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Developing a Grant Budget. College of Arts & Humanities University of Central Florida March 1, 2010. Budget. Your Goal. To develop a budget that is Reasonable Appropriate Allowable Draft a rough budget FIRST before writing the proposal Your time, other faculty, students, etc.

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Developing a grant budget

Developing a Grant Budget

College of Arts & Humanities

University of Central Florida

March 1, 2010

Your goal
Your Goal

  • To develop a budget that is

    • Reasonable

    • Appropriate

    • Allowable

  • Draft a rough budget FIRST before writing the proposal

    • Your time, other faculty, students, etc.

    • Expenses (travel, materials, consultants, equipment)

    • Indirect

Budgeting basics
Budgeting Basics

  • Getting Started – Resources needed

  • Types of Costs

    • Personnel

    • Expenses

    • Equipment/Capital Outlay

    • Participants

    • Subcontracts

    • Cost Share or Match

    • Indirect Costs

  • Budget Narrative

Have source getting started
Have Source - Getting Started

  • Find the budget section in the RFP

  • Work from the RFP budget format (form)

  • Read the full RFP for more guidance

  • Always budget whole dollars

  • Beware that expenses are allowed unless the RFP specifically prohibits*

    • *Must align with OMB A-21 see handout

Resources you will need
Resources You Will Need

  • Kristin Wetherbee- [email protected]

  • Ext. 3-0908

    • Salary schedules

    • CAH process

  • UCF Rates: Fringe, Travel, & Indirect Cost (F&A)

Types of costs
Types of Costs

  • Personnel

  • Expenses

  • Equipment/Capital Outlay

  • Participants

  • Subcontracts

  • Match or Cost Share

  • Indirect Cost

Personnel costs
Personnel Costs

  • Personnel may be the largest part of your budget

    • So estimate these costs early (after indirect)!

  • Salaries and fringe benefits are calculated as separate costs on the forms.


  • Follow UCF’s salary schedules (see Kristin)

  • The project year may not be the same as your salary year

  • Add in any special payments or stipends.

  • Factor in a 3% salary increase for multi-year grants (and consider step increases)

  • Full-time employees typically work 2080 hours per year (40 hours/week x 52 weeks/year)

Graduate research assistant
Graduate Research Assistant

  • New UCF policies on hiring GRAs and tuition waivers available at:

Fringe benefits
Fringe Benefits

  • 32.11% of full-time salaries (see Kristin)

    • 1.46% of OPS salaries & Adjuncts

    • .01% of student salaries

    • 11.66% Post Doc

  • UCF schedule of fringe benefits

Personnel considerations
Personnel Considerations

  • Have you included all required personnel?

  • Two part-time positions may be less expensive than one full-time position.

  • Consider the use of internal staff vs. external staff.

  • Provide (course) release time for project personnel.

  • Make sure the salary classification is appropriate to the job.

  • Supplementing vs. supplanting

  • What happens when the funding ends?

Equipment or capital outlay
Equipment or Capital Outlay

  • Typically refers to equipment, but may include

    • Some library costs

    • Construction

  • Equipment

    • nonexpendable property over $1,000

    • useful life of more than one year

  • This includes software purchase with the same dollar value.


  • Equipment below $1,000 threshold should be placed in the supplies or other direct cost budget line item ($5,000 federal)

  • Bidding or estimating costs.

  • Capital equipment purchases from any source of funds over $10,000, which must have CAH approval

Equipment considerations
Equipment Considerations

  • Limits on equipment

  • You must provide a list with descriptions and per item costs

    • Include costs for shipping, installation, training, maintenance, additional supplies

  • Purchase early and must be tracked

  • Transfer of ownership

Participant costs
Participant Costs

  • Typical costs include:

    • Training (tuition, books, materials, fees)

    • Stipends or honoraria

    • Meals

    • Lodging

    • Travel

    • Miscellaneous (art materials & supplies, insurance, training materials, etc.)

Participant cost considerations
Participant Cost Considerations

  • Calculate the cost per participant

    • There may be a limit on this cost

  • Some costs may be disallowed

    • T-shirts

    • Food


  • Typically includes:

    • Materials & supplies

    • Travel (must indicate international)

    • Contractual services (consultants, other)

    • Tuition

    • Other

  • Optional to factor in increase-

    • Tuition - 5%

    • Travel - 10%


  • Often treated separately

  • Provide detailed calculation

Other expenses
Other Expenses

  • Publications/Printing

  • Postage

  • Maintenance agreements

  • Telephone

  • Special fees

  • Honoraria

Expense considerations
Expense Considerations

  • Think about hidden costs to the organization

  • Make sure it’s allowable (ask Kristin or ORC)

    • OMB circular A-21

    • Other guidelines

    • RFP

Contract services
Contract Services

  • Employee or contractor?

