Chad Restrick

1
Preparing an NIH Budget
Tips and Guidelines for a Successful Grant
Submission
Chad Restrick Sr. Training Specialist Research
Administration
2
What well cover

• Regulations
• Direct and Indirect Costs
• Putting it all together
• Justifying the Budget
• Modular vs. Detailed
• Tools and references

3
Regulations

• Department of Health and Human Services
• National Institutes of Health
• 27 Institutes and Centers
• Grants.gov
• Request for Application
• Request for Proposal
• Program Announcement
• OMB Circulars
• Guidelines

4
Unallowable Costs

• Per A-122, following are unallowable
• Alcoholic beverages
• Bad debts
• Charitable contributions, donations, remembrances
• Development/fundraising costs
• Entertainment costs tickets to shows or sporting
  events, meals, lodging, rentals, transportation,
  and gratuities associated with entertainment
• Fines and penalties
• etc

5
Cost Principles
Cost Principles require that all expenditures for
sponsored projects meet three criteria

• They must be ALLOWABLE
• They must be ALLOCABLE
• They must be REASONABLE

6
What to consider when drafting a Proposal Budget

• Who am I going to need?
• What am I going to need?

7
Proposal Budget - Purpose

• Major proposal component
• Indicator of PIs ability to manage project
• Tied directly to Scope of Work
• Allows PI and Organization to convey specific
  project costs

8
Cost Allocation
Direct Costs costs that can be identified
specifically with a particular sponsored project
or that can be directly assigned to such
activities relatively easily with a high degree
of accuracy ... Facilities Administrative
Costs costs that are incurred for common or
joint objectives and therefore cannot be
identified readily and specifically with a
particular sponsored project ...
9
Categories of Direct Costs
costs that can be identified specifically with
a particular sponsored project

• Personnel
• Consultants
• Equipment
• Supplies
• Travel
• Patient Care
• Other Expenses
• Consortium/Contractual

10
Personnel

• Salary and Wages
• Fringe Benefits

11
Personnel

• Name
• Role on Project
• Type of Appointment/Months
• Effort Devoted to Project
• Institutional Base Salary
• Salary Requested
• Fringe Benefits

12
Equipment

• Item with unit cost of 5,000 or greater, and
  useful life of over one year
• Cost proportionate to amount of time used for the
  project

13
Travel

• Destination and duration
• Number of trips planned per year
• Number of persons per trip
• Cost
• Transportation
• Lodging
• Per Diem

14
Supplies

• Group by category with dollar amount
• Make sure funds requested match proposed work
• For animal requests, state species and number
  requested

15
Patient Care

• Cost of any test or procedure which is performed
  solely for the purposes of the study
• lab tests, x-rays, MRIs
• DOES NOT INCLUDE patient parking, meal vouchers,
  patient compensation

16
Consultants

• Names and organizational affiliations
• Consult physicians and people on external
  monitoring boards or advisory committees
• Projected number of consultation days
• Expected rate of compensation, travel, per diem,
  etc.
• A member of the Childrens Hospital staff may not
  be a paid consultant on a Childrens Hospital
  grant

17
Other Expenses

• Publication costs
• Animal board
• Patient compensation
• Equipment service contracts
• Graduate student compensation
• Miscellaneous

18
Consortium/Contractual Costs

• Figures provided by institution collaborating
  with CH investigator
• Costs incurred at another institution
• Sometimes referred to as subcontract costs

19
Facilities and Administrative Costs

• ... costs that are incurred for common or joint
  objectives
• Depreciation and use allowances (buildings and
  equipment)
• General, Sponsored Projects, Student, and
  Departmental Administration
• Operation and maintenance expenses
• Library expenses
• Office Supplies and Copying
• Basic Local Telephone Services On Campus
• Pagers and Related Service Charges
• Journals and Subscriptions, Memberships

20
Modified Total Direct Costs

• Direct Costs that are generally exempt from FA
  Costs
• Capital equipment
• Patient Care Costs
• Subrecipient charges after first 25k

21
Budget Justification

• Narrative to accompany the cost estimate
• Breaks down each category of cost
• Provides detailed explanation of how costs
  derived
• Quantify total costs of each line item and
  document cost calculation
• Specify line items for each year and time frame
  during which you expect theyll be expended
• Elaborate on line itemsuse narrative form to
  justify necessity how costs will be used for
  successful project implementation

22
Modular Budget

• Simplified budget form
• Allows you to request funding in blocks of
  25,000 up to 250,000 per year
• Ordinarily, NIH expects that the same number of
  modules will be requested for each year

23
Questions?