4 5 Applications cannot be larger than 1.2GB If the application exceeds 1.2GB, the applicant will receive the following error message from eRA Commons: “The application did not follow the agency-specific size limit of 1.2 GB. Please resize the application to be no larger than 1.2GB before submitting.” 5 6 The Funding Opportunity Announcement (FOA) number must exist. If you enter an FOA number that does not exist, the applicant will receive the following error message from eRA Commons: “The Funding Opportunity Announcement number does not exist.” 6 7 All documents and attachments must be in PDF format. If you submit attachments which are not in PDF format, the applicant will receive the following error message from eRA Commons: “The <attachment> attachment is not in PDF format. All attachments must be provided to the agency in PDF format with a .pdf extension. Help with PDF attachments can be found at .” 7 8 All attachments should comply with the following formatting requirement: PDF attachments cannot be empty (0 bytes). If you submit attachments which do not comply with the stated formatting requirement, the applicant will receive the following error message from eRA Commons: “The {attachment} attachment was empty. PDF attachments cannot be empty, password protected or encrypted. Please submit a changed/corrected application with the correct PDF attachment. Help with PDF attachments can be found at .” 8 9 All attachments should comply with the following formatting requirement: PDF attachments cannot have Meta data missing, cannot be encrypted, password protected or secured documents. If you submit attachments which do not comply with the stated formatting requirement, the applicant will receive the following error message from eRA Commons: “The <attachment> attachment contained formatting or features not currently supported by NIH: <condition returned>. Help with PDF attachments can be found at .”
The Program Coordinator will coordinate project service and activities, including training, communication and information dissemination. Fringe Benefits Fringe benefits are allowances and services provided to employees as compensation in addition to regular salaries and wages. Fringe benefits charged to an award must comply with HHS regulations at 45 CFR §75.431 (). Provide the following information for the narrative and justification: Position – The title of the position being charged to the award to which the fringe rate is being applied. Name – The name of the individual associated with the position (note if the position is vacant.) Rate – The total fringe benefit rate used and a clear description of how the computation of fringe benefits was done. The justification must detail the elements that comprise the fringe benefits, e.g., FICA, worker’s compensation. If a fringe benefit rate is not used, you should explain how the fringe benefits were computed for each position. Total Salary Charged to Award – Use the amount provided under section A. Personnel (6). Total Fringe Charged to Award − Provide total fringe amount based on the rate applied to the total salary charted to the award. Fringe benefits charged to the award can only reflect the percentage of time devoted to the project. Do not combine the fringe benefit costs with direct salaries and wages in the personnel category. FEDERAL REQUEST - Sample Fringe Benefits Narrative Position (1) Name (2) Rate (3) Total Salary Charged to Award (4) Total Fringe Charged to Award (5) Project Director Alice Doe 29.65% $6,489 $1,924 Program Coordinator Vacant, to be hired within 60 days of anticipated award date. 29.65% $46,276 $13,720
