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Writing a Proposal Budget: Lab
April 23rd , 2015
Introductions
 Aaron Trammell
• Training Officer, Sponsored Programs
 Robert Pattison
• Contracts & Grants Officer, Sponsored Programs
 Chris Dye-Hixenbaugh
• Contracts & Grants Officer, Sponsored Programs
 Shanna Jose
• Contracts & Grants Analyst, Sponsored Programs
 Who are you?
• Name, department,
Outcomes
 You should leave class today with the knowledge of
the working parts of a budget and how to put
together and apply those parts.
What We Do
Sponsored Programs is responsible for reviewing and submitting
research proposals, and negotiating and accepting awards on
behalf of the Regents. Our office is also responsible for drafting,
negotiating, and executing subawards for collaborative research.
*Please see Policy #PPM 230-01 and PPM 230-02
http://manuals.ucdavis.edu/ppm/230/230-01.pdf
http://manuals.ucdavis.edu/ppm/230/230-02.pdf
Materials…
• Today’s Handout
• Exercise Packet
• Available online
•
Power Point presentation
•
Information Packet
http://research.ucdavis.edu/proposals-grants-contracts/spo/spo-training/
Lets get started!
Case Study – What else could be wrong?
• Please turn to the first page of your Exercise Packet
Sponsored Programs Office
Task 1:
Budget Overview & Preparation
Please take a minute to read the Budget Overview located on
page 2 of your handout.
(use page 3 and 6)
Sponsored Programs Office
$131,000
$39,990
$38,748
9
$14,556
12
$3,333
12
$3,229
1.02
$14,847
1.00
$3,333
1.00
$3,229
33.3%
20.7%
1.3%
35.7%
21.2%
1.3%
53.5%
$11,179
1.10
$12,297
Only the
PI has a
merit on
this
project
Task 2:
Personnel: Salaries & Wages
(use page 3, 6, and 8)
January 1, 2013 – December 31, 2013
Calendar Year (CY) 14
January 1, 2014 – December 31, 2014
Fiscal Year (FY) 13
Academic Year (AY) 2013-14
Summer
Academic Year (AY) 2014-15
Fall Qtr. (Sept.-Dec.) Winter Qtr. (Jan.-Mar.) Spring
Qtr. (Mar.-Jun.)
Partial June, July, August, Partial
September
December, 2015
November, 2015
October, 2015
September, 2015
January 1, 2015 – December 31, 2015
July 1, 2014 – June 30, 2015
Fall Qtr. (Sept.-Dec.) Winter Qtr. (Jan.-Mar.)
Spring Qtr. (Mar.-Jun.)
August, 2015
Calendar Year (CY) 15
Fiscal Year (FY) 14
July 1, 2013 – June 30, 2014
July, 2015
June, 2015
May, 2015
April, 2015
March, 2015
February, 2015
January, 2015
December, 2014
November, 2014
October, 2014
September, 2014
August, 2014
July, 2014
June, 2014
May, 2014
April, 2014
March, 2014
February, 2014
January, 2014
December, 2013
November, 2013
October, 2013
September, 2013
August, 2013
July, 2013
June, 2013
May, 2013
April, 2013
February, 2013
January, 2013
March, 3013
Calendar Year (CY) 13
Sponsored Programs Office
Personnel
Amount you calculated
on Task 1 Handout
Sum of Salary and Benefits
This is (Monthly Rate)*(Effort Person Months)
This is (% effort)*(# of months)
$14,847
20%
1.20
$17,816
$5,933
$23,749
$14,847
20%
0.6
$8,908
$3,180
$12,088
$3,333
50%
3
$9,999
$2,070
$12,069
$3,333
50%
3
$9,999
$2,120
$12,119
$3,229
50%
$14,531
$189
$14,720
$3,229
100%
$9,687
$126
$9,813
$70,940
$13,618
$84,558
4.5
3
This is (Salary)*(Benefit Rate)
Task 3 & 4:
Consultants, Equipment, and Supplies
(use p. 3-4 & 8)
BREAK
Task 5, 6, 7:
Travel, Other Direct Costs, and
Subawards
(use p.4, 6 & 8)
Sponsored Programs Office
Other Categories
We have no consultants
on this project
$0
Pipetting System
$19,200
$19,200
Spectrophotometer
Glassware
Chemicals & Reagents
Lab Supplies
$2,430
$5,000
$10,000
Make sure to add
the 20% for S&H
and tax
$2,500
$19,930
$3,000
$2,500
