Budget Checklist

The following is a list of possible expenses that may be charged to a sponsored programs cost center, i.e., an AWD-GR account.  This list is not intended to be all inclusive but may be useful as a guidance when developing budgets.


  • Faculty
    • Academic year
    • Calendar year (non tenure track)
    • Summer
  • Administrative/clerical staff (unallowable on federal proposals)
  • Programmers
  • Technicians
  • Post Doctoral Fellows
  • Graduate Students
  • Undergraduate Students

Fringe Benefits

  • Fringe benefits are applicable to all full time and part time faculty and staff.  Click here for GU Rates and Numbers.  Scroll down to “Fringe Benefit Rates.”  Fringe benefits are not charged on salary payments to Georgetown University graduate or undergraduate students with the exception of the Physics Industrial Leadership students.  Non-Georgetown students are charged at the Temporary/Casual labor rate.


  • Non-expendable equipment (over $5,000)
  • Accessories
  • Freight
  • Installation

Supplies and Expendable Equipment

  • Animals and animal maintenance supplies
  • Audio and video tapes
  • Brochures and Announcements
  • Chemicals
  • Film and film processing supplies
  • Glassware
  • Postage (unallowable on federal proposals unless survey type project)
  • Software (specialized)
  • Questionnaire forms


  • Conference and meeting expenses
  • Field work
  • Hotel
  • Local (cabs/parking)
  • Subsistence fees
  • Transportation (Airfare, train, automobile)


  • Page charges


  • Consultants
    • Fees
    • Honoraria
    • Travel
  • Courier or delivery service
  • Participant Costs
    • Human Subjects Incentive Payments
    • Conference Attendees (Stipend, Travel)
  • International Express Mail
  • Local telephone (not permitted on federal proposals)
  • Long Distance Phone or Facsimile Charges
  • Service Contracts (equipment rental & maintenance, photographic or specialized services)
  • Space Rental
  • Subawards

Other Direct Costs

  • Alterations & Renovations
  • Animal Care
  • Communications
  • Vehicle Lease or Purchase

Indirect Costs (also called Facilities & Administrative [F&A] or Overhead)

  • On campus
  • Off campus
  • Research
  • Other Sponsored Activities
  • Instruction
  • Other Sponsored Activity

Click here for GU Rates and Numbers.  Scroll down to ”Indirect Cost Rates” and “Application of Indirect Cost Rates” for the University’s federally negotiated rates.

Follow the links to view Sample Budget – 1 Year and Sample Budget – 5 Years