NYU Dentistry Forms: Budget Preparation Instructions

Projects should cover all of their associated costs. These costs are defined as both the physical materials that are used and the expenditure of human effort. The following budget template is divided into five categories into which human and material capital may be reflected. A formal budget must be completed prior to the initiation of a study.

Personnel

The categories that allow for the computation of personnel costs consist of the following:

1. Name:
   Name of the NYU Dentistry Faculty, Staff, or Student who will have study responsibilities.
2. Role:
   Specifies the role of the individual on the project. Roles include Principal Investigator (PI), Co-Principal Investigator (Co-PI), Director (Dir), Investigator (I), Co-Investigator (Co-I), Collaborator, Coordinator, Biostatistician, Nurse, Dental Assistant, Consultants, Data Manager, Data Recorder, Recruiter, Administrative Assistant, etc.
   
3. Months:
   Number of months that the person will have responsibilities on the study (includes time for protocol preparation, subject recruitment, and data analysis)
   
4. Percent Effort or Full Time Effort (FTE):
   Full time effort commonly referred to by its acronym, FTE, reflects the percentage of effort expended due to study responsibilities on an annual full time employment (40 hour / week) basis. Percent effort on a less than yearly basis needs to be adjusted to reflect how much effort this would represent if it occurred over the period of a year. For example working 1 day a week for a year would represent 20% FTE. However, if the study period was only 6 months long, this effort would represent 10% FTE. A rough way to calculate the FTE is to divide the total number of days worked by 260 days.
   
5. Base Salary:
   A person's annual NYU Dentistry salary excluding fringe benefits (i.e. health insurance).
   
6. Requested Salary:
   The salary support requested based upon the effort stated in the FTE column. For example if the base salary of the individual was $10,000 and their FTE was at 10% then the requested salary for that person would be $1,000.
   
7. Fringe
   The fringe benefit rate for research is uniform and has been set at 27.5 percent. This charge partially covers the cost of NYU employee benefits, i.e. health insurance, etc.
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8. Total
   Total reflects the sum of the requested salary and fringe categories.
   

Equipment

Equipment is defined as an article or group of very closely related articles of tangible non-expendable personal property having a useful life of more than one year and an acquisition cost of $3,000 or more. Please itemize the equipment by type, cost per unit, and number of units requested.

Travel

Itemize travel requests

Supplies

Itemize supplies in separate categories, i.e. gloves, disposable dental instruments, sterilization/ disinfectant materials, glassware, chemicals, office supplies, etc., and by unit cost.

Other Expenses

Itemize other expenses by separate categories and by unit cost. Other expenses include but are not limited to most purchased services such as the costs associated with dental chair use, phone, facsimile, mail, biostatistical consultation, IRB fees, equipment service contracts, etc.

Total Direct Cost

The total direct cost is the sum of the above categories (personnel, equipment, travel, supplies, and other expenses). These are the costs that are directly attributable to the study.

Indirect Cost

The indirect cost is a negotiated rate that has been established between NYU Dentistry and government agencies or with industry. NYU officials negotiate this rate. This cost is mandatory and must be added to the direct cost of the study. These funds support the physical plant and support structures of the study site.
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Overall Cost

The overall cost is the cost for performing the study. It is the sum of the total direct cost and the indirect cost.