Sponsored Programs & Research Compliance

Budget Development

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 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.



Includes all employee costs on an externally funded project/program. Salary costs included in a proposal are a best faith estimate of effort needed to accomplish the scope of work. 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 Fringe Benefit Rate information.


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.

See GSA Per Diem Rates.


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 and Materials.

Supplies and Materials

This category includes expendable supplies and materials, including equipment costing less than $5,000 required for the project. Sample items include paper, general office supplies, computers, and printers.


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, RF Engaging Independent Contractors Policy.

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. 



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).  (Also, facilities and admin. costs)

Indirect Costs

Indirect costs (IDC) 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 New Paltz.


As of Sept. 1. 2014, IDC rates are as follows:

Federal: 60% MTDC

Non-Federal: 66.7% TDC

Federally - Negotiated Indirect Cost Rate Agreement 

It is the policy of SUNY New Paltz to recover full indirect costs on all externally funded projects, except as described in the Policy on Indirect Cost Waivers for Externally Funded Projects.  Please click on link for more information: SUNY New Paltz Indirect Cost Waiver Policy 


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.