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




  • 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.


  • laboratory & field supplies
  • desktop computers
  • software



  • Office supplies
  • Test protocols/commercial surveys
  • Materials
  • Computers
  • Desks/chairs
  • Books, cd-roms, dvds



  • 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


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


  • Who
  • Why
  • What
  • When
  • How
  • Where


  • Keep this small
  • What isn’t covered in other line items
    • Examples
      • required fees, communication costs, printing costs

Training