When developing a grant request, the budget is an essential component of the proposal. In general, a line item budget is required for a grant proposal. Below are tools to assist you with the budget development process at SUNY New Paltz. Generic budget categories are outlined with explanation. The Office of Sponsored Programs provides extensive assistance with budget preparation. Please contact the office early in proposal development for assistance.
Tip: Complex line item budgets should always be developed using a spreadsheet software program.
Categories
Personnel
Includes all employee costs on an externally funded project/program. In general, employee dedication to a grant funded project is expressed in percentage of effort "base salary x % of effort = grant supported salary" (e.g. $50,000 x 25% = $12,500). See Personnel Particulars.
Fringe Benefits
Fringe benefits must be charged to all personnel. These charges cover expenses such as FICA, workers compensation, unemployment costs, retirement, health insurance and other costs. Fringe benefits are expressed as a percentage of personnel costs - see rate chart.
Travel
Travel expenses can include airfare, mileage, per diem expenses and other costs. Costs should be based on actual estimates from travel agencies and the like. Per diem and mileage rates are established each year for governmental employees - see Mileage Reimbursement Rates.
Equipment
Most sponsors have a policy regarding permanent equipment. Generally for an item to be considered equipment it must have a purchase price of $5,000 or above. Equipment costing less than $5,000 normally is considered Supplies & Materials.
Supplies & Materials
This category includes expendable supplies & materials, including equipment costing less than $5,000 required for the project. Sample items include paper, general office supplies, computers, and printers.
Consultants
This category is used for individuals or firms outside SUNY to perform specialized services on grant funded projects. To determine if an individual should by classified as an employee or consultant - see the 20 Factor Consultant Test.
Subcontracts/ Subawards
This category is used for a suballocation of funds to a group, organization or business that is providing materials or services as part of the main grant. Subcontractors/ awardees are required to submit a letter of intent and subcontract proposal.
Other
The Other category is generally used for items that do not fall into the categories listed above. Examples of such items may include telephone charges, printing/publication, postage, stipends, and fees. (In some larger projects, items in the "Other" category may be established as stand alone categories)
Indirect Costs
Indirect costs are costs attributable to facilities and services provided by the university such as administrative services, building space, utilities, janitorial services, and libraries. Most private sponsors publish an indirect cost policy while government agencies accept a negotiated indirect cost rate established for SUNY New Paltz. See table for current rates.
Other
Cost Sharing and Matching Funds
Cost sharing or matching occurs when SUNY, or a third party contributes personnel service or other than personnel service items toward the total cost of a project. Cost sharing/matching may be required for some external sponsoring agencies. Cost shared/matched items must be verifiable and pass an audit. For details on acceptable cost sharing methods contact the Office of Sponsored Programs.
Sample Budget Worksheet
