Manuals Funding Sources Rates How to buy things Shipping things to Fermilab Useful Computer Information Miscellaneous Information

Passwords, budget codes, etc. (Password protected.) UVa tax ID number and tax exemption #(VAT): 54-6001796 reimbursement Offsite Equipment List Onsite Equipment List UVA Purchasing Rules All about plastics NOvA data management plan. docdb-13969 (cert) Mu2e data management plan. docdb-5993 (cert) Machining plastics Handling surface mount photodetectors NEC Code Draft 2011: 70-A2010-ROPDraft.pdf English thread/screw - Drill & Tap Chart Metric thread/screw - Drill & Tap Chart UVa colors: Orange: #FF7003; Blue: #0D3268

Manuals

• Spellman/Betran 205B High Voltage power supply: .pdf

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Funding Sources

• UVA: Small Research and Travel Grants: link
• DOE: US Graduate Student Research Support at National Labs: link

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Rates

Rates

Fiscal Year	Overhead			Fringe Benefits
	On Campus	Off Campus	FNAL travel	Faculty (9 mon)	Faculty (12 mon)	Scientific Staff	UVa Staff	Temps Staff	Temps Non-Staff	Part-time Wage	Students (regis)	Students (unregis)
2020	61.5%	26.0%	14.00%	6.3%	28.3%	28.3%	38.1%	?	17.3%	?	0.0%	6.3%
2018	61.5%	26.0%	14.00%	5.7%	28.4%	28.4%	39.4%	?%	10.5%	6.1%	0.0%	5.7%
2017	61.0%	26.0%	14.00%	5.7%	27.8%	27.8%	38.5%	?%	10.0%	5.7%	0.0%	5.7%
2014	58.0%	26.0%	13.75%	5.5%	26.3%	26.3%	35.6%	16.0%	10.5%	6.0%	0.0%	6.0%
2013	58.0%	26.0%	13.75%	5.5%	26.3%	26.3%	35.6%	16.0%	10.5%	5.5%	0.0%	5.5%
2012	54.0%	26.0%	11.6%	5.5%	26.8%	26.8%	35.2%	16.0%	10.5%	5.5%	0.0%	5.5%
2011	54.0%	26.0%	11.7%	5.5%	26.8%	26.8%	31.3%	17.2%	10.5%	5.5%	0.0%	5.5%
2010	54.0%	26.0%	10.0%	6.7%	27.5%	27.5%	38.9%	17.2%	10.5%	6.7%	0.0%	6.7%
2009	51.5%	26.0%	10.0%	6.3%	26.9%	26.9%	36.8%	17.2%	10.5%	4.0%	0.0%	4.0%

Student Play

Fiscal Year	Graduate Student							Other
	Medical Insurance	Academic Year	Summer		Tuition Remission
			Passed qual	Failed qual	Academic Year		Summer	Undergrad	High School
2017	$2,735	$20,000	$5,600	$5,000	In state (yrs 1-3): Out state (yrs 1-3): Foreign (yrs 1-3): In state (yrs 4-): Out state (yrs 4-): Foreign (yrs 4-): Off gnds, all (yrs 1-):	$7,346 $8,048 $8,148 $8,028 $8,048 $8,148 $5,504	$1,220	$7.25-$15/hr	$10.65/hr
2014	$2,675	$18,500	$5,750	$5,250	here		$7.25-$15/hr	$12/hr
2013	$2,675	$18,500	$5,750	$5,250	$3,900		$1,030	$7.25-$15/hr	$12/hr
2012	$2,675	$18,500	$5,750	$5,250	$3,900		$1,030	$8-$12/hr	$12/hr
2011	$2,326	$18,000	$5,600	$5,100	$3,786		$1,000	$8-$12/hr	$10.65/hr
2010	$2,400	$17,900	$5,500	$5,000	$3,548		$950
2009	$2,092	$17,900	$5,400	$4,900	$3,332		$1,263

Notes:

• Overhead (F&A) rates are locked in for the duration of the funding period, or SOW.
• UVa fiscal year ends June 30, Federal fiscal year September 30.
• Undergraduate student rates:
  • The range is set by the provost.
  • Non-UVa students (such as high school students) must be paid a minimum (living wage) of about $12/hr. In addition, they have the part-time wage benefit plus temps non-staff benefit on top.

