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Cycle 6 Information

GALEX Project at Caltech

GALEX Cycle 6 Guest Investigator Programs

Budget Instructions

Budgets are due January 15, 2010.


An official budget is required for all successful GALEX Guest Investigator (GI) programs which received notification of the 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 not exceeding the amount indicated in the letter.  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 15, 2010.  A signed paper copy or .pdf file of your NSPIRES cover sheet and budget must also be sent to


Dr. Susan G. Neff

Mail Code 665.0

Building 34 Room E344

NASA’s Goddard Space Flight Center

8800 Greenbelt Road

Greenbelt MD, 20771


susan.g.neff AT nasa.gov


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 sent to you by the NASA Shared Services Center (NSSC), will indicate how to request an extension).  Paperwork will originate at NASA’s GSFC and the grant award issued by 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 initiated at GSFC and forwarded to NSSC, you can follow the grants progress through the system via:


WEB                 http://www.nssc.nasa.gov/grantstatus/

PHONE            1-877-NSSC123

FAX                  1-866-779NCCS

EMAIL              nssc-contactcenter AT nasa.gov


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 hould also be sent to Dr Neff.



At the NSPIRES page ( http://nspires.nasaprs.com),

Login, click on Proposals, click on Create Proposal and select Solicitation 

A list of possible open solicitations should display

Select “GALEX Guest Investigator -- Cycle 6.”

then “Continue.”

Enter your proposal title as submitted in the Phase 1 Science proposal,

then “Continue.” 

Verify the information for your organization

Then “Continue” (twice on 2 screens),

then select “Save.” 




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.) 


Check to see if NSPIRES is happy

(click Check Elements on the View Proposal page.) 



Paste in the abstract used for the Phase 1 science proposal.  



Fill links appropriate for your organization. 

Starting date may not be earlier than 1 March 2010, for an observing program. Starting date may be as late as 30 September 2010 if you prefer that the grant not start as soon as the observations are made.




Application Proposal Identifier: please use the proposal number which appears in your award letter (e.g, GI6-0099).


New for 2010 - Personnel: All team members listed in NSPIRES as CO-I's will need to log into NSPIRES and link themselves to the proposal. (We suggest that you only list key personnel, as this step is a hassle for all.)

If you are acting as the US PI for funding of a foreign PI proposal, list the non-US PI as a Co-I, and give a description for him/her as Co-I and Science lead or CO-I / Science PI.


Other Project Information: it is important to indicate the FTE level for NASA civil servants receiving funding (otherwise we will not be able to fund them.)




No information goes in this section, but it must be opened and marked okay.  This appears to be a feature NSPIRES can’t change.




We are required to fund GALEX grants as 1-year grants, with a No-Cost-Extension (NCE) when needed. A No-Cost-Extension is generally granted automatically, but it must be requested near the end of the first year of funding.


Funding for archival programs will be started as soon as possible after your budget is received at GSFC.


Funding for observing programs will be started as soon as your first successful observation is obtained, unless you have requested a later start date (no later than September 30, 2010). If you want us to start the grant as soon as the first observation is obtained, please give March 1, 2010 as a start date.


A few details:

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


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) 


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.

row 5, sub-awards for funds to non-federal organizations and/or

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’re direct funding by NASA.




Co-I’s who are not included in the original science proposal may not be added now. A non-US 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 the omission of that information.



Budget Justification


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


Narrative summary of the responsibilities of the various investigators taking part in the observing program. 


Costs for direct labor, which includes individual levels of effort and rates for the personnel involved.


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

Explain the need for items costing more than $ 5,000.


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


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


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.


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 



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


Please send a copy (paper or .pdf) of the complete NSPIRES submission to:


Dr. Susan G. Neff,

Mail Code 665.0,

Building 34 Room E344,

NASA’s Goddard Space Flight Center

8800 Greenbelt Road,

Greenbelt MD, 20771.


susan.g.neff AT nasa.gov


Funding through the NASA system cannot be initiated until the printed version or .pdf of the complete NSPIRES budget is received at Goddard.



Responsible NASA Official: Susan G. Neff
J.D. Myers

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