budgets, subcontracts, matching, invoicing
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BUDGETS, SUBCONTRACTS, MATCHING, INVOICINGKim Olson & Patricia BradshawRocky Mountain Space Grant ConsortiumAnnual Meeting, May 7, 2012
RMNSGC Budget – Years 3-5
Diane DeTroye, National Meeting of SpaceGrant Directors Meeting, March 2011
Base & Matching Funds – National Average
Proposed FY 2012, FY 2013 and FY 2014 Allocations Base & Matching Funds
Rocky Mountain Space Grant Consortium
Fellowships, 23.6%
Research Infrastruc-ture, 16.6%
Higher Education, 20.8%Precollege; 6.7%
Informal Education; 4.5%
Consortium Admin Costs, 15.5%
Indirect Costs; 12.3%
Annual RMNSGC Budget Proposal• These budget pages go into
actual budget proposal to NASA
• Include as much detail as possible especially when travel and direct labor costs are involved
• PI signs as well as representative from contracts and grants office
• Second column denotes matching funds.
Subcontract Process• We have streamlined subcontract process with U of U Office of Sponsored Projects
• Kim Olson now preparing subcontracts and amendments (will be implemented with augmentation award)
• After NASA contract arrives, Kim will get approval from UU OSP Office on subcontract amendments and then send to affiliates for review/signature
• Will send directly to contracts/grants office contact at each affiliate with a cc to Trustee/PI of that subcontract
• Kim will track and follow paperwork • Initial signature – partially executed agreement back to UU• After signed by UU, fully executed agreement back to affiliates• Affiliate will receive final P.O. from UU
Subcontract Amendment Sample
Matching Funds• Original non-federal budget included on
matching forms
• Matching costs are allowable per NASA guidelines consistent with grant expenditures
• Authorizations for college and department signatures required
(p. 2 of cost sharing form)
• Indirect cost waiver may be used for matching with institutional approval
Invoicing – SG Funds• Submit summary of expenditures using
sample invoice form (may submit electronically)
• Attach supporting documentation
• Follow same format as proposal budget
• Submit invoices at least quarterly
• U of U will review invoice and documentation for allowability
• Institution is ultimately responsible for all costs
• Invoice and matching certification submitted for payment
• Final costs should be reported on an annual basis
Invoicing – Matching Funds Certification• Submit matching expenditures using
sample form
• Submit matching documentation with matching invoice
• U of U will review matching form and documentation for allowability and submit to accounting for processing
• Internal documentation must be available for audit
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