Budget Preparation

A key part of any proposal is the budget. The information below has been designed to aid researchers in ensuring their budgets are complete and accurate. It should only be used as a guideline for budget preparation and should not be used in lieu of sponsor forms or guidelines. If you need further assistance with budget preparation, contact the .

Principal & co-principal investigators, research associates/assistants, technicians, project director, undergraduate/graduate/postdoctoral students, administrative assistants, secretary time, x-pay/lump sum payments, cost-of-living increases, etc.

All personnel must also be assigned a percentage effort and RIF (previously known as "collaboration"). In addition, all major personnel must be assigned fringe rates (rates include health/life insurance, accidental death, long-term disability, vacation time, sick leave, etc.)

Consultant Costs

  • Non-UofL employees not included in personnel or subcontract categories
  • Per diem/hourly amounts
  • Subsistence and travel (airfare, ground transportation, lodging, etc.)

Equipment costs encompass stand alone items $5,000 or greater, to be used one year or longer. For budgeting purposes, costs include:

  • Vendor quotes/benchmark pricing
  • Installation/shipping costs (if included in total cost of equipment)
  • Warranties (if included in total cost of equipment)

If applicable, you may also need to include relevant travel costs, including:

  • #Trips, #Persons, #Days
  • Airfare/ground transportation (bus, cab, subway, rental car, etc.)
  • Lodging
  • Meals
  • Conference fees/registrations
  • Incidentals (business related phone calls, faxes, etc.)

These costs may include:

  • Stipends (non-university students or employees)
  • Subsistence and travel (airfare, ground transportation, lodging, etc.)
  • Patient Care Costs

These costs are subject to F&A:

  • Publication/page charges
  • Long-distance phone/fax/televised conference charges
  • Materials/supplies
  • Rental/equipment use fees
  • Small equipment & components under $5,000/maintenance costs
  • Sub-contract/sub-recipients (F&A on first $25,000 of each subcontract)

These costs are NOT subject to F&A:

More general information on Facilities & Administrative (F&A) costs is available here. Generally:

  • F&A on first $25,000 of each subcontract
  • Limitations of F&A (sponsor mandated in guidelines)
  • On-campus vs. off-campus rates
  • Organized research; training/education/industry-sponsored clinical trials/ other rates

Some funding opportunities will require cost sharing, where the university also must contribute to the project's total budget. This generally takes one of two forms:

  • Cash
  • In-kind (faculty time, unrecovered F&A, facilities, etc.)

Please consult your funding solicitation to determine if cost sharing is required and, if so, what form is allowable.