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INFORMATION SESSION

Join us for an information session at California State Polytechnic University, Pomona on November 17, 2006. Learn about the purpose of the ARI, proposal quality, staffing needs, and budget justification examples.

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INFORMATION SESSION

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  1. INFORMATION SESSION California State Polytechnic University, Pomona November 17, 2006

  2. Purpose of the ARI • To facilitate research that will help CA Ag. • To foster research in the CSU Ag campuses. • Applied, not basic, research.

  3. Proposal Quality • Amounts awarded are similar to NIH, NSFor USDA. • Quality of the proposal should be equal to those turned in to NIH, NSF, or USDA. • Allows one to practice the art of grantsmanship and should make you more competitive for extramural funding.

  4. Staffing Needs • A formal section that describes the responsibility of the project director,co-investigator / collaborator, etc. • Information could be included in the budget narrative, but a dedicated section with its own heading is preferred.

  5. Budget Narrativeexample 1 – tablature style Budget Justification / Narrative: Year 1: FY 2007 - 2008 $58,946 Year 2: FY 2008 - 2009 $59,281 Year 3: FY 2009 - 2010 $61,488 Total FY 2007 – 2010: $179,715

  6. Budget Narrativeexample 2 – narrative style Budget Justification / Narrative: We are requesting $58,946 for year one, $59,281 in year two, and $61,488 in year three. The total request for this three year project is $179,715.

  7. Budget NarrativeStudent Assistants Year 1: FY 07-08 Salaries and Wages: Regular Staff : Student Assistant (code 7273) A graduate/undergraduate student will be hired and will be responsible for …. obtaining phenotypic data on seed germination, conducting gene expression assays, and preparing the first draft of a manuscript. We are requesting $15,900 (salary plus benefits) to support a student at a rate of $15/hr for 20 hrs/ week during the school year (30 weeks) and 40 hrs / week during the summer (10 weeks). Benefits were calculated at a rate of 6% (code 7310).

  8. Budget Narrative Faculty Release Time Salaries and Wages: Regular Staff : Faculty Release time (code 7272)We are asking for $16,000 (salary) for 12 WTU’s of release time for Dr. Smith. The release time salary compensation was calculated as follows: (($60,000 / 45 WTU’s) x 12 WTU) = $16,000Example details: Annual salary = $60,000 12 WTU release time wanted $60,000 / 45 WTU = $1333.33 / WTU12 WTU x $1333.33 / WTU = $16,000 Dr. Smith will be responsible for the training and supervision of the graduate student, conducting the data analyses, preparation and submission of the manuscript. NOTE THAT BENEFITS DO NOT ENTER INTO THE FORMULABECAUSE THE STATE COVERS THE BENEFITS!

  9. Budget Narrative Faculty Overload Compensation Salaries and Wages: Regular Staff : Faculty Overload Compensation during academic year (code 7274)We are asking for $8,654 (salary only) plus $1,125 (benefits) for overload compensation for Dr. Smith. The overload compensation salary was calculated at a rate of $28.85 / hour x 10 hours per week for 30 weeks. Calculation details (12-month or 9-month AY): Hourly rate (9 month appt) = (annual salary / 9 ) / 173.33 hours / monthHourly rate (12 month appt) = (annual salary / 12 ) / 173.33 hours / month Use hourly rate of $28.85 / hour (from Faculty Affairs) 10 hours / week (maximum allowed) & 30 weeks / academic year $28.85 / hour x 10 hours/week x 30 weeks = $8,654*$8,654 x 0.13 = $1,125. *Your grant will be charged benefits for faculty overload compensation. Currently, they are calculated at 13% (*code 7310).

  10. Budget Narrative Faculty Summer Salary Salaries and Wages: Regular Staff : Faculty Summer Salary (code 7274)We are asking for $10,000 (salary only) plus $1,300 (benefits) for two months of summer salary from July 1 to August 31 for Dr. Smith. The summer salary compensation was calculated as follows: $28.85 / hour (from Faculty Affairs) x 173.33 hours / month x 2 months = $10,000* Calculation details (9-month AY): Estimate the number of hours you will work over the summer and multiply it by your hourly rate: $28.85 / hour x 346.66 hours =$10,000* *Your grant is charged benefits on this amount. Currently, benefits are calculated at 13% (code 7310).

