budgeting for arc discovery projects commencing in 2008

Budgeting for ARC Discovery Projects

commencing in 2008

ARC Discovery Projects commening 2008

Introduction

Martina Stiemer

Management Accountant

Office of Financial Services

X7369

[email protected]

OFS Budget Officers

Lokiluyana Wijesena ELS, ICS, L&P

Stephanie Grollimund SCMP, Humanities, ACES

Margaret Frith MGSM, EFS

mailto:[email protected]


Overview


Purpose of Discovery Grants

• Support excellent fundamental research by individuals and teams

• Assist researchers to undertake their research in conditions most conducive to achieving best results

• Expand Australia's knowledge base and research capability

• Encourage research training in high-quality research environments


Eligibility Criteria

• All CIs, PIs and ARC Fellows nominated on a Proposal must satisfy the eligibility criteria for their nominated role.

• Con-current projects (section 3.6.1.2 Funding Rules)

• Researcher roles (section 5.1 Funding Rules)Chief InvestigatorPartner InvestigatorARC Fellows

• Cross-scheme eligibility (section 6 Funding Rules)


Application ProcessApplication process • 5pm Monday 18 December 2006 Eligibility Rulings Requests

• 5pm Friday 9th February 2007Receipt of applications to MQ Research Office

• Mid June 2007 Assessments available for written rejoinder

• Late June 2007 Due date for one-page rejoinders

• August 2007 Assessment of applications for funding

• October/November 2007 Ministerial approval of funding recommendations and applicants advised of outcome


Application Process

• Changes from last year (Handout)– 2 concurrent Discovery projects

• GAMS

• Part C Budgets (Handout)


Funding

• Projects are funded between $20,000 - $500,000 per calendar year

• Projects can be funded for 1 to 5 years

• ARC Fellowships (AFR, QE11 and APF) are funded according to ARC salary scales and normally for 5 years

• APDs are normally awarded for 3 years but a 4 year research/teaching option is available


ARC Funding - Allowable

• Personnel (salaries and on-costs)ARC FellowshipsResearch Associates, technicians and laboratory attendantsPostgraduate stipends with an ARC contribution

• Teaching relief for Chief Investigators only (must be fully justified, and will be a special condition of grant)

• Equipment• Maintenance• Travel


ARC Funding – Non Allowable

• Capital works and general infrastructure• Salaries of Chief Investigators and Partner Investigators• General Teaching or Teaching Relief • Special Studies Programs• Research support for Partner Investigators• Tuition Fees – International, HECS or HELP • Computer Facilities for molecular analysis• Costs not directly related to a project


ARC Funding – Non Allowable

Basic FacilitiesAccommodation

• Access to workshop services

• Film and music editing facilities

• Access to basic library

• Standard reference materials/abstracting services

• Provision of computers and laptops and basic facilities such as printers, standard software (except for high performance computers or specialized applications)

• Use of telephones, fax, photocopiers, email, internet, mail

Publication Costs• Including printing and page costs


Direct Expenses

• ARC is seeking full costing information– To enhance transparency and accountability – To help determine the actual contributions to

be paid by the ARC and the other parties.

• Direct costs = all costs required to complete the project


Direct Expenses

• Personnel (ARC Funded)

• ARC salary scales – No increments, assumed to start 1 January– Fellowships

• Options for 3 year or 4 year research / teaching

– Phd Stipends• Flat rate


Direct Expenses

• Personnel (MQ Funded)– Based on MQ salary rates (include

increments)– Oncost rate used is 28%– If personnel will be paid by partner or other

University base salary cost on partner organisation/other university salary scales


Direct ExpensesSalary• Applicable salary rate x time fraction x 1+ on-cost rate = Total Salary Cost

Eg. Level B.2 in 2008, time fraction on project is 30%, on-cost rate is 28%

55,000 x 0.3 x 1.28 = $21,120

Casuals • Estimate a full-time equivalent time fraction if employed for a lengthy period and

calculate as above for salaries.

