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Site Home Page Helpdesk Targets Tools Data Instrument & Calibration Science Documents Cycle 6 Information GALEX at Caltech	BUDGET INSTRUCTIONS FOR ACCEPTED CYCLE 5 PROGRAMS DUE 2 FEBRUARY, 2009 An official budget is required for all successful GALEX Guest Investigator (GI) programs receiving 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 2 February, 2009. A signed paper copy of your NSPIRES cover sheet and budget must be sent to Dr. Susan G. Neff Mail Code 665, Building 21 Room 028, NASA’s Goddard Space Flight Center, Greenbelt MD , 20771 -- or -- a .pdf attachment of your cover sheet and budget, signed, may be sent to galexhelp@heasarc.nasa.gov. The budget should not exceed the amount indicated in the proposal selection letter; submitting an overguide budget will generally cause delays in initating funding for your program until we receive a budget that matches the award. WHO IS A PI?* Check with your institution about WHO may be the Administrative PI for a grant. Frequently the submitting PI cannot be the "official" PI as far as money is concerned - this is true for both EPO grants and regular GALEX grants for most institutions - for example a successful graduate-student-submitted proposal. We usually have people submit budgets in this case with the non-permanent- staff/faculty member listed as the "Science PI" or "Science Lead" and the institutionally-responsible person listed as the "Administrative PI" in the text - and the advisor just listed as PI in the NSPIRES submission. IF YOU ARE CHANGING INSTITUTIONS If you anticipate changing institutions, please let us (galexhelp) know ASAP, at galexhelp@heasarc.nasa.gov. It is much harder to move a grant to a new institution than it is to wait and issue it to the correct institution in the first place - less frustration for everyone involved. Once we know your circumstances we'll be able to advise you on the best way to proceed with your budget submission. FUNDING ARCHIVAL program funding will be started as soon as the budget request is received at GSFC. OBSERVING PROGRAM funding 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. All funding paperwork is initiated electronically at GSFC with a Procurement Request. (We cannot initiate this PR without a budget.) Grants are awarded by NASA’s Shared Services Center (NSSC) at NASA’s Stennis Center. Interagency Transfers and Contracts are awarded by GSFC. A No-Cost Extension of one year may be requested if needed. The grant award letter (from NASA HQ)will indicate how to request such an extension. Issuance of a NCE is nearly automatic, but it must still be requested (sorry!) GRANT status may be tracked using: 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. A FINAL REPORT with a description of progress and important results of the research effort is due to NASA at the end of the period of performance. This is required for all NASA grants. Addresses for final reports may be found in the grant award letter and/or on the GRANT INFORMATION PAGE. TO SUBMIT A BUDGET THROUGH NSPIRES CONNECT to NSPIRES at http://nspires.nasaprs.com, LOGIN then click on “Proposals”, then click on “Create Proposal” then “Solicitation” From the list of possible open solicitations select “GALEX Guest Investigator -- Cycle 5” then click on “Continue.” Enter the proposal title from the Phase 1 Science proposal, click on “Continue.” Verify your organization's information then click on “Continue” twice (2 screens), then select “Save” COVER PAGE - Edit the cover page sections click on each section, and “Edit” for each subsection, then “Save” for (subsection) or “OK” for (section) when Cover Page is complete. 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. *Omission of an abstract will cause a fatal NSPIRES error.* Business Data - fill links appropriate for your organization Enter a start date no earlier than 1 March 2009. If you prefer a later date, enter that (up through September 29, 2009.) Under Application Information, for Application Proposal Identifier, please use the proposal number in your award letter (e.g, GI5-0123) If you are acting as the US PI for funding of a foreign PI proposal, list the Science PI as a Co-I, with a description of “Co-I/Science Leader.” For Other Project Information, it is important to indicate the FTE level for NASA civil servants if they are to participate. Please enter a zero (0) if there are no NASA FTE's to be funded. Leaving the field blank will cause a fatal NSPIRES error. PROGRAM SPECIFIC DATA – This section is information free, but must be opened and marked “Okay” (an unchangeable NSPIRES feature, sorry!) BUDGET - We don’t (?yet?) have the option of giving you the money and 3 years to spend it - sorry! A 2 or 3 year budget to be spent over 2 or 3 years may be a possibility sometime in the future, BUT, even if it were possible, we ask that you submit a 1 year budget and then request a no-cost extension because: 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 of the money in year 1 - only the part you plan to spend in the first year; NO START DATES EARLIER than 1 March 2009 - if you want the money later, use a later start date and send the helpdesk an email as well. Observing program funding will be initiated when the first successful observation has been obtained unless you specifically request that we not do so. A few details: 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 benefits, since the system calculates the total based on those numbers Anything entered under *Indirect Costs* (section H), “COGNIZANT FEDERAL AGENCY" must have something in it (the word "NONE" is acceptable, but there must be something in the field___ (sorry!) “KEY PERSONNEL" 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, subawards for funds to non-federal organizations and/or rows 8-10 for funds to another NASA Center , JPL, or other federal organization. Totals in these rows are not burdened in the Overhead area as they are directly funded by NASA. TEAM MEMBERS - Co-I’s who were not included in the original science proposal MAY NOT be added now. Be sure to see the "WHO IS A PI?" above. A foreign PI should be indicated here as Co-I/Science PI. S/he may not receive NASA funding. It is not necessary to submit CV and proposed/pending support, though NSPIRES will fuss about the omission of that information __ just ignore. ATTACHMENTS BUDGET JUSTIFICATION Is submitted as a .pdf file attachment. This may differ from the letter you received. If so, we apologize. Please upload the .pdf of the proposal. [If you have full-up Acrobat, you can append the justification to your proposal and upload 1 file. If you don't have the ability to combine .pdf files, then upload the budget justification as a "Non-US Letter". (This is an NSPIRES "feature".)] It includes the following minimum information - (your institution may require more) Narrative summary of the responsibilities of the investigators taking part in the observing program Costs for direct labor which include individual levels of effort and rates for the personnel involved. Estimated costs for equipment., materials, computer services, hardware and software licenses and maintenance costs, if any. 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 - briefly. Travel costs - itemize trips.In general, only one trip per team member to a professional society meeting or scientific conference will be supported (NASA policy). Other costs, with explanations, include materials and supplies, publication charges, hardware and software licenses, and maintenance costs. Overhead rates and cost rate(s) and base(s) should be briefly explained as approved by the Cognizant Federal agency, including the effective period of the rate. Identify contributions from any cost-sharing plan to offset costs of items 2 - 6 above. If 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 HQ. OTHER ATTACHMENTS: Please upload a copy of your science proposal ( .pdf ) as "Proposal Document". *(If you have full-up Acrobat, please attach your Budget Justification to the proposal before uploading.)* Your completed submission should be released to your organization (allowing time before the deadline).They will submit your budget to NSPIRES for you. You MAY NOT submit the budget yourself. (This is NASA policy and we (GALEX) have no control over it - sorry!). The person submitting the budget for your institution 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 or as a .pdf attachment to: Dr. Susan G. Neff GALEX Project Scientist NASA’s Goddard Space Flight Center, Code 665 Building 21, Room 028 Greenbelt , MD 20771 or to galexhelp@heasarc.nasa.gov Funding your program through the NASA system cannot begin until the printed/printable (signed) version of the budget is received at Goddard.

Responsible NASA Official: Susan G. Neff Curator: Dot Appleman NASA Privacy, Security, Notices