  11. Budget Narrative Faculty Summer Salary Salaries and Wages: Regular Staff : Faculty Summer Salary (code 7274)We are asking for $10,000 (salary) plus $1,300 (benefits) for two months of summer salary from July 1 to August 31 for Dr. Smith. The summer salary compensation was calculated as follows: $28.85 / hour x 173.33 hours / month x 2 months = $10,000* $10,000 x 0.13 = $1,300 *Your grant is charged benefits on this amount. Currently, benefits are calculated at 13% (code 7310).

  12. Budget Narrative • For multi-year projects, repeat the budget narrative section for Year 2 and Year 3 with the same level of detail. • See the handout for an example of a complete budget narrative.

  13. Budget Spreadsheet Salary / Benefits Summary Student Assistant (code 7273) Enter into “ARI Funding”, Column E Benefits are charged (code 7310) - calculation embedded in spreadsheet - currently 6.0%Faculty Overload Compensation during academic year (code 7274) Enter into “ARI Funding”, Column E Benefits are charged (code 7310) - calculation embedded in spreadsheet - currently 13.0% - 10 hrs/week (maximum allowed) Faculty Summer Salary (code 7274)Enter into “ARI Funding”, Column E Benefits are charged (code 7310) - calculation embedded in spreadsheet - currently 13.0% - no more than hourly rate, 40 hrs/week (maximum allowed) - day after spring quarter ends through the day before fall quarter begins.

  14. Budget Spreadsheet Salary / Benefits Summary Faculty Release Time (code 7272)Enter into “ARI State Side $” Column D Benefits are NOT charged on state side $

  15. Budget Spreadsheet Salary / Benefits Summary Staff salary – full time (code 7271) Enter into “ARI State Side $”, Column D Benefits are charged on the state side (code 7310) - calculation is embedded in spreadsheet - currently 34% Staff salary – full time (code 7271) Enter into “ARI Funding”, Column E Benefits are charged on foundation side (code 7310) - calculation is embedded in spreadsheet - currently 44%

  16. Postdocs / Visa holders • Postdocs can be hired on the Foundation side under the “Postdoctoral Research Associate” classification. • Enter into ARI Funding Column E • Code 7271 – Postdoctoral Research Associate Salary • Code 7310 – Postdoctoral Research Associate benefits (current average 44%) • Postdocs can be hired from the state side under the “Research Fellow” classification title. • Enter into ARI State Side $ Column D • Code 7272 – Research Fellow salary • Code 7311 – Research Fellow benefits (current average 34%)

  17. Postdocs / Visa holders • Postdocs holding a J-1 or an H-1B Visa can be hired. • The State or the Foundation will not sponsor. • The faculty must sponsor and is responsible for honoringthe terms of employment. • Normally the postdoc will have to fill out all paperwork. • The ARI can help with the process if the postdoc will be hired using ARI funding but the grant can not pay any fees.

  18. Budget Narrative Operating Expenses: Code 7326 – lab supplies (consumables) Code 7327 – lab supplies (non-consumables) Code 7326: Enough detail should be given so that a reviewer can determine if the costs are appropriate. A good figure to present is the cost per data point. Code 7327: Items that are under $5,000 but have a useful life fall into this category.

  19. Budget Narrative Travel (In-State or Out-State): Indicate the person(s) traveling and the to and from destination. Estimate thecost of transportation (airfare, car rental, etc.), cost of lodging per night, cost of registration (if relative). Car Rental on Foundation side : • Foundation does not issue insurance • We advise you to accept the insurance offered by rental company Meals and refreshments: Code 7185 – the ARI will not pay for meals and refreshments while traveling (or while not traveling). Instead, use per diem for overnight trips and day trips in which you leave before 7am and are back after 6pm (only covers breakfast and dinner).

  20. Budget Narrative Consulting/Other:(An individual not affiliated with the University, Foundation, UET, or ASI) • For services in excess of $5,000, complete an Agreement for the Performance of Consultant Activity for Services in Excess of $5,000 and submit to Foundation HR at least 2 days before consultant is scheduled to work. • When service is complete, consultant must submit original invoice to P.I. for submission with a Payment Request form. • For services $5,000 or less, a Services Invoice form must be completed and submitted with Payment Request form to Foundation HR. Equipment: When pricing equipment remember to include sales tax (8.25%) and shipping and handling costs. If you are requesting the purchase of equipment $5,000 or more, please provide details about the piece of equipment and include the following items: • Full name of equipment • Vendor • Model number • Funding requested from ARI • Source of matching dollars being used (if any) Adminstrative Fee: Indicate the dollar amount of the Administrative Fee (4.5 % *of direct costs)(2.55% if campus program, i.e. “gift”)

