ProgramsAll rights reserved GTRC
Proposal Submission Deadlines
– Grants.gov proposals: 5 business days prior to submission date.
– Electronic (non-Grants.gov) proposals: 48 hours prior to submission the proposal needs to be available to the CO and 24 hours prior to the deadline it needs to be ready to submit
– Paper copies need to be in by 2PM if the proposal needs to be sent to the sponsor that same day.
Office of Sponsored ProgramsAll rights reserved GTRC
Submission
Grants.gov ggov.gatech.edu
Cayuse gatech.cayuse424.com
Some DOD and other agencies submit directly.
Talk to your CO