Step 2: Identify the Total Cost of the Project
4 Direct Costs
Diect Costs
Salaries & Wages
- Include any FHSU personnel who will be involved in the project and paid with the grant funds, including:
- Faculty
- Graduate and undergraduate students
- Post-docs, technicians and other researchers
Do NOT include consultants and other non-FHSU employees as personnel.
Salary and Fringe
- Employee benefits and payroll taxes must be included as part of personnel costs.
- include fringe benefits.
- social security taxes
- health, life & disability insurance
- retirement
- unemployment insurance
- sick leave assessment
Salary – Show your work
- Show calculations for salary
- FTE – Full Time Equivalent
- Length of work
- Academic year
- Summer
- 12 months
- If less than 1.0 FTE, need to prorate fringe
- .25 FTE = 25% fringe
Summer Salary
- Applies to academic year (AY) faculty.
- Can be claimed only during the period when PI is not on regular AY appointment with the university.
- To calculate:
- 60% of 1/9 base AY salary
- Confirm agency policy.
Salary Increases
- You may factor in an annual increase (COL).
- Sorry – you can’t get a raise just because you budgeted for it!
Fringe Benefits
- Rates are subject to change.
- Always check OSSP web site
Student Labor
Exceptions to the standard wage for student employees requires approval from the Vice President of Administration and Finance.
Email a request for a higher wage
- Include a brief summary including the funding source and justification
Detailed job description required to justify a higher wage
Travel
- Itemize the cost of each trip, per person: airfare, lodging, meals, ground transportation, mileage, etc.
- FHSU/State of Kansas guidelines:
- FHSU mileage
Travel Rates
Use state rates for lodging, per diem and transportation
Use federal per diem rates if allowable
Show your work
Year 1: 3 staff to Washington DC for required project meetings
Airfare $400 x 3 = $ 1,200
Lodging $120 x 3 nights, 2 rooms = $720
Per Diem $ 39 x 5 days x 3 = $585
Total travel Year 1 federal meeting = $2,505
Equipment (capital outlay)
- Tangible nonexpendable personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit.
- If it doesn’t fit this description, budget it under materials & supplies, or other.
- Attach quote(s) if possible.
Materials & Supplies (expendables)
Include enough to supply funding for all activities in the project.
Examples
- laboratory & field supplies
- desktop computers
- software
Supplies
- Office supplies
- Test protocols/commercial surveys
- Materials
- Computers
- Desks/chairs
- Books, cd-roms, dvds
Construction/Renovation
- Bids / estimates
- Dana Cunningham must be involved
- University procedures
- Federal Regulations
Dana Cunningham
Director, Facilities Planning
Fort Hays State University
Brooks Building 109B
600 Park Street
Hays, KS 67601-4099
Phone: (785) 628-4424
Fax: (785) 628-4048
E-mail: dcunning@fhsu.edu
Services
Include all expenses to be incurred for services during the project period, such as:
- media services
- consulting
- clear statement of work
- timeline
- budget (usually just hourly rate)
- sample analysis
Contractual
Justify
- Who
- Why
- What
- When
- How
- Where
Other
- Keep this small
- What isn’t covered in other line items
- Examples
- required fees, communication costs, printing costs
- Examples
Training Stipends*
PARTICIPANT SUPPORT
- Number of trainees
- Time in training
- Obligations of trainees
- Evaluation – training outcomes
- How pay
- Show calculations
Subawards
- Whenever possible, identify in proposal; subject to sponsor approval.
- For all subawards, provide:
- clear statement of work
- budget detail
- Strongly recommended: involve OSSP early