  21. Cash Match • ARI will match 80% of direct costs • Source cannot be from CA state fund • Off-campus matches are allowed • Cash match must be verified • Verification forms are on website and provided in your handouts • Gifts are processed through University Advancement

  22. Budget Revisions • Budget revision and approval is needed if more than 10% of the total budget is being redirected. • Write a budget justification that is meaningful and can withstand the scrutiny of an audit. • Use the “Budget Spreadsheet” form found on ARI website at: http://www.csupomona.edu/~ari/forms.shtml. Make revisions on the last tab titled, “Budget Revisions – today’s date” • See handout for “Budget Revision” spreadsheet • Send revised budget and budget justification to Andrea Frontino (amfrontino@csupomona.edu). • Budget revisions must be approved by the campus coordinator.

  23. Project Timeline Project Timeline Format Major Activity Areas/ObjectivesPerformance Period JAS OND JFM AMJ Activity Area I Objective 1 Activity 1 s-------------------c s-----------------------c Activity 2 s----------------------------------c Activity 3 s----------------------------------------------c Objective 2 Activity 1 s-----------------------c Activity 2 s---------------------------c Activity Area II Objective 1 Activity 1 s-------------------------------------------------------------c Activity 2 s--------------------c s------------------------c Objective 2 Activity 1 s------------------------------------------------c S = start date C = completion date If the project starts in December, put the start date in December of the current year timeline and use additional project timelines to continue until the following December.

  24. P-Card Debbie Schroeder-Linthicum, Grants/Contract Manager • All documentation due no later than the 25th of every month • Need documentation for each monthly transaction • Single transaction limit cannot exceed $4,900 • Travel type items must have Travel Authorization Form completed and signed by Dean’s Office submitted with monthly P card accounting • Must turn in completed Travel Authorization Form no later than 7 days after returning from trip

  25. Purchase Order Requirements • Any purchase from one vendor over $5,000 requires a Request for Purchase Order Form prior to purchase of items • Cannot split orders to avoid policy

  26. Grant Balances • View your current grant balances 24 hours a day via our accounting system, must complete form found on website. • All grant and contract procedures and forms can be found under Grants on our website at: http://www.foundation.csupomona.edu/financial/main.asp

  27. Dennis J. Miller Director of Human Resources, Foundation One Time Payments and California Labor Code

  28. The Rules (Labor Code) • Timing of Payment of Wages • Paid at normal pay date • Pay period is the 1st -15th of every month and the 16th - end of the month • Pay days are the 7th and 22nd of every month • Last date of employment • Known and Unknown • Penalty for Noncompliance

  29. Current Events • Reading Exercise • Smith v. L’Oreal USA

  30. Plan for Change • Clean-up until November 28, 2006 • Effective January 1, 2007 • Payment of Penalty • (accrual and payment)

  31. HR Planning • New HR and Payroll System • New Services Available (Est 7-1-7) • Employee Self Service • Manager Self Service • Other

  32. ARI Reporting Process • Projects will begin when the account is opened.

  33. ARI Reporting Process • Single-year and seed funding projectsrequire submission of an interim report by the 1st Friday of November and a final report by the 4th Monday of September of the following year. (Regardless of when the account opened)

  34. ARI Reporting Process • Multi-year projects1st year – interim report due 1st Friday of November 2nd and 3rd year – annual report due 4th Monday of July Final report due – 4th Monday of September following completion of project.

  35. ARI Reporting Process • In the event that a no-cost extension has been requested and approved for either a single year project or the last year of a multi-year project, an annual report is due by the 4th Monday of July and a final report is due within sixty days after completion of the extension.

  36. Due Dates • Found on the ARI website at: http://www.csupomona.edu/~ari/duedates.shtml • See Handout – printed from ARI website

  37. Contact Information • David Still, ARI Campus Coordinator dwstill@csupomona.edu ext. 2138 • Andrea Frontino, ARI Admin. Support Coord. amfrontino@csupomona.edu ext. 3637 • Debbie Schroeder-Linthicum, Grants/Contracts Manager dlschroeder@csupomona.edu ext. 2961 • Dennis J. Miller, Director of Human Resources dennismiller@csupomona.edu ext. 2958

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