Budgeting for Federal Agency Grants

"Explore the necessary steps and components for creating an effective budget for grant proposals in federal agencies. Learn about budget templates, samples, and justification to enhance your grant application. Understand the key elements of a grant proposal overview and the importance of budgeting for successful funding."

• Federal grants
• Budgeting
• Grant proposals
• Funding
• Grant application

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1. Budgeting for Federal Agency Grants Developing a Budget for Grant Proposals Melissa Lazo, Associate Director, Sponsored Programs Administration, Advanced Science Research Center Poline Papoulis, Director, Office of Research & Sponsored Programs, Queens College

2. Supplemental Materials In addition to this powerpoint, the following materials will be utilized with this presentation and are available here: https://www.cuny.edu/research/faculty-resources/funding- fridays/#1600281383450-a4c630bc-cf03 1) Budget Template (excel) 2) Budget Sample (excel) 3) Budget Justification Sample (word doc)

3. Grant Application Overview Abstract Problem Statement/Needs Assessment: Why is this project important? Program Goals/Objectives: What do you propose to address the problem? Implementation/Methodology/Program or Research Plan: How will you do this? Evaluation Plan: How will you know if this was successful? Sustainability: Can this be replicated? Will it last? Key Personnel and Facilities: Can your team do what you propose? Do you have the resources? Budget: What do you need to do this? Other Components: Letters of Support; CV; etc.

5. Purpose of a Budget Determine total cost of the project Indicate to sponsors where the funds will be spent and what will be supported Basic plan of fiscal operation

6. How Do I Begin to Budget? READ THE GUIDELINES/FOA OF THE SOLICITATION READ THE GUIDELINES/FOA OF THE SOLICITATION READ THE GUIDELINES/FOA OF THE SOLICITATION Sponsor cost allowability Familiarize yourself with your institutional policies and procedures Contact your campus Grants Office

7. How Do I Begin to Budget? CONTINUED . Align the budget with your Program Narrative. This assures that the budget items are specifically related to activities described in the proposal. Consider what personnel you need to perform the work. Outline what other resources you need to complete the tasks indicated in the proposal

8. Because we dont want this..

9. Budget Costs: Two Main Categories Indirect Costs Indirect costs, according to the federal Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards issued by the Office of Management and Budget (Uniform Guidance), are those costs that are incurred for common or joint objectives, and cannot be easily and specifically identified with a particular sponsored project, an instructional activity, or any institutional activity. These costs are also sometimes called facilities and administrative costs (F&A) or overhead. The terms indirect costs, overhead costs, and F&A costs are synonymous. These indirect costs are different than direct costs. Direct Costs Direct Costs are costs which are directly attributed to the costs of the project of program. The direct costs can be specifically and easily identified with a particular project or activity and are allowable under the sponsoring organizations guidelines.

10. BUDGET BASICS FOR BUDGETING, THINK: People Place Thing PHASES OF PROGRAM Funds should be included for all phases of the proposal: Project Development Project Implementation Project Evaluation

11. But that doesnt answer, where do I begin??? People: who is doing the work? what project roles are needed?; collaborators; faculty effort or how much time in each year does each person need?; consultants Place: Where is the work being performed? Do you have lab sites? Collaborators at other institutions? Where are they located? Do you need to travel? Where? How long? Do you know what a per diem is? Thing: What else do you need: Supplies? Equipment? Software? Lab analysis? Animals and their maintenance? Human subjects? Research incentives? Etc. Two additional considerations: 1) Follow each question above with: Does the sponsor or this specific FOA allow this cost in my budget? 2) Also ask: Have I budgeted what the sponsor requires?

12. PEOPLE Do you need personnel (people directly working for you)? What kind? Full-time or Part-time? Technician Research Assistant Postdoc Graduate student Undergraduates How much of your time will be spent on the grant? Academic year? Summer? Fringe Benefits Note: Some people that you will need will not be part of your Personnel Category: collaborators, consultants, vendors, etc., will be part of Other Than Personnel Services category

13. Place Where is the work being performed? Do you have collaborators? Is work being performed at another institution? Do you need to travel? Where (domestic or foreign)? What is the travel for? How long? Anyone else traveling?

14. Thing Supplies: what kind? Lab Equipment? Specialized Equipment? Lab fees? Software? Publications? Chemicals? Animals?

15. Summary Read the FOA: identify sponsor budget requirements and restrictions Contact the grants office as soon as possible: unlike the writing of the application, budgets aspects that you will need the grants office to assist with and even sometimes institutional approvals (such as cost share which I will not address here but you may contact me if you wish to know more about that) Outline your budget needs along a simple People, Place and Things based on the activities you propose in the application.

