10 Simple Tips for Developing a USDA Proposal Budget & Writing a USDA Budget Narrative

1. 10 Simple Tips for Developing a USDA Proposal Budget & Writing a USDA Budget Narrative Thursday, March 14, 2013 7:30 – 8:15 am

2. #10 Do not assume that the same rules apply as the last time your PI applied for USDA grant funds.

3. #9 Are there one or two sets of instructions?

5. Contained within the application package is the “NIFA Grants.gov Application Guide: A Guide for Preparation and Submission of NIFA Applications via Grants.gov.” This Guide contains an introduction and general Grants.gov instructions, information about how to use a Grant Application Package in Grants.gov, and instructions on how to complete the application forms.

7. #8 Before you start to budget - determine your budget limits and budget requirements. What is your budget limit? Is there a cost share requirement? Are there costs not allowable under the RFP?

8. USDA NIFA Higher Education Challenge (HEC) Grant Program http://www.nifa.usda.gov/funding/rfas/higher_education_challenge.html Budget Limits Conference Planning Proposal - $30,000 (total) Single Institution Proposal - $150,000 (total) Joint Project Proposal - $300,000 (total)

9. Cost Share A grant recipient is required to match 25% of the USDA funds awarded. USDA funds - $100,000 Match = $100,000 x 25% = $25,000 A grant recipient is required to match 25% of the total project funds. USDA funds - $100,000 Match = $33,000 $100,000 (75%) + $33,000 (25%) = $133,000 (total project funds)

10. Unallowable Costs: NIFA has determined that grant funds awarded under this authority to address any Need Areamay not be used for student tuition remission, room and board, academic fees or other financial assistance (no scholarships or fellowships). Also, funds may not be used for the renovation or refurbishment of research, education, or extension space; the purchase or installation of fixed equipment in such space; or the planning, repair, rehabilitation, acquisition, or construction of buildings or facilities (i.e., no greenhouses, laboratories, barns, or other structures). Promotional items (e.g., T-shirts and other give-a-ways) and food functions (e.g., cookouts or other social meal gatherings) are considered ‘entertainment’ expenses, and are also not allowed under this grants program. Note: Under Federal cost principles, restricted items (like those mentioned directly above) are not permitted for use as an applicant’s contribution to meeting the matching funds requirement for this grants program.

11. #7 Know your indirect cost rate.

12. North Central Risk Management Education Center (USDA-NIFA) http://www.ncrme.org/Grants/documents/NorthCentral2013ERMERFA.pdf “Use your organization’s federally negotiated indirect cost rate. No indirects costs are allowed unless your organization has a federally negotiated rate.” Plant Health, Plant Protection & Quarantine (USDA-APHIS) “Universities…are entitled to 10% of their negotiated indirect costs or their rate, whichever is less in cooperative agreements.”

13. Agriculture & Food Research Initiative (AFRI) USDA-NIFA http://www.nifa.usda.gov/funding/rfas/afri.html Indirect Cost Limitations: NIFA is prohibited from paying indirect costs exceeding 30 percent of the total Federal funds provided under each award. This limitation is equivalent to 0.42857 of the total direct costs of an award. Pursuant to Section 720 of the General Provisions to the Consolidated and Continuing Appropriations Act, 2012 (Pub. L. 112-55), indirect costs are limited to 30 percent of the total Federal funds provided under each award. Therefore, when preparing budgets, applicants should limit their requests for recovery of indirect costs to the lesser of their institution’s official negotiated indirect cost rate or the equivalent of 30 percent of total Federal funds awarded.

14. More on Indirect Cost Rates If you want a “crash course” on indirect cost rates and what rate to use when preparing a proposal for USDA – consider attending the Spark Session on this topic.

15. #6 Put together a base budget to start with.

16. #5 Budget using the correct USDA budget form. Standard Form 424A R&R Budget Form R&R Fed & Non-Fed Budget Form

27. #4 Begin to write your narrative using the budget categories on your budget form.

28. #3 Pay attention to the details. Be specific under travel and material & supplies. Any consultants? Refer back to the NIFA Grants.Gov Guide for specifics

29. #2 Expect the same from your subcontracts.

30. #1 Read the instructions carefully – both of them if necessary. Follow up directly with contact person if you have any questions or need clarification.

31. Questions/Comments??

32. Vincent Borleske PreAward Manager College of Agricultural & Life Sciences University of Wisconsin-Madison vborleske@cals.wisc.edu 608-890-3180