ScienceDirect ® is a registered trademark of Elsevier B.V. ScienceDirect ® is a registered trademark of Elsevier B.V. How to plan and write a budget for research grant proposal? Note: The quantification of unfunded effort (e.g., "The PI will donate 5% effort...") in the proposal narrative, budget, or budget justification is considered Voluntary Committed Cost Sharing. Only include budgeted items. Letters from consultants and face page or letter of intent from the subcontractor(s) are required as part of any budget including these items: a budget, budget justification, checklist page, key personnel bio and scope of work are needed from each subcontractor. The University does not usually include administrative fees or overhead rates on research grant application budgets. Many funders request an additional document often referred to as a budget justification. Post-award changes to subcontracts (additions, deletions, scope or budget modification) may require sponsor approval. It is important to understand the different funders’ guidelines and develop a budget that meets the needs of your project. Use the Payroll Estimator found on the HR website to estimate the cost of hiring a PSAC employee. Explain the need to contract with a particular organization, expertise of subcontractor PI, institutional facilities. Some sponsors like NSF will disqualify a proposal if contributed items are listed. When submitting an application and proposal for funding, the inclusion of a budget is a standard part of the process. 2007-2008 Salaries, Wages, and Benefits Project Leaders Dr. Jane Smith and Dr. Michael Jones will share overall responsibility for the conduct of the project. List all persons/positions to be paid with project funds and briefly describe their role in the project. The budget justification should address each of major cost categories (salaries, fringe benefits, equipment, travel, supplies, other direct costs and indirect costs), as well as any additional categories required by the sponsor. When your budget includes salaries for personnel, we suggest that you contact Human Resources to ensure the appropriate level of funding is requested for the skill set required for the position you anticipate hiring for. Before getting started, be sure to read the funder’s guidelines on the budget and eligible expenses. If the budget is too high or too low, the reviewers may question the feasibility of the project; Correspond to the proposal narrative; all major elements detailed in the budget should be addressed in the narrative. Provide a general description of the line item; Explain how the line item relates to the activities outlined in the work plan; Verify the cost of line items by describing how they were arithmetically determined. 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Before we get started talking about all the pieces of a budget, let's make sure that we're on the same page about what a budget actually is. However, it is essential to read the solicitation and the sponsor’s proposal preparation guidelines to see what is required for each individual proposal. Thus it is important to maintain all the documentation and justification you can assemble for each cost element and category, in case the sponsor questions items and estimates. Examples are great for a quick understanding of how something works or is written, in our case. Other funders expect expenditures to strictly adhere to the proposed budget. Numbers in the justification should match those in the budget. Annual escalations are proposed in accordance with University policy as outlined HERE. Describe the need for the consultant(s), the services to be provided and justify the selection of the consultant and their rate of pay. The budget justification is a categorical description of the proposed costs. Retroactive expenses are not normally eligible. Use an inflation factor (COLA) for future years (verify any sponsor limits). For example, space, utilities, material costs, labour costs, faculty time, and university support personnel time (IT, HR/Payroll, F&RS, Library, ORS). Overhead should be included on all research contracts. Include number of days, rate of compensation, and total amount per year. Research Administration Services, 77 Massachusetts Avenue, Bldg. This will be handy later, when you write the budget justification. If the exact destination is not known, state the geographic location. The budget justification for patient care costs must include: Explain the need for cost items included in the direct costs category and describe the method used to estimate those expenses (e.g., service brochures, established rate lists, vendor quotes, historical costs for like projects appropriately escalated, etc.) What is a Proposal Budget and why is it needed? Many costs such as administrative and clerical salaries, office supplies, monthly telephone and network charges, general purpose equipment, and postage are not typically considered direct costs. Some sponsors like NSF will reject a proposal if insufficient details are provided. Creating a budget usually involves two major components:  1) the itemized budget; and 2) the budget justification. Develop the budget justification with input from your departmental research administrator (Grants & Contracts Specialist). Fee-for-service: Justify use; show the University approved rate, or if an external vendor, their published rate. See Employee Fringe Benefits for more information. The budget justification goes a step beyond the itemized budget to explain why each item is needed and its purpose, and how the dollar total was arrived at. When calculating GST add 1.65% to the item, When calculating GST and PST add 9.65% (1.65% + 8%) to the item. If not known, provide examples. When the cost is substantial, provide a brief statement justifying the necessity. Include a statement indicating that the per diem rates used are the current UCI per diem rates.

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