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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]