Eg. 3 days per week for 26 weeks

FTE = 3/5 * 26/52 = 0.6 x 0.5 = 0.3

• Can use an hourly rate if employed for a short timeEg. $50 x 70 hours x 1.28 = $4,480


Direct Expenses

Presentation of Salaries in GAMS• Salary costs are entered into Part C of GAMS

applications in standard format:

Position Title – Surname - Level @ Time Fraction + oncosts

Examples: • CI – O’Neil – LB.1 @ 0.3 FTE +28% oncosts• Research Assistant HEW5.2 @ 0.5 FTE +28% oncosts• Research Associate LA.8 @ 0.5 FTE +28% oncosts


Direct Expenses

Teaching Relief• Only CIs are eligible• Rate is $32,972 for maximum 6 months (pro rate if

requesting less than 6 months)

Example• Position Title – Surname – Length of Teaching Relief• CI – O’Neil – 6 months


Direct Expenses

Equipment• Hardware and software items greater than

$1000• Include cost ex GST and any installation costs• Base price on latest prices (avoid guestimates)• If you require large costly pieces of equipment

consider applying for an ARC Linkage Infrastructure, Equipment and Facilities Grant (LIEF)


Direct Expenses

Maintenance

• Consumables and equipment less than $1000

• Don’t include computer equipment or data entry personnel in this category, use equipment or personnel


Direct ExpensesTravel

– List costs clearly– include number of travellers, origin and destination, airfares,

accommodation, daily allowances, field expense etc.Example: Sydney – Melbourne x 2 return trips x 4 project staff airfares• Accommodation x 9 nights• Meals & incidentals allowances 4 x 10 days @ 70 per day• Travel to field site - Km allowance @52cents/km x 800kms

Sydney – New York x 1 return airfare• Accommodation x 9 nights• Meal & incidentals allowance 10 days @ 150 per day


Direct Expenses

Other– Any other direct costs that can’t be placed into

categories listed above.– Eg Conference registration, translation services

GST– Quote costs exclusive of GST. – GST does not apply to the ARC funds transferred

directly from the ARC. – GST on external purchases are not charged to

individual grant accounts.


Indirect Expenses

• Infrastructure – university charge not applicable to ARC Grant funds

• In-kind – – non-cash contributions to project

• Indirect – Estimate of infrastructure costs for full costing

purposes– Calculation based on academic salaries Level A and

above. Do not include General Staff– Multiplier

• 1.25 Lab based research• 0.92 Non-Lab based research


Indirect Expenses

• Standard format for presenting costs

• Position Title – Surname - Level @ Time Fraction + oncosts x multiplier

Eg. CI – O’Neil – LB.1 @ 0.3 FTE +28% oncosts x 1.25

Research Associate LA.8 @ 0.5 FTE +28% oncosts x 1.25


Justification

• Explain why cost is required and what benefit it brings to the research project.

• Break down justification under budget headings ie.– Personnel– Teaching Relief– Equipment– Maintenance– Travel– Other


JustificationARC funded items (max 2 A4 pages)• Personnel

– why is specific person/level of expertise required?• Fellowships

– why is a full-time commitment to project required or why has a teaching/research option been chosen?

• Teaching relief – why is relief required to achieve a successful project outcome?

• Major equipment – Why is it required?– Why is equipment not able to be accessed elsewhere and/or why is existing

equipment not suitable?– Describe how it will be used and provide details of manufacturer, supplier, cost

and installation based on quotations. Actual quotations do not need to be attached to application.

• Travel – what is the purpose of the travel?


Justification

Non-ARC Contributions (max 1 A4 page)

• How will University and other partner organisation contribution support the project.

• If Partner Investigators are listed explain their contribution to the project.


Resources

• ARC Funding Rules

• ARC Instructions to Applicants

• MQ Salary Rates

• ATO 05/06 reasonable travel rates

Worked Example

Questions


Budgeting Contacts

• Divisional Finance Officers

• OFS Budget OfficersLokiluyana Wijesena x7240 ELS, ICS, L&P

Stephanie Grollimund x7264 SCMP, Humanities, ACES

Margaret Frith x7210 MGSM, EFS

budgeting for arc discovery projects commencing in 2008

Documents

current projects section

arc salary scales

mq research officemid

eligibility criteriaall

application processchanges

receipt of applications

assessment of applications

nominated role