  • Special Consultants

    • Maximum day rate? Ask ORC

  • Vendor Contracts

    • Negotiated by procurement, not faculty…

Maximum salary rates


Max. Rate

No Specific Limit except $513/day for

U.S. Dept. of Education

Rehabilitation Training Program grants

National Endowment of the Humanities

None Specified

National Endowment of the Arts

None Specified

National Aeronautics & Space

Up to Level IV of the Executive Schedule

Administration (NASA)

(exclusive of expenses and indirect costs )

None Specified

National Institute of Health (NIH)

Note: The NIH salary cap does not apply

to payments made to consultants.

National Science Foundation (NSF)


Maximum Salary Rates

Subcontracts or sub awards
Subcontracts or Sub-awards

You will must obtain 3 items:

  • 1. Letter of Commitment – with authorized signature

  • 2. Detailed Statement of Work

    • Deliverables

    • Timeline (consider your start/end dates)

  • 3. Detailed Itemized Budget & Narrative

  • (call me if you need examples)


  • Subcontracts in excess of $1,000,000 must receive approval from UCF President

  • Subcontracts in excess of $50,000 require bid process

  • Over 50% of total $ - ORC approval

  • UCF charges facilities and administrative costs (F&A) on the first $25,000 of each subcontract through the life of the project period.

Subcontract considerations
Subcontract Considerations

  • Recommend discussing with OOR Contracts Manager (terms & conditions)

  • UCF has a standard contract form

  • If you name a contractor in a proposal, it may be binding.

  • “the disclosure should include a clear description of the work to be performed, and the basis for selection of the subawardee (except for collaborative/joint arrangements)”

Cost share or match
Cost Share or Match

  • Is it required?

  • Cash match

  • In-Kind Contributions

    • Calculate as if in the budget

    • How much MORE will the program cost?

    • What have you not included?

Cost share or match1
Cost Share or Match

  • Reasonable, justifiable, and verifiable

  • Cash or in-kind

  • Can’t match federal grants with other federal funds

  • Don’t use the same match twice.

  • Third party in-kind must be tracked just like UCF cost share


Cost share or match sources
Cost Share or Match Sources

  • UCF Federal Match Program

  • Faculty FTE (.05 -.10 FTE)

    • Always requires department/CAH approval

  • New equipment purchases

  • Service Learning – volunteer (tracking)

  • Building space (off campus – not UCF)

    • Must document

Cost share considerations
Cost Share Considerations

  • Must fund and track (must be allocable)

    • Legal commitment

    • Subject to audit

  • Make sure costs aren’t part of the indirect calculation

  • Match account handled by CAH

  • Watch grant budget dates and fiscal year budget dates

Indirect costs
Indirect Costs

  • Also called Facilities & Administrative costs (F&A) or overhead

  • Costs borne by UCF to support sponsored projects that cannot be clearly identified with a specific project

  • Includes:

    • Infrastructure

    • Facilities

    • Administration (26% maximum)

Indirect costs1
Indirect Costs

  • Federally approved indirect cost rate

  • Recovering indirect costs can be significant

    Estimate these costs first!

    • $250,000 / 1.44 = $173,611 Total Cost available

    • = $76,389 Indirect Costs

  • Sometimes limited or disallowed by funders

Distribution of indirect
Distribution of Indirect

  • 55% Office of Research & Commercialization

  • 45% College of Arts & Humanities

    • 10% Department

    • 10% Principal Investigator

    • The departmental and PI portions will be deposited into to separate accounts.

    • Each department or program must keep accurate records on indirect dollars.

Indirect cost considerations
Indirect Cost Considerations

  • Understand the costs that have been included in UCF’s calculation of the indirect cost rate

  • These costs CANNOT be budgeted as direct costs

  • Understand your policy about indirect

    • UCF requires a written statement from the funder to disallow indirect

    • How is indirect used?

Budget narrative
Budget Narrative

  • Make your case that the budget is reasonable, appropriate, and adequate.

  • Describe the policies that govern your budgetary decisions.

  • Provide detail about items to be purchased.

  • Indicate how costs were calculated.

    • Insert parts of the spreadsheet as tables.

  • Make sure the budget narrative is consistent with the grant narrative.

Thank you
Thank you!

Any questions:

College of Arts & Humanities

Kristin Wetherbee, [email protected] x3-0908,

Office of Research & Commercialization

Celeste Rivera-Nuñez, Paula Seigler

[email protected], [email protected]

x2-1155, x2-1129

Jo Ann Smith


[email protected]