The narrative description should include the purpose, why it is necessary and directly relates to the scope of work, number of trips planned, staff that will be making the trip, and approximate dates. Location – specify the start and end locations of the trip Item – specify the costs associated with travel, e.g., mode of transportation accommodations, per diem. Rate Calculation – specify the basis for the travel costs. For mileage, specify the number of miles and the cost per mile. For air transportation, specify the cost. For per diem, specify the number of days and daily cost. For lodging, specify the number of nights and daily cost. Costs for contingencies and miscellaneous costs are not allowable. Travel Cost Charged to Award – provide the total cost of the travel to be charged to the award during the budget period. FEDERAL REQUEST – Sample Travel Narrative Purpose (1) Destination (2) Item (3) Calculation (4) Travel Cost Charged to the Award (5) Mandatory Recipient Conference Chicago, IL to Washington D.C. Airfare $200/flight x 2 $400 Hotel $180/night x 2 persons x 2 nights $720 Per Diem (meals and incidentals) $46/day x 2 persons x 2 days $184 Local Travel Mileage 3,000 miles @.38/mile $1,140 FEDERAL REQUEST - (enter in Section B column 1, line 6c of SF-424A $2,444 FEDERAL REQUEST: Sample Justification for Travel Two staff (Project Director and Project Evaluator) to attend mandatory recipient meeting in Washington, D.C. Local travel is needed to attend local meetings, project activities, and training events. Local travel rate is based on organization’s policies/procedures for privately owned vehicle reimbursement rate. Equipment
FEDERAL REQUEST – Sample Contracts Narrative Name (1) Service (2) Rate (3) Other Cost (4) (1) State Department of Human Services Training $250/individual x 3 staff 5 days $ 750 (2) Treatment Services 1040 Clients $27/client per year $28,080 (3) John Smith (Case Manager) Treatment Client Services 1FTE @ $27,000 + Fringe Benefits of $6,750 = $33,750 *Travel at 3,126 @ .50 per mile = $1,563 *Training course $175 *Supplies @ $47.54 x 12 months or $570 *Telephone @ $60 x 12 months = $720 *Indirect costs = $9,390 (negotiated with contractor) $46,168 (4) Jane Smith Evaluator $40 per hour x 225 hours 12 month period $9,000 (5) To Be Announced Marketing Coordinator Annual salary of $30,000 x 10% level of effort $3,000 FEDERAL REQUEST – (enter in Section B column 1, line 6f of-424A) $86,998 *Represents separate/distinct requested funds by cost category FEDERAL REQUEST – Sample Justification for Contracts Certified trainers are necessary to carry out the purpose of the statewide Consumer Network by providing recovery and wellness training, preparing consumer leaders statewide, and educating the public on mental health recovery. Client treatment services to be provided are based on organizational history of expenses.
Total Data Collection & Performance Measurement Charges $34,860 $34,860 $34,860 $34,860 $34,860 $174,300 The percentage of the budget that will be spent on data collection and performance measurement does not exceed 20% for any budget period. Maximum percentage for any budget period is 18.9% ($34,860/$184,303 – Year 1). A sample budget for funding limitations related to infrastructure development is shown below. Infrastructure Development Year 1 Year 2 Year 3 Year 4 Year 5 Total Costs Personnel $2,250 $2,250 $2,250 $2,250 $2,250 $11,250 Fringe $558 $558 $558 $558 $558 $2,790 Travel 0 0 0 0 0 0 Equipment $15,000 0 0 0 0 $15,000 Supplies $1,575 $1,575 $1,575 $1,575 $1,575 $7,875 Contractual $5,000 $5,000 $5,000 $5,000 $5,000 $25,000 Other $1,617 $2,375 $2,375 $2,375 $2,375 $11,117 Total Direct Charges $26,000 $11,758 $11,758 $11,758 $11,758 $73,032 Indirect Charges $280 $280 $280 $280 $280 $1,400 Total Infrastructure Costs $26,280 $12,038 $12,038 $12,038 $12,038 $74,432
The maximum percentage of the budget that will be spent on infrastructure development for any budget period is 14.2% ($26,280/$184,303 – Year 1). SAMPLE OF COMPLETED SF-424A SECTION A – BUDGET SUMMARY Grant Program Function or Activity (a) Catalog of Federal Domestic Assistance Number (b) Estimated Unobligated Funds New or Revised Budget Federal (c) Non-Federal (d) Federal (e) (f) Total (g) 1. Title of FOA 93.243 $184,303 $184,303 2. 3. 4. 5. Totals $184,303 $184,303 Standard Form 424A SECTION B – BUDGET CATEGORIES 6. Object Class Categories GRANT PROGRAM FUNCTION OR ACTIVITY Total (5) (1) Title of FOA (2) (3) (4) a. Personnel $52,765 $52,765 b. Fringe Benefits $15,644 $15,644 c. Travel $2,444 $2,444