Industry-Sponsored Clinical Trials (ISCT) ONLY: Initiate CRBB Process

Visit the CRBB website to review the CRBB process.  Then contact CRBB for help with the CRBB Budget Tool.

 

Animal Pricing (Purchase & Care)

Consult Comparative Medicine for estimates on animal purchase and care costs.

 

Clinical Resources AAA Process

AAA pricing is required for all proposals that use UWMC, SCCA, or HMC clinical resources such as clinical PET, CT, or MRI.  (AAA process is used only for clinical resources, not for dedicated research facilities such as the DISC, BMIC, or PET/CT Cost Centers.)  AAA Steps are summarized below:

1. INITIATION:  Send the following to UWMC contact email for UWMC and SCCA or Stephanie Pardee for HMC:
• Completed AAA Form
• Radiology Clinical-Research Application Form
• AAA Pricing Page
  
• Study Protocol
2. PROCEDURE REVIEW: The AAA coordinator will arrange a research review of all procedures and contact you if any changes are recommended
3. PRICING: Once the procedures are finalized, the AAA coordinator will price the procedures and route the form for signature before returning the fully approved form to you.
4. BUDGETING: Include the AAA prices in your budget and be sure to inflate 5% annually – this includes the first year, if it is to occur approximately one year from the pricing date.  For grant proposals, be sure to base your calculations on the research rate (the research rate is actual cost to you, not the amount of discount; e.g., a research rate of 49% for a $1000 procedure would mean a research unit cost of $490). 
   Note (NIH and Other Non-ISCT Budgets): List clinical charges under patient care (object code 03-27 or 03-32), and be sure to exclude this cost from the MTDC when calculating indirect costs.
5. RELATED STEPS: Remember, the AAA is used for clinical resources and fees only.  If you will be using PET, be sure to also obtain pricing on PET Radiochemistry (Jeanne Link) and PET Physics (Barb Lewellen).  Note (NIH and Other Non-ISCT Budgets): These prices should be included in the “Other Expenses” budget category and should be included as direct costs in the MTDC base. 
6. REGISTRATION: Retain a copy of the AAA pricing sheets for inclusion in the routing copies of your proposal, and send the original to CRBB for registration.  (Note that only studies using human subjects should be registered with CRBB; those involving phantoms, animals, or cadavers involve different billing procedures.)
7. PROPOSAL ROUTING: When routing your proposal for review, include a copy of the signed AAA forms – as well as documentation on other pricing, such as PET Physics or research MRI; the Department of Radiology requires a copy of this form, which it uses to validate the grant budget.
8. BILLING: Once a budget is created for your funded grant, CRBB will use your registered AAA form to create an account number for your project, so billing can commence.

PET/CT, PET Physics, and Radiochemistry

Radiology has a PET/CT scanner as well as a small animal PET instrument.  When including PET scanning in your budget, you will need to include the scanning cost plus the costs for radiochemistry and PET physics.  If the PET scans will be done in the clinic, you will need to obtain AAA pricing (see above) plus pricing for PET physics and Radiochemistry.

PET/CT, small animal PET, and PET Physics, contact Barb Lewellen

PET Radiochemistry, contact Jeanne Link 

Note (NIH and Other Non-ISCT Budgets):  PET and PET/CT scans, PET Physics, and Radiochemistry charges are budgeted in the “Other Expenses” category.  PET scanning may be a Patient Care expense if done on the clinical scanner, or "Other Expense" if done on the PET/CT scanner or small animal PET in the Cost Center.  

MRI Research Imaging Resources

Dedicated research MRI is billed as a cost center charge and goes in the "Other Expenses" category of the budget. Please contact the appropriate contact for protocol review and pricing sheet: 

Diagnostic Imaging Sciences Center (DISC) Jeff Stevenson 

BioMolecular Imaging Center (BMIC at SLU) Diana Jensen  

MR Spectroscopy Center (4.7T and 7T) Daryl Monear

Salaries & Benefits

• Faculty Physicians:  Contact the appropriate payroll coordinator to obtain the total institutional base salary (UWMC + UW Physicians salary + Administrative Supplement). 
• NIH Proposals:  Apply current salary cap to all years of the budget (do not inflate), but please be aware that the salary cap does typically rise each year, and prepare accordingly.
• Benefits:  Allowable benefit rates are posted in GIM 3 .

 

Final Subcontract Budget(s)

For NIH proposals, apply salary caps, and ensure that Total Direct Costs, Modified Total Direct Costs, and Indirect Costs are clearly established for each year.

 

Other Considerations

• Tuition:  See current graduate tuition rates.  (Note:  Tuition has been rising about 9% per year, so please inflate accordingly and document the inflation in the budget justification.)
• Inflation:  The current standard yearly rate for inflation is 3%.  Since funded grants typically start close to a year after proposal preparation, be sure to inflate Year 1 estimates as well (do not inflate salary caps).  Some sponsors may accept the application of different inflation rates to specific budget items such as tuition, but be sure to explain any exceptions in the budget justification.

• F&A (Indirect) Costs:  GIM 13 Attachment A summarizes all indirect cost rates and indicates whether these rates should be applied to total (TDC) or modified total direct costs (MTDC). 
• MTDC deducts certain items from the total direct cost base before applying indirect rates.  For a complete list of items to deduct from the base, please see Definition of MTDC.
• What if a project will be conducted at multple UW locations with different indirect rates? If the total direct costs for any given year are $250K or more, then separate total direct costs for each location and apply appropriate indirect rate to each.  Please see GIM 13 Attachment B for full instructions.

 

Budget Tools & Templates

• See Office of Research -- Budget Guidelines