GALEX Cycle 4 Guest Investigator Programs

Budget Instructions

Budgets are due on 25 January 2008.

An official budget is required for all successful GALEX Guest Investigator (GI) programs that received notification of an award from NASA. Funding under the GALEX GI Program is available only to U.S. Principal Investigators and their Co-Investigators who are affiliated with U.S. institutions. U.S. CoI's on foreign proposals may be eligible for GALEX funding (*see note below).

The funding level for each program is based on the time allocation, proposal ranking, number of targets, and data analysis plans. In order to award these funds, NASA requires that your institution submit a budget that does not exceed the amount indicated. The budget must be submitted through the NASA NSPIRES system, by an official authorized to legally bind your institution, to http://nspires.nasaprs.com, and should be accompanied by an NSPIRES cover page for the proposal (further information below. Budgets should be received in the NSPIRES system by January 25, 2008. A signed paper copy of your NSPIRES cover sheet and budget must also be sent to Dr. Susan G. Neff, Mail Code 665, Building 21 Room 028, NASA’s Goddard Space Flight Center, Greenbelt MD, 20771. The budget should not exceed the amount indicated in the proposal selection letter.

Funding for archival programs will be started as soon as the budget request is received at GSFC. Funding for observing programs will be started after the first observation or after the budget is received at GSFC, whichever occurs later. Funding is generally awarded for a one year period, as a grant. A one year no-cost extension may be requested if needed; the grant award letter will indicate how to request such an extension. The grant will originate at NASA’s Shared Services Center (NSSC) at NASA’s Stennis Center; only grants will be issued by NSSC. Interagency transfers and contracts will continue to be issued by GSFC. After your grant is started at GSFC and forwarded to Stennis, it will be possible to determine its status by accessing http://www.nssc.nasa.gov/grantstatus/ . Non web contacts include 1-877-NSSC123 (phone), 1-866-779NCCS (fax), and nssc-contactcenter@nasa.gov (email). Costs should not be incurred on this project prior to authorization by the NSSC Grants Officer. Following the completion of your work, a Final Report will be due to NASA at an address that will be given in the grant award letter. This report should describe the progress made during the grant and the most important results of the research effort. A copy of the Final Report should also be sent to Dr. Neff.

To submit a budget through NSPIRES:

At the NSPIRES page ( http://nspires.nasaprs.com ) , login and then click on “Proposals”, and then on “Create Proposal” and then select “Solicitation”. It should display a list of possible open solicitations – select “GALEX Guest Investigator -- Cycle 4” and then “Continue.” Enter your proposal title as submitted in the Phase 1 Science proposal, and then “Continue.” Verify the information for your organization and “Continue” (twice – 2 screen), then select “Save”.

Cover Page

You will then need to edit the cover page sections (click on each individual section, then when the information comes up click on “Edit” for each subsection”, then “Save” (subsection) or “OK” (section) when done). You can check to see if NSPIRES is happy by clicking on “Check Elements” on the “View Proposal” page.

Proposal Summary - Paste in the abstract used for the Phase 1 science proposal.

Business Data – Fill in as appropriate for your organization. Please do not use a start date before 1 March 2008 – if you are submitting a budget for an observing program 1 March should be fine to use as a placeholder start date unless you prefer a later date. Under Application Information, for Application Proposal Identifier, please use the proposal number in your award letter (e.g. GI4 0015). If you are acting as the US PI for funding of a foreign PI proposal, list the PI as a Co-I, with a description of “Co-I/Science PI.” For Other Project Information, it is important to indicate the FTE level for NASA civil servants if they are to participate (and be paid!).

Program Specific Data – You don’t need to put anything in this section, but you apparently do need to open the section and then mark it okay. Sorry – it appears to be something that NSPIRES can’t change.

Budget - We don’t (?yet?) have the option of giving you the option of giving you the money and giving you 3 years to spend it – sorry! It may be possible to submit a 2 or 3 year budget to be spent over 2 or 3 years – we aren’t sure about this possibility yet. . However, even if it does become a possibility, we would **strongly prefer** that you submit a 1 year budget and then request a no-cost extension, as 1) we aren’t sure we will have the money for years 2 and 3 if you don’t take it now and 2) we wouldn’t be able to give you all the money in year 1 – only the part you plan to spend in the first year. If there is an update on this possibility before the budget submission deadline, we will post it here.

Please do not use a proposed start date earlier than 1 March 2008 – if you want the money later use a later start date and send the helpdesk an email as well. We won’t send funding for observing programs until the first successful observation has been obtained in any event; we will start the grant submission through the system then unless you specifically request us not to.

A few details:

1) On direct labor (Senior/Key Personnel, Section A and Other Personnel, Section B), if you want to enter money for an individual, you MUST provide both requested salary and fringe, since the system calculates total based on those numbers.

2) If anything is entered under Indirect Costs (section H), the text field for Cognizant Federal Agency must have something in it (the word "none" is acceptable, but there must be something in the field).

3) The Key Personnel" section and Other Personnel sections are only used to request funds for individuals at the PI institution. Any money for team members at other organizations should be shown in one of two places in "Other Direct Costs":

a) on row 5, subawards for funds to non-federal organizations

and/or

b) rows 8-10 for funds to another NASA Center, JPL, or other federal organization. Then totals in these rows should not be burdened in the Overhead area because they are direct funding by NASA.

Team Members – Co-I’s who were not included in the original science proposal may not be added now. A foreign PI should be indicated here as Co-I/Science PI. It is not necessary to submit CV and proposed/pending support, although NSPIRES will fuss about your omitting that information.

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Attachments

Budget Justification

This is submitted as an .pdf file attachement. It does not need to be terribly detailed but it should include the following information (your institution may require more):

1. A narrative summary of the responsibilities of the various investigators taking part in the observing program.

2. Costs for direct labor, including individual levels of effort and rates for the personnel involved.

3. Estimated costs for equipment. , materials, computer services, hardware and software license and maintenance costs, if any. Items less than $5000 may be grouped, but individual items over $500 should be itemized. Explain the need for items costing more than $5,000.

4. Travel costs - itemize trips. In general, only one trip per team member to a professional society meeting or scientific conference will be supported.

5. Other costs, with explanation. Include materials and supplies, publication charges, hardware and software license and maintenance costs if relevant. Items less than $5000 may be grouped, but individual items over $500 should be itemized. Explain the need for items costing more than $5,000.

6. Overhead rates and costs. Briefly explain cost rate(s) and base(s) as approved by the cognizant Federal agency, including the effective period of the rate.

7. Proposed contributions from any cost-sharing plan to offset costs of items 2 —6 above. If cost sharing is based on specific cost items, identify each item and amount.

Please note that total cost of support requested from NASA should not exceed the amount indicated in the GALEX award letter from NASA Headquarters.

Other attachments:

NOTE: You do not need to submit a copy of the science proposal text.

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Once your submission is ready, you should release it to your organization. It is prudent to give them several days before the deadline. They will submit your budget for you – you are not allowed to submit the proposal yourself. (This is NASA policy and we (GALEX) have no control over it – sorry!) The person at your organization will be able to print out your cover page and budget justification.

A printed version of the complete NSPIRES submission should be sent by snail-mail to:

Dr. Susan G. Neff

GALEX Project Scientist

NASA’s Goddard Space Flight Center, Code 665

Building 21, Room 028

Greenbelt, MD 20771

We (GALEX) will not be able to start your funding through the NASA system until the printed version of the budget is received at Goddard.

Responsible NASA Official: Susan G. Neff

Curators: Dorothy Appleman and Joel D. Offenberg

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