Budget Preparation

Budget Justification

Use this space to explain how totals for each category were arrived at. Be specific. A detailed justification signals a well-planned budget, which reflects well on the application as a whole. There usually is no page limit in this section of the application. However, do not include information here that would usually appear elsewhere in the proposal (e.g. study design diagrams). Reviewers could perceive this as a ploy to get around page restrictions.  Applications often have limits in per-year costs. Use the justification to explain how costs can be spread over years, or strategically requested in years with lower overall costs. Some reviewers read the budget justification side by side with the timeline of the project. Thus, those sections need to match and complement each other.

Calculate Fringe Rates

Medical center employees may access more information about WFUHS fringe allocation rates and Fringe Allocation Rates (3/2/13-present) and Calculation Examples.

Cost Estimates of CTSI Services

Investigators who are submitting applications for projects that will use CTSI services will need to estimate costs of those services to include in the application's budget. It is important to ensure that appropriate administrative support and costs for CTSI services are included so that if the project is awarded, those resources will be available. To request a cost estimate, please contact CTSI@wakehealth.edu.

Calculate F&A Rates

Facilities & Administrative (F&A) Cost Rates Schedule & Agreement
Facilities and Administrative (F&A) FAQs

Federal Costs (Allowable and Unallowable)
Always review your award or contract terms and conditions first to find what costs are allowable (or unallowable) on a federal project. For further information, you can visit the Financial Services website or search the Federal Office of Management and Budget (OMB) Circulars that apply to WFUHS: A-133 & A-21.

Graduate Student Budgeting

Graduate Student Tuition on Sponsored Projects

Stipend, Tuition, Healthcare Costs for Biomedical PhD students supported on grant funds

The table below shows estimates for planning purposes and can be confirmed with Dr. Erik Brady, Director, Biomedical Graduate Programs. Tuition is confirmed by the Board of Trustees in February. The document will be updated to reflect adjustments as they are available. Note: This guidance requires that you know which type of grant is sought to select a budgeting model.

Budgeting Model 1 – All non-training grant sponsored programs.

Natural account: Salary Part-Time (600241)

¹For budgeting purposes, stipend updates are planned to be effective on August 1st of each year.
²An 8% fringe rate based on the stipend amount is drawn from the grant in lieu of healthcare costs.

Budgeting Model 2 – All NIH training grant sources (T or F-mechanism) and diversity supplements.

Natural account: Stipend (670521)

¹For budgeting purposes, stipend updates are planned to be effective on August 1st of each year.
³If the grant source cannot support this amount, the maximum stipend value available.
⁴T- and F-grant mechanisms have a specific budget line item for healthcare. See 11.3.8.4.

Budgeting Model 3 – Institutional funding sources (Start-ups, Endowments, Other Departmental Sources).

Natural account: Stipend (670521)

¹For budgeting purposes, stipend updates are planned to be effective on August 1st of each year.
⁵Assistant Professors who are yet to secure outside funding and are funding PhD stipends from start-up accounts are a) relieved of paying tuition until extramural funding is secured and b) will only be responsible for ½ of the health plan cost.

Personnel Effort

Always refer to the funding opportunity announcement for specific requirements. Personnel costs may be limited, or minimum requirements of effort may be stated. Effort should be commensurate with a person’s role on the project – not more and not less.  

A person’s effort can be included without salary dollars allocated (e.g. some training grant applications). But usually, the dollars requested should reflect the time it will take to do the work. Both NIH-designated salary caps and the institutional Facilities and Administration (F&A) rates change occasionally. Be sure you are using the most recent versions. 

Effort Certification Information
Effort Procedures Manual
Effort Query Proposed Awarded Instructions

Budget Tool

OSP has developed a Budget Tool to assist the PI/study team when providing final budget information at the time of award notification. 

Rebudgeting

Modest re-budgeting is generally allowed without agency approval. Re-budgeting of more than 25% may be problematic (e.g., change in scope). Significant re-budgeting of key personnel indicates change in scope. Obtain sponsor approval when required.

Rebudgeting Form

Additional Resources and Tools

Resources:

• Budget Basics presentation
• Budgeting Beyond the Basics presentation 
• Cost Share Form
• Expense Account Codes
• Modular Grant Application Information
• NIH Salary Cap Information
• PHS 398 Detailed Budget (Form pages 4 & 5;  Excel format)
• Stipend Pay Levels
• What to Include in Clinical Trials Budgets

Tools:

• Calendar Month to Effort Conversion tool
• Salary Cap Tool
• Rebudget Calculation Tool