How do I put a budget together for my proposal?
Check the donor's guidelines to confirm the maximum amount awarded and determine what costs are allowable. Consider carefully what it will cost to do your project, then fill in our budget outline, including all potential costs you can think of. You can also download our budget spreadsheet, which includes current rates and formulas that calculate totals for you: Generic budget spreadsheet
If you have trouble making the numbers work, consult us for help with fine-tuning!
What are “allowable” expenses?
All expenses charged to a grant must be necessary to achieve the objectives of the approved grant, allocable to that particular project, and not prohibited by the terms of the grant. For example, federal grant funds can't be used for alcoholic beverages. If you’re not sure whether an expense is allowable, contact the Grants Accounting Office or the SRO.
You sent me a budget spreadsheet last year. Can I use it again to build this year’s budget?
Please don’t! Several formulas in the spreadsheet are based on rates that may have changed since we sent it to you. Click here to download the current one:Generic budget spreadsheet
My project will take several years. How much should I adjust costs each year to allow for inflation?
The annual percentage adjustment for inflation varies with the financial climate. For the current percentage, contact the SRO.
How do I figure travel costs?
Are there any restrictions on travel expenses?
What’s Middlebury’s mileage reimbursement rate?
This rate, set by Middlebury's Budget Office, can be found at the bottom of their FAQ page.
How much salary can I request for my leave?
Request as much salary for your leave as the sponsor and College policy will allow.
How much summer salary can I request?
I need to hire a part-time lab technician; will my grant pay for it?
Yes, if you've budgeted for the position. You can hire either a Middlebury student or someone with more experience, depending on your needs. Consult Human Resources to determine what the pay rate should be. If this position is not included in your awarded budget, though, you’ll have to contact the Grants Accounting Office and fill out an OPAS form.
How much should I pay a lab technician?
Can I hire students to work on grant-funded research?
How much can I pay my student workers?
Can I hire a part-time College employee to work as a consultant on my project?
Generally, no. Check with Human Resources to find out whether it’s possible in your situation.
Can I hire non-faculty Middlebury employees to work on my grant-funded project?
What’s Middlebury’s fringe benefits rate?
How does cost share work?
What’s Middlebury’s overhead rate?
Most grant budgets refer to overhead as Facilities and Administration (F&A) costs. Middlebury’s F&A rate varies year to year; be sure you use the current rate.
What’s Middlebury’s indirect cost rate?
Indirect costs are now called Facilities and Administration costs (F&A). Middlebury’s F&A rate varies year to year; be sure you use the current rate.
What’s Middlebury’s “F&A” rate?
The College’s Facilities and Administration (F&A) rate varies from year to year; be sure you use the current rate.
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