Budget Development for Externally Funded Grants

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Budget Development for Externally Funded Grants

• Dr. Linda F. Samson

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Some basic principles

• Know the agency or group to which your budget
  will be submitted
• Know the funding rules

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Questions to Ask

• Is it a Federal Agency?
• Is it a service delivery grant or a research
  grant?
• Is the grant eligible for indirect recovery?
• If so, what percentfixed, negotiated, something
  else

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Questions to Ask

• Is it a Federal Agency?
• Are there specific allowable costs in the FOA?
  Unallowable costs?
• Can students be supported? If so, how?

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Questions to Ask

• Is it a state agency?
• Are there special rules such as with the HECA
  program?
• Are there allowable costs specified?

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Questions to Ask

• Is it a Foundation?
• How is the budget process for applications to
  Foundations different?

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Questions to Ask

• Is a match required?, If so can it be in-kind?
• Is it a grant or is it a contract?
• How much authority do I have to change the budget
  after it is developed?

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Building your budget

• What do you need to do the work you are planning
  in your application?
• Peoplewho are they?
• Staff -- Consultants
• Faculty -- Partners
• Students

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Building your budget

• Tips on partners/collaborators, specific vendors
  for supplies or equipment
• Name them specifically in the application if you
  must use certain ones otherwise you are subject
  to Illinois procurement code

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Building your budget

• Are you working with participants who will need
  to receive stipends? If so, what do you need to
  give them. For budget purposes think about the
  amount per participant.

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Building your budget

• Do you need equipment? If so, what kindname and
  specificity in the application make it easier to
  get if your grant is funded.
• Rules for budgets
• with equipment
• requests

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Building your budget

• What type of supplies do you need?
• Know the grantor policies!!
• Example- You have an application where the award
  would carry 56 indirect recovery-can you put in
  office supplies, office expenses, etc.

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Building your budget

• Other types of budget items
• Consultants
• Consortium or contractual arrangements
• Travel
• Domestic
• International

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Some tips to consider

• Personnel if the grant period is longer than
  one year, consider adding an increment for out
  years so that personnel can get raises

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Some tips to consider

• Fringe benefits
• Federal applicationscalculate at 37 of salary
• State applicationsmay be able to calculate at
  lower level depending upon circumstances
• Foundations

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Some tips to consider

• For applications where prior approval is required
  to change lines or carry funds to a new budget
  yearexercise care when developing the budget!

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Some tips to consider

• Most grantors do not label budget categories the
  way GSU is required to label them
• iesupplies vs. contractual and commodities
  equipment is often viewed as 5000 or more

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Sample Budgets
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Grants.gov Budget Forms

• Vary depending upon the granting agency- CCAMPIS
  DOE example
• Regular budget versus modular budget
• NIH grant example

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NSF Budgets

• NSF award funds may not be used to augment the
  total salary or salary rate of faculty members
  during the period covered by the term of faculty
  appointment.

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NSF Budgets (cont)

• NSF grant funds may not reimburse faculty members
  for consulting or other time in addition to a
  regular full-time organizational salary covering
  the same general period of employment

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Thank You