Budget Development

A project budget is a key component of a grant proposal as the budget defines the amount of funding necessary to conduct the project. A reviewer can determine a great deal about a project based on the associated budget, and often uses that budget to determine whether the project is feasible.

Please visit our Rates, Facts, & Figures webpage for information on our fringe rates, indirect rates, etc.

Typical budget categories include:

Personnel Costs

Identify the personnel who will be involved with the conduct of the project and determine the percentage of effort required. The salary amount is calculated by multiplying the percentage of effort by the individual salary.
For example, if one of the project staff is on a 9-month contract, and one month of effort will be devoted to the project, then the effort would be 11% (1 divided by 9). 

Faculty Summer Salary

Faculty on academic-year appointments may receive summer salary on external grants as defined by guidelines set by the Office of the Provost. Faculty members may earn additional summer salary at the same base salary up to the monthly full-time rate of 1/9, normally not to exceed two ninths and absolutely capped at three ninths. Payment of a third ninth is exceptional and is always subject to advance Provost approval. Faculty may not receive additional compensation in the form of summer ninths for work performed during the academic year.

  • Information regarding the above policy can be found on the Faculty Affairs page on the Office of the Provost Web site.
  • The NIH salary cap of $189,600 (Executive Level II salary) is in effect as of November 27, 2018 as noted in NOT-OD-19-031. Accordingly, summer salary charges to NIH grants are limited to a maximum of $15,800 per month; additional salary to compensate faculty member to the equivalent of 1/9 academic year salary for a full summer month’s compensation should be covered by the PI’s discretionary funds. As a reminder IDC cannot be used to cover summer salary.
  • Cost-of-Living Adjustments (COLA) should also be added to subsequent years’ salary estimates. NIH allows a 2% COLA, while NSF allows up to 3%.

Fringe Rates

Fringe rates should be included for all personnel costs.  The latest fringe rates are included in our GU Rates and Figures page. 

Faculty Course Buyouts

Read the policy for Faculty Course Buyouts.

Main Campus Research Position Summaries

HR: Manager Resources (new window)

Student Costs

The Graduate School of Arts and Sciences encourages all faculty members to write student support costs onto their grants wherever applicable. Current rates are as follows:

  • Ph.D. Stipend Support: this varies by department, so this should be obtained from the department administrator.  For example, the Chemistry department’s current minimum is $32,670.   
  • Thesis Research: $2,750 per semester ($5,500 per year)
  • Graduate Student Health Insurance: $2,905 per year
  • Published university tuition and fees schedules

Equipment

Capital Equipment is equipment that is durable (useful life greater than one year), portable and has a cost which equals or exceeds $5,000 as established by the University in accordance with federal guidelines. Refer to definitions for detail on Georgetown University’s capitalization threshold.

Expensed Equipment is equipment that is not durable (useful life is one year or less), portable or has a cost below certain thresholds established by Georgetown University in accordance with federal guidelines. Refer to definitions for detail on Georgetown University’s capitalization threshold.

For more information on purchasing guidelines for equipment, refer to the Equipment Manual on the Financial Affairs Web site.

Travel

Travel is classified as domestic or foreign. Domestic travel includes trips within the U.S., its possessions and territories, and Canada only. However, certain agencies like NSF and NIH now consider travel to Canada as foreign. Domestic and foreign travel should be shown separately. Include transportation costs (coach airfare, Fly America Act compliant), registration fees, accommodation fees, and other related expenses. GSA domestic and U.S. Department of State foreign per diem rates should be consulted and used as a reference for hotel and meals/incidentals. Justifications and identification of the travelers are required for each trip.

Additionally, although per diem rates can be used in the proposal budgeting process as a guide for estimating costs for travel to a particular city, the University’s Travel Policy requires original receipts to reimburse travel costs, but a per diem option is available using standard GSA rates.

Other Direct Costs

Other associated costs need to be delineated in the budget and their use justified in the budget narrative. Typically these costs include items such as long distance telephone charges, data service, equipment use, research publications, fees, animal per diem costs, student tuition or health insurance, or other project related costs not included in the other categories. Also included in Other Direct Costs are Consultants and Subcontracts (or Subawards)

Consultants

A consultant is an individual or entity that provides expert or professional advice or service on a topic germane to the sponsored project. List each consultant, their specialty or service to the project, and their daily, weekly or monthly rate of reimbursement, and show the consultant’s total projected cost on the project. Include in the proposal a letter of collaboration and the consultant’s curriculum vitae or biographical sketch.

Subcontract (or Subaward)

Contracting to other organization(s) of some scientific or programmatic aspect of the grant or contract made originally to Georgetown. Include in the main proposal the subcontractor’s (subawardee’s) authorized proposal, letter of intent, statement of work, and budget with justification. All subcontract (subaward) agreements must be negotiated and drafted by the Office of Research Services (ORS).

Indirect Costs

Budgets submitted to federal agencies must reflect the appropriate indirect cost rates as established in the University’s federal negotiated F&A Rate Agreement. Applications to non-federal entities should reflect the appropriate rate unless otherwise specified by the sponsoring agency (e.g., Department of Education Title VI awards are capped at an 8% indirect cost rate). Investigators who wish to request a reduced rate must first submit a formal request to their unit head (chair/director) and provide ample justification for the reduced rate. The unit head will then confer with their respective dean. If decanal endorsement is granted, the investigator would then need to formally petition the Associate Provost who will render the final decision.

These rates are readily available on our GU Rates and Figures page. Please refer to the NICRA (negotiated rate agreement with the DHHS) for a full rendering of the terms.

Multi-Year Projects

In GU-Pass, which is Georgetown’s proposal tracking system, it is required that a project that is expected to be funded for more than one year should include an itemized budget for each year, even if the agency does not require that. This requirement applies also to proposals submitted to the NIH in modular format. Budgets should be prepared using Excel with relevant costs delineated by project year and conclude with a cumulative summary for the entire proposed project period. Indirect costs must be calculated on each project budget.