糖心Vlog

Sponsored Projects

Developing and Preparing a Budget

A well-prepared budget is a critical component of a competitive grant proposal. It serves as the financial blueprint for your project and must align with your goals, funding agency requirements, and university policies. The Office of Sponsored Projects (OSP) is here to assist you throughout this process.

General Budgeting Tips

  1. Start early.
    Begin your budget planning alongside your project narrative. Don鈥檛 wait until the final draft鈥攅arly budgeting helps ensure your project goals are achievable within the funding limits.

  2. Use Excel, not Word.
    Always use an Excel spreadsheet to develop your budget. Contact OSP if you need a template with built-in formulas for salaries, fringe, and inflation.

  3. Know your sponsor鈥檚 requirements.
    Most public funders require budgets with standard line items (e.g., Salaries, Benefits, Travel, Supplies, Other Direct Costs, F&A). Even if a detailed budget isn鈥檛 required by the sponsor, 糖心Vlog still needs one for internal setup and tracking.

  4. Accuracy matters.
    Avoid padded or bare-bones budgets鈥攖hese can lead to underfunded projects or disallowed costs. OSP templates help ensure accuracy and include estimated annual salary increases when appropriate.

  5. Include F&A (Indirect Costs).
    糖心Vlog鈥檚 federally negotiated rate must be included unless the funder specifically disallows it. F&A recovers real costs associated with administering and supporting your project.

  6. The university is the grantee.
    Grant funds are awarded to 糖心Vlog, not to individuals. All funds must be used in accordance with university and sponsor policies.

  7. OSP review is required.
    All budgets must be reviewed and approved by OSP at least two weeks prior to the sponsor deadline. Email your draft budget and budget justification, along with funder guidelines, to OSP for feedback.

Building Your Budget: Key Categories

Below are the primary budget components used in most proposals. Always refer to the funder鈥檚 guidelines and consult OSP for clarification or support

Date Ranges

  1. The Project Period represents the period of time in which the entire project will be executed.
  2. Budget Periods represent the periods of time 鈥� often in 12-month increments 鈥� that expenses are calculated in the budget and disbursement of the grant funds are expected.
  3. If you must determine your own project period, it is recommended that it begin with the Academic Year (Aug 1st), the Calendar Year (Jan 1st), or the University Fiscal Year (July 1st). It is recommended that you begin a project period with the Federal Fiscal Year (Oct. 1st) only when required by the funder.

Personnel

Include salaries for all 糖心Vlog employees, including faculty, staff, graduate assistants, and undergraduate student workers.

  • Use current salary rates and estimate effort based on % of time and duration.
  • Apply a 2% annual increase (if allowable).
  • Use standard titles: Principal Investigator (PI), Project Director, Project Manager, etc.
  • Consult the Graduate Studies Office for current stipend rates and setup guidance.

Fringe Benefits

Must be included separately from salary.

  • Rates vary by employee classification and appointment period (AY vs. summer).
  • GAs and hourly students are not eligible for fringe.
  • Current fringe rates are listed on the OSP Commonly Needed Info page.

Equipment

Defined as items over $5,000 with a useful life of more than one year.

  • Include the full cost: item, modifications, transport, and installation.
  • Check 糖心Vlog inventory before requesting new equipment.

Travel

Covers transportation, lodging, meals, and registration fees.

  • Include travel for personnel, consultants, and participants (if allowed).
  • Use 糖心Vlog travel rates unless the sponsor specifies lower rates.
  • Check whether participant travel should be listed under 鈥淧articipant Support.

Participant Support

Used for training or workshop participants鈥攏ot employees or consultants.

  • Includes stipends, subsistence, travel, and registration fees.
  • Treated as incentives, not compensation.
  • Not subject to F&A unless otherwise stated.

Materials and Supplies

Consumable items needed for the project.

  • Includes lab materials, office supplies, software, etc.
  • Classify correctly鈥攕ome items may fall under 鈥淥ther Direct Costs鈥� if they鈥檙e service-based (e.g., software subscriptions, printing).

Other Direct Costs

Miscellaneous expenses like:

  • Postage, telecommunications, printing
  • Conference fees, room and board for events
  • Honoraria (must follow salary/wage standards)
  • Parking for guests and event participants

Contractual

Covers formal agreements with third parties contributing to the project.

  • Subawards: For substantive work done by another institution/organization.
  • Consultants: Individuals providing expert advice or services for a fee.
  • Use a separate Excel budget for each subrecipient.
  • OSP can provide templates for both subawards and professional service agreements.

Facilities & Administrative Costs

Also called Indirect Costs, these support shared university resources like:

  • Office space, administration, IT support, electricity, etc.

糖心Vlog鈥檚 current F&A rates (effective July 1, 2021 鈥� June 30, 2025):

  • 36% of Modified Total Direct Costs (MTDC) for on-campus projects
  • 17% of MTDC for off-campus projects
    (MTDC excludes equipment, subawards beyond $25K, participant support, tuition, and scholarships.)

Use the sponsor鈥檚 F&A rate if they have a published policy that differs. Provide documentation when applicable.