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Home / Resources / Proposal Preparation / Gathering Internal Budget Numbers

Gathering Internal Budget Numbers

Salary Information: The best source of accurate salary information can be obtained from department heads, college research direction, or dean of your college. Don’t forget that it is generally acceptable, if the funding agency allows, to add a 4% standard cost of living increase for each year of your grant proposal. OSP may also be able to provide some assistance with the salary estimates based on past grant information.

Fringe Benefits: Fringe benefits vary depending on the personnel involved. The current rates effective July 01, 2018 are as follows:

Percentage Type
Faculty/Unclassified Staff/Post docs
Clerical Staff or Civil Service Employees
Graduate Students or Undergraduate Students

Equipment: Read carefully the terminology of the granting agency regarding budget. For instance, NSF does not consider an item equipment unless it exceeds $5000. So a piece of equipment that costs $4500 would be on the supply line of an NSF budget. If the agency does not specify a guideline, you may utilize Tech’s definition of Equipment which is any item over $1000. Items less than $500 would be considered a supply.

Travel: All travel planned in proposals must meet state travel guidelines. Click here to view website. For gas mileage to be reimbursed, you must complete a safe driving course with the Tech Office of Environmental Safety. To schedule a class, contact Billy Adcox at 257-2120.

Sub-Awards: Any personnel affiliated with your grant that are NOT Tech students or employees, would be considered a subcontract. The Office of Contractual Review has clear guidelines on approval of subcontracts. BEFORE you consider a subcontract in a proposal, be sure that you have a clear understanding of the subcontracting process. Contact Courtney Jarrell, OSP Contracts Administrator at 257-2416 or by email: cjarrell@latech.edu.  

Other Expenses: One of the largest complaints from funding agencies for other expenses, is that the applicant is not specific and descriptive enough on what they are requesting. Whether it is participant support costs, materials and supplies, consultant services, publications costs, etc., applicants need to justify in detail the type of items to be purchased and used toward the project. If the agency does not provide budget codes, you may want to be aware of the Tech budget codes for other support expenses. Click here.

Indirect Cost Rate: (F & A) Louisiana Tech University has a predetermined negotiated rate with the Department of Naval Research for all federal grants which extends through June 30, 2018.   Call the Office of Sponsored Projects (x5075) for a copy of the agreement.
Federal Grant Source:
49.4% x Base: Salaries + Wages (not fringe)
Non-Federal Source:
22% x Base: Total Direct Costs.

Indirect Cost Calculator

Waiver for Indirect Cost: If your agency restricts or does not allow indirect costs as a part of the budget, then a waiver form would have to be routed with your proposal for the amount that the agency does not allow. It is very rare that a waiver would be approved for a federal grant, since our indirect cost rate is negotiated. Tuition Fee Waivers: Allowable fee tuition waiver is the difference between the out-of-state fee waiver and the in-state fee waiver. If you are proposing a tuition fee waiver as a cost-sharing match, you can find accurate information on current fees here.

Student Waiver Calculator
of Students
Total Waived
Undergrad (10 hours)
Graduate (6 hours)
Total Waiver Fee

*Based on 10 hours for undergraduate and 6 hours for graduate, adjust as needed.

Cost Sharing: Also known as institutional match. Be very careful that what you are proposing as a match is reasonable. A match proposed becomes a contractual agreement should the project be funded. The project director will be responsible for insuring that match has been met through documentation and final reporting to the agency. Examples of match may be, but not limited to, tuition waiver, lab space, equipment, salary, indirect cost waived, cash match from department, college, or university funds. Another federal grant may NOT be used as a match for a federal grant proposal. A grant from non-federal sources may be used as a match for a federal grant, so long as there is not a duplication of funding.
A: Proposal Preparation Forms:
2017-18 F&A Waiver Form

November 19th, 2018

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