what to include in research budget

The Research Whisperer

Just like the thesis whisperer – but with more money, how to make a simple research budget.

Every research project needs a budget*.

If you are applying for funding, you must say what you are planning to spend that funding on. More than that, you need to show how spending that money will help you to answer your research question .

So, developing the budget is the perfect time to plan your project clearly . A good budget shows the assessors that you have thought about your research in detail and, if it is done well, it can serve as a great, convincing overview of the project.

Here are five steps to create a simple budget for your research project.

1. List your activities

Make a list of everything that you plan to do in the project, and who is going to do it.

Take your methodology and turn it into a step-by-step plan. Have you said that you will interview 50 people? Write it on your list.

Are you performing statistical analysis on your sample?  Write it down.

Think through the implications of what you are going to do. Do you need to use a Thingatron? Note down that you will need to buy it, install it, and commission it.

What about travel? Write down each trip separately. Be specific. You can’t just go to ‘South East Asia’ to do fieldwork. You need to go to Kuala Lumpur to interview X number of people over Y weeks, then the same again for Singapore and Jakarta.

Your budget list might look like this:

• I’m going to do 10 interviews in Kuala Lumpur; 10 interviews in Singapore; 10 interviews in Jakarta by me.
• I’ll need teaching release for three months for fieldwork.
• I’ll need Flights to KL, Singapore, Jakarta and back to Melbourne.
• I’ll need Accommodation for a month in each place, plus per diem.
• The transcription service will transcribe the 30 interviews.
• I’ll analysis the transcribed results. (No teaching release required – I’ll do it in my meagre research time allowance.)
• I’ll need a Thingatron X32C to do the trials.
• Thing Inc will need to install the Thingatron. (I wonder how long that will take.)
• The research assistant will do three trials a month with the Thingatron.
• I’ll need to hire a research assistant (1 day per week for a year at Level B1.)
• The research assistant will do the statistical analysis of the Thingatron results.
• I’ll do the writing up in my research allowance time.

By the end, you should feel like you have thought through the entire project in detail. You should be able to walk someone else through the project, so grab a critical friend and read the list to them. If they ask questions, write down the answers.

This will help you to get to the level of specificity you need for the next step.

2. Check the rules again

You’ve already read the funding rules, right? If not, go and read them now – I’ll wait right here until you get back.

Once you’ve listed everything you want to do, go back and read the specific rules for budgets again. What is and isn’t allowed? The funding scheme won’t pay for equipment – you’ll need to fund your Thingatron from somewhere else. Cross it off.

Some schemes won’t fund people. Others won’t fund travel. It is important to know what you need for your project. It is just as important to know what you can include in the application that you are writing right now.

Most funding schemes won’t fund infrastructure (like building costs) and other things that aren’t directly related to the project. Some will, though. If they do, you should include overheads (i.e. the general costs that your organisation needs to keep running). This includes the cost of basics like power and lighting; desks and chairs; and cleaners and security staff. It also includes service areas like the university library. Ask your finance officer for help with this. Often, it is a percentage of the overall cost of the project.

If you are hiring people, don’t forget to use the right salary rate and include salary on-costs. These are the extra costs that an organisation has to pay for an employee, but that doesn’t appear in their pay check. This might include things like superannuation, leave loading, insurance, and payroll tax. Once again, your finance officer can help with this.

Your budget list might now look like this:

• 10 interviews in Kuala Lumpur; 10 interviews in Singapore; 10 interviews in Jakarta by me.
• Teaching release for three months for fieldwork.
• Flights to KL, Singapore, Jakarta and back to Melbourne.
• Accommodation for a month in each place, plus per diem, plus travel insurance (rule 3F).
• Transcription of 30 interviews, by the transcription service.
• Analysis of transcribed results, by me. No teaching release required.
• Purchase and install Thingatron X32C, by Thing Inc . Not allowed by rule 3C . Organise access to Thingatron via partner organistion – this is an in-kind contribution to the project.
• Three trials a month with Thingatron, by research assistant.
• Statistical analysis of Thingatron results, by research assistant.
• Research assistant: 1 day per week for a year at Level B1, plus 25.91% salary on-costs.
• Overheads at 125% of total cash request, as per rule 3H.

3. Cost each item

For each item on your list, find a reasonable cost for it . Are you going to interview the fifty people and do the statistical analysis yourself? If so, do you need time release from teaching? How much time? What is your salary for that period of time, or how much will it cost to hire a replacement? Don’t forget any hidden costs, like salary on-costs.

If you aren’t going to do the work yourself, work out how long you need a research assistant for. Be realistic. Work out what level you want to employ them at, and find out how much that costs.

How much is your Thingatron going to cost? Sometimes, you can just look that stuff up on the web. Other times, you’ll need to ring a supplier, particularly if there are delivery and installation costs.

Jump on a travel website and find reasonable costs for travel to Kuala Lumpur and the other places. Find accommodation costs for the period that you are planning to stay, and work out living expenses. Your university, or your government, may have per diem rates for travel like this.

Make a note of where you got each of your estimates from. This will be handy later, when you write the budget justification.

• 10 interviews in Kuala Lumpur; 10 interviews in Singapore; 10 interviews in Jakarta by me (see below for travel costs).
• Teaching release for three months for fieldwork = $25,342 – advice from finance officer.
• Flights to KL ($775), Singapore ($564), Jakarta ($726), Melbourne ($535) – Blue Sky airlines, return economy.
• Accommodation for a month in each place (KL: $3,500; Sing: $4,245; Jak: $2,750 – long stay, three star accommodation as per TripAdviser).
• Per diem for three months (60 days x $125 per day – University travel rules).
• Travel insurance (rule 3F): $145 – University travel insurance calculator .
• Transcription of 30 interviews, by the transcription service: 30 interviews x 60 minutes per interview x $2.75 per minute – Quote from transcription service, accented voices rate.
• Analysis of transcribed results, by me. No teaching release required. (In-kind contribution of university worth $2,112 for one week of my time – advice from finance officer ).
• Purchase and install Thingatron X32C, by Thing Inc . Not allowed by rule 3C. Organise access to Thingatron via partner organistion – this is an in-kind contribution to the project. ($2,435 in-kind – quote from partner organisation, at ‘favoured client’ rate.)
• Research assistant: 1 day per week for a year at Level B1, plus 25.91% salary on-costs. $12,456 – advice from finance officer.

Things are getting messy, but the next step will tidy it up.

4. Put it in a spreadsheet

Some people work naturally in spreadsheets (like Excel). Others don’t. If you don’t like Excel, tough. You are going to be doing research budgets for the rest of your research life.

When you are working with budgets, a spreadsheet is the right tool for the job, so learn to use it! Learn enough to construct a simple budget – adding things up and multiplying things together will get you through most of it. Go and do a course if you have to.

For a start, your spreadsheet will multiply things like 7 days in Kuala Lumpur at $89.52 per day, and it will also add up all of your sub-totals for you.

If your budget doesn’t add up properly (because, for example, you constructed it as a table in Word), two things will happen. First, you will look foolish. Secondly, and more importantly, people will lose confidence in all your other numbers, too. If your total is wrong, they will start to question the validity of the rest of your budget. You don’t want that.

If you are shy of maths, then Excel is your friend. It will do most of the heavy lifting for you.

For this exercise, the trick is to put each number on a new line. Here is how it might look.

5. Justify it

Accompanying every budget is a budget justification. For each item in your budget, you need to answer two questions:

• Why do you need this money?
• Where did you get your figures from?

The budget justification links your budget to your project plan and back again. Everything item in your budget should be listed in your budget justification, so take the list from your budget and paste it into your budget justification.

For each item, give a short paragraph that says why you need it. Refer back to the project plan and expand on what is there. For example, if you have listed a research assistant in your application, this is a perfect opportunity to say what the research assistant will be doing.

Also, for each item, show where you got your figures from. For a research assistant, this might mean talking about the level of responsibility required, so people can understand why you chose the salary level. For a flight, it might be as easy as saying: “Blue Sky airlines economy return flight.”

Here is an example for just one aspect of the budget:

Fieldwork: Kuala Lumpur

Past experience has shown that one month allows enough time to refine and localise interview questions with research partners at University of Malaya, test interview instrument, recruit participants, conduct ten x one-hour interviews with field notes. In addition, the novel methodology will be presented at CONF2015, to be held in Malaysia in February 2015.

Melbourne – Kuala Lumpur economy airfare is based on current Blue Sky Airlines rates. Note that airfares have been kept to a minimum by travelling from country to country, rather than returning to Australia.

1 month accommodation is based on three star, long stay accommodation rates provided by TripAdvisor.

30 days per diem rate is based on standard university rates for South-East Asia.

Pro tip: Use the same nomenclature everywhere. If you list a Thingatron X32C in your budget, then call it a Thingatron X32C in your budget justification and project plan. In an ideal world, someone should be able to flip from the project plan, to the budget and to the budget justification and back again and always know exactly where they are.

• Project plan: “Doing fieldwork in Malaysia? Whereabouts?” Flips to budget.
• Budget: “A month in Kuala Lumpur – OK. Why a month?” Flips to budget justification.
• Budget justification: “Ah, the field work happens at the same time as the conference. Now I get it. So, what are they presenting at the conference?” Flips back to the project description…

So, there you have it: Make a list; check the rules; cost everything; spreadsheet it; and then justify it. Budget done. Good job, team!

This article builds on several previous articles. I have shamelessly stolen from them.

• Constructing your budget – Jonathan O’Donnell.
• What makes a winning budget ? – Jonathan O’Donnell.
• How NOT to pad your budget – Tseen Khoo.
• Conquer the budget, conquer the project – Tseen Khoo.
• Research on a shoestring – Emily Kothe.
• How to make a simple Gantt chart – Jonathan O’Donnell.

* Actually, there are some grant schemes that give you a fixed amount of money, which I think is a really great idea . However, you will still need to work out what you are going to spend the money on, so you will still need a budget at some stage, even if you don’t need it for the application.

Also in the ‘simple grant’ series:

• How to write a simple research methods section .
• How to make a simple Gantt chart .

Share this:

29 comments.

This has saved my day!

Happy to help, Malba.

Like Liked by 1 person

[…] you be putting in a bid for funding? Are there costs involved, such as travel or equipment costs? Research Whisperer’s post on research budgets may help you […]

I’ve posted a link to this article of Jonathan’s in the Australasian Research Management Society LinkedIn group as well, as I’m sure lots of other people will want to share this.

Thanks, Miriam.

This is great! Humorous way to talk explain a serious subject and could be helpful in designing budgets for outreach grants, as well. Thanks!

Thanks, Jackie

If you are interested, I have another one on how to do a timeline: https://theresearchwhisperer.wordpress.com/2011/09/13/gantt-chart/

[…] really useful information regarding budget development can be found on the Research Whisperer Blog here. Any other thoughts and suggestions are welcome – what are your tips to developing a good […]

[…] it gets you to the level of specificity that you need for a detailed methods section. Similarly, working out a budget for your workshops will force you to be specific about how many people will be attending (venue […]

A friend of mine recently commented by e-mail:

I was interested in your blog “How to make a simple research budget”, particularly the statement: “Think through the implications of what you are going to do. Do you need to use a Thingatron? Note down that you will need to buy it, install it, and commission it.”

From my limited experience so far, I’d think you could add:

“Who else is nearby who might share the costs of the Thingatron? If it’s a big capital outlay, and you’re only going to use it to 34% of it’s capacity, sharing can make the new purchase much easier to justify. But how will this fit into your grant? And then it’s got to be maintained – the little old chap who used to just do all that odd mix of electrickery and persuasion to every machine in the lab got retrenched in the last round. You can run it into the ground. But that means you won’t have a reliable, stable Thingatron all ready to run when you apply for the follow-on grant in two years.”

[…] (For more on this process, take a look at How to Write a Simple Project Budget.) […]

[…] Source: How to make a simple research budget […]

This is such a big help! Thank You!

No worries, Claudine. Happy to help.

Would you like to share the link of the article which was wrote about funding rules? I can’t find it. Many thanks!

Hello there – do you mean this post? https://theresearchwhisperer.wordpress.com/2012/02/14/reading-guidelines

Thank @tseen khoo, very useful tips. I also want to understand more about 3C 3F 3H. What do they stand for? Can you help me find out which posts talk about that. Thank again.

[…] mount up rapidly, even if you are in a remote and developing part of the world. Putting together a half decent budget early on and being aware of funding opportunities can help to avoid financial disaster half way […]

This is so amazing, it really helpful and educative. Happy unread this last week before my proposal was drafted.

Happy to help, Babayomi. Glad you liked it.

really useful! thanks kate

[…] “How to Make a Simple Research Budget,” by Jonathan O’Donnell on The Research Whisperer […]

[…] offering services that ran pretty expensive. until I found this one. It guided me through making a simple budget. The information feels sort of like a university graduate research paper but having analysed […]

[…] Advice on writing research proposals for industry […]

[…] research serves as the bedrock of informed budgeting. Explore the average costs of accommodation, transportation, meals, and activities in your chosen […]

[…] How to make a simple research budget […]

Leave a comment Cancel reply

This site uses Akismet to reduce spam. Learn how your comment data is processed .

• Already have a WordPress.com account? Log in now.
• Subscribe Subscribed
• Copy shortlink
• Report this content
• View post in Reader
• Manage subscriptions
• Collapse this bar

📕 Studying HQ

Sample Budget Breakdown for Research Proposals

Rachel r.n..

• July 10, 2024
• How to Guides

When you’re putting together a research proposal, one of the most important parts is the budget. It’s like planning how to spend your allowance, but for a big project!

This guide will help you understand how to break down your research budget into different parts, making it easier for you to plan and for others to understand where the money will go.

What You'll Learn

Why is a Budget Breakdown Important?

Before we dive into the details, let’s talk about why having a clear budget is so crucial:

• Shows you’ve thought things through: A well-planned budget tells people you’ve really considered what you need for your research.
• Helps you stay on track: Once your project starts, a good budget helps you keep an eye on your spending.
• Makes it easier to get funding: When people or organizations see a clear, detailed budget, they’re more likely to give you money for your research.
• Helps others understand your needs: A breakdown helps explain why you need certain amounts of money for different parts of your project.

Now, let’s look at the main parts of a research budget:

• Personnel Costs

This is often the biggest chunk of your budget . It covers the money you’ll pay to people working on the project.

Subheadings:

a) Principal Investigator (PI) and Co-Investigators

• This is you (if you’re leading the project) and any other main researchers.
• Include how much of their time (usually as a percentage) will be spent on the project.
• Calculate their salary for that time.

Example: Dr. Jane Smith (PI) – 30% time for 12 months Annual salary: $80,000 Budget: 30% of $80,000 = $24,000

b) Research Assistants

• These are people who help with various tasks like data collection or analysis.
• Include their hourly rate and estimated hours.

Example: Research Assistant – $20/hour, 20 hours/week for 40 weeks Budget: $20 x 20 x 40 = $16,000

c) Consultants

• Experts you might need to hire for specific tasks.
• Include their fee and estimated time needed.

Example: Statistical Consultant – $100/hour, estimated 20 hours Budget: $100 x 20 = $2,000

d) Student Support

• If you’re involving students in your research, include their stipends or wages.

Example: Graduate Student Assistant – $1,500/month for 9 months Budget: $1,500 x 9 = $13,500

• Equipment and Supplies

This covers all the physical items you need to buy for your research.

a) Major Equipment

• Big, expensive items that are crucial for your research.
• Include the full cost, including any shipping or installation fees.

Example: High-Performance Liquid Chromatography (HPLC) Machine Cost: $30,000 (including shipping and installation)

b) Minor Equipment

• Smaller items that cost less but are still important.

Example: Digital scales (2) – $500 each Budget: $500 x 2 = $1,000

c) Consumables

• Things you’ll use up during your research.
• Estimate how much you’ll need for the whole project.

Example: Lab chemicals – $2,000 Glassware – $500 Office supplies – $300 Total: $2,800

d) Software

• Any special computer programs you need to buy.

Example: Statistical analysis software license – $1,200/year Budget for 2-year project: $1,200 x 2 = $2,400

If your research involves trips to collect data, attend conferences, or meet with collaborators, include these costs.

a) Field Work

• Trips to collect data or conduct experiments outside your usual workplace.
• Include transportation, accommodation, and daily expenses (per diem).

Example: Field trip to Amazon rainforest:

• Flights: $1,500
• Accommodation: $100/night for 14 nights = $1,400
• Per diem: $50/day for 14 days = $700 Total: $3,600

b) Conferences

• Costs for attending meetings to present your research.
• Include registration fees, travel, accommodation, and per diem.

Example: Annual Ecology Conference:

• Registration: $500
• Flights: $400
• Hotel: $150/night for 3 nights = $450
• Per diem: $75/day for 4 days = $300 Total: $1,650

c) Collaboration Meetings

• Costs for meeting with research partners at other institutions.

Example: Visit to partner lab in Germany:

• Flights: $800
• Accommodation: $120/night for 5 nights = $600
• Per diem: $70/day for 6 days = $420 Total: $1,820
• Facility Costs

If you need to use special facilities or rent space for your research, include these costs.

a) Laboratory Space

• Fees for using lab space, if it’s not provided by your institution.

Example: Lab rental at local research center: $500/month for 12 months = $6,000

b) Specialized Facilities

• Costs for using equipment or spaces you don’t have regular access to.

Example: Use of Electron Microscope facility: $200/hour, estimated 20 hours needed Budget: $200 x 20 = $4,000

c) Field Station Fees

• Costs for using research stations in remote locations.

Example: Mountain Research Station fee: $100/day for 30 days = $3,000

• Participant Costs

If your research involves human subjects, you might need to pay them or cover their expenses.

a) Participant Compensation

• Payment for people’s time in participating in your study.

Example: 100 participants at $20 each Budget: 100 x $20 = $2,000

b) Participant Travel Reimbursement

• Covering transportation costs for participants to come to your research site.

Example: Estimated average travel cost per participant: $15 100 participants Budget: 100 x $15 = $1,500

c) Refreshments

• If you’re providing snacks or meals during long study sessions.

Example: Snacks and drinks for 100 participants at $5 each Budget: 100 x $5 = $500

• Publication and Dissemination

These are costs related to sharing your research results.

a) Open Access Publication Fees

• Costs for making your research freely available online.

Example: Estimated fee for open access journal: $2,500

b) Printing Costs

• For creating posters or handouts for conferences.

Example: 50 color posters at $30 each Budget: 50 x $30 = $1,500

c) Website Development

• If you plan to create a website to share your research.

Example: Website design and hosting for 2 years: $1,000

• Indirect Costs

These are overhead costs that your institution might charge for managing your grant.

a) Facilities and Administration (F&A) Costs

• A percentage of your total direct costs that goes to your institution.
• This rate varies by institution and funding agency.

Example: If your total direct costs are $100,000 and your institution’s F&A rate is 52%: Indirect costs: $100,000 x 52% = $52,000

b) Cost Sharing

• Some grants require your institution to contribute a portion of the costs.
• This isn’t a cost you include in your budget request, but you need to show it’s covered.

Example: If the grant requires 10% cost sharing on a $100,000 project: Cost sharing amount: $100,000 x 10% = $10,000 (to be provided by your institution)

• Miscellaneous Costs

This category covers any other expenses that don’t fit neatly into the above categories.

a) Insurance

• Special insurance you might need for field work or equipment.

Example: Field work insurance for 3 researchers for 2 weeks: $600

b) Shipping

• Costs for sending equipment or samples.

Example: Estimated shipping costs for samples: $800

c) Communication

• Phone or internet costs specifically for the project.

Example: Satellite phone rental for remote fieldwork: $10/day for 30 days = $300

• Contingency

It’s wise to include a small amount for unexpected expenses.