$5,500
$22,358
$12,297
2 quarters in AY 13-14
1 quarter in AY 14-15
$34,655
Stanford
$100,000
UCLA
$20,000
$120,000
Some Definition
(found on page 20-21 in your take home packet)
•
•
•
Modified Total Direct Costs (MTDC) - The Modified Total Direct Cost base, or
MTDC, is used per the University's negotiated rate agreement. This includes most
direct costs, including all salaries and wages, fringe benefits, materials and supplies,
services, travel, and subgrants and subcontracts up to the first $25,000 of each
subgrant and subcontract (regardless of the period covered by the subgrant or
subcontract). Equipment, capital expenditures, charges for patient care and tuition
remission, rental costs, scholarships, and fellowships, as well as the portion of each
subgrant and contract in excess of $25,000 shall be excluded from modified total
direct costs.
Total Direct Costs (TDC) - Total Direct Costs are calculated the same way that we
calculated MTDC. The difference is that there are no direct cost category exclusions.
Because this is not the cost base on which our negotiated rate agreement is based, you
should only use this cost base if the sponsor specifically requires you to do so.
Total Cost (TC) - As with Total Direct Costs, you should only use Total Costs as a
cost base if the sponsor specifically requires it. Calculating your indirect costs using a
cost base of Total Costs is a bit more complicated than MTDC and Total Direct Costs.
Your first step will be to determine your Total Costs.
Task 8 & 9:
F&A Cost and Total Budget
(use p.4-6, & 8)
Sponsored Programs Office
MTDC and F&A
$283,843
53.50%
$134,988
$72,219
$356,062
$283,843
$19,200
$34,655
$120,000
$25,000
$134,988
Modified Total Direct Costs:
Deduct equipment, capital expenditures, patient care,
tuition remission, rental costs, scholarships,
fellowships, and the portion of each subgrant which
exceeds $25,000.
We do not charge
F&A to sister
campuses
Examples of Budget Justification
Language
(Found on p. 11-17)
Resources…
• Our website - http://research.ucdavis.edu/
• The Compliance Guide (IRB, IACUC, etc.)
• Listserves
• Monthly Research Forums
• Other classes that we offer through Staff Development and
Professional Services (SDPS)
Our Website…
• Complete facelift in November,
2014!
• The Office of Research main page
is: http://research.ucdavis.edu/
• Faculty Toolkit
• Announcements
• Sponsored Programs main page is:
• http://research.ucdavis.edu/proposals-grants-contracts/spo/
The Compliance Guide
• Can be found at our website,
under the Award Management
tab http://research.ucdavis.edu/wpcontent/uploads/UCDavis_Guide
_to_Research_Compliance_20132.pdf
http://research.ucdavis.edu/resources/listserv
-subscriptions/
Monthly Research Forums
• The fourth Wednesday of each month from 8:30-10am
• Located at Sponsored Programs office - 1850 Research Park
Drive, Davis.
• Invitations are sent out via the OVCR-cg listserv (visit our
website to sign up for this listserv)
Other classes that we offer
• Proposal Preparation and Submission
• Writing a Proposal Budget: Lab*
*the “concepts” course is offered online
• Sponsored Programs: Essentials, Processes and Best Practices
• Other courses
• Intellectual Property at UC Davis (In conjunction with Innovation
Access)
Please visit the SDPS website for a list of dates and times and to sign up for
all of our classes
http://sdps.ucdavis.edu/
Questions?
• What questions do you
still have?
• Don’t forget your
evaluation forms!
For research-related announcements, you can now
follow SPO on Twitter!
Follow us at
@UCDavisSPO