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[[Usatlas-hllhc-l2deputymgmt-nsf-l] ] IIC budget numbers for the NSF CA

From: "Evans, Harold G." <hgevans AT iu.edu>
To: "reinhard.schwienhorst AT cern.ch" <reinhard.schwienhorst AT cern.ch>, "usatlas-hllhc-l2deputymgmt-nsf-l AT lists.bnl.gov" <usatlas-hllhc-l2deputymgmt-nsf-l AT lists.bnl.gov>, "tandeen AT utexas.edu" <tandeen AT utexas.edu>, "Haleh.Hadavand AT cern.ch" <Haleh.Hadavand AT cern.ch>
Cc: "Christopher.Bee AT stonybrook.edu" <Christopher.Bee AT stonybrook.edu>, "ponyisi AT utexas.edu" <ponyisi AT utexas.edu>, "Catrin.Bernius AT cern.ch" <Catrin.Bernius AT cern.ch>, "john.hobbs AT stonybrook.edu" <john.hobbs AT stonybrook.edu>, "srinir AT bnl.gov" <srinir AT bnl.gov>
Subject: [[Usatlas-hllhc-l2deputymgmt-nsf-l] ] IIC budget numbers for the NSF CA
Date: Mon, 22 Sep 2025 13:57:22 +0000

Hi all, Yesterday, you will probably have received an email from Chris Bee titled "Required Budgetary documentation for the NSF Cooperative Agreement. . . ". The labor totals in this mail for the IIC effort in your system will be different

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Hi all,

Yesterday, you will probably have received an email from Chris Bee titled "Required Budgetary documentation for the NSF Cooperative Agreement...". The labor totals in this mail for the IIC effort in your system will be different than those that you have seen in the google sheet I've been circulating. The reason for this difference is an error on my part. I was calculating the effort in FTE for each individual in the buget from that individual's total task-hours in a given NSF CA grant year (GY). The FTE calculation then used the total working hours in a year (~2080 hours, from google sheet's NETWORKDAY function) as the normalization for 1.0 FTE. However, the hourly rates from P6 are calculated assuming that 1760 hours of effort in a year corresponds to 1.0 FTE. (This takes into account paid vacation and sick leave time).

In the HL-LHC P6/Cobra calculations, we normally do checks to make sure that no person is budgeted for more than 1760 hours in any given year. However, I did not make these checks in my spreadsheet. This led to large inconsistencies with M&O numbers for those people who have both IIC and M&O support.

The fix to this problem is to calculate the FTE for each person in a given year using the 2080 hours that are allowed in my spreadsheet and then multiply this by the person's fully-loaded annual salary, which you all have sent to Chuck Butehorn. In those cases where an actual hourly salary is used, we still take 1760 hours as 1.0 FTE since hourly employees take vacation as well. So - the CA budget sent to you by Chris for people who are scheduled to work for 1.0 FTE in a year is their full annual salary, as it should be. If you find this not to be the case, please let us know as quickly as possible.

I have not yet updated my google sheet to reflect this change, but will do so next week,. Note that I will be away until Sep. 29, but will try to respond as quickly as possible to any questions you might have about this change.

Please accept my apologies for the confusion that this has caused. It is totally my fault.

Best - Hal

--

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All indiana.edu addresses will stop working in 2025

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 Hal Evans                             hgevans AT iu.edu
               Professor of Physics
           http://hgevans.pages.iu.edu/
 Tel: (812)856-3828                Fax: (812)855-5533
 253 Swain Hall West               Indiana University
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[[Usatlas-hllhc-l2deputymgmt-nsf-l] ] IIC budget numbers for the NSF CA, Evans, Harold G., 09/22/2025