Example: 5% of total direct costs for contingency

If your total direct costs are $100,000: Contingency: $100,000 x 5% = $5,000

Putting It All Together

Once you’ve calculated all these parts, add them up to get your total budget. Here’s a simplified example:

• Personnel Costs: $55,500
• Equipment and Supplies: $37,400
• Travel: $7,070
• Facility Costs: $13,000
• Participant Costs: $4,000
• Publication and Dissemination: $5,000
• Indirect Costs: $52,000
• Miscellaneous Costs: $1,700
• Contingency: $5,000

Total Budget: $180,670

Remember, every research project is different, so your budget might not need all these categories, or it might need additional ones. The key is to think carefully about everything your research will require and account for it in your budget.

Tips for Creating Your Budget

• Be realistic: Don’t underestimate costs, but don’t pad them either.
• Do your research: Get real quotes for big expenses.
• Explain your calculations: In a separate budget justification, show how you arrived at each number.
• Follow the rules: Different funding agencies have different budget guidelines. Make sure you follow them.
• Get help: Your institution’s research office can often help with budgeting.
• Plan for the entire project: Think about costs that might come up in later stages of your research.
• Be specific: Instead of a large “misc” category, try to break costs down into specific items.
• Consider inflation: For multi-year projects, factor in potential cost increases.
• Double-check your math: Small errors can make a big difference!
• Align with your proposal: Make sure your budget matches the activities you describe in your research plan.

Related Articles

Mastering the Art of Writing: How to Write a Grant Proposal

How to Write a Comprehensive PhD Research Proposal in Sociology

Sample Proposal Budget Example

SAMPLE PROJECT PROPOSAL AND BUDGET

Frequently Asked Questions (FAQs)

Q1: What if I’m not sure about exact costs? A: It’s okay to estimate, but be sure to explain your basis for the estimate in your budget justification. Use phrases like “based on current market prices” or “average of three vendor quotes.”

Q2: Can I include my own salary in the budget? A: This depends on your situation and the funding agency’s rules. In many cases, yes, especially if you’re not already fully funded for the time you’ll spend on this project. Always check the specific guidelines for the grant you’re applying to.

Q3: What’s the difference between direct and indirect costs? A: Direct costs are expenses specifically for your project, like salaries, equipment, or travel. Indirect costs (also called overhead or Facilities and Administrative costs) are expenses that benefit your project but also other activities at your institution, like building maintenance or administrative support.

Q4: Should I ask for the maximum amount allowed by the grant? A: Not necessarily. Ask for what you genuinely need to complete your project successfully. Inflating your budget unnecessarily can hurt your chances of getting funded.

Q5: What if I need to make changes to my budget after it’s approved? A: Most funding agencies allow some flexibility, but major changes usually require approval. Always communicate with your program officer if you need to make significant changes.

Q6: Do I need to include quotes or price lists with my budget? A: It’s not usually required in the initial proposal, but having this documentation can be helpful if you’re asked to justify your costs. For very expensive items, including a quote can strengthen your proposal.

Q7: How detailed should my budget be? A: Your main budget should be a clear summary, but you should be prepared to provide a more detailed breakdown if asked. Many proposals require a separate budget justification document where you can provide more detail.

Q8: What if I forget something in my budget? A: That’s why it’s good to include a contingency amount. If you realize you’ve forgotten something major before submitting, see if you can revise your budget. If it’s after submission or approval, talk to your program officer about options.

Q9: Should I round my numbers? A: For smaller amounts, rounding to the nearest dollar is fine. For larger amounts, you might round to the nearest $10 or $100. The key is to be consistent and make your budget easy to read.

Q10: How do I handle in-kind contributions or cost sharing? A: These should be mentioned in your proposal and budget justification, but they’re usually not included in the main budget you’re requesting from the funding agency. They show additional support for your project.

Start by filling this short order form order.studyinghq.com

And then follow the progressive flow. 

Having an issue, chat with us here

Cathy, CS. 

New Concept ? Let a subject expert write your paper for You​

Have a subject expert write for you now, have a subject expert finish your paper for you, edit my paper for me, have an expert write your dissertation's chapter.

Typically replies within minutes

Hey! 👋 Need help with an assignment?

🟢 Online | Privacy policy

WhatsApp us

An official website of the United States government

The .gov means it’s official. Federal government websites often end in .gov or .mil. Before sharing sensitive information, make sure you’re on a federal government site.

The site is secure. The https:// ensures that you are connecting to the official website and that any information you provide is encrypted and transmitted securely.

• Publications
• Account settings

Preview improvements coming to the PMC website in October 2024. Learn More or Try it out now .

• Advanced Search
• Journal List
• J Ayurveda Integr Med
• v.10(2); Apr-Jun 2019

How to plan and write a budget for research grant proposal?

Medical research can have an enormous positive impact on human health. Health research improves the quality of human lives and society which plays a vital role in social and economic development of the nation. Financial support is crucial for research. However, winning a research grant is a difficult task. A successful grant-winning application requires two key elements: one is an innovative research problem with best probable idea/plan for tackling it and appropriate planning of budget. The aim of the present paper is to give an insight on funding agencies providing funding for health research including traditional Indian medicine (from an Indian perspective) and key points for planning and writing budget section of a grant application.

1. Introduction

Why health science research is important and why should it to be funded? Science and technology innovations and health research can have an enormous impact on human health. They improve public health, quality of human lives, longevity and have made society better [1] , [2] . Healthy humans with better quality of life are crucial for the social and economical development of the nation [3] . Medical research led to the expansion of knowledge about health problems/conditions and their mechanism, risk factors, outcomes of treatments or interventions, preventive measures and proper management. Clinical studies or trials provide important information about the safety and efficacy of a drug/intervention. Innovative basic science research had led to the discovery of new technology, efficient diagnostic and therapeutic devices. So, currently, an effort with multidisciplinary approach is a demand for better understanding of clinical conditions and providing safest health care to the community [2] , [4] .

Whether it is basic or applied, clinical or non-clinical, all research needs financial support. Considering the importance of research in economic growth of a nation, many countries are increasing their budget for research and development in science. A study on impact of GDP (Gross Domestic Product) on research and development in science among Asian countries has found that one who spends more on research has more research outcomes in the form of total number of research documents, citations per documents and h-index [5] . About 95% of the NIH (National Institutes of Health, USA), budget goes directly to research awards, programs, and centers; training programs; and research and development contracts [6] . Total expenditure carried out for research in India is too less than USA and China. Percentage of GDP for research and development in India is 0.88%, while South Korea, USA and China have 4.292%, 2.742 and 2.1% respectively [7] .

Owing to the increasing competition among the researchers, especially the young ones, for their academic growth, preparing and planning a winning research proposal becomes very essential. A successful grant-winning application requires two key elements: (1) innovative research problem with best probable idea/plan for tackling it and (2) appropriate planning of budget. The aim of the present paper is to give an insight on funding agencies (from an Indian perspective) and key points for planning and writing budget section of a grant application.

2. What is the purpose of the budget plan in a grant application?

A budget is the quantitative expression of a financial plan for future expenses on the project in a given period of time [8] . Budget plan is a key element of a grant application. It demonstrates the required cost for the proposed project. It is a prediction of expenses and serves a plan for funders on how the organization will operate the project, spend the money in a given set of period and where their money will go. It shows the funders exactly what they can support and also helps the institution and investigating team in management of the project. Moreover, budget plan requires for accountability [9] .

3. Which are the funding agencies that sponsor health research in India?

Various national and international sponsoring agencies have identified health problems of priority for funding a research. Some of the leading funding agencies providing grant for health research including alternative systems of medicine in India are given in Table 1 . State Universities/deemed Universities also have a provision of funding for medical research.

Table 1

List of funding agencies those promote health research.

4. What constitutes a research project budget?

Proforma of the research grant applications and presentation of budget section may vary among the sponsoring agencies. However, major parts of budget plan in the applications of the above mentioned funding agencies are quite similar. The budget section is broadly divided into two categories: direct and indirect costs.

4.1. Direct costs:

These are the costs incurred specifically to carry out a project [10] . Direct costs include expenses towards personnel, materials, equipments, consumables and travel. These particulars are further categorized into recurring and non-recurring expenses on the basis of their occurrence during the study period. A brief description of the sub-sections under direct cost is given below:

4.1.1. Personnel:

Budget for personnel can be mentioned in this section in case human resources are required for the study and as per funding agency guidelines. Salaries with allowances can be budgeted for human resources such as site manager, research assistant, junior research fellow (JRF), senior research fellow (SRF), research associate, technician, data entry operator and attender. Most of the Indian funding agencies do not have a provision for salaries for the principal investigator (PI) and co-investigators (Co-PI). Ministry of AYUSH [11] and Rajiv Gandhi University of Health Science (RGUHS), Karnataka [12] provide one-time minimal fees for investigators and supporting staff respectively. There is a provision for salaries of investigators in Wellcome trust-DBT India alliance grants [13] .

4.1.2. Recurring expenses:

Recurring expenses are those which are variable and which keep on occurring throughout the entire project duration. Particulars categorized in this category are consumables, chemicals, glasswares, laboratory test charges, diagnostic kits, stationery, prints, photocopies, communication, postage, telephone charges, survey tools, questionnaires, publication charges, reprints, binding etc. Other expenses could be allowances for patients/participants, food charges and physician fees.

4.1.3. Non-recurring expenses:

Non-recurring expenses are those which are one-time in nature or which do not recur at regular intervals. Particulars included in this category are equipments or instruments with its accessories, software's, computer, printer, electrical and electronic items and accessories of the existing instrument in your lab. Percentage of budget allocated for equipment varies among the funding agencies from 25% to 90% of the entire budget. Some of the agencies do not have provision for equipment in budget. Vision Group on Science and Technology allocated their maximum grant (up to 90%) for development of infrastructure of laboratories [14] .

4.1.4. Traveling expenses:

Budget allocated for traveling can be used for attending meetings, conferences, workshops and training programs. Foreign travel is not allowed by any Indian funding agency. Traveling expenses for collection of data, survey and visit to other centers in multicentric study can be budgeted in this sub-section.

4.2. Indirect costs:

These are the costs which cannot be directly attributed to specific expenses of a project, but are required to run a project. It is also termed as overhead charges. Laboratory, electricity, water, library and other facilities are provided by the institution to run a proposed research project. Therefore, a fixed cost (usually) of about 5–15% of the total budget is provisioned as institutional overhead charges which goes to the institution directly. The range may, however, be flexible on the basis of the type of funding agency.

5. Budget justification

Most of the funding agencies require submission of a budget justification with all the items described above. Sometimes it is also called as budget narrative. Explanation of need for each line item in the budget with item-wise and year-wise breakdown has to be provided. Quantification of total costs of each line-item and document cost calculation should be done. When writing a budget justification, it is important to follow the same order as that in an itemized budget. For example, if equipment such as color doppler is required, then justify the need of a device with respect to the proposed methodology of the study. Similarly, for non-recurring expenses, breakdown the consumables item-wise and year-wise with its cost and calculation according to the protocol of the study and justify accordingly.

6. Budget summary

An item-wise and year wise summary of the total budget is usually required in most of the applications. Budget summary outlines the proposed grant and often (most of the format) appears at the beginning of the proposal. It should always be prepared at the end, after the grant proposal has been completely developed. A sample budget summary (as an example) for a proposed study for the duration of three years is shown in Table 2 . In the personnel section, a research fellow salary with allowances is budgeted year-wise. The salary of the research fellow for the first and second year is Rs. 2,30,000 per year (JRF) with an enhancement to Rs 2, 59,000 for the third year (SRF) as per the guidelines of the funding agency. As non-recurring expenses are one time in nature, a budget for equipment was budgeted only for the first year. Under the section of recurring expenses, more budgets are allocated in the second year for consumables because recruitment of subjects in large number will be done during the second year of the proposed study. Similarly, expenses toward travel, investigator fee and other miscellaneous costs year-wise have been budgeted. The emoluments and guidelines on service conditions for research personnel employed in research project by ICMR has been given in reference section [15] , [16] .

Table 2

Sample budget summary (year wise).

7. How to plan a simple research budget?

Planning of the research budget begins with an innovative research question, objectives and design of the study. Before starting to write a budget plan, it is essential to understand the expectations of funding agencies, University/Institute and the team of researchers. It is imperative to keep in mind that the research proposal will be reviewed by both scientific and financial (non-scientific) experts. Hence, the proposal should be prepared in such a way that it can be easily understood by even non-scientific experts.

Firstly, a list of what is essential and would add value for research such as focus of research, primary and secondary outcomes of the study, the source of the sample, study setting, sample design and sample size, techniques used to collect data, method of data analysis and available resources should be made [17] .

Secondly, the instructions, format of the application and rules of the funding agency should be read thoroughly. Budget specifications, limitations of recurring and non-recurring costs, and necessity of budget justification with cost breakdown should be checked. Note that one should not deviate or modify the proforma of the funding agency.

Thirdly, a list of items should be made and categorized into recurring and non-recurring expenses. Breakdown of the budget into item-wise and year-wise with cost calculation should be done. It should be ensured that costs are reasonable, allowable and related to the research proposal, so that the budget appears realistic. Travel expenses should be calculated as per the rules of the funding agency.

Fourthly, item-wise and year-wise justification of the requirement in a same sequence of format should be provided. A well-justified budget can enhance the evaluation of the research proposal by reviewers and funding body.

The last most important part is to review the budget and verify the costs and calculation. It is better, if other research team members can review the budget plan and re-calculate the costs thoroughly. Remember, too high budget and too low budget with respect to the research proposal are suspicious and chances of receiving a grant are less.

Sources of funding

Conflict of interest.

Peer review under responsibility of Transdisciplinary University, Bangalore.

• Thesis Action Plan New
• Academic Project Planner

Literature Navigator

Thesis dialogue blueprint, writing wizard's template, research proposal compass.

• Why students love us
• Rebels Blog
• Why we are different
• All Products
• Coming Soon

Detailed Research Proposal Budget Example: Plan Your Finances

Planning the budget for your research proposal is a critical step that can determine the success of your project. A well-crafted budget not only outlines the financial needs of your research but also assures funders that you have a clear understanding of the costs involved. This article will guide you through the essential elements of creating a detailed research proposal budget, helping you to plan your finances effectively.

Key Takeaways

• A research proposal budget is a financial plan that details the costs of a research project.
• Including both direct and indirect costs in your budget is crucial for accuracy.
• Justifying each budget item helps in gaining approval from stakeholders.
• Avoiding common budgeting mistakes can improve the chances of funding success.
• Using tools and resources can simplify the budget planning process.

Understanding the Importance of a Research Proposal Budget

Defining a research proposal budget.

A research proposal budget is a detailed financial plan that outlines the costs associated with your project. It includes both direct and indirect costs, ensuring that every aspect of your research is financially covered. Creating a clear budget helps you avoid unexpected expenses and keeps your project on track.

Role in Project Planning

The budget plays a crucial role in project planning by providing a roadmap for how funds will be allocated. It helps you identify the resources needed and ensures that you have the financial means to achieve your research question . This planning phase is essential for crafting an effective Ph.D. thesis proposal: tips and strategies include setting clear objectives, methodology, and originality.

Impact on Funding Decisions

Funders need to know how their money will be used. A well-prepared budget can make a significant difference in securing funding. It demonstrates that you have thought through every aspect of your project and are prepared to manage the funds responsibly. This can be the deciding factor in whether your proposal gets approved or not.

Key Components of a Research Proposal Budget

Creating a research proposal budget involves several key components that ensure a comprehensive financial plan. These components help in outlining the necessary expenses and justifying the funding required for the project. Understanding these elements is crucial for crafting a successful budget.

Direct Costs

Direct costs are the expenses directly associated with the research project. These include salaries for research staff, equipment, supplies, and travel costs. It's important to list these costs clearly to show funders that you have a realistic sense of the expenses needed to complete the work.

Indirect Costs

Indirect costs, also known as overheads, are expenses that are not directly tied to the project but are necessary for its completion. These can include administrative support, facility maintenance, and utilities. Including indirect costs in your budget ensures that all aspects of the project are covered.

Cost Sharing

Cost sharing refers to the portion of the project costs that are not covered by the sponsor but are instead funded by the research institution or other sources. This can include matching funds or in-kind contributions. Highlighting cost sharing in your budget can demonstrate your institution's commitment to the project.

Steps to Create an Effective Research Proposal Budget

Creating a research proposal budget involves several key steps to ensure that all expenses are accounted for and justified. This process is crucial for securing funding and successfully managing your project.

Identifying Expenses

Start by listing all the potential costs associated with your research. This includes direct costs like salaries, equipment, and materials, as well as indirect costs such as administrative support and facility usage. Being thorough in this step can prevent future financial shortfalls.

Estimating Costs

Once you have identified the expenses, the next step is to estimate the costs. Use historical data, vendor quotes, and expert opinions to make accurate estimates. It's important to be realistic and avoid underestimating costs, as this can lead to budget overruns.

Justifying Budget Items

After estimating the costs, you need to justify each budget item. Explain why each expense is necessary for the success of your project. This justification helps reviewers understand the importance of each cost and increases the likelihood of your budget being approved. Clear and detailed justifications can make a significant difference in the approval process.

Guidelines for Budget Justification

Explaining direct costs.

When explaining direct costs, you need to clearly outline why each expense is necessary for your project. Every item in your budget should be listed in your budget justification . This means you should answer two main questions for each cost: Why do you need this money? Where did you get your figures from? This links your budget to your project plan and back again.

Detailing Indirect Costs

Indirect costs are often overlooked but are just as important. These costs include things like administrative support and facility maintenance. Make sure to provide enough detail so that the sponsor can determine whether the proposed costs are reasonable and appropriate. Always consult the sponsor's proposal preparation guidelines for each item.

Rationale for Cost Sharing

Cost sharing involves splitting the costs of the project between different sources. This can make your proposal more attractive to sponsors. Explain why cost sharing is necessary and how it benefits the project. Be sure to follow the guidelines for sponsor requirements, as these are often included in the annotated budget justifications.

Common Mistakes in Research Proposal Budgeting

Creating a research proposal budget can be tricky, and there are several common mistakes you should avoid to ensure your project is successful. Accurately estimating costs is crucial for maximizing resources: smart budgeting for successful research projects. Allocate resources effectively, estimate costs accurately, and implement time management strategies for research project success.

Underestimating Costs

One of the most frequent errors is underestimating costs. This can lead to a shortage of funds, causing delays or even halting the project. Make sure to account for all possible expenses, including materials, labor, and unforeseen costs.

Overlooking Indirect Costs

Indirect costs, such as administrative fees and facility maintenance, are often overlooked. These costs can add up and significantly impact your budget. Always include a reasonable estimate for indirect costs to avoid financial shortfalls.

Ignoring Cost Sharing Requirements

Some funding sources require cost sharing, where your institution or another entity covers part of the project costs. Ignoring these requirements can result in your proposal being rejected. Ensure you understand and meet any cost sharing obligations to improve your chances of securing funding.

Tools and Resources for Budget Planning

Having the right tools is essential to tracking expenses and monitoring income , and you don't have to break the bank buying expensive software to do that. Effective budget planning is crucial for the success of your research proposal. Here are some tools and resources to help you plan your budget efficiently.

Case Studies of Successful Research Proposal Budgets

Examining successful research proposal budgets can provide valuable insights into effective financial planning for your own projects. These case studies highlight different fields of research and demonstrate how to structure a budget that meets funding requirements and project needs.

Example 1: Biomedical Research

In a biomedical research project, the budget must account for specialized equipment, lab supplies, and personnel costs. A well-structured budget ensures that all necessary resources are available to achieve the research goals. For instance, a project studying a new cancer treatment might allocate significant funds to advanced imaging technology and clinical trials.