16. Budget Sample- Personnel Salary Budget Period 1 2 3 7/1/21- 6/30/22 7/1/22- 6/30/23 7/1/23- 6/30/24 Dates TOTAL A) SENIOR PERSONNEL 9 month appts: 1) Sally Brown (PI) Effort (# mos): Summer Salary 150,000 1.00 16,667 154,500 1.00 17,167 159,135 1.00 17,682 3.00 Salary Requested: 51,515 2) Peppermint Patty (Co-PI) Effort (# mos): Summer Salary 109,000 0.50 112,270 0.50 115,638 0.50 1.50 Salary Requested: 6,056 6,237 6,424 18,717 A2) OTHER PERSONNEL 12 month appts: 3) TBN Postdoc Effort (# mos): Calendar year 58,500 60,255 62,063 6.0 6.0 6.0 18.00 90,409 Salary Requested: 29,250 30,128 31,031 4) Graduate Research Assistant Effort (# mos): Calendar year Salary Requested: 32,000 12.0 32,000 32,960 12.0 32,960 33,949 12.0 33,949 36.00 98,909 SUBTOTAL 83,972 86,491 89,086 259,550

17. Budget Sample- Fringe Benefit Rates (as of January 2021 and subject to change) FRINGE BENEFITS & MTA TAX (0.34%) Graduate Research Assistant (GRA) (12 mos appt): F1 or J1 Student Visa who have been in the US for less than 5 years and are FICA exempt. 2.34% Graduate Research Assistant (GRA) (12 mos appt): Non-International Students 8.34% 9.34% (4/1/21) Non-Teaching Adjunct Appointment (NTA) (12 mos appt): CUNY adjunct Reimbursments. GRA's who need health insurance NYSHIP- 13% on the first $4,122 of salary 13% Full-Time (F/T) & Part-Time A (12 mos appt): Full-time employees scheduled to work 70 or more hours per bi-weekly pay period and paid on an annual basis. Part-time employees scheduled to work more than 38 hours and less than 70 hours per bi-weekly pay period and paid on an hourly basis. 35.34% 38.34%(4/1/21) Part-Time (P/T) B & Sabbatical (12 mos appt): Part-time employees scheduled to work no more than 38 hours per bi-weekly pay period and paid on an hourly basis. CUNY Faculty who are on Sabbatical Leave. 8.34% 9.34% (4/1/21) Faculty Academic Year (9 mos appt)/Calendar Year (12 mos appt for Research Faculty): CUNY Faculty released to work on a grant or contract. 51% Faculty Summer Salary (9 mos appt): CUNY Faculty who are receiving Summer Salary payments. 26.7%

18. Budget Sample- Fringe Benefits B) FRINGE BENEFITS & MTA TAX 1) Sally Brown (PI) 2) Peppermint Patty (Co-PI) 3) TBN Postdoc 4) Graduate Research Assistant 26.70% 4,450 4,584 4,721 13,755 26.70% 38.34% 1,617 11,214 1,665 11,551 1,715 11,897 4,997 34,663 9.34% 2,989 20,270 3,078 20,878 3,171 21,505 9,238 62,653 SUBTOTAL: A + B) PERSONNEL TOTAL: (Salary, Fringe & MTA Tax): 104,242 107,370 110,591 322,203

19. Budget Sample- Equipment, Travel & Participant Support Costs C) EQUIPMENT Mass Spectrometer 5,000 5,000 5,000 5,000 SUBTOTAL: - - D) TRAVEL Domestic Travel- Conferences International Travel-Conferences 4,000 6,000 10,000 4,000 6,000 10,000 4,000 6,000 10,000 12,000 18,000 30,000 SUBTOTAL: E) PARTICIPANT SUPPORT COSTS Stipends- Undergraduate Trainees (2) Travel Subsistence 10,000 4,000 10,000 4,000 10,000 4,000 30,000 12,000 - - Other SUBTOTAL: 14,000 14,000 14,000 42,000

20. Budget Sample- Other Direct Costs F) OTHER DIRECT COSTS Materials & Supplies Publication Costs 6,000 7,000 7,500 2,500 6,250 20,500 2,500 18,750 Consultant Services 6,250 6,250 ADP/Computer Services Subawards/ Consortium/ Contractual Costs - 75,000 75,000 75,000 225,000 Equipment or Facility Rental/User Fees Alterations and Renovations 3,000 3,000 3,000 305,750 9,000 - 30,000 Other- Tuition/Fees (GRA) Other- 10,000 10,000 10,000 - SUBTOTAL: 100,250 101,250 104,250

21. Budget Sample- Directs, MTDC, Indirects & Total Costs G. Total Direct Costs 233,492 232,620 238,841 704,953 Modified Total Direct Costs (MTDC) Less: Equipment (5,000) (14,000) (50,000) (10,000) 154,492 (14,000) (75,000) (10,000) 133,620 - (14,000) (75,000) (10,000) 139,841 - (5,000) (42,000) (200,000) (30,000) 427,953 Participant Support Costs Subawards >$25,000 (per sub) Alterations and Renovations - - - - Tuition/Fees MTDC Base 57% H. Total Indirect Costs 88,061 76,163 79,709 243,933 I. TOTAL COSTS: 321,553 308,783 318,550 948,886