How do I put a budget together for my proposal?
Do I need approval from the College to buy equipment for my project?
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?
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.
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.
Are there any restrictions on travel expenses?
How do I figure travel costs?
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.
How much can I pay my student workers?
Can I hire students to work on grant-funded research?
How much should I pay a lab technician?
I need to hire a part-time lab technician; will my grant pay for it?
Can I hire non-faculty Middlebury employees to work on my grant-funded project?
How much summer salary can I request?
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 does cost share work?
What’s Middlebury’s overhead rate?
For most grant-writing purposes, overhead is called 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.
Internal Endorsement Procedure
Middlebury's internal endorsement procedure uses the grant proposal Endorsement Form (known as the “blue sheet” because it is printed on blue paper) to collect information about proposals for external funding and to document compliance with college and sponsor policies and federal regulations.
Facts and Rates
Policies and Procedures
Grant-seeking at Middlebury must follow College policies and procedures. Follow these links to learn more.
Other Direct Costs
Direct Costs: Salary, Wages, Fringe
Use the current gross academic year salary as a base for calculating salaries. To estimate annual percentage increments for multi-year budgets, use the current approved percentage.
If you have questions about salary figures, check with the Payroll Manager (ext. 2008). Academic-year salary may not be included unless the faculty member is scheduled for leave or has permission from the Dean of Faculty (DOF).
Budgets must conform with agency regulations and with all of the College's grant-related policies and procedures.