Example 2: Social Sciences Research

Social sciences research often involves extensive fieldwork, surveys, and data analysis. A successful budget in this field will include costs for travel, participant incentives, and data processing software. For example, a study on community health might budget for travel to various locations, compensation for survey participants, and software for analyzing health trends.

Example 3: Environmental Studies Research

Environmental studies research typically requires funding for field equipment, lab analysis, and sometimes, collaboration with other institutions. A well-planned budget will cover these aspects to ensure comprehensive data collection and analysis. An example could be a project on climate change impacts, which might allocate funds for weather monitoring equipment, lab tests, and partnership with local research rebels® .

By studying these examples, you can learn how to find good literature and create a budget that is both realistic and compelling to funders.

Reviewing and Revising Your Budget

Regularly reviewing and revising your budget is crucial for maintaining financial accuracy. Most organizations find it reasonable to review their budgets once a month. This helps in adjusting for unexpected grants or spending estimates that were off. Keeping your budget accurate ensures that you can manage your funds effectively.

Peer Review

Having peers review your budget can provide valuable insights. They might spot errors or suggest improvements that you missed. Peer reviews can also help in validating your budget assumptions and ensuring that your figures are realistic.

Institutional Review

An institutional review involves having your budget checked by your organization’s financial department. This step is essential for aligning your budget with institutional policies and funding restrictions. It also helps in identifying any compliance issues that need to be addressed.

Continuous Monitoring

Continuous monitoring of your budget allows for adjustments to reflect reality as the year progresses. Your budget will likely start with estimates, and as time goes on, these estimates need to be adjusted to be as accurate as possible. This ongoing process helps in keeping track of what's really happening and ensures that you can use your money as planned.

Tips for Presenting Your Budget to Stakeholders

When presenting your budget to stakeholders, it's crucial to highlight the value and impact of your project. Clearly showing the benefits of your project can make a significant difference in getting your budget approved . Stakeholders will closely examine your projected expenses to ensure that the benefits outweigh the costs.

Clarity and Transparency

A well-prepared budget proposal offers financial transparency, making finances an open topic of conversation. This transparency helps stakeholders understand how their investment connects to the project's goals. It also shows team members how their work fits into the larger picture, increasing overall productivity.

Highlighting Key Budget Items

Provide a cost summary that includes an itemized list of expenses. Stakeholders need to see what you plan to spend money on and why. This section should clarify the total costs for each element and the overall budget. A clear and concise summary allows stakeholders to quickly grasp the financial scope of your project.

Addressing Stakeholder Concerns

Be prepared to address any concerns stakeholders may have about your budget. This includes explaining why certain expenses are necessary and how they contribute to the project's success. By addressing these concerns upfront, you can build trust and confidence in your budget proposal.

The Role of Budget in Grant Proposal Success

Correlation between budget and approval rates.

A well-prepared budget can significantly influence the approval rates of your grant proposal. Funders need to see a clear financial plan that outlines how the money will be spent. A detailed budget shows that you have thought through your project and are prepared to manage the funds responsibly. This can make your proposal more attractive to funders.

Importance of Detailed Budgeting

Creating a detailed budget is crucial for the success of your grant proposal. It helps in painting a clear financial picture of your research project. When you provide a comprehensive budget, it demonstrates that you have considered all aspects of your project, from start to finish. This level of detail can set your proposal apart from others.

Long-term Impact on Research Outcomes

A well-planned budget not only helps in securing funding but also has a long-term impact on your research outcomes. Proper budgeting ensures that you have the necessary resources to complete your project successfully. It also helps in avoiding financial pitfalls that could derail your research. In the long run, a well-managed budget contributes to the overall success and credibility of your research.

Here are some tips for researching and organizing your thesis :

• Importance of clear goals
• Choosing a research topic
• Utilizing online databases
• Conducting interviews
• Tools for better thesis research

A well-planned budget is crucial for the success of any grant proposal. It helps you allocate resources efficiently and shows funders that you are serious about your project. If you're struggling with your grant proposal, don't worry! Visit our website to learn more about how to create a winning budget and increase your chances of success.

In summary, crafting a detailed research proposal budget is a crucial step in securing funding and ensuring the success of your project. A well-thought-out budget not only outlines the financial requirements but also reassures funders of the project's feasibility. By clearly detailing all potential expenses and income sources, researchers can present a compelling case for support. Remember, a meticulously planned budget can make the difference between a funded project and one that remains on paper. Therefore, take the time to plan your finances carefully, ensuring every dollar is accounted for and justified.

Frequently Asked Questions

What is a research proposal budget.

A research proposal budget is a financial plan that outlines all the expected costs for a research project. It helps in planning the project and securing funding.

Why is a research proposal budget important?

A budget is important because it helps researchers plan their project, ensures funds are used wisely, and reassures funders that the project is feasible.

What are direct costs in a research proposal budget?

Direct costs are expenses that are directly tied to the research project, like salaries, equipment, and materials.

What are indirect costs?

Indirect costs, also known as overhead, are expenses that are not directly linked to the project but are necessary for its completion, like utilities and administrative support.

What is cost sharing?

Cost sharing refers to the portion of the project costs that are not covered by the grant and are paid by the researcher or their institution.

How do I estimate costs for my budget?

To estimate costs, list all possible expenses and research their prices. You can use past projects as a reference or get quotes from suppliers.

Why do I need to justify budget items?

Justifying budget items shows funders why each expense is necessary for the project, helping them understand the importance and necessity of the funding.

What are common mistakes in research proposal budgeting?

Common mistakes include underestimating costs, overlooking indirect costs, and ignoring cost-sharing requirements.

Discovering Statistics Using IBM SPSS Statistics: A Fun and Informative Guide

Unlocking the Power of Data: A Review of 'Essentials of Modern Business Statistics with Microsoft Excel'

Discovering Statistics Using SAS: A Comprehensive Review

How to Deal with a Total Lack of Motivation, Stress, and Anxiety When Finishing Your Master's Thesis

Mastering the First Step: How to Start Your Thesis with Confidence

Thesis Revision Made Simple: Techniques for Perfecting Your Academic Work

Thesis Action Plan

Integrating Calm into Your Study Routine: The Power of Mindfulness in Education

How to determine the perfect research proposal length.

• Blog Articles
• Affiliate Program
• Terms and Conditions
• Payment and Shipping Terms
• Privacy Policy
• Return Policy

© 2024 Research Rebels, All rights reserved.

Your cart is currently empty.

• Develop a research budget
• Research Expertise Engine
• Precursors to research
• Funding Opportunities
• Grants vs contracts
• Sample Applications Library
• Factors to consider
• Internal Approval (formerly SFU Signature Sheet)
• Develop a research proposal
• Institutional support
• Review & submission
• Award & approval
• Award management
• Contracts & agreements
• Inventions & commercialization
• Ethics - human research
• Ethics - animal research
• Research safety
• Mobilizing Research
• Prizes & awards
• Training & events
• Forms & documents

On this page:

Basic components of a research budget, two models of budget development, other factors affecting your budget.

• Additional Resources

Budgets should provide the sponsor with an accurate assessment of all cost items and cost amounts that are deemed necessary and reasonable to carry out your project. They should be based upon your description or the statement of work. Budget justification provides more in-depth detail and reason for each cost and is often considered by reviewers as a good indicator of the feasibility of the research.

A research budget contains both direct costs and indirect costs (overhead), but the level of detail varies from sponsor to sponsor. The first step in developing a budget is to carefully read the guidelines of the funding opportunity being pursued.

There is no magic formula available for developing a budget but there are some basic steps to follow in order to develop an accurate budget:

• Define project tasks, timelines and milestones and determine the actual resources and costs required to complete these. Consider whether contingencies are needed (and confirm they are eligible expenses).
• Determine the eligible expense categories and maximum amount allowed by the sponsor. Adjust scope of the project to make sure proposed activities fit within the allowance.
• Categorize these costs (e.g., salaries, supplies, equipment…) per year, in some cases by quarter.
• Ensure that project scope and budget match. Include indirect costs of research as permitted by sponsor and the University policy.  

The examples below developed by the University of British Columbia demonstrate two ways to include indirect costs in your budget.

• Price model:  Indirect cost is built into each budget line item.
• Cost model:  Indirect cost of research is presented as a separate line item.

Unless the sponsor specifies in writing that they require the indirect costs of research to be presented as a separate line item (Cost Model), the indirect cost should be built into each budget line item (Price Model). Indirect costs are normally included in the price of goods and services worldwide.

For example, you are developing a budget for a funding opportunity with an indirect cost rate of 25%. Your direct costs are $201,000 broken down by expense categories shown in the  second column of the table below. The third and fourth colums present the two ways you can include the 25% overhead in your budget using the Price Model or the Cost Model, respectively:

In-kind and cash contributions, like other costs to the sponsored project, must be eligible and must be treated in a consistent and uniform manner in proposal preparation and in financial reporting.

Cash contributions

Cash contributions are actual cash transactions that can be documented in the accounting system. Examples of cash contributions include:

• allocation of compensated faculty and staff time to projects, or
• the purchasing of equipment by the university or other eligible sponsor for the benefit of the project.

In-kind contributions

In-kind contributions are both non-monetary or cash equivalent resources that can be given a cash value, such as goods and/or services in support of a research project or proposal. It is challenging to report on in-kind contribution, please make sure the numbers you use are well supported, consistent and easy to quantitate.

Examples of an in-kind contribution may include:

• Access to unique database or information
• Professional, analytical, and other donated services
• Employee salaries including benefits for time allocated to the project
• Study materials, technologies, or components
• Patents and licenses for use
• Use of facilities (e.g., lab or meeting spaces)
• Partner organization time spent participating in the project
• Eligible infrastructure items

Matching on sponsored projects

Some sponsored projects require the university and/or a third party to contribute a portion of the project costs–this contribution is known as matching.

Matching requirements may be in the form of an actual cash expenditure of funds or may be an “in-kind” match. For example:

• A 1:1 match would require $100 of a third-party matching for every $100 received from an agency.
• A 30% match would mean that of a total budget of $100, the agency would provide $70 and a third party would need to match $30.

Examples of agency programs that include some form of matching from a third party are:

• NSERC Collaborative Research and Development Grants
• NSERC Idea to Innovation Grants
• SSHRC Partnership Grants
• CIHR Industry Partnered Collaborative Research Program, and
• CIHR Proof of Principle Grants  

Additional resources

• Current  salary  and  benefit  rates for graduate students and postdocs/research associates
• SFU  Business and Travel Expense  Policy
• Animal care services

Let your curiosity lead the way:

Apply Today

• Arts & Sciences
• Graduate Studies in A&S

Creating a Budget

In general, while your research proposal outlines the academic significance of your study, the budget and budget narrative show that you have an understanding of what it will cost for you to be able to perform this research. Your proposed budget should identify all the expenses that are necessary and reasonable for the success of your project—no more and no less. The Office of Undergraduate Research understands that estimates, by definition, are imprecise, yet we encourage students applying for funding to research all aspects of their budgets with honest diligence.

If your research requires you to be in the field or in another city, state, or country, travel expenses may include transportation (airline, train, taxi, etc.), passport and visa fees, as well as fees for any vaccinations you may need to travel. Be sure to include anticipated major incidental expenses, such as printing, copying, fees for accessing archives, etc.

Please note that our funding restrictions prevent us from providing support for lab materials, equipment, software, hardware, etc.

Keep in mind these tips:

Convert all foreign currency figures to U.S. dollars.

Round all figures to whole dollars.

Make sure your budget and your proposal are consistent.

Identify areas where you are making efforts to save money!

Browse through these sample budgets for a better idea of how to outline your expenses and contact us if you have questions!

Sample Budget 1

Sample Budget 2

Sample Budget 3

Sample Budget 4

• Grants and Funding

How to Plan and Write a Budget for Research Grant Proposal

To be a successful candidate for a research grant, you need perfect budget formulation and justification. Here, we will help you plan the research budget for your grant proposal and give you handy tips to transform it into a convincible form.

Budget as a Skeletal Support

Your budget is the skeleton of your grant proposal. It provides the estimated finance your research needs to be completed in a particular time range. It also gives the funders an exact knowledge about where their funds will be used and how will they be financed ( Asya, 2008 ). It is your responsibility to postulate clearly how you will manage the funds if granted. An excellent budget plan will compel your funders to assume that you have thought about every financial detail concerning your project.

Specific Terminologies to Know Beforehand

Certain wordings are preferred to convey your research budget information better. It is important to familiarize with them before constructing the budget section of the proposals. The lexis includes:

Direct Costs

These are the expenses that are utilized solely for executing your research. For example, expenses on your research staff members, tools, materials, and travel finance.

Facilities & Administrative Costs (Indirect Costs)

These are the overhead charges reserved for institutional facilities that you avail yourself while conducting your research. For example, institutional laboratory, electricity, and water usage costs.

Fringe Benefits

These are the additional benefits provided to the personnel, along with their basic salaries. Every institution has its own set of fringe benefits rates.

Research Consortium

It is a group of institutions that apply for a grant together as one. They have reached a grant agreement, and one of the institutions represents them all. The budget is divided between them.

Types of Budget

There are two budget designs used in the NIH grant applications. Specific points will decide the type of budget design form you have to use for your application. These are:

Modular Design Budget

Your budget design is considered modular when your research fulfills the following criteria:

• Your direct costs are equal to or less than $250,000 annually
• You are applying for research grants or their equivalents
• Your institution is located in the United States

Detailed Design Budget

Your budget design should be in detailed form if your research project fulfills any of the below-mentioned criteria:

• Your direct costs are more than $250,000 per annum
• You are applying for grants other than research grant type or its equivalents
• Your institution is situated outside the United States

For the modular design, you have to fill out the PHS 398 modular budget application form, and for the detailed design budget, you have to use the R & R detailed budget application form.

Planning your Budget

Your budget planning starts when you find the research question and decide on a suitable study design. You should also be able to guess the unpredictable charges that can arise while conducting your research ( Sudheesh, Devika & Nethra, 2016 ). There are five main points to keep in mind while planning your research budget:

Pin-point the Budget Essentials

Think about all the things that will affect your research budget. These are mainly the study design, testing procedures, sample collection methods, and research settings. The more complicated and unique these essentials will be, the higher will be your budget requirements. Also, observe the already present resources and will they benefit your research budget.

Follow the Instructions of the Funding Agency

The next point to consider while planning your budget is to abide by the budget rules and limitations of your particular funding agency. Read each instruction carefully and remember not to deviate from it. It is expected of you to provide the exact list of items necessary for your project.

Categorization of Each Item

Thirdly, a breakdown of each item into its related category should be made along with its cost.  A breakdown of the budget item-wise and year-wise with cost calculation should be done. Point out the recurring and nonrecurring items that are directly related to your research. All this planning is done beforehand to ensure proper budget management.

Justification of Each Item

For every enlisted item, you should be able to provide a solid justification for its importance in your research. Only a well-justified budget document can win the confidence of the peer reviewers.

Review & Verification of the Budget Items

Reviewing is the most significant step for every document or proposal. You can ask your team members to review your budget document for you. Also, recalculate the cost of each item and the total items combined cost per annum. Keep in mind that too low or high budget will only raise suspicion in the mind of your reviewers. So, make sure you plan a research budget range, not more than the maximum limit set by your funding agency ( Michael et al., 2019 ).

Scripting your Budget onto the Grant Application

Projecting your finances into your application requires skills. When writing, we primarily divide our budget into two sub-sections. These include:

As mentioned before, these are the direct expenses on which your research is largely dependent. So, firstly, give the heading of direct costs and then further give the following subheadings with explanations.

Personnel Involved

If your research project involves resource team members, here is where you have to mention them. Your resource team includes the technicians, laboratory attendants, site caretakers, data entry personnel, junior researchers, and the senior researcher involved. Specify their allowances and salaries in an organized manner.

Recurring Expenditure

These expenses occur regularly and yet cannot be avoided. These include equipment usage, laboratory-conducted diagnostic tests, telecommunication charges, chemicals, and any other essential items. Fees for human subjects involved in your research are also stated here.

Non-recurring Expenditure

These are the costs of items for which you have to pay one-time charges, and then their use is free. These include buying charges for the printer, computer, or other electronic items. Once you buy them, they are charge-free. Thus, you have to specify all the non-recurring charges in your budget form.

Traveling Expenditure

In this subheading, specify the amount spent on your traveling for research purposes. Separately mention your traveling costs for attending research-related conferences, seminars, and training. Also, mention the travel expenses for the surveys and data collection. Visiting expenses to other institutions for the sake of a research study can also be mentioned here.

Indirect Costs

The second sub-section is indirect expenditure. It includes facilities that are indirectly related to your research project. These can be library facilities, electricity, and water usage for your experiments and test conduction. These are also called overhead charges that are paid specifically to the institution for providing such facilities ( Ahmed & Abdullah, 2017 ).

Budget Overview

In the final paragraph, write a short finalizing note relating your budget outlining the main point. This should be a 4 to 5-lined paragraph.

Budget Justification

Most of the funding agencies separately require justification for each item that you specified in your above-mentioned budget form. This document is also known as the budget narrative page. It reasons the importance of that item for your research conduction. Each item is mentioned in the same order as in your budget form and should be justified respectively ( Al-Jundi & Salah, 2016 ). It is best to make a three-columned table with the name of the item in the first column, the quantity and cost in the second column, and a justification statement in the third column.

Budget Summary

In the last, you have to provide a summarized form of your budget for your proposed research. It is written at the end when you have completed writing your whole application. In this, you have to specify every item with its cost per annum. The non-recurring items will only be specified under the first-year heading as they have a one-time expense. Likewise, the recurring items will be mentioned in both years, along with their costs.

Esthetical Considerations

The following points will enhance the esthetics of your budget section:

Headings & Bullet points

Writing the budget items under a categorized heading will make it easy for the reviewers to retrieve the necessary points in your budget. You can use bullet marks or checklist signs to highlight your main points. This will show the reviewers that you have the budget representation skills and that your enlisted budget finance is authentic.

Tabulations

Try to write your budget essentials in a tabulated form with three main columns. The first column represents the item name. The second column specifies the cost of that particular essential.  The third column signifies the importance of your particular essential in performing your research. This will save both time and effort of reviewers who have to scrutinize many applications at a time.

Organization

The pattern you follow for each essential specification in the budget form should be followed in the same manner while writing the budget justification document. There should be a flow in your budget data and which will further enhance its esthetics.

Elementary Language

Your language should be simple enough to be understood by a common person. Complicated terms and phrases will only make it difficult for reviewers to reach your point of view.

Your budget prepares you for all the financial aids you need to conduct your research. It informs you about the expenses of each research item and method. In this way, you can choose an economical procedure for your research. The budget section is considered as the key factor of success or failure for your proposal. This section requires a skillful approach and should be handled delicately. Nowadays, research writers record their budget in the form of electronic spreadsheets. It is easy to manage the budget essentials and the expenses via these excel spreadsheets. You just need to point out and categorize the direct and indirect costs in the already drawn tabulated budget spreadsheet. Hence, you will be able to plan and compose a well-scripted budget by following the instructions given in this article.

• Al-Riyami, A. (2008, April). How to Prepare a Research Proposal.  Oman Medical Journal ,  23 (2), 66–69. http://europepmc.org/articles/PMC3282423
• Duggappa, D.R., Nethra, S.S. & Sudheesh, K. (2016, September). How to Write a Research Proposal?  Indian Journal of Anaesthesia ,  60 (9), 631–634. https://doi.org/10.4103/0019-5049.190617
• Burkhardt, J., Carlson, J.N., Gottlieb, M., King, A.M., Lee, S., Santen, S.A. & Wong, A.H. (2019, January). Show Me the Money: Successfully Obtaining Grant Funding in Medical Education.  The Western Journal of Emergency Medicine ,  20 (1), 71–77. https://doi.org/10.5811/westjem.2018.10.41269
• Al-Maniri, A. & Al-Shukaili, A. (2017). Writing a Research Proposal to the Research Council of Oman.  Oman Medical Journal ,  32 (3), 180–188. https://doi.org/10.5001/omj.2017.35
• Azzam, A. & Sakka, S. (2016, November). Protocol Writing in Clinical Research. Journal of Clinical & Diagnostic Research, 10(11), Z10–Z13. https://doi.org/10.7860/JCDR/2016/21426.8865

We’ve collected the items for you to purchase for your convenience.

Get the entire package for up to 50% discount with our Replication program.

Our Location

Conduct science.

• Become a Partner
• Social Media
• Career /Academia
• Privacy Policy
• Shipping & Returns
• Request a quote

Customer service

• Account details
• Lost password

DISCLAIMER: ConductScience and affiliate products are NOT designed for human consumption, testing, or clinical utilization. They are designed for pre-clinical utilization only. Customers purchasing apparatus for the purposes of scientific research or veterinary care affirm adherence to applicable regulatory bodies for the country in which their research or care is conducted.

Review information on developing proposal budgets.

Budget Development

Budget approvals, sage budget, proposals to foreign sponsors, budgeting direct costs, salaries and salary considerations, employee benefits, other direct costs.

Facilities & Administrative Costs (F&A)

Subaward Budget Development and F&A Calculations

Budget Justification Cost Share Clinical Trial Budget Resources Animal Research Considerations Human Subjects Research Considerations Environmental Health and Safety (EH&S) Considerations

A budget is a detailed statement outlining estimated project costs that support a sponsored project . It should include all Direct Costs, as well as the calculated Facilities and Administrative (F&A) costs required to carry out the project objectives. The proposal budget should be derived directly from the project description and serves as the financial expression of the project.

Follow sponsor guidelines on requirements, allowability, and format.  Be aware of specific purchase restrictions such as the Telecommunications Purchase Restrictions on federal awards.

Before making purchases with new vendors for procurement purchases under $35k, verify they are not listed within the SAM.gov exclusions list.

Plan for requirements in federal contracts that impact your budget.

Costing principles in GIM 23 and the Uniform Guidance apply to all sponsored programs at UW.

Sponsor and UW budget categories sometimes don’t match. Review UW Budget categories and try to map them to the sponsor categories when preparing your budget.

The System to Administer Grants Electronically (SAGE) is the UW approval routing system for sponsored program proposals. Associated departments review and approve the entire proposal including related budgets via eGC1 forms .

SAGE Budget is the UW recommended tool for preparing proposal budgets and is required at time of award with an Award Setup Request . It provides streamlined, efficient entry with reliable calculations leveraged from institutional data (UW salaries, benefits, and F&A rates).

Budgets created using this tool also provide an easy-to-read summary for reviewers and Principal Investigators. SAGE Budgets can be connected to eGC1s for easy reference, and can also be used in Grant Runner to populate budget data on a federal RR budget form.

For Award Setup or Modification Requests, you are required to attach a SAGE Budget. Review How to set up an award at the UW for more details.

The UW prefers to be paid in U.S. Dollars, not foreign currency. Exchange rates fluctuate on a daily basis. If awarded in foreign currency, the value of sponsor payments can vary throughout the life of an award.

If the sponsor insists the proposal budget be expressed in foreign currency (and will pay in foreign currency), use an online currency converter to calculate the budget amounts on the eGC1 from U.S. dollars (USD) into the sponsor’s currency.

When sponsors make award payments in foreign currencies, the PI and department need to review the award amount and provide a budget using the current exchange rate. This is used to estimate the award amount in USD to set up the sponsored program budget. It is the PI’s responsibility to monitor spending and currency fluctuations closely throughout the award. Whenever converting foreign currency to USD for use in official budget documents, attach a screenshot that shows the date of the currency conversion in SAGE.

Note: The PI and department are responsible for resolving deficits , including those that may arise from currency fluctuation.

• Setup Awards from Foreign Sponsors Made in Foreign Currency
• More information and examples from Grant & Contract Accounting on Awards Paid in Foreign Currency

Cost Allocation

When costs will benefit more than one project, they need to be allocated in proportion to how they will benefit each award. Document the allocation methodology used to budget the cost in your budget justification and in your award file. Make sure that methodology is consistently applied across like circumstances.

Acceptable Allocation Method Examples:

• Number of experiments, hours, clients or employees/FTE on the project
• Square footage

Costs that will only benefit one award should only be budgeted for that award. Costs may not be allocated to more than one project based on budgetary convenience.

Direct costs are expenses specifically associated with a particular sponsored project or activity or that can be directly assigned to that project or activity with a high degree of accuracy (e.g. supplies allocation).

Personnel Salaries and Benefits are typically the largest categories of expenses. Review UW Human Resources compensation information .

• Names and titles of personnel committing effort to this project.
• Effort each will devote to the sponsored activity, expressed as a percentage or calendar/academic months
• Institutional Base Salary (IBS)

Salary costs must be:

• Appropriate for the effort expended
• Consistent with the appointment of the individual
• Supported by documentation of the expense
• Included in the proposal and approved by the sponsor or within re-budgeting authority

Review examples of unallowable direct salary costs on a sponsored program

Compensation for teaching costs unless the sponsored program activity type is for Instruction or Research training, consultation or other non-University activity, excess compensation charges not included in Institutional Base Salary (IBS), and administrative or clerical salaries, unless justified and approved by the sponsor.

Salary Limitations

Some sponsors impose salary limitations, also sometimes known as salary caps e.g.: National Institutes of Health (NIH) salary caps .

Review guidance for Documenting Salary Caps on Proposal Budgets .

Summer Salaries

Faculty with 9-month appointments

• Review UW Summer salary guidance 
• When allowed by sponsors, summer salary should be budgeted as separate line items from academic year salary.

Supplements

Approved supplements are available in the payroll system and reflected in the Institutional Base Salary .

Anticipated Salary Increases

When allowed by the sponsor, these increases should be included in the budget calculation. Increases must be reasonable and justified in the proposal.

• Cost of Living Allowances (COLA) are not set in UW policy. Some sponsors do not allow or impose limits on COLA.
• Classified staff mandatory step increases according to HR compensation guidance .
• Classified staff
• Professional staff

Administrative and Clerical Salaries

Salaries of administrative and clerical staff are normally treated as F&A costs.

Administrative and clerical costs may be proposed as direct costs if all four of these criteria exist:

• Integral to the project or activity,
• Identified specifically with the project or activity,
• Explicitly included in the budget or have prior written approval of Federal awarding agency and,
• Not also recovered as indirect costs.

If these costs are budgeted as direct costs, you must provide justification in the proposal.

Examples of potentially allowable direct charged administrative and clerical staff costs:

• Organizing a conference as a component of a larger project
• Managing travel for a large number of participants
• Organizing large datasets
• Managing complex projects with multiple sites, especially if there are multiple subawards.

If questioned, PI must justify expenses to the sponsor and auditors and will be responsible for paying back any unallowable expenses, if required.

Faculty with Veteran Affairs (VA) Appointments

For faculty who have a VA appointment (up to 40 hours or “8/8th”) and up to a full-time appointment with the UW, use the UW IBS to calculate effort and salary compensation.

Dr. Y has a full-time salary rate of $100,000 has a 50% UW appointment and is requesting 10% salary support. The commitment on the proposal represents 10% of the 50% appointment.

• Salary: 10% of the 50% salary, $5,000 ($100,000 x 50% x 10%)
• Person Months: 10% of 50% time = 0.6 person months.
• Percent Effort: 10% of 50% time, or 5%

Graduate Student Compensation

Graduate student appointments (GSA) are considered full-time at 50% FTE during the academic year and 100% during summer. When including Graduate assistants, budget for salaries, fringe benefits and tuition remission.

Use the average first-year postdoc compensation level in the respective school/college, or in the absence of a policy, consult the UW Academic Resources salary rates and minimums schedule . Budget for full actual costs.

NIH Awards: The maximum amount awarded by NIH for graduate students supported on research grants or cooperative agreements is tied to the zero level National Research Service Award (NRSA) postdoctoral stipend in effect at the time the grant award is issued.

Employee Benefits (i.e., fringe) are a direct cost charged as a percentage of salary. The rates are reviewed and approved by the federal government and apply to all sponsored projects.

Use the active rates for the applicable time period, and use the preliminary/proposed rates (if available) for all future years.

Current and Preliminary Benefit Rates

Applied Physics Laboratory (APL) Costs

Before including APL personnel or locations in your budget, contact the appropriate APL department administrator . They will help ensure all applicable APL Prorated Direct Costs, APL Fixed Fee and budget justifications are included in your proposal budget.

APL’s sole purpose is research, and its operating expenses are an allowable direct cost (2 CFR Part §200.413) on projects where APL personnel or locations are involved. APL operating expenses are recovered through the application of the APL Prorated Direct Costs (PDC) rate.

Personal Service Contracts

Individual people or entities participating in a sponsored program as a non-employee.

Examples include:

• Participation of persons as research subjects
• Implementation of computer systems
• Contracts to conduct and provide survey results, environmental studies, and assessments
• POD training
• Professional consultants

Review a full list of UW personal service categories .

Professional Consultants

Consult sponsor guidance for including consultants in your budget, requirements vary.

Independent contractors, who are:

• Typically experts in the field
• Not UW employees and,
• Don’t have a faculty appointment (e.g. VA, Children’s, etc.)

Include a letter of collaboration with dates of service, rate of pay, other miscellaneous expenses, and deliverables.

Collaborators at other higher education institutions who plan to use institutional resources are considered subrecipients and will need a formal subaward set up.

Review guidance for determining Subrecipient, Vendor, or Consultant?

Participant Support Costs

Direct costs for stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences or training projects.

Participant support costs are allowable if the project includes an education or outreach component, the costs are separately budgeted, and the agency approves the cost. Include the following in budget justification: “The inclusion of the participant support costs in the budget and the subsequent award by the agency will be considered prior agency approval.”

More information from Post Award Fiscal Compliance on Participant Support .

Other Contractual Services

Vendors or Suppliers who provide routine services for a fee , (e.g. Consultant Travel, Advertising, Shipping, Rent, Inpatient and outpatient hospital charges, Laboratory Fees).

Is it a Sponsored Program or a Service?

Subawards/Subcontracts

Review guidance for preparing proposals with subawards and the UW policy for Sponsored Program Subaward Administration . List each subaward separately, using the appropriate subaward object class/spend category. Calculate F&A on subawards following GIM 13 guidelines.

Review subaward budget development and F&A calculations .

What if subrecipient doesn’t have a negotiated rate?

If a prime sponsor has a published F&A rate policy, the subrecipient should propose its F&A in accordance with this policy.

For example, the NIH limits F&A on Grants to Foreign and International Organizations to 8% with a few exceptions.

If the originating sponsor is silent on F&A, the F&A rate subrecipient should use is 10% Modified Total Direct Costs (MTDC).

Include estimated travel costs according to UW travel policies for:

• itemized transportation costs (e.g. airfare, ground transportation, etc.),
• number of days per diem,
• number and estimated cost of trips
• on federal awards, justify how each person’s travel is necessary to the award.
• If the exact location is not known, include the general location.

Most sponsors require that you justify and retain documentation for travel expenses including how they benefit the project.

Review Post Award Fiscal Compliance travel guidance .

International Travel

• Global Operations Support Essential information for travel planning and risk awareness
• Global Travel Information for UW travelers
• Global Research Single Points of Contact
• Review  Export Compliance Measures
• Global Support: Student International Travel Policy

Supplies and Materials

List supplies by major type , (e.g., publication costs, glassware, chemicals). Include the estimated cost of each type and how estimates were calculated, e.g. publications costs: list number of pages and cost per page.

Describe the allocation rationale for supplies and materials between different proposals/awards in your budget justification.

Prior year accounting records or other documentation may be used to support estimates. Retain documentation in your award file.

Considerations for Supplies and Materials

• Food, meals, and refreshments: Awards must specify and allow food purchases if they are included in the budget. Review UW food purchase guidance.
• Office Supplies: generally unallowable as a direct cost under federal awards.
• Review Administrative and Clerical Staff Salary budget preparation guidance .
• Avoid “Miscellaneous” and “Contingency” categories.
• Genomic Assays (GA) are budgeted as supply costs, however, NIH only pays F&A on the first $50,000 of GA costs each year.
• NIH Policy Statement – F&A Costs .

Review your sponsor guidelines on equipment fabrication, rental or purchases. Review Equipment Inventory Office guidance on Government Furnished Equipment .

The UW Equipment capitalization threshold is $5000. Equipment is excluded from F&A.

Purchasing Equipment

• If equipment needs are not definite, probable choices may be listed on a separate sheet and an estimated total shown on the budget page.
• Include related costs like shipping and insurance in the equipment costs if allowed by your sponsor.
• Sales Tax Exemption – Equipment purchased may qualify for the Machinery and Equipment Tax Exemption or “M&E Exemption”.

Review more information from the Equipment Inventory Office on Acquisitions .

Equipment Fabrication

Describe the equipment that will be fabricated along with a list of items that go into fabrication (e.g. materials, cost center services, salary, etc.). Review Equipment Inventory Office information on Fabrication . F&A is not applied on costs involved in fabricating equipment unless the equipment will be transferred to the sponsor or external entity for use at the end of the project.

Equipment Rental

Each piece of rented equipment should be listed by type, model number, and manufacturer along with the current rental rate of each item. Equipment rental is considered a “service” charge and F&A should be calculated.

Include associated tuition charges for graduate students employed in a 50% FTE appointment for full payroll quarters. Review Current Tuition and Fees from the Office of Planning and Budgeting. Tuition costs are exempt from F&A.

Facilities and Administrative Costs (F&A)

F&A costs are expenses that cannot be specifically identified with a particular project or activity. Also known as “indirect costs” or “overhead,” these costs are for buildings, utilities, services of administrative offices such as purchasing, accounting, payroll, and personnel offices, and other expenses necessary for operations of the institution. Review GIM 13 for more information.

What you need to know to select the correct F&A rate:

• How to Determine the Correct Rate
• Policy Circumstances
• Activity Types
• Activity Locations

Multiple Locations

• If using SAGE Budget for proposal development, create a separate SAGE Budget Worksheet for each subaward
• Each subaward budget should include its direct and F&A costs
• Indicate each subawards in the UW budget using the appropriate subaward object class / spend category.
• Calculate UW F&A on the first $25,000 of each subawards total costs

Review Environmental Health and Safety (EH&S) Services covered under F&A costs

F&A WAIVER

In limited situations, the Director of Sponsored Programs may waive F&A. To request a waiver, include the completed F&A waiver form , signed by the PI with Dean and Chair concurrence, in the eGC1 with your proposal materials to the Office of Sponsored Programs (OSP) .

The University does not waive F&A for for-profit entities.

Budget Justification

Budget Justifications are sometimes called budget narratives or budget details and are an important part of the review process (internally and externally) and details how the sponsor’s funds will be spent. Justify budget costs in detail according to the sponsor instructions. Sponsor scientific reviewers may do a preliminary cost analysis using the budget justification to determine if the science justifies the budgeted cost.

Review the budget justification primer for examples.

Explain estimates or unusual circumstances in your budget justification. Retain supporting documentation, rationales, and sources for estimates, allocation or unusual circumstances along with vendor catalogs or written quotes as support documentation in your local award file.

Example estimation tools, methods, and resources include:

• SAGE Budget Module
• Payroll system
• Anticipated merit increase
• Cost of living increase
• Travel per diems and other travel cost information
• State, federal and international tax information
• Vendor and supplier purchasing
• Relevant University policy information such as GIM 13 – F&A Rate Agreement or GIM 35 – Institutional Based Salary etc.
• Approved & preliminary fringe benefit rates
• Sponsor policy
• Federal guidelines

If a sponsor does not allow certain costs as a direct cost, they may not be included in the budget.

For example, administrative/clerical costs are not allowed as a direct cost on a federal grant. If you believe your program qualifies for an exception, you must describe how the four criteria for direct charging administrative/clerical costs are met.

OSP’s approval of the eGC1 or the sponsor making an award based on your proposal where the criteria for direct charging administrative/clerical costs were met, does not mean those costs cannot be questioned later.

Cost share is the costs of a sponsored project that the sponsor does NOT pay for.

A sponsor can require cost share and must state this requirement in the funding opportunity. A cost share commitment also occurs when a proposal includes allowable expenses or quantifiable contributions that will not be charged to the sponsor (e.g. effort level of personnel listed with no commensurate request for salary).

Cost share is not expected by federal sponsors if the agency does not include a cost share requirement in the funding opportunity. When not mandatory, the inclusion of a cost share commitment may not be used as a factor in merit review. Voluntary cost share, therefore, should not be presented in the proposal.

Cost sharing is discouraged and leads to:

• lower Facilities and Administrative (F&A) rates,
• increased administrative burden,
• redirection of University resources from other University activities.

When cost share is submitted in a proposal and accepted by the sponsor it becomes a binding commitment. The department/PI is required to provide, monitor and report on the committed resources during the project.

Sponsor approval is required to claim waived F&A as cost share . When direct costs are contributed as cost share, the associated F&A is also considered cost share.

Approvals from other UW units contributing cost share must be on the eGC1 or otherwise documented.

Clinical Trial Budget Resources

• Clinical Trials Office (CTO)
• Clinical Research Handbook
• Industry Clinical Trials

Animal Research Considerations

Costs and budget issues to consider include:

• Animal housing costs ( per diems )
• Special lab equipment, specialized housing arrangements, or specialized services
• Timing considerations: approvals prior to animal acquisition, quarantine, training requirements

The following services are covered under F&A costs:

• Training in animal use and handling
• Protocol review
• Grant/protocol congruence review
• Protocol development assistance
• Standard veterinary care
• Standard animal husbandry

Human Subjects Research Considerations

Consider whether you will need to hire staff, or contract with UW’s Institute for Translational Health Services (ITHS)  for staff. Decide whether you will need a staff person to serve as an Institutional Review Board (IRB) liaison because the UW will be the lead for collaborative or multi-site research that is being reviewed by a single IRB.

At all times, it is the PI’s responsibility to ensure all trainees or center activities involving human subjects are carried out under an approved IRB study number.

Subject payment or reimbursement

Include any subject payments or reimbursement of subjects’ expenses. If subjects’ health insurance will be charged for research-related clinical items and services; consider whether the grant will pay for co-pays and deductibles.

IRB review fees

The UW IRBs do not currently charge review fees though this may change for the review of non-UW sites. However, if the research will be reviewed by a non-UW (external) IRB, the external IRB may charge fees. You may need to include IRB review fees in the budget in the following situations:

• The UW is the lead site for collaborative or multi-site research and a non-UW single IRB will be used for all sites or institutions involved in the research. For NIH grants, see this NIH Guidance . HSD can also provide guidance on how to identify and estimate costs.
• The study is industry-initiated and industry-funded and the sponsor will not pay the fees directly.

Human Subjects Division (HSD) administrative fee

If your research is industry-initiated and industry-funded, you must send the study to an independent IRB (for example WCG IRB or Advarra) for IRB approval instead of the UW IRB. The industry sponsor will pay the IRB review fees charged by the independent IRB, but they are also required to pay HSD an administrative fee. This administrative fee should be included in your budget. See HSD’s information on the HSD Administrative Fee .

Emergency medicine research

Emergency medicine research that requires the special Exception to Informed Consent must conduct community consultation before beginning the study, which requires funds. Consult with HSD for guidance about appropriate activities, based on the nature of the research intervention and the study population. It almost always involves more than public service announcements, news releases and bus placards.

Interpretation and translation

Federal nondiscrimination laws require clinical trials to allow interested and eligible subjects to participate even if they do not speak English. This means that researchers should develop a plan for how translation and interpretation will be provided for interested and eligible subjects. For studies that may have small numbers of these subjects, this may best be handled by including in the budget the cost of retaining an interpretation and translation service that can be called upon as needed.

Environmental Health and Safety (EH&S) Considerations

If your project includes hazardous materials review the following considerations.

Take into account costing allocation of materials. Review GIM 23 – Distribution of Costs Across Two or More Sponsored Programs and guidance from Post Award Fiscal Compliance on cost allocation .

• Use the Laboratory PPE Assessment Guide to determine the type of personal protective equipment (PPE) needed.
• Use the Job Hazard Analysis tool to determine required controls to mitigate risk.
• Estimate the cost of ordering PPE and first aid kit through UW Procurement .
• Determine the need for chemical spill kit or mercury spill kit .
• Use the Occupational Health Recommendation . provided by the EH&S Employee Health Center  to determine costs for vaccinations and medical surveillance.
• Work with Environmental Health and Safety to accurately calculate and plan for the cost of disposal of biohazardous , chemical , radioactive , and other hazardous waste.

EH&S Services covered under F&A costs

• Training (except First Aid)
• Chemical waste collection and disposal
• Health and safety surveys and monitoring
• Assistance meeting health and safety requirements of grant proposals
• Radiation use authorizations
• Radiation dosimetry and bioassay
• Fire prevention services
• Fume hood testing
• Central SDS library and inventory system
• Indoor Air Quality Investigations
• Occupational exposure assessments
• Respiratory fit-testing
• Hazardous material spill management advice and consultation

EH&S Services not covered under F&A costs

• Radioactive Waste Disposal • Calibration of radiation detection instruments

Forms, Tools, and Resources

• F&A Waiver Request
• Sample Budget Justification
• Academic HR: Supplements and Summer Salary
• GUIDE: SAGE Budget
• Institutional Facts & Rates
• Budget Justification Primer
• PAFC: Proposal Costs
• SAGE: Accessing SAGE
• GCA: Cost Share
• PAFC: Cost Allocation
• PAFC: Requirements to Direct Bill F&A Costs
• Cost of Single IRB Review
• NSF: Sections of an NSF Proposal, The Budget: Part 1
• Subrecipient, Contractor/Vendor, Consultant?
• Grants.gov: Tips for Writing a Budget Narrative
• NIH: Selecting Correct Budget Format

Policy, Regulation, and Guidance

• GIM 35 – Effort Reporting Policy for Sponsored Agreements
• GIM 23 – Sponsored Program Costing Policy
• GIM 21 – Cost Share on Sponsored Programs
• GIM 13 – Facilities and Administrative (F&A) Rates
• GIM 03 – Fringe Benefit Rates and Sponsored Projects
• Guidelines for Collaborative Research Sharing RCR
• Best Practices for Coordination and Set-up of Cost-Shares for Collaborative…
• Travel Office: Travel Policies and Procedures
• National Research Service Award (NRSA) Postdoctoral Stipend
• CORE: Introduction to Sponsored Project Budgets
• CORE: SAGE Budget
• CORE: Direct Billing of F&A Type Costs

Announcements

• How do I document salary cap on proposal budgets?
• How do I handle F&A for charter vessels?
• Is my proposal budget the same as my award budget…
• What are some things to know about budgeting for the…
• Which single F&A rate applies when the Primate Center is…
• Who, What, Why – Searching SAM.gov

University of Washington Office of Research

Or support offices.

• Human Subjects Division (HSD)
• Office of Animal Welfare (OAW)
• Office of Research (OR)
• Office of Research Information Services (ORIS)
• Office of Sponsored Programs (OSP)

OR Research Units

• Applied Physics Laboratory (APL-UW)
• WA National Primate Research Center (WaNPRC)

Research Partner Offices

• Corporate and Foundation Relations (CFR)
• Enivronmental Health and Safety (EH&S)
• Grant and Contract Accounting (GCA)
• Institute of Translational Health Sciences (ITHS)
• Management Accounting and Analysis (MAA)
• Post Award Fiscal Compliance (PAFC)

Collaboration

• Centers and Institutes
• Collaborative Proposal Development Resources
• Research Fact Sheet
• Research Annual Report
• Stats and Rankings
• Honors and Awards
• Office of Research

© 2024 University of Washington | Seattle, WA

Newly Launched - AI Presentation Maker

Researched by Consultants from Top-Tier Management Companies

AI PPT Maker

Powerpoint Templates

Icon Bundle

Kpi Dashboard

Professional

Business Plans

Swot Analysis

Gantt Chart

Business Proposal

Marketing Plan

Project Management

Business Case

Business Model

Cyber Security

Business PPT

Digital Marketing

Digital Transformation

Human Resources

Product Management

Artificial Intelligence

Company Profile

Acknowledgement PPT

PPT Presentation

Reports Brochures

One Page Pitch

Interview PPT

All Categories

Top 7 Research Budget Templates with Samples and Examples

Tejas Prasanna

There is no magic formula for creating a research budget. Depending on the kind of research and the potential changes it can bring about, careful planning and allocation is necessary. Budgets can, thus, vary depending on the sponsors, besides other factors. However, every research budget has some essential guidelines. 

Research budgets depend on the project deliverables, timelines, and milestones. The resources required also depend on the scope of the projects and sponsors.

Best Templates for Planning Your Research Budget

Designing a research budget is not easy. You will need to consider the resources required and categorize them according to guidelines to ensure funding is not a problem. The categories may include the project’s necessary supplies and equipment and the wages you must pay your assistants. Research budgets are allocated for a year, but you can also plan for a quarter, depending on the project.

At SlideTeam, we have taken care of all these pain points and designed content-ready presentation templates that address each of these points. You save the time, the resources, and the tedium in having to make these presentations from scratch. 

What is even better is that each of the templates is 100% editable and customizable. The content-ready nature means you get a starting point and a structure to guide your presentation; the editability feature means you can customize the template to audience profile. 

Let’s explore these templates now. 

Template 1 - Impact matrix evaluation research solution budget

This PPT Template is the perfect solution for your research budgeting needs. The matrix suggests what solutions are essential with the help of relevant keys that assign priority levels. Priorities go from low to highest influence with increasing importance. They are color-coded, with white being the lowest and red being the highest influence. For instance, Maintain Awareness and Evaluation are red in many cases, as shown in the slide. So, that means that they bear a significant impact on the research budget. Similarly, Strategic and Budget Planning are color-coded white, which means they don't impact the research budget as much in some cases.

With the impact matrix and heatmap, mapping out your research budget will be a breeze.

Get it now!

Template 2  Half-yearly research and development departmental budget

Research and Development departments can plan the budget required for projects for the two halves of the year using this PPT Template. The presentation template highlights areas for which you will need funding such as research and development, skills, innovation and patenting, and cooperation. You can also list your requirements for each area. For instance, under R&D and skills, you may need funding for medical research, chemical research, etc. Similarly, for innovation and patenting, you may need funding for product innovation and to cover patenting costs. Likewise, cooperation may involve setting up new laboratories and research centers. With this outlined, you can split the budget required for your research project for the two halves of the year.

Download now!

Template 3 - Budget Estimate for Research and Development Project

This presentation template for the budget estimate for your research and development project is apt for arriving at the calculation for the four quarters in a year. You can define and assign tasks as per the requirements of the project and allocate a set budget for each. The tasks may involve conducting market research and competitive analysis or be innovative or developmental. In either case, you can use this template to set a fixed budget for each task in the research project.

Get it today!

Template 4 Clinical Trial Phases with Communication and Budget Research Design for Clinical Trials

Clinical trials involve many phases, and you should let your research associates know about each step. For instance, you could post the information on the company website and provide relevant insights during the pre-trial phase. Similarly, you can offer the welcome letter and training materials during the trial start-up. During the trial, you can send newsletters to your associates, giving them relevant information and other valuable insights. All this requires funding, and you will need to allocate a budget. However, you don't need to worry, as this PPT Preset has you sorted, with dedicated sections for the pre-trial, trial start-up, during-trial, and trial-end phases. It also has communication, insights summary, and budget sections. You can use the budget section in the matrix to allot a budget for each trial phase and each section, including communication and insights. 

Download here!

Template 5  Market research strategy with budget and area

The PPT Template has all the core elements required for your market research strategy, including the budget and area. This slide lets you list your clients, the items, and when to send them. You can also list background information related to your research, the aim and objectives of the project, the areas covered, and the budget.

The presentation template also provides a dedicated space to list your brands and products and a timeline for completing the research.

Template 6 - Determine Budget for Psychology Research Proposal One-Pager Sample Example Document

This presentation template is an easy-to-use tool for determining the budget required for psychology research. With this slide, you can allocate a budget for each area, including diagnostic assessment, training, technology and tools, supplies, travel, and workforce. It is a practical, hands-on template with information required to plan the budget for conducting psychological tests and evaluations. Please note that depending on your geography, taxes might or might not deserve a separate column.  

Template 7 - Budgeting for Product Launch Market Research

Every company needs to conduct market research before launching a new product. The PowerPoint Presentation that you have here can help you plan the budget required for conducting such market research. It includes necessary information, including business and research objectives, priorities, methodologies, and forecasts. The presentation template also has the metrics required for the research, such as improving customer engagement, introducing new products, and increasing market share. For example, to improve customer engagement, you may be looking to improve marketing approaches and gather customer feedback. The methods you may use include conducting marketing mix studies and tests. Similarly, you may want to optimize your social media posts and profiles and conduct A/B tests when introducing new products. Improving your market share may involve analyzing the competition. You may even use this handy template for conducting market research, estimating, and forecasting budgets.

RESEARCH IS IMPORTANT BUSINESS

You can plan your research and the budget required using these templates. Remember that each new product launch has lots of research behind it. When going for a new launch, don’t just research the products and its uses, but also the markets – particularly, your target audience and how they will benefit from your brands. When allocating the budget for your research, don't forget to note your total resources and try to be as cost-effective as possible. You must consider the expected costs that you may incur and use these templates to work out a research budget that fits within your resources.

FAQs on Research Budget

What should be included in a research budget.

Research budgets should include all direct costs, and facilities and administrative costs (F&A). The facilities and administrative expenses are needed to achieve the primary objectives of the research. The project description should state the proposed budget and serve as a financial expression for the research. The idea is to ensure that the budget is comprehensive.

How do you create a research budget?

You can create a simple research budget by following these steps:

• List activities that will help you carry out the research.
• Check the rules for getting the funding required.
• Check all costs involved.
• Lay out the costs using a spreadsheet.
• Justify your budget by asking why and for what you need the money and where you got your figures.

What is the role of budget in research?

A budget can provide a detailed and clear picture of the structure of the research project, not to mention that it also lets you know how well it can be managed. The research project budget usually lets you see whether it will go according to plan and if it is feasible. So, it must be complete and reasonable.

What is the average budget for a research project?

The budget for a research project depends on the type of research and the proposed difference it could make to a field of study. For instance, the average budget for a market research project may vary between $20,000 and $50,000. Similarly, larger scientific research projects may cost millions or even billions of dollars, as in pharmaceuticals.

Related posts:

• Top 5 Startup Budget Templates with Samples and Examples
• Top 5 Construction Project Budget Templates With Examples And Samples
• Top 10 Cost Comparison Templates with Examples and Samples
• Top 5 Budget Planner Templates with Examples and Samples

Liked this blog? Please recommend us

Top 10 Purchasing Process Example Templates with Samples

Top 10 Banking Company Profile Templates for Crafting a Profile that Makes Money Talk!

This form is protected by reCAPTCHA - the Google Privacy Policy and Terms of Service apply.

--> Digital revolution powerpoint presentation slides

--> Sales funnel results presentation layouts

--> 3d men joinning circular jigsaw puzzles ppt graphics icons

--> Business Strategic Planning Template For Organizations Powerpoint Presentation Slides

--> Future plan powerpoint template slide

--> Project Management Team Powerpoint Presentation Slides

--> Brand marketing powerpoint presentation slides

--> Launching a new service powerpoint presentation with slides go to market

--> Agenda powerpoint slide show

--> Four key metrics donut chart with percentage

--> Engineering and technology ppt inspiration example introduction continuous process improvement

--> Meet our team representing in circular format

Research Budget

Ai generator.

Research is highly necessary for a business simply because it helps the company understand the customers, competitors, and the market, in general. The data that the project’s processes bring can make way for the development of company operations. However, all these benefits do not come cheap. Most companies, especially the startups, would even submit proposals   to request grants from federal agencies, loans from banks, and investments from other fund sources. To successfully acquire financial assistance for their quantitative   or qualitative research , it is necessary to produce a research budget document. If by any chance, you are planning to create such a document, our article and variety of examples can assist you! Check them out below!

11+ Research Budget Examples

1. research budget template.

• Google Docs
• Google Sheets

Size: A4, US

2. Research Project Budget Template

3. Research Budget Proposal Template

• Apple Pages

Size: 52 KB

4. Research Budget Proposal

Size: 60 KB

5. Marketing Research Budget

6. Research Budget Estimate Form

Size: 54 KB

7. Sample Research Budget

Size: 71 KB

8. Budget Research Proposal

Size: 37 KB

9. Research Budget Format

Size: 90 KB

10. Simple Research Budget Template

Size: 313 KB

11. Project Research Budget Template

Size: 12 KB

12. Research Budget in PDF

Size: 124 KB

What Is a Research Budget?

A research budget is the breakdown of the estimated income and expenses of a certain research project. According to MyMoneyCoach, budgeting lets individuals and organizations ascertain whether the financial resources are enough to complete a project . Additionally, if the said resources fall short, the process will help them prioritize the much-needed things or activities. Often, people use the term budgets for estimates . Unarguably, most of their elements are alike. The only difference is that budgets highlight how much money is up for spending. At the same time, estimates are predictions of how much money is needed to buy certain things or perform certain activities.

Research: Expensive or Not?

Some entrepreneurs do not know how advantageous research is for their businesses. Upon hearing about business research, the most common question that comes to their mind is whether such an undertaking is expensive or not. Sad to say, the answer is indefinite because its cost will vary depending on your expertise about the subject.

Firms who are not confident enough of their knowledge and experience in business research can hire research companies that can do the job for them. Doing so will approximately cost them USD 1,500 to $30,000, depending on how big the job is. On the contrary, corporate entities who are knowledgeable about the idea of business research can do it by themselves with a little guidance of online sources and other sorts of reference. The cost for it can go down from USD 100 up to USD 5,000.

How To Create a Research Budget

Considering that budgeting involves numbers and figures, you have to be delicate not just to them but also to the itemized entries. Moreover, each of its sections has to comply with the standards to ensure its completeness. By our own research, we are confident that our outline of the necessary guidelines below can help you in making your research budget without any hassle.

1. Describe Research Goals and Objectives

Generally, the research’s main function is to help improve an organization’s workplace operation and the company’s market standing. To effectively set and acquire the necessities for the undertaking, you need to have a better understanding of its specific goals and objectives . Hence, you have to describe them first and foremost.

2. Set the Research Methodology

There are many ways to gather and interpret data for your research. Each of them requires specific materials and equipment, which obviously have a monetary value. Most researchers commonly utilize participant observation, survey methodology , in-person interviews , focus groups, experimental research , secondary data analysis, and mixed methods as their techniques.

3. Specify Target Audience

The target audience is a good basis for your budget . Its volume and demographic can determine how much money you will need for the provision of research materials, such as survey questionnaires and survey forms . For example, if you’re targeting an audience of 10 to 15 people aged 50 to 60, the cost is surely expensive. Most of these people are probably in a nursing home. Aside from preparing them tokens for their participation, you also have to spend some dimes getting into the nursing home, like transportation and the creation of permission slips .

4. Calculate Income

After specifying your target audience, calculate your research’s overall income. Include in your calculations the allotment of your research’s financial assistance. Also, you have to indicate where these funds come from. The total income will be the very foundation of your budget .

5. Reckon Expenditures

Now that you have your income already set, create a list of all the items that you need to spend on. With your income as your basis, distribute the funds according to your priorities to ensure the inclusion of important things or activities, while delaying or eliminating the unnecessary ones.

Once you have successfully set every detail, don’t forget to review each of them one more time. With money at stake, misspellings, miscalculations, and other faults should have no room in your budget . By reviewing your budget before finalizing, you allow yourself to make your data accurate, which is a very crucial quality for research.

What do you mean by the direct and indirect costs of budgeting?

Direct costs refer to the expenses to produce goods or provide services, while indirect costs describe the necessary expenditures for the continuity of business operations.

What are some of the biggest disadvantages of business research?

1. Just like any other type of research, business research is time-consuming.

2. Due to the fast-changing markets, the results of business research can easily become out of date.

3. The business research’s respondents have chances of becoming biased, putting your entire project at risk of having inaccurate information.

What are the phases of budgeting?

Budgeting has five phases. They include preparation and formulation, approval, execution, revision, and control.

American filmmaker, anthropologist, and author Zora Neale Hurston once said, “Research is formalized curiosity. It is poking and prying with a purpose”, and she is right. Through it, we unravel things we never knew we had, whether they’re good news or bad ones. Either way, the discovery of these things can lead to improvement. Funding research is, absolutely, a good idea. However, businesses can only give so much. Some don’t even have anything to offer at all, risking themselves to rely on loans. Because of these facts, researchers have to learn the process of budgeting, as well as their advantages and disadvantages.

Text prompt

• Instructive
• Professional

10 Examples of Public speaking

20 Examples of Gas lighting

• Faculty/Staff
• MyMichiganTech
• Safety Data Sheets
• Website Settings
• Research Projects
• Develop a Proposal

Proposal Budgets

The budget should list all cost details for the year or another appropriate period of time. It should include any applicable salaries & wages, fringe benefits, services, supplies, equipment, publications, travel, other direct expenses, and any facility and administrative costs. A brief outline for developing a budget is included in Michigan Tech's policies and procedures manual .

Sample budgets are available for Michigan Tech researchers in the RD Toolkit .

You can download a budget worksheet (Excel) to help you with this process. Refer to the Guidelines for Budget Development for additional calculation help and information.

Follow these cost considerations when developing your budget:

• Direct Costs — Costs that can be specifically linked to your project.
• Fringe Benefits — Compensation made to an employee beyond the regular benefit of payment for work. Fringe benefits are charged using a negotiated rate approved by the federal government in accordance with Michigan Tech’s fringe benefit rate agreement.
• Indirect costs / F&A / Overhead (these are all the same thing) — Costs that cannot be attributed to a particular project. Examples include utilities, facilities maintenance, library support and general departmental and university administration. These costs are covered in the Current Rate Agreement . Indirect costs may be limited by the sponsor. Be sure to check for this in the solicitation.
• Cost Sharing and Matching — Cash or in-kind support provided by Michigan Tech or a source other than the main sponsor. Cost-sharing or matching can be prohibited or required by the sponsor. Check for this in the solicitation.
• Allowable and Unallowable Costs — Allowable costs can be budgeted and expensed under a sponsored agreement, while some costs are simply unallowable. Cost allowability is determined in accordance with federal guidelines and Michigan Tech policy.
• Subawards / Subcontracts / Vendors — Costs for payment to an organization outside of Michigan Tech to conduct a portion of the sponsored project activity. There are different use cases for these different categories, and with each comes implications in the budget. Subawards and subcontracts have the applicable indirect cost rate applied to the first $25,000. Vendors have indirect cost rate applied on the entire amount. See this Subaward, Consultant, and Service page for more in-depth info.
• Employees / Independent Contractors — Costs for individuals who are not paid with salary lines in the personnel section of the budget. There is a helpful questionnaire to determine whether someone should be paid as an employee or independent contractor .
• Student and Postdoc Support — Costs for supporting students can vary by type of student (undergrad, masters, PhD, postdoc) and by department. See the current rates for tuition, stipends, and salary or hourly wages in the “Resources” section of this page. Supporting students may be limited or required by the sponsor. Check for this in the solicitation.

Browser does not support script.

• Departments and Institutes
• Research centres and groups
• Chair's Blog: Summer Term 2022
• Staff wellbeing

Compile a research budget

Get started with your grant application budget plan..

TOP TIP: Each call has different guidelines for what may or may not be included within the budget for your project. Read your call guidelines carefully.

Where to start

Research Design = List resources that you need to conduct the project. Include your time, staff and non-staff resources such as field work, travel, research assistance or software.

Decide on a start date and project duration = The project start date (if your application is awarded) will depend on when you plan to submit your application and the assessment cycle of the funding body.

Consider the time required to recruit staff = If applicable, do you need staff at the start of your awarded project?

Devise a realistic budget plan according to the funder’s requirements and LSE’s financial regulations. Your Research Development Manager will help you compile your budget.

Contact us to compile your budget

Email your  Research Development Manager .

8 costs to examine when preparing your project budget:

1. staff salaries.

Staff salaries are often the largest cost of the budget.

Allocate enough money for staffing costs and think about what staff roles the project requires.

How do I determine which level is appropriate?

Consider the amount of time you wish to spend on the project as well as the amount of research assistance and expertise required.

You may need administrative support if you plan on sending out a large number of questionnaires and have a lot of data entry to do. If the study is complex, you may want a senior research fellow with previous experience. It will cost more but it will be an expense worth paying for.

View research staff role profiles

View salary scales

Extra staff costs

In addition, there will be extra costs to include, such as:

• recruitment advertising 
• redundancy expenses
• pension costs
• national insurance contributions

Named staff

Follow School procedures for including named staff in proposals. If you have a specific person in mind, contact your Research Development Manager .

Check local practice with your Department/Centre Manager as additional procedures on staffing salary levels may apply.

2. Indirect costs

Indirect costs can include:

• estates costs and institutional overheads
• the cost of using an office
• facilities such as HR, IT support and library services

Often a funding body will only pay a contribution towards these. Research and Innovation will calculate these costs based on a standard full economic costing.

To add these costs to your budget, email the  Research Development Team . 

3. Equipment

This could include items such as a digital recorder or a laptop for carrying out field work.

Some equipment may not be eligible depending on the funder’s regulations.

For example, the Economic and Social Research Council (ESRC) will normally expect a computer to be provided by the host institution. 

There are some exceptions - funding may be considered if a standard computer is not adequate for processing vast amounts of data.

Justify equipment explicitly in your proposal.  Contact us for further advice.

4. Consumables

Examples of standard project running costs include:

• printed brochures for dissemination events
• tea, coffee, lunch for meetings etc.
• postage and stationery
• photocopying
• computer supplies (toner)

5. Travel and subsistence

A project may require travel costs to allow you to:

• carry out field work
• attend a conference
• present findings for dissemination purposes
• meet co-investigators working on the project

Example travel costs

Estimate your budget with LSE's example cost guidelines .

Calculate travel rates  to cover the cost of subsistence and accommodation as well as flights and train costs. 

Some funding bodies have set criteria of what they are prepared to cover and may apply funding caps. For example, no business class flights; economy travel only.

Tell your  Research Development Manager :

• total number of trips needed
• number of people who need to travel
• year in which each trip will be taken 

6. Justification of resources

A common component of a project is the ‘justification of costs’, sometimes referred to as ‘resource allocation’. It's essential to spend time making this section clear. 

Expensive items

If an expensive item of equipment is crucial for the project, state how it will be used and why alternative options are not viable.

Staff costs

The same rule applies for the inclusion of those people who have specialised expertise – please state:

• what these staff will be doing
• why less costly options are not viable

Discuss your costs with the Research Development Team .

7. Research Grants Policy (formerly Research Incentives Policy) 

The Research Grants Policy provides financial rewards for staff who win research funding – to enhance their salaries, to buy out their time from teaching and/or to provide unencumbered research funding – and research funding for the departments and research centres which host them. 

It came into full effect from 1 August 2021 and applies partially to awards falling prior to this date but after the suspension of its predecessor, the Research Incentives Policy, in June 2020. View the Research Grants Policy

The Research Incentives Policy was suspended in June 2020 and remains active only for eligible legacy projects. It has been replaced by the Research Grants Policy. View the Research Incentives Policy

8. Ineligible costs

Each call has different guidelines for what may or may not be included within the budget for your project. 

Read call guidelines. If in doubt, check details with your Research Development Manager in the Research Development Team.

Contact us Get in touch today to discuss your research idea or project

Grant proposal writing Improve your chances of winning a grant with our top tips

Find funding Browse internal and external fellowships, travel grants, collaborative projects and more

Research and Innovation Briefing Browse past issues and subscribe for R&I news, recent projects, opportunities and events

Before you apply View resources for Centre and Department Managers

View event timetable Attend research information sessions for academics, PhD students and professional services

Arma awards.

Research Management Team of the Year, winners 2016

Values in Practice Awards (VIP) for Professional Services Staff

LSE Citizenship, Team winners 2016

Research Management Team of the Year, highly commended 2015

Follow us on social media

Read the latest updates from Research and Innovation

Read the latest updates from LSE Consulting

Follow LSE Generate on Instagram

+44 (0)20 7852 3727

[email protected]

Address View on Google maps

LSE Research and Innovation, Houghton Street, London, WC2A 2AE, United Kingdom

As the nation’s largest public research university, the Office of the Vice President for Research (OVPR) aims to catalyze, support and safeguard U-M research and scholarship activity.

The Office of the Vice President for Research oversees a variety of interdisciplinary units that collaborate with faculty, staff, students and external partners to catalyze, support and safeguard research and scholarship activity.

ORSP manages pre-award and some post-award research activity for U-M. We review contracts for sponsored projects applying regulatory, statutory and organizational knowledge to balance the university's mission, the sponsor's objectives, and the investigator's intellectual pursuits.

Ethics and compliance in research covers a broad range of activity from general guidelines about conducting research responsibly to specific regulations governing a type of research (e.g., human subjects research, export controls, conflict of interest).

eResearch is U-M's site for electronic research administration. Access: Regulatory Management (for IRB or IBC rDNA applications); Proposal Management (eRPM) for the e-routing, approval, and submission of proposals (PAFs) and Unfunded Agreements (UFAs) to external entities); and Animal Management (for IACUC protocols and ULAM).

Sponsored Programs manages the post-award financial activities of U-M's research enterprise and other sponsored activities to ensure compliance with applicable federal, state, and local laws as well as sponsor regulations. The Office of Contract Administration (OCA) is also part of the Office of Finance - Sponsored Programs.

• Develop Proposal Overview
• Blue Pages: Find an RA
• Cost Accounting Standards
• Budget Table Sample
• Direct vs. F&A Costs
• Direct Costs Other Than Salaries
• Facilities & Administrative Rates
• Full Recovery of F&A Costs - Calculating Space
• NRSA Stipend Levels and GSRA Max
• NIH Modular Budgets
• Participant Support Costs
• Salaries in Sponsored Projects

Staff Benefits

• Uniform Guidance Monitored Costs
• Clinical Trials
• Create Biosketch
• OVPR Cost Sharing
• (New) Frequently Required Proposal Data & Documents
• About the University of Michigan
• NIH - Other Support Reporting
• NSF and Other Sponsors - Current and Pending Support
• Principal Investigator Definition
• Cost / Price Analysis
• Working with Subrecipients / Subrecipient Forms / Letter of Commitment

You are here

• Develop Proposal

Budget and Cost Resources

Quick links.

• Budget & Cost Resources
• UG Monitored Costs
• Direct and Indirect Costs
• Indirect Cost Rates
• Full Recovery of Indirect Costs  - Calculating space for certain private sponsor
• Direct Costs  (other than salaries)
• ​ Staff Fringe Benefits
• GSRA Cost Estimates

The Principal Investigator has primary responsibility for budget planning, in consultation with the department chair or director of the research unit. Budgets for all sponsored proposals are subject to review by ORSP.  

A Special Note About NIH Grant-Related Data Sharing Costs

Certain funding agencies (e.g. the National Institutes of Health (NIH)) are increasingly allowing data management and sharing (DMS) costs to be included as direct costs in proposal budgets.

NIH DMS costs should be shared in the appropriate cost category, e.g., personnel, equipment, supplies, and other expenses, following the instructions and providing details as instructed within the applicable form (e.g., R&R Budget Form or PHS 398 Modular Budget Form). 

In most cases, the DMS Plan oversight at U-M will be provided by the principal investigator (PI) and other study personnel. If help is needed, consider these resources:

• OVPR Research Data Stewardship page - NIH DMSP resources
• U-M Library - Research Guides - Research Data Management
• U-M Navigate Webinar - NIH Data Management & Sharing Policy (Nov 1, 2022)

Budget Format

Sponsors often prescribe the budget format that must accompany the proposal, including the specific cost categories that should be identified. The format shown on the sample budget page may be used, however, if one is not specified by the sponsor. Be sure to check with your department, unit, school or college administrator to determine the best practice.

The budget should be subdivided into periods of 12-month duration (unless partial year funding is anticipated). A "starting date" should be specified, since it is essential to ensure accurate budget calculations. If cost-sharing is included, each budget period should include columns for both "Sponsor" and "University" costs. A budget summary should be included for proposals with multi-year funding. All budget entries should be rounded to the nearest whole dollar.

Salary and Wages

The salary category in the proposed budget should include the names and/or titles for all personnel involved in the project. The number of person months or percent effort to be applied to the project should also be shown. Total salary costs can be determined by applying the percentage of effort to the current salary rates. An appropriate escalation rate (e.g., 3%) should be used to determine salary requirements beyond the current fiscal year. While standard percentages are applied to make these calculations, no commitment and no constraint on the rate of increase for a given individual is implied by this procedure.

If a faculty member is working on several sponsored projects, care must be exercised to ensure that no more than 100 percent of effort is committed to the aggregate of all projects and other University responsibilities.

Summer salary:

Summer salary for faculty with academic year (AY) appointments can be figured at one-ninth of their institutional base salary for each month of summer effort. A maximum of two and one-half months may be included for the whole summer. Some sponsors, however, impose specific limitations on summer salaries. The National Science Foundation, for example, usually will not pay for more than two months of summer research at a rate of one-ninth of the AY salary per month.

Technical staff

Costs incurred for the same purpose in like circumstances must be treated consistently. For example, salaries of technical staff should be treated as direct costs wherever the work to be undertaken can be identified with a particular sponsored project. Direct charging of these costs may be accomplished by specifying individual positions within the project budget or through the use of recharge rates or specialized service facilities, as appropriate under the circumstances.

Administrative and clerical support

The salaries of administrative and clerical support staff normally should be treated as indirect costs . However, it may be appropriate to charge these costs directly to a sponsored project when the participation of the administrative/clerical staff being charged to a federal project meet all four of the following conditions as set forth in §200.413 of the Uniform Guidance:

“(1) Administrative or clerical services are integral to a project or activity;

(2) Individuals involved can be specifically identified with the project or activity;

(3) Such costs are explicitly included in the budget or have the prior written approval of the Federal awarding agency; and

(4) The costs are not also recovered as indirect costs.”

The meaning of (4) is the same as that of 200.403(d) above. That is to say, the project must require support services beyond the normal scope necessary for the typical sponsored project (i.e., it is an unlike circumstance).

Personnel may be hired to work on a sponsored project on an hourly basis for periods up to 12 months. Individuals hired on this basis receive no staff benefits other than Social Security and should be advised accordingly. The Personnel Service Center should be consulted to obtain the appropriate hourly rates for various categories of employment.

Staff benefits are charged to sponsored project accounts on a real cost basis. Depending on the mix of personnel assigned to the project, the staff benefit rate may show significant variation. While it may be possible to apply an average benefit rate (30%), it may be more appropriate in some situations to calculate the staff benefits on an employee-by-employee basis. The range of applicable benefit rates are provided in Staff Benefits Table .

GSRA Compensation, Tuition, and Benefits

GSRA Cost Estimates are for budget estimating purposes only and may vary from school to school. A GSRA appointment may be held from May through August, even though the GSRA is not enrolled in the University during that time. If the appointment is for the winter and fall terms, the fringe benefit charges should be budgeted for the full year, since the student is eligible for coverage during the intervening summer even though he or she is not on a GSRA appointment at that time.

The non-resident tuition differential is provided by the University for out-of-state students appointed as GSRAs. In-state tuition should be charged to sponsored accounts for GSRAs with appointments of 25% or greater. However, Schools and Colleges may provide tuition fellowships to cover a portion of the in-state tuition for GSRAs (see GSRA Cost Estimates ). The portion of the in-state tuition that remains after the fellowship is applied must be included on the grant as a charge to the sponsor.

In-state tuition charges should not be included as part of the GSRA stipend. The modified total direct cost (MTDC) base on which the University's indirect cost rate is calculated must exclude tuition charges. Therefore, indirect costs are not recoverable on tuition charges included in proposals for which the indirect cost rate is based on MTDC. Please contact the appropriate ORSP Project Representative should you have any questions.

Consumable Supplies and Materials

Consumable supplies are items used exclusively in support of project objectives. If it can be demonstrated that such supplies are used only in the conduct of the project and not for other purposes and are consumed completely in the course of the project, such items can be included as direct costs. Laboratory supplies, laboratory notebooks, printer paper for research data and reports, and so forth usually can be justified as consumable supplies. However, when supply items are purchased to support the multiple activities of project personnel, they are considered office supplies and cannot be charged directly to federal funds. Such items would include University stationary, pens, tablets, file folders, staples, paper clips, etc.

The estimated costs of consumable supplies and materials should be indicated in the proposed budget. It is generally acceptable to sponsors to provide a breakdown of supplies and materials by broad categories as opposed to the detailed listing of individual items. Contracts awarded by industries holding a prime contract with a federal agency, however, may require detailed itemization of supplies.

Major items of equipment proposed for acquisition should be itemized by descriptive name and estimated cost, and an adequate justification should be provided in the proposal narrative. Items costing less than $5000 or with a useful life expectancy of less than one year normally should be included under "Supplies and Materials." Shipping and/or installation charges associated with equipment acquisitions should be included in the cost estimates but generally are not itemized.

Specialized Services

Charges for computing services should be budgeted whenever these costs are justified. It is essential, however, that the budget clearly differentiate between central computing services provided by Information Technology Services and other computing services.

Other specialized service centers that have an approved user rate should be included in the proposed budget on a cost basis that reflects the recharge rates with the anticipated number of hours or other units of service clearly indicated. Once established, the schedule of rates must be applied to all users of the services/facilities, including internal-university users. Recharge rates are designed to recover, over the long term, not more than the aggregate cost of the services provided. The recharge/user rate should be included as part of the modified total direct cost (MTDC) for the project and should carry the appropriate indirect cost rate .

Consultants and Subcontracts

Federal agencies frequently establish a maximum daily rate of pay for consultants--specific dollar limits for various agencies are available from ORSP. The University must enter into a formal agreement with the consultant prior to the initiation of his or her effort. Consultant agreements as subject to the full recovery of indirect costs at the rate applicable to other direct cost items in the proposed budget.

The entire cost of a subcontract is normally shown as a single line item under "Other Direct Costs." A formal proposal from the subcontractor--including a statement of work, a detailed budget, period of performance, and key personnel--should be included to support this cost element. The Project Director should provide an explanation of why and how the proposed sub-contractor was selected, including the number of bids obtained.

Subcontracted effort requires a formal agreement between the University and the subcontractor, signed by a University official authorized to enter into contractual agreements on behalf of the Board of Regents. See: the Subcontracts and Hybrid Purchase Orders web page for criteria and procedures. Indirect costs are recovered on the first $25,000 of each subcontract.

Indirect Costs

Indirect costs are real costs of University operations that are not readily assignable to a particular project. The sample budget illustrates the procedures for applying the indirect cost rate .

Human Subject Fees

Human subjects often are paid a fee for their participation in research projects. Protocols for the use of human beings in research, teaching, or testing are reviewed and approved, according to federal, state and university policies. (See: Human Research Protection Program )

Other Costs

Funds may be requested from the sponsor to cover travel costs associated with the proposed project. Sponsors often require a breakdown of such travel costs by trip, reflecting the purpose, point of travel, number of persons, number of days, air fare, lodging and meal costs (per diem), and so forth. If foreign travel is contemplated, the proposal should include relevant information (including names of countries to be visited) and justification. Some sponsors have special regulations (e.g., use of domestic air carriers) governing foreign travel.

Costs of preparing and publishing reports of project results should be included in proposed budgets. Since page charges often are billed well after the completion of the research, it may be necessary to secure time extensions to pay these charges prior to the time that the project is closed out.

Other anticipated direct costs should be itemized--for example, equipment rental, maintenance agreements, or off-campus space rental. Telephone services and postage should not be included unless these costs are expected to be major elements in the project (e.g., telephone surveys). "Miscellaneous" or "contingency" categories should not be included. Items normally considered indirect costs should not be included in the proposed budget unless they are extraordinary and for unlike circumstances (e.g., utility costs required to operate a high-energy particle accelerator).

Network costs, including the hardware, software, personnel services, public access sites, and other related costs required to enable University personnel to share software or data or to communicate electronically with other individuals, are generally considered to be part of the physical infrastructure of the University and should not be included as direct costs in the proposal budget, as these costs are indirect in nature and included as a component of the Facilities & Administrative rate. However, individual workstations and specialized hardware and software attached to the network, which are not available to all users, are not included as part of the network costs and therefore may be treated as direct costs and recovered from sponsored projects through the use of approved recharge rates.

Questions regarding the appropriate treatment of network costs as either direct costs or Facilities & Administrative costs in proposal budgets should be forwarded to the Office of Research and Sponsored Projects.

References and Resources

• Direct Cost Other than Salaries
• Graduate Student Salaries (GSRAs)
• Staff Fringe Benefits
• Rackham Cost Sharing for Federal Training Grants
• Sample Budget Table
• Contact your unit-level research administrator  for the best practices for your department, school, college, or unit.
• Contact your ORSP Project Representative regarding any questions about University policies and procedures.
• Contact the  Office of Contract Administration  for further information on subcontracts and consulting agreements.
• For information on how to pay human subjects, please see the  Treasurer's Office requester/study-coordinator resources  and the  HSIP (Human Subject Incentive Program .
• Budget Reallocation Process (formerly 7471)
• Direct Costs
• Facilities and Administrative Costs (F&A)
• HSIP (Human Subjects Incentives Program)

• Vice-Chancellor
• Leadership and Governance
• Education Quality
• Sustainability
• Staff Directory
• Staff Profiles
• Staff Online
• Office of Human Resources
• Important Dates
• Accept and Enrol
• Student Forms
• Jobs for Students
• Future Students
• Scholarships
• Class Registration
• Online Courses
• Password Management
• Western Wifi - Wireless
• Accommodation
• The College
• Whitlam Institute
• Ask Western
• Staff Email
• WesternNow Staff Portal
• ResearchMaster
• Citrix Access
• Student Management System
• Exam Timetable
• Oracle Financials
• Casual Room Bookings
• Staff Profile Editor
• Vehicle Bookings
• Form Centre
• WSU SharePoint Portal
• Learning Guide Management System (LGMS)
• Student Email
• My Student Records (MySR)
• WesternLife
• WesternNow Student Portal
• My Exam Timetable
• Student Forms (eForms)
• Accept My Offer

Study with Us

• International
• Research Portal
• ResearchDirect
• Research Theme Program
• Researcher Development
• Funding Opportunities
• Preparing a Grant Application
• Research Ethics & Integrity
• Research Project Risk & Compliance
• Foreign Arrangements Scheme
• Managing Your Research Project
• Research Data Management
• Business Services
• Research Infrastructure
• Office of the DVC REI
• Research Services Update
• Contact Research Services
• Master of Research
• Research Degrees
• Find a Supervisor
• Graduate Research School
• Apply for a Research Degree
• Candidate Support and Resources
• HDR Knowledge Directory
• Research Ethics
• HDR Workshops
• Forms, Policies and Guidelines
• Giving to Western
• Bushfire and Natural Hazards
• Digital Health
• Future Food Systems
• RoZetta Institute
• Hawkesbury Institute for the Environment
• Ingham Institute
• Institute for Australian and Chinese Arts and Culture
• Institute for Culture and Society
• NICM Health Research Institute
• The MARCS Institute
• Translational Health Research Institute
• Australia India Water Centre
• Centre for Educational Research
• Centre for Infrastructure Engineering
• Centre for Research in Mathematics and Data Science
• Centre for Smart Modern Construction (c4SMC)
• Centre for Western Sydney
• Chinese Medicine Centre
• Global Centre for Land-Based Innovation
• International Centre for Neuromorphic Systems
• National Vegetable Protected Cropping Centre
• Transforming early Education And Child Health Research Centre (TeEACH)
• Urban Transformations Research Centre
• Writing and Society Research Centre
• Young and Resilient Research Centre
• Digital Humanities Research Group
• Humanitarian and Development Research Initiative (HADRI)
• Nanoscale Organisation and Dynamics Research Group
• Research at Western
• Research Impact
• - Research Portal
• - ResearchDirect
• - Researcher Development
• - Funding Opportunities
• - Definition of Research
• - Research or Consultancy Activity?
• - Writing a Project Description
• - Track Record Statement
• - Tips for ECRs
• - Developing a Budget
• - Budget Justification
• - Research Contracts
• - Research Codes
• - Research Project Risk and Compliance
• - Foreign Arrangements Scheme
• - Managing Your Project
• - Research Data Management
• Research Ethics and Integrity
• Research Management Solution (RMS)
• Research Participation Opportunities

Developing a Budget for Your Research Application

Budgets and budget justifications demonstrate feasibility, value for money and detail why you need an item for your project, as well as how you arrived at the costings.

Every research project has two budget categories: direct costs and indirect costs.

The University determines a set percentage for the indirect costs of funded research. Contact Grants Services for the correct figure to use.

Direct costs are costs integral to achieving the research objectives of a grant. The costs directly address the research objectives of the grant and relate to the research plan.

Direct cost examples:

• Personnel, e.g. research assistants, student stipends for PhDs, and staff costs. You need to factor in salary increases, on-costs (superannuation and payroll) and casual loadings . Always use the salary level and step corresponding with the skills and tasks required for the role. See the Position Descriptors in the relevant University Enterprise Agreement .
• Equipment, maintenance and travel (outline why you are going and for how long)
• Teaching relief
• Other (e.g. Consumables).

Indirect costs are institution costs that benefit and support research activities at the institution. Although they are necessary for the conduct of research and may be incurred during the project, they are costs that do not directly address the approved research objectives of a grant.

Indirect cost examples:

• Operations and maintenance of buildings (e.g. libraries, labs, meeting venues, IT such as computer access, specialist software, databases, secure cloud storage)
• Insurance, legal and financial services
• Hazardous waste disposal, and
• Regulatory and research compliance and administration of research services

All external research activities are expected to contribute to indirect costs except :

• Nationally competitive grants, such as ARC and NHMRC. This includes all Category 1 schemes.
• Registered charities listed on the ACNC register (opens in a new window)
• Grants transferred from another university
• Funding bodies that exclude or limit overheads or administrative costs (i.e. indirect costs) in their rules or guidelines
• Scholarships and internships
• Official Western Partnership projects
• Travel award type grants or facility usage type grants (e.g. Endeavour Fellowships, AINSE grants)
• Projects costed under $100,000 are discounted by waiving Western’s portion of the indirect costs.

Indirect costs are calculated by determining the direct costs first and then applying the indirect costs formula:

e.g. Direct costs = $50,000 x (indirect cost % figure) = Total project cost

Cash and in-kind support

Your project budget needs to include all cash and in-kind items it requires.

In-kind support is any non-cash contributions that a party gives to the project. In-kind can be contributed by Western Sydney University or by an external party, and can include:

• staff (e.g. time committed to the project which is not funded by the project)
• non-staff/infrastructure (e.g. if you are using lab space to conduct the project but are not receiving direct payment from the project to 'buy out' lab space)
• indirect costs

How to budget personnel and salaries

On-costs are direct costs associated with salary. These costs relate to superannuation, sick leave, payroll tax etc. and must be included your budget.

Access this link for more detail about Western on-costs

For the latest salary figures, please check with the Office of People

An example:

You are a Lead Chief Investigator (CI) on a non-Category 1 funding body project for one year. You commit 0.4 (FTE) of your time to the research = 2 days per week. You are paid at Academic Level E, Step 2, which is $188,944 per annum. You can calculate your salary inclusive of 28% on-costs as follows:

0.4 x 0.28 x 188,944 = 21,161.73

The budgeting of your salary, a direct cost of the research, should be listed as $21,161.73.

If your project covers three years, with the same or differing time commitments, you calculate this figure for each year of your project. Remember to factor in pay rises according to Step increases in multi-year grants.

You may also have a research assistant employed full-time for seven weeks at HEW Level 5, Step 3. You hire the assistant at the casual hourly rate of $48.97, which includes 25% leave loading. You add 16.5% on-costs to this figure:

48.97 x (35 x 7) = 11,997.65

11,997.65 x .165 = 1,979.50

1,979.50 + 11,997.65 = 13,977.15

The total cost to employ the research assistant is $13,977.15.

Note 1: the maximum period a person can be employed on a casual rate is 6 months.

Note 2: For some schemes, the funding provider stipulates a specific maximum rate for funding of salary on-costs, e.g. the Australian Research Council (ARC) funds on-costs at a rate of 30%, so you must use this figure.

• Grant Budget Calculator (Staff Login Required) (opens in a new window)

^ Back to top

Mobile options:

• Return to standard site
• Back to Top

International Students

Launch your career at UWS

• University Life
• Our Campuses
• Business and Community
• Undergraduate
• Postgraduate
• HDR Research
• Student Life
• Why Western
• The Academy
• Western Sydney University Online
• Misconduct Rule
• Study with Integrity
• Student Completions
• Student Support
• Services and Facilities
• Working with us
• Career Development
• Salary and Benefits
• Manager/Supervisor Toolkit
• Future Staff
• Staff Services
• Researchers
• Current Students
• Community and Industry
• Alumni Awards
• Alumni Spotlight
• Alumni Benefits
• Alumni Affinity Groups
• Alumni Publications
• Alumni Giving

Western Sydney University

• Emergency Help
• Right to Information
• Complaints Unit
• Accessibility
• Website Feedback
• Compliance Program
• Admissions Transparency

Research Budget Template – 14+ (Word, Excel)

Research is not only a time-intensive exercise; it is also a capital-intensive one and as such, it needs a budget. Drafting a research budget is no walk in the park because you have to know exactly how much will be needed to see the process through, not to mention you may have to account for every penny spent. By virtue of being such a technical document, you will always need some help drafting it; and that’s where the research budget template comes in.

The template enables you to get a rough idea of some of the elements to include in the budget, so you do not run into any financial dead ends. Let us learn more of this critical template and see why you need it.

Medical Research Budget Template

A research proposal budget sample is in many ways similar to the research budget sample, only that at this stage, it is still a proposal.

This sample is often written in a linear or tabular format and it details all the expenses that are associated with the proposal project.

Research Proposal Budget Worksheet

Budget for Research Development

A research study budget is a document that contains a breakdown of the funds needed to meet the various activities involved in conducting a research study. It is important to remember that a research study is not just intended to develop new methods or improve the existing practices; one of the ultimate goals of the study is profit making by the researchers.

Therefore, this budget should be able to convince stakeholders, more so the sponsors, that the study is a viable cause and that investing their money in it will be worthwhile.

Sample Research Budget Sheet in PDF

Research Grant Budget Proposal

Research Trip Budget Template

A research budget example is basically a sample document of a research budget. As there are possibly hundreds or thousands of types of researches done daily, there is no hard and fast rule on the details that need to be in such a sample document. However, the rule of thumb demands that the names of the researchers be included, along with the identified challenges and expected financial investment for each challenge.

The document can take any form but primarily, the names of the researchers and the expected challenges come on the left-hand side with their corresponding assignments and projected budget for each problem respectively coming on the right-hand side of the document.

Sample Research Budget Template

Clinical Research Budget Template

Corporate Research Budget Template

Hospital Research Budget Template

Student Research Budget Form

Research Budget for Project

Undergraduate Research Budget Template

Research Budget Template (PDF)

Research Proposal Budget Template

Research/Project Budget Template

Faculty Research Grant Budget Template

Research Project Budget Example

Research Budget Template Spreadsheet

Detailed Research Budget Template

Whether you are an expert or a novice in writing research budget proposals, one thing that’s for sure is that you will always find yourself making purely avoidable mistakes.

As these documents are highly sensitive, mistakes are things you can’t afford; which is why you are advised to always keep a sample template for reference.

How did our templates helped you today?

Opps what went wrong, related posts.

19 FREE Budget Proposal Templates (Word & PDF)

Bi-weekly Budget Templates

14+ Budget Templates for Excel

5+ Bi-weekly Budget Template

Event Budget Template – 20+ Planners

Marketing Budget Template – 20+ (Excel, PDF)

Weekly Budget Template – 16+ Smart Planners

Annual Budget Template (Yearly Budget Planners for Excel)

Thank you for your feedback.

• Find My GCO
• IACUC applications (Cayuse Animal Management System)
• IBC Applications (eMUA)
• IRB Applications (RASS-IRB) External
• Institutional Profile & DUNS
• Rates and budgets
• Report external interests (COI)
• Join List Servs
• Ask EHS External
• Research Development Services
• Cornell Data Services External
• Find Your Next Funding Opportunity
• Travel Registry External
• RASS (Formerly Form 10 and NFA) External
• International research activities External
• Register for Federal and Non-Federal Systems
• Disclose Foreign Collaborations and Support
• Web Financials (WebFin2) External
• PI Dashboard External
• Research metrics & executive dashboards
• Research Financials (formerly RA Dashboard) External
• Subawards in a Proposal
• Proposal Development, Review, and Submission
• Planning for Animals, Human Participants, r/sNA, Hazardous Materials, Radiation
• Budgets, Costs, and Rates
• Collaborate with Weill Cornell Medicine
• Award Negotiation and Finalization
• Travel and International Activities
• Project Finances
• Project Modifications
• Research Project Staffing
• Get Confidential Info, Data, Equipment, or Materials
• Managing Subawards
• Animals, Human Participants, r/sNA, Hazardous Materials, Radiation
• Project Closeout Financials
• Project Closeout
• End a Project Early
• Protecting an Invention, Creation, Discovery
• Entrepreneurial and Startup Company Resources
• Gateway to Partnership Program
• Engaging with Industry
• Responsible Conduct of Research (RCR)
• Export Controls
• Research with Human Participants
• Research Security
• Work with Live Vertebrate Animals
• Research Safety
• Regulated Biological Materials in Research
• Financial Management
• Conflicts of Interest
•   Search

Appendix A: Sample Budget Format Showing Major Categories

Costs for project budgets - appendix a.

A sample budget template that shows the major budget categories to be included in a sponsored proposal budget.

Overview of Costs for Project Budgets (Budget and Costing Guide)

Appendix b: facilities and administrative (f&a) cost calculation detail, appendix c: sample budget justification, appendix d: sample budget for conferences and seminars, appendix e: cost sharing allowability matrix.

How to Write a Research Proposal: A Complete Guide

A research proposal is a piece of writing that basically serves as your plan for a research project. It spells out what you’ll study, how you’ll go about it, and why it matters. Think of it as your pitch to show professors or funding bodies that your project is worth their attention and support.

This task is standard for grad students, especially those in research-intensive fields. It’s your chance to showcase your ability to think critically, design a solid study, and articulate why your research could make a difference.

In this article, we'll talk about how to craft a good research proposal, covering everything from the standard format of a research proposal to the specific details you'll need to include. 

Feeling overwhelmed by the idea of putting one together? That’s where DoMyEssay comes in handy.  Whether you need a little push or more extensive guidance, we’ll help you nail your proposal and move your project forward. 

Research Proposal Format

When you're putting together a research proposal, think of it as setting up a roadmap for your project. You want it to be clear and easy to follow so everyone knows what you’re planning to do, how you’re going to do it, and why it matters. 

Whether you’re following APA or Chicago style, the key is to keep your formatting clean so that it’s easy for committees or funding bodies to read through and understand.

Here’s a breakdown of each section, with a special focus on formatting a research proposal:

• Title Page : This is your first impression. Make sure it includes the title of your research proposal, your name, and your affiliations. Your title should grab attention and make it clear what your research is about.
• Abstract : This is your elevator pitch. In about 250 words, you need to sum up what you plan to research, how you plan to do it, and what impact you think it will have.
• Introduction : Here’s where you draw them in. Lay out your research question or problem, highlight its importance, and clearly outline what you aim to achieve with your study.
• Literature Review : Show that you’ve done your homework. In this section, demonstrate that you know the field and how your research fits into it. It’s your chance to connect your ideas to what’s already out there and show off a bit about what makes your approach unique or necessary.
• Methodology : Dive into the details of how you’ll get your research done. Explain your methods for gathering data and how you’ll analyze it. This is where you reassure them that your project is doable and you’ve thought through all the steps.
• Timeline : Keep it realistic. Provide an estimated schedule for your research, breaking down the process into manageable stages and assigning a timeline for each phase.
• Budget : If you need funding, lay out a budget that spells out what you need money for. Be clear and precise so there’s no guesswork involved about what you’re asking for.
• References/Bibliography : List out all the works you cited in your proposal. Stick to one citation style to keep things consistent.

Get Your Research Proposal Right 

Let our experts guide you through crafting a research proposal that stands out. From idea to submission, we've got you covered.

Research Proposal Structure

When you're writing a research proposal, you're laying out your questions and explaining the path you're planning to take to tackle them. Here’s how to structure your proposal so that it speaks to why your research matters and should get some attention.

Introduction

An introduction is where you grab attention and make everyone see why what you're doing matters. Here, you’ll pose the big question of your research proposal topic and show off the potential of your research right from the get-go:

• Grab attention : Start with something that makes the reader sit up — maybe a surprising fact, a challenging question, or a brief anecdote that highlights the urgency of your topic.
• Set the scene : What’s the broader context of your work? Give a snapshot of the landscape and zoom in on where your research fits. This helps readers see the big picture and the niche you’re filling.
• Lay out your plan : Briefly mention the main goals or questions of your research. If you have a hypothesis, state it clearly here.
• Make it matter : Show why your research needs to happen now. What gaps are you filling? What changes could your findings inspire? Make sure the reader understands the impact and significance of your work.

Literature Review

In your research proposal, the literature review does more than just recap what’s already out there. It's where you get to show off how your research connects with the big ideas and ongoing debates in your field. Here’s how to make this section work hard for you:

• Connect the dots : First up, highlight how your study fits into the current landscape by listing what others have done and positioning your research within it. You want to make it clear that you’re not just following the crowd but actually engaging with and contributing to real conversations. 
• Critique what’s out there : Explore what others have done well and where they’ve fallen short. Pointing out the gaps or where others might have missed the mark helps set up why your research is needed and how it offers something different.
• Build on what’s known : Explain how your research will use, challenge, or advance the existing knowledge. Are you closing a key gap? Applying old ideas in new ways? Make it clear how your work is going to add something new or push existing boundaries.

Aims and Objectives

Let's talk about the aims and objectives of your research. This is where you set out what you want to achieve and how you plan to get there:

• Main Goal : Start by stating your primary aim. What big question are you trying to answer, or what hypothesis are you testing? This is your research's main driving force.
• Detailed Objectives : Now, break down your main goal into smaller, actionable objectives. These should be clear and specific steps that will help you reach your overall aim. Think of these as the building blocks of your research, each one designed to contribute to the larger goal.

Research Design and Method

This part of your proposal outlines the practical steps you’ll take to answer your research questions:

• Type of Research : First off, what kind of research are you conducting? Will it be qualitative or quantitative research , or perhaps a mix of both? Clearly define whether you'll be gathering numerical data for statistical analysis or exploring patterns and theories in depth.
• Research Approach : Specify whether your approach is experimental, correlational, or descriptive. Each of these frameworks has its own way of uncovering insights, so choose the one that best fits the questions you’re trying to answer.
• Data Collection : Discuss the specifics of your data. If you’re in the social sciences, for instance, describe who or what you’ll be studying. How will you select your subjects or sources? What criteria will you use, and how will you gather your data? Be clear about the methods you’ll use, whether that’s surveys, interviews, observations, or experiments.
• Tools and Techniques : Detail the tools and techniques you'll use to collect your data. Explain why these tools are the best fit for your research goals.
• Timeline and Budget : Sketch out a timeline for your research activities. How long will each phase take? This helps everyone see that your project is organized and feasible.
• Potential Challenges : What might go wrong? Think about potential obstacles and how you plan to handle them. This shows you’re thinking ahead and preparing for all possibilities.

Ethical Considerations

When you're conducting research, especially involving people, you've got to think about ethics. This is all about ensuring everyone's rights are respected throughout your study. Here’s a quick rundown:

• Participant Rights : You need to protect your participants' rights to privacy, autonomy, and confidentiality. This means they should know what the study involves and agree to participate willingly—this is what we call informed consent.
• Informed Consent : You've got to be clear with participants about what they’re signing up for, what you’ll do with the data, and how you'll keep it confidential. Plus, they need the freedom to drop out any time they want.
• Ethical Approval : Before you even start collecting data, your research plan needs a green light from an ethics committee. This group checks that you’re set up to keep your participants safe and treated fairly.

You need to carefully calculate the costs for every aspect of your project. Make sure to include a bit extra for those just-in-case scenarios like unexpected delays or price hikes. Every dollar should have a clear purpose, so justify each part of your budget to ensure it’s all above board. This approach keeps your project on track financially and avoids any surprises down the line.

The appendices in your research proposal are where you stash all the extra documents that back up your main points. Depending on your project, this could include things like consent forms, questionnaires, measurement tools, or even a simple explanation of your study for participants. 

Just like any academic paper, your research proposal needs to include citations for all the sources you’ve referenced. Whether you call it a references list or a bibliography, the idea is the same — crediting the work that has informed your research. Make sure every source you’ve cited is listed properly, keeping everything consistent and easy to follow.

Research Proposal Got You Stuck? 

Get expert help with your literature review, ensuring your research is grounded in solid scholarship. 

How to Write a Research Proposal?

Whether you're new to this process or looking to refine your skills, here are some practical tips to help you create a strong and compelling proposal. 

Research Proposal Template

Here’s a simple and handy research proposal example in PDF format to help you get started and keep your work organized:

Writing a research proposal can be straightforward if you break it down into manageable steps:

• Pick a strong research proposal topic that interests you and has enough material to explore.
• Craft an engaging introduction that clearly states your research question and objectives.
• Do a thorough literature review to see how your work fits into the existing research landscape.
• Plan out your research design and method , deciding whether you’ll use qualitative or quantitative research.
• Consider the ethical aspects to ensure your research is conducted responsibly.
• Set up a budget and gather any necessary appendices to support your proposal.
• Make sure all your sources are cited properly to add credibility to your work.

If you need some extra support, DoMyEssay is ready to help with any type of paper, including crafting a strong research proposal. 

What Is a Research Proposal?

How long should a research proposal be, how do you start writing a research proposal.

Examples of Research proposals | York St John University. (n.d.). York St John University. https://www.yorksj.ac.uk/study/postgraduate/research-degrees/apply/examples-of-research-proposals/

Recommended

Dollar general shares plummet as walmart, target take bite out of profit.

Dollar General’s shares slumped 29% to a more-than-six-year low on Thursday after the discount retailer slashed its annual sales and profit forecasts, as competition for budget-conscious shoppers intensifies in the US.

Dollar stores have come under pressure as deep-pocketed rivals such as  Walmart and Target have doubled down on offering low-priced daily essentials .

The rapid rise of Temu, China’s PDD Holdings’ e-commerce platform , has also weighed on the business.

“(Dollar General’s results) show the challenge of maintaining market share with Walmart winning in a slower growth environment,” Evercore ISI analyst Michael Montani said.

Dollar General’s core customer base, which contributes about 60% of overall sales, comprises households earning less than $35,000 annually.

“While middle and higher income households are seeking value as well, they don’t claim to feel the same level of pressure as low-income households, as customers have felt more pressure on their spending,” CEO Todd Vasos said on a post-earnings call.

Dollar General now expects fiscal 2024 same-store sales to rise 1% to 1.6%, down from the prior forecast of 2% to 2.7%, and annual earnings per share to be $5.50 to $6.20, compared with the previous forecast of $6.80 to $7.55.

“Dollar store operators are clearly struggling in the current macroeconomic environment … To regain foot traffic, Dollar General will likely need to cut prices and increase promotions,” Arun Sundaram, an analyst with CFRA Research said.

Dollar General’s shares touched their lowest since June 2018 at $88.20 and were on track for their worst day on record.

Rival Dollar Tree’s stock was down about 9%.

Dollar General’s margins fell to 30% in the second quarter, compared to 31.1% a year earlier, hurt by increased markdowns, inventory damages and retail shrink, which includes losses from theft or damage.

Company executives said increased promotional activity would pressure sales and margins for the duration of the year.

The company posted net sales of $10.21 billion for the three months ended Aug. 2, compared with analysts’ average estimate of $10.37 billion, according to LSEG data.

Its profit of $1.70 per share also missed estimates of $1.79.

The Cost of Boat Ownership: Planning Your Budget for the Year

Owning a boat is more than just a dream; it’s a lifestyle filled with adventure and relaxation, but it also comes with significant financial responsibilities. Whether you’re a seasoned mariner or a first-time buyer, understanding the true cost of boat ownership is essential to avoid unexpected financial stress. This article will explore the various expenses involved, from maintenance and insurance to fuel and storage, and provide a sample budget you can adapt to ensure your vessel remains seaworthy and ready for adventure.

Initial Purchase Costs

Storage and mooring, maintenance and repairs, dockage and miscellaneous fees, supplies and equipment.

• Memberships and Subscriptions

Depreciation

Emergency fund, sample boat ownership budget.

Above: A man and woman on a dock by a cruise ship near their yacht. Photo via Pond5.

Before diving into annual expenses, it’s important to consider the initial cost of purchasing your boat. This includes not just the sticker price, but also taxes, registration, and any initial equipment upgrades or outfitting you might need. Depending on the size and type of boat, these costs can vary widely.

• Purchase Price: Varies significantly based on the type, size, and age of the boat.
• Sales Tax: Typically 6-10% of the purchase price, depending on your location.
• Registration Fees: Varies by state, often between $25 and $250.
• Upgrades/Outfitting: Costs for essential gear such as safety equipment, navigation electronics, and fishing or water sports gear.

Above: Consider your initial purchase cost carefully, so you know you have enough left over to affford actually owning and maintaining your new vessel. Photo via Pond5.

Boat insurance is a must, and it can vary based on the size of the boat, your boating experience, and where you plan to use the vessel. Insurance can protect you from liabilities and unexpected events such as accidents or natural disasters. If you’re applying for a boat loan , many lenders will actually require you to have boat insurance, and this may also dictate the type of vessel you can purchase, as some may not be eligible for certain insurance plans.

• Annual Premiums: Typically range from 1-2% of the boat’s value. For a $50,000 boat, expect to pay between $500 and $1,000 annually.
• Factors Influencing Cost: Boat type, age, and value; cruising area; operator experience; safety equipment installed.

Above: Don’t forget about the cost of insuring your boat! Photo by Kindel Media/Pexels.

Where and how you store your boat will be one of the most significant recurring expenses. Options include marina slips, mooring in a harbor , dry stacks, or trailer storage at home. The costs will depend on the location, season, and size of your boat.

• Marina Slip Fees: Can range from $2,000 to $10,000 annually, depending on location and amenities.
• Dry Stack Storage: Typically between $1,500 and $4,000 per year.
• Mooring Fees: These can range from free or nominal costs ($25-50/year) up to thousands per year, depending on location.
• Trailer Storage: If you store your boat at home, costs are minimal, but consider the price of a quality trailer and any local restrictions on boat storage.

Above: A couple enjoying summer boating life on a dock near a moored or anchored boat. Photo via Pond5.

Regular maintenance is key to keeping your boat in top condition and preventing more costly repairs down the line. Maintenance costs can include everything from routine engine services to hull cleaning and anti-fouling.

• Routine Maintenance: Plan to spend about 10% of your boat’s value annually. For a $50,000 boat, that’s roughly $5,000 per year.
• Engine Service: Oil changes, tune-ups, and other engine services can range from $300 to $1,000 per year per engine.
• Hull Cleaning and Anti-Fouling: Depending on your boating location, hull cleaning can cost $10 to $20 per foot of boat length, while anti-fouling can add $15 to $30 per foot.

Fuel is a variable cost that depends on how often and how far you travel. Larger, faster boats consume more fuel, so it’s important to estimate your usage realistically.

• Annual Fuel Costs: For a powerboat, expect to spend between $2,000 and $10,000 annually on fuel, depending on usage.
• Tips for Efficiency: Operate at your boat’s most efficient cruising speed to maximize fuel economy.

If you enjoy overnight trips or long-distance cruising, transient dockage fees can add up. Additionally, there may be fees for launching your boat at ramps, especially in busy areas.

• Transient Dockage: Typically $1 to $3 per foot per night.
• Launch Fees: Can range from $10 to $50 per launch.

Don’t forget the smaller, ongoing costs like cleaning supplies, safety gear, and miscellaneous equipment. These may seem minor individually, but they add up over the year.

• Safety Equipment: Flares, life jackets, and fire extinguishers need regular replacement. Budget around $100 to $300 annually.
• Cleaning Supplies: Expect to spend about $200 to $500 per year on boat-specific cleaners, waxes, and polishes.

Memberships, Fees and Subscriptions

Many boat owners choose to join organizations like TowBoatUS for peace of mind in case of emergencies. Additionally, marina memberships or yacht club fees can be part of your regular expenses.

• TowBoatUS Membership: Typically $149 per year for unlimited towing.
• Yacht Club Fees: Can range from $1,000 to $5,000 annually, depending on the club’s amenities and location.
• Boat Loan Interest Rates: Remember, if you used a boat loan to purchase your vessel, you’ll need to keep in mind the monthly payment and your boat loan interest rate . Use our handy Boat Loan Calculator to make sure you account for this monthly cost.

While not an out-of-pocket cost, depreciation is an important consideration, especially if you plan to sell or upgrade your boat in the future. Boats can depreciate at varying rates depending on type, age, and market conditions.

• Depreciation Rate: Typically 10-15% per year for the first few years, then it slows down.

Unexpected repairs or emergencies can arise at any time. Having an emergency fund specifically for your boat can prevent financial strain.

• Suggested Emergency Fund: Set aside 10-20% of your boat’s value. For a $50,000 boat, this means an additional $5,000 to $10,000 in savings.

To help you get started, here’s a sample budget for a $50,000 boat. Adjust these numbers based on your specific situation:

Owning a boat is an incredible experience, but it’s important to be financially prepared. By understanding and planning for the various costs involved, you can ensure that your time on the water is spent enjoying your boat rather than worrying about the bills. Use the sample budget as a starting point, and tailor it to fit your specific needs and boat size.

Remember, the key to happy boat ownership is not just in the moments spent on the water but in the peace of mind that comes from being financially prepared for all that ownership entails. Happy boating!

Written by: Ryan McVinney

C. Ryan McVinney is a film director, producer, writer, actor, boat captain, outdoorsman and naturalist. He's the host and director of the award-winning TV show Stomping Grounds that explores boating culture across America, sponsored by Boat Trader. McVinney also directs and produces the documentary series Cult Classics featuring top yacht builders and the extreme superyacht show LEGENDS for YachtWorld, as well the popular Factory Fridays video series for boats.com that visits boat building facilities around the world. He's a regular contributor to leading marine industry publications and regularly tests and reviews boats on his varied outdoor adventures.

More from: Ryan McVinney

How To Save Up For A Boat—8 Financial Tips

Boat Maintenance Guide: 11 Tips for Owners

Clunker to Cruiser: 5 Loan-Powered Upgrade Hacks

• SUGGESTED TOPICS
• The Magazine
• Newsletters
• Managing Yourself
• Managing Teams
• Work-life Balance
• The Big Idea
• Data & Visuals
• Reading Lists
• Case Selections
• HBR Learning
• Topic Feeds
• Account Settings
• Email Preferences

Research: Why Inclusive Hiring Must Include Refugees

• Betina Szkudlarek

Six ways companies of any size can engage this overlooked talent pool.

When companies seek to engage in more inclusive recruitment, they often overlook recruitment initiatives focused on refugees. The number of global refugees, asylum seekers, and others in need of international protection surpassed 50.3 million people at the end of 2023, per the U.N. Refugee Agency. The authors cite their findings from two of their studies: first, that managers who have never recruited from this group tend to not only undervalue the benefits of this talent pool, but also hold various misconceptions and biases around recruiting and hiring refugees; and second, that traditional recruitment processes prevent managers from tapping into non-traditional talent pools. From their studies based on conversations with managers, talent leaders, and job seekers from refugee backgrounds, the authors offer 6 ways companies can better recruit from this talent pool: scrutinize your hiring criteria, be proactive and creative with recruitment, reevaluate your selection processes, consider utilizing external support, reach out to industry peers, and think of inclusive recruitment beyond direct recruitment.

As organizations seek to be more inclusive in their recruitment and hiring practices, one area they can improve upon is expanding their talent acquisition playbook to include refugees.

• BS Betina Szkudlarek , PhD, is Professor of International Management at the University of Sydney Business School, Australia. Betina is a world-renowned expert on refugee workforce integration and cross-cultural management and a Strategic Sustainability and Growth Consultant with the United Nations Alliance of Civilizations. She has a strong corporate presence and wide experience in researching, consulting and training in various areas linked to diversity management and global leadership. Her research has been featured by the Wall Street Journal, BBC, and ABC, among others. Her work in the domain of refugee workforce integration and SDG impact has been recognised with multiple prizes, including the United Nations Award for Excellence in SDG Integration (UN PRME Global Forum, New York 2023).
• EL Eun Su Lee , PhD, is Assistant Professor in Management at the University of Newcastle, Australia. Her research focuses on migrants’ integration journeys in foreign countries and the role of stakeholders in facilitating such integrative efforts. Her work has been published in top-tier international journals such as Human Resource Management Journal and International Journal of Management Reviews. Eun Su has also won a number of international awards with Prof Szkudlarek; these prestigious awards include AIB Insights Award for Actionable Insights (Miami, 2022), NBS Research Impact on Practice Award and International HRM Scholarly Award (Seattle, 2022).

Partner Center

Office of the Provost

Advancing yale’s leadership in artificial intelligence – support for faculty, students, and staff.

[Summary: Over the next five years, Yale will commit more than $150 million to support faculty, students, and staff as they engage with artificial intelligence (AI). This investment will help the community develop, use, and evaluate AI and apply it to deliver breakthrough research at an unprecedented speed and scale. Areas of investment include: compute infrastructure, access to secure generative AI tools, targeted faculty hires, seed grants, and opportunities for interdisciplinary collaboration.] 

Dear Members of the Yale Community,

In recent years, artificial intelligence (AI) has emerged as an expansive technology, transforming our capacity for innovation while raising questions about human purpose and understanding. Yale has long been at the forefront of AI development and research, and our leadership continues to be necessary as this technology evolves and endures. To fulfill the university’s mission to improve the world and prepare the next generation of society’s great leaders and thinkers, we must explore, advance, and harness AI for its benefits while providing ethical, legal, and social frameworks to address the challenges it poses. 

To this end, over the next five years, Yale will commit more than $150 million to support faculty, students, and staff as they engage with AI. This investment will help our community develop, use, and evaluate AI and apply it to deliver breakthrough research at an unprecedented speed and scale. Yale’s commitment benefits all of campus while contributing to school- and unit-specific AI strategies, including curricular, research, and recruitment goals that each dean has identified for the coming year. 

The investment announced today is distributed across several categories and responds to the report of the Yale Task Force on Artificial Intelligence . Last spring, this group of faculty and campus leaders engaged with dean-led faculty panels and university experts in education, collections, clinical practice, and operations to review AI activity already underway and develop a vision for Yale’s leadership in the future. The Task Force recommendations guide the following commitments.

EXPANDING RESEARCH INFRASTRUCTURE 

When paired with high performance computing clusters and advanced graphics processing units (GPUs), AI enables processing and analysis of big data sets, advanced simulations, and more. This allows investigators to conduct research on and with AI in ways not possible using traditional computers alone. Such research can enable drug discovery, enhance understanding of biological and physical systems, track migration patterns, and reconstruct historical sites, among many other innovative applications. To facilitate these complex AI computations, the Task Force advised that the university invest in several hundred GPUs, enable cloud access to additional GPUs through technology providers, and explore partnerships with other institutions seeking to share compute resources. 

A portfolio of GPUs

Over the next several years, Yale will build a portfolio of approximately 450 GPUs. The university will stagger purchases to naturally track with the anticipated rapid evolution of GPU technology. Most of these new GPUs will be installed on clusters maintained by the Yale Center for Research Computing (YCRC) and located at the Massachusetts Green High Performance Computing Center (MGHPCC) , a LEED Platinum-certified data center and joint venture between Yale and several other universities. To supplement these resources, the university will also invest in cloud-based GPU access, expanding capacity for research that demands a very large number of GPUs for short periods of time. 

Computational research support analysts

To support researchers across campus as they access this new AI infrastructure, the YCRC will hire new computational research support analysts to join its existing research support team. These professionals will offer training and assist members of the community as they advance their research using new GPU-intensive compute resources.

DELIVERING SECURE ACCESS TO GENERATIVE AI

The Task Force emphasized that to shape how AI is developed, experiment with its possibilities, and evaluate its role in society, members of the Yale community must have equitable access to generative AI . More specifically, the Task Force recommended that Yale procure or develop secure generative AI tools capable of protecting individual and university data and adapting to new innovations over time. 

The Clarity platform

In response, Yale is launching the Clarity platform . In its initial phase, Clarity offers an AI chatbot powered by OpenAI’s ChatGPT-4o. Importantly, Clarity provides a “walled-off” environment; its use is limited to Yale faculty, students, and staff, and information entered into its chatbot is not saved or used to train external AI models. Clarity is appropriate for use with all data types, including high-risk data , provided that all security standards are observed. Its chatbot is capable of content creation, coding assistance, data and image analysis, text-to-speech, and more. Over time, the platform may expand to incorporate additional AI tools, including other large language models . Clarity is designed to evolve as generative AI develops and the community offers feedback. 

Before using the Clarity AI chatbot, please review training resources and guidance on appropriate use . 

Additional AI tools

In addition to Clarity, the university is offering faculty, students, and staff access to other AI tools, including Microsoft Copilot Enterprise and Adobe Firefly. More information about these tools, including instructions and training material, is available on the AI at Yale website , a new and evolving hub of information about AI at the university. Additional details on AI tools will be shared with the community shortly. 

BUILDING EXPERTISE TO SUPPORT RESEARCH AND EDUCATION

In addition to offering secure AI tools, Yale will broaden and deepen its expertise in AI to advance research, scholarship, and education. 

Faculty positions

While meeting with faculty and leaders across campus, the Task Force observed the breadth of Yale’s engagement with AI. Many of the university’s researchers and scholars have been developing, utilizing, and analyzing AI for years. Their breakthroughs and insights—from using AI to produce faster diagnoses to examining AI’s impact on human labor—are producing knowledge that impacts lives around the world. In addition, faculty are increasingly engaging with AI in their teaching, using it as a tool and a phenomenon to study and critique.  

To further expand Yale’s capacity for AI-related research, teaching, and learning, the university expects to recruit more than twenty faculty whose scholarship centers on AI technology. In the Faculty of Arts and Sciences (FAS), the School of Engineering and Applied Science (SEAS), and the School of Medicine, deans are allocating positions, some recently created through the expansion of the FAS and SEAS faculty , to supplement existing capabilities in AI research, application, and development. Spread across campus, these targeted positions will support field-specific approaches to AI while creating opportunities for interdisciplinary collaboration. Additional faculty expertise will strengthen Yale’s depth of knowledge and enhance the learning environment for students, who will be expected to understand, navigate, and make decisions about AI technologies throughout their lives and careers.

Seed grants for reviewing curricula in the context of AI

Addressing the need to prepare Yale’s graduates to lead and thrive in a future infused with AI, the Task Force acknowledged Yale’s “opportunity to serve as a model by adapting its curricula.” Deans and faculty are already implementing innovative changes to coursework and offering answers to questions about what it means to teach and train in this new age.

To aid their work, the Poorvu Center for Teaching and Learning will pilot curriculum review grants this year, assisting schools and departments as they examine their programs and disciplines in the context of AI. These grants will facilitate pioneering approaches to curriculum review and design. The learning opportunities that result will give students the range of skills needed to shape AI and its role in their professions and communities.

The Poorvu Center will share more information about these grant opportunities later this year.

FACILITATING INNOVATION AND COLLABORATION

Though the Task Force noted “rich disciplinary distinctions” in school and unit approaches to AI, it also remarked on the critical contributions Yale makes by “draw[ing] on expertise from the full breadth of its diverse community… .” The Task Force members encouraged the university to create “catalysts for collaboration” that exploit Yale’s strength in cross- and inter-disciplinary research and scholarship. 

To leverage Yale’s wide-ranging expertise and perspectives on AI, the university will offer opportunities for innovation and collaboration across schools, units, departments, and disciplines. This academic year, Yale will host a campus-wide research symposium on AI, inviting faculty, students, and staff to present research, share ideas, and establish connections across intellectual boundaries. To offer a variety of ways to engage, the university will also sponsor interdisciplinary AI prompt-a-thons, seminars, and a research seed grant program. Additionally, the Yale University Library will play a key role in facilitating research and educational innovation throughout the community, offering support and AI-powered tools to improve access to digitized collections and unlock new research possibilities. 

Details will be posted to the AI at Yale website as planning gets underway.   

Whether you are studying, teaching, researching, or working at Yale, I encourage you to explore the resources available now and engage with the opportunities to come. Members of our community—from Information Technology to the Library to deans’ offices—continue to work diligently to implement these investments. I am grateful for the contributions that make today’s announcement possible. I also thank Jenny Frederick, associate provost for academic initiatives and executive director of the Poorvu Center for Teaching and Learning, for orchestrating AI investments across campus on behalf of the provost’s office. 

As we advance Yale’s leadership in AI, let us embrace one of the fundamental tenets of a university: curiosity. Our willingness to share—with each other and with the world—various perspectives, ideas, evaluations, and analyses will be critical to our success. Our efforts will equip society and the next generation with the tools and frameworks necessary to positively shape a world continuously transformed by technological innovation.

Scott Strobel Provost Henry Ford II Professor of Molecular Biophysics and Biochemistry