Managing a Scientific Laboratory

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10 Νοε 2013 (πριν από 3 χρόνια και 7 μήνες)

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Managing a Scientific Laboratory

Financial Management and Budgeting


Start
-
up Funds

Nichole Phillips

Director of Research Administration

Viterbi School of Engineering


Budgeting for Proposals

Sabrina Feeley

Director of Research Administration

Dornsife College of Letters, Arts and Sciences


Managing your Grant Award

Janet Stoeckert

Director of Research Administration

Keck School of Medicine

Start
-
Up Funds

Getting
your
Lab Started

Nichole Phillips

Director of Research Administration

Viterbi School of Engineering

nicholep@usc.edu

Start
-
up Package

1.
Resources a university makes available for research support


2.
Office and lab space


3.
Housing/Moving Expenses


4.
Lab equipment, computers and software


5.
Technician and/or other staff support


6.
Salary Support for course buyout or summer effort


7.
Supplies


8.
Travel


Negotiating a Start
-
up Package


1.
During the process of discussing an offer is when to put the dollar
values on your needs


2.
Offer time is the time “
you have the most leverage than you will
have for years when joining a faculty”


3.
Be prepared
-

part of the job search process is

completing an assessment of your minimum

requirements to get your research up and

running

Negotiating a Start
-
up Package



4.
Research current salary information


5.
Keep in mind only the department chair or dean can
make commitments to you


6.
Be collaborative on ways to get expensive items


7.
Be sure to get commitments in writing


Hard Money vs.
Soft Money


1.
Hard Money refers to guaranteed funds you receive from the
university


2.
Can be part of your start
-
up package
or other
discretionary
funding


3.
Quasi
-

hard money include various types of internal funding the
university may provide to assist in jump starting your research



Zumberge Individual Research Grant
-
http
://research.usc.edu/for
-
investigators/funding/
usc
/
zumberge
/

Hard Money
vs. Soft Money



4. Soft Money refers the funds you receive from sponsors


5.
Funding you competed for with deliverables



Start
-
up Funds & Your Lab



1.
All or a portion of your start
-
up funds may be made


available in an account for you to manage


2.
Spending limits/requirements.

a.
Were these addressed in your offer letter

b.
Work with your department or the school regarding any
specific policy


3.
Think strategically when setting up your lab

a.
Start
-
up funds will be the basic funds available while
acquiring grant funding

b.
What are the items required to launch your lab


Staffing your lab


1.
Staffing

a.
Are they part of your start
-
up funds

b.
What type of Staff do you need


Post
-
doc


Lab Technician


Graduate Research Assistant


2.
Keep in mind

a.
Time for training

b.
Time for mentoring

Resources



1.
http://
serc.carleton.edu/NAGTWorkshops/careerprep/jobsearch/ne
gotiating.html


2.
http://chronicle.com/article/The
-
Right
-
Start
-
Up
-
Package
-
/
45611/


3.
http://research.usc.edu/for
-
investigators/funding/usc/




Budgeting

for Proposals

August 22, 2013

Sabrina Feeley

Director of

Research Administration

Dana and David Dornsife

College of Letters, Arts and Sciences

BUDGET

|
12

Goals


Gain an understanding of:



Identifying Funding Opportunities


Why Prepare a Budget?


Budget Elements


Budget Justification


Cost Sharing


Compliance


Submitting
Y
our Proposal

BUDGET

|
13

Identifying Funding Opportunities

-

solicitation, RFP, program announcement, BAA


On
-
line
Information
Systems:

Sponsored
Programs Information Network (SPIN)

FedBizOpps.gov


Federal Opportunities

Pivot Community of Science (COS)

ResearchResearch.com

Grants.gov

Sponsor Websites


Read carefully and thoroughly!

BUDGET
|
14

Why Prepare a Budget?


Definition of a Budget:


A categorical list of anticipated project
costs that represent the Principal
Investigator's
best

estimate of the
funds needed to support the work
described in a proposal
.

BUDGET
|
15

Function of a Budget



The budget estimates, as realistically as possible, the
cost of completing the objectives identified in the
proposal.


The sponsor will use the budget details to determine
whether the proposal is economically feasible and
realistic.


The budget provides a means to monitor the project's
financial activities over the life of the project.


Many sponsors (especially government agencies)
provide either a form or a format for the budget. It is
imperative to follow the agency's instructions explicitly.

BUDGET
|
16

Impacts on Budget Planning


Sponsor’s Budgetary Restrictions

Type of Sponsor (federal, non
-
federal, international)

Project Period


Phases/Option Years

Task Budgets

Types of personnel appointments (faculty, research staff,

postdoc, student)

Fringe Benefit Costs

Sub Awardees and Collaborators

Location of Project (on or off campus)

Facilities and Administration Costs

BUDGET
|
17

Go through your project narrative and make a list of
everything that will have to be paid for.



People, consumables, publications, equipment,

conference travel, collaborators…


Do not forget to review sponsor guidelines for any
restrictions or special guidance.

BUDGET
|
18

Budget Elements


Compensation


Salary


Fringe Benefits (Federal & Non
-
Federal)


Wages

Materials and Supplies

Equipment

Travel

Publication

Sub Awards or Consultants

Other Direct Costs

Facilities & Administration Costs (
Indirects

or Overhead)

BUDGET
|
19

Budget Justification


Explains:


why each cost is essential to performing project


how project costs were estimated


a
ny special circumstances


what
each person will contribute to
project,
12 month versus 9 month faculty


l
ab and animal costs


equipment
needs


include quotes


USC Research
-

Current
Rate Agreement
-

June
26, 2012

http://research.usc.edu/dcg/proposal
-
development/rates
-
at
-
a
-
glance
/

BUDGET
|
20

Budget justifications
should answer the questions a
skeptical reviewer would ask.


Make a persuasive case for investing in you and your
team.


It is important to include budget justifications since they
can be essential for surviving an audit.

Cost Sharing


When
federal or agency regulations require that the
institution share in the cost of sponsored research projects,
the institution contribution is referred to as “cost
-
sharing.”


In general,
cost sharing and matching
represents that portion
of project or program costs not borne by the sponsor
(generally the federal government).


Cost sharing can be
voluntary or mandatory
(that is, required
by means of a statute or law), and can take the form of either
cash
or
in
-
kind

contributions
.

BUDGET
|
21

USC Policy
-

Cost
Sharing
http
://policies.usc.edu/p2admOpBus/cost
-
sharing.pdf


Individual
school policies.


Be
sure all appropriate institutional approvals are
secured prior to submission
.

BUDGET
|
22

BUDGET

|
23

Compliance


OMB Circular A
-
110


Uniform Administrative Requirements
for Grants and Other Agreements with Institutions of Higher
Education, Hospitals and Other Non
-
Profit
Organizations.



Federal cost accounting standards, are a series of federal
regulations, detailed in
OMB Circular A
-
21
, which stipulate
how educational institutions administer the financial aspects of
grant management.


Costs must be reasonable, allowable, allocable
and consistent.

BUDGET

|
24

If any of the following are involved, institutional review
boards may be required:


-
Human Subjects

-
Human Embryonic Cells

-
Animal Subjects

-
Radioactive Materials

-
Biohazardous

Materials


Conflict of Interest

-
diSClose

-
HHS Required COI Training


Responsible Conduct of Research (RCR)

BUDGET

|
12

Submitting your proposal


Route proposal package for approval


Internal paperwork


Proposal Approval Record (PAR)


Sponsor paperwork


Have the right forms been filled
out correctly?


Research Administrators and Department of Contracts
and Grants (DCG) will assist with review and submission.


Do not wait until last minute…Submit early!!

BUDGET
|
26

Wrap
-
up


Read

the funding opportunity!


Prepare your budget


Does
the budget reflect reasonable costs for the project?


Is
the budget justification in line with the project narrative?


Are
there unallowable costs in the budget?


Can
you complete the scope of work on this budget
?


Review and finalize all aspects of your proposal.


Submit early and wait for it to be awarded!

Managing Your Grant Award

August 22, 2013

Janet Stoeckert

Director, Research Administration

Keck School of Medicine

27

Gain an understanding of:


Types of Grants


Award versus Spending Plan


Budget
Management & Monitoring


Award Close Out



28

Goals

Congratulations!

You have a grant award!


29

Types of Grant Awards


Grant


Transfer of money, services, or anything of value
to recipient to accomplish a public purpose


No substantial involvement with sponsor


Cooperative Agreement


Transfer funds to recipient to accomplish a public
purpose


Substantial involvement between sponsor and
recipient


30

Types of Grant Awards


Contract


Acquisition of property or services for benefit or
use of sponsor


Purchase Order


Fixed priced for a product or service


Other (IPA
)




31

Types of Grant Awards

Grant or Gift?

32

Grant or Gift?


Proposed work binds the
Institution to a specific line
of scholarly or scientific
inquiry


Includes work statement or
the testing of specific
hypotheses, methodologies
or validation of particular
approaches


There is a specific
commitment regarding the
level of personnel effort or
items of output, or specific
performance targets as a
condition of funding



A line item budget detailing
expenditures by activity,
function.


Project period must be
adhered to as a condition of
funding


Detailed fiscal reporting is
required at intervals during
the course of the work or at
the end of the project.


Any unexpended funds must
be returned to the sponsor
at the end of the project.

33

Review Award Document & Spending Profile


Scope of Work


Time table


Budget and Cost Sharing


Reporting Requirements


Compliance Requirements


Clauses

34

Review Award Document & Spending Profile


Sponsor may request reduction in budget

Scope of work should be reduce accordingly


Sponsor may agree to full budget but only
allocate (incrementally fund) a portion of
funding for specific time
-
frame


How can budget be adjusted to
accommodate funding


Sponsor may reduce funding if expenses do
not match budget

35

Budget Management & Monitoring







36

Spending

What is my grant account number?


Notification of Award via
Kuali

Coeus

(KC)


Notififction

of Account and budget via
Kuali

Financial System (KFS)


Obtain Access to Account in Financial System


37

Budget Management & Monitoring


Encumbrance known expenses


Personnel


Subcontracts


Large Dollar Volume Expenses


Independent Contractors


Reoccurring


Maintenance of encumbrances


38

Budget Management & Monitoring


Review Projections


No less than quarterly


Review for abnormally high or low burn rate of
funds


39

40

Sample Projection

Account Status Report (ASR)

41


Replace with new sample

Financial Compliance

42

Costs Must Be . . .


Allowable
-

Must conform to regulations


-

Must conform to any exclusions contained in
the sponsored


agreement


-

May be an appropriate institutional expense
but not


allowable on a sponsored project


Allocable
-

Necessary to the project


-

Directly benefits the project


-

NOT determined by fund availability


43

Costs Must Be . . .


Reasonable

-

What “prudent person” would pay
in like circumstances


-

Necessary?


-

Advance the scope of work?


-

Consistent with established policies &
practices?


44

Certifying Effort


After
-
the
-
fact confirmation of effort


Demonstrates that salaries charged to
sponsored projects or to cost sharing
reasonably reflects effort performed


Way for government and other sponsors to
verify salary charges to grants


Required by institution policy and OMB
Circular A
-
21

45


Effort Certification
-

How do you certify?


eCert
: On
-
line web
-
based

46

Charging Effort to Grants


% Effort should reasonably reflect actual effort
spent


Include cost shared effort subsidized by
Department, School, Institution


Take into account sponsor’s salary cap if
applicable

47

How much effort can you charge?


Faculty effort on grants should usually not
exceed 90
-
95%


Effort towards teaching, committee work,
preparing new grant proposals may not be
charged to grants


Exceptions are reviewed by Office of Financial
Analysis

48

Cost Transfers


Institutional Policy


“The first step in
charging costs is
to be certain
that the initial
charge is
appropriate.”

49

Cost Transfers


Sponsored Projects Accounting (SPA) reviews
and approves cost transfer


Processed within 90 days


Attach detailed justification and supporting
documentation


PI and Administrator sign off


Over 90 days


Attach detailed justification and supporting
documentation


PI, Administrator, Manager and Director sign off

50

Close Out of Award

51

Grant is Completed

Close Out of Award


Close outstanding encumbrances


Ensure no outstanding charges


Programmatic/Technical reports submitted


Personnel Expirations


Notify project staff as soon as possible





52

Close Out of Award


Data Retention and Access


Provide reasonable access


Retain for 7 years after final reporting
or publication


Retain financial records 3 years after
audit resolution


Don’t forget to shred!

53

Grant Transfers


PI notifies administration of transfer


Review sponsor requirements


Estimate balance remaining


Prepare relinquishment statement


Final financial statement to sponsor prior
to transfer to new institution




54

Moving?

Summary


Review your grant award with your Department
or School for terms and conditions, scope,
awarded budget, discuss spending plan


Review budget and projections at least
quarterly


Inform your administrator if you wish to change
to make changes to personnel effort,
purchases,
subawards
, or need to transfer
expenses


Stay current on compliance requirements

55

Questions?

56

Thank you!

57

Nichole Phillips

Viterbi School of Engineering

nicholep@usc.edu

Sabrina Feeley

Dornsife College of Letters Arts and Sciences

slf@dornsife.usc.edu

Janet
Stoeckert

Keck School of Medicine

Janet.stoeckert@usc.edu