Benefits

Research Scientists:

Benifits (note Postdoctoral Fellow a medical position): .pdf

Resident in Charlottesville: Conventry/Southern Health

Resident outside of Charlottesville: Aetna

Information: Erika Wheat: 982-0123

Department Technical Support Facilities

Task	Rate
Engineering Design	$91.25
Technical Support	$38
Shop	$38
Computing Support	$0

Note: No overhead should be charged to these.
Note: The fringe for non-registered students is Social Security.
Note: Faculty are only allowed to work on research 20 weeks during the AY and 8 weeks in the summer.

Reimbursement

• Speaker and Visitor Meals:
  • Breakfast: $9/person
  • Lunch: $13/person
  • Dinner: $29/person

Funding

• UVa DUNS number: 065391526

Fermilab

Lab Service Account Priveledges

Level	Amount
1	$500
2	$2500
3	unlimited

• Fermilab housing rates

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How to buy things

Rules

• Equipment < $5,000 is charged F&A (overhead) unless it is capitalized. That is, it is part of a piece of equipment and has a PY number attached to it.
• Equipment orders > $10,000 needs a sole source form. That includes an order with several items, each of which is less than $10,000, but with a total greater than $10,000.
• If building a piece of apparatus that is more than $5,000, and that will be owned by UVa, then it can be caplitalized, even thought its parts are less than $5,000. To do so one needs to get a project code, or PY number, from Faye Safley, which must be signed by Rick Marshall.
• If the equipment costs more than $5,000 then FOB Charlottesville or FOB destination needs to be added to the quote.
• Computer related equipment. For some reason UVa wants to make it hard to buy computer equipment. Hence anything that smells of that ilk is required to have a CAS exception form, which can be optained from the Physics Department purchasing office.
• Items over $50,000 requires bids through a RFP and is vetted at a different level.
• If the items are part of a collaborative effort and the group has made a decision for a certain vendor, then that usually trumps the need for an RFP.
• CAS Guidelines: .pdf

Forms

• Sole source form: .doc
• CAS exception form: .doc

UVA Tax Exemption Number

54-6001796

PY Numbers

• PY00191: NOVA PDB Test Stand

Discontinued PY Numbers

• PY00129: CKM Beam time stamp module
• PY00130: CKM Upstream Magnetic Spectrometer
• PY00142: MIPP hadronic calorimeter
• PY00143: CKM Ring Imaging Cerenkov Counter
• PY00178: NOvA Power Distribution System
• PY00182: NOvA Detector Control System

NOvA Project Numbers

• Project: 425
• Task (PDS): 1.6.4.5
• Task (DCS): 1.7.5.5

HEP budget acronyms

• EDIA: Engineering, Design, Inspection, Acceptance
• G&A: General and Administrative
• M&S: Materials and Services
• SWF: Salary, Wage, Fringe
• F&A: Facilities and administration (Overhead)
• FOB: "Freight on Board"; where the item is to be shipped.
• CAS: Cost Accounting Standards
• OPC: Other project cost (funds given before CD-0 and not charged to project)
• PED: Preliminary Engineering Design funds (funds given before CD-1 and usually charged to project)

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Shipping things to Fermilab

• Have the item shipped using the FNAL FedEx account: FNAL FedEx Account: 060413819
• Retain the tracking number for the shipment.
• When recieved at FNAL shipping and recieving, the onsite person will be contacted, and must provide the tracking number and the task code that the shipment should be billed to.

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Useful Computer Information

Network Drive:

• UVa people: Your Galileo ID should work in connecting to the network drive.
• non-UVa people: ID: hepguest PW: Mu2e docdb password
• A web interface is: http://hepfile.phys.virginia.edu
• Server name: hepfile.phys.virginia.edu
• SMB share:
  • Windows: //hepfile.phys.virginia.edu/hepfile
  • Mac: smb://hepfile.phys.virginia.edu/hepfile
• Sites outside of UVa (sftp): sftp://hepfile.phys.virginia.edu/hepfile

• Printing at UVA Physics
• How to download Android email contacts into Gmail
• How to map drives
• Setting a custom paper size on the HP Designjet 500 ps printer
• Accessing the aag group on galileo
• Galileo cluster
• Linux System Adminsitration for Researchers
• Instructions on copying data to Enstore
• Using CVS to track document changes on galileo - Chad J Materniak

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Miscellaneous Information

• How to print parts at UVa: .pdf
• Largest foamcore size for posters: 40 X 60 in^2.
• Chamber (Fenker) efficiency vs voltage for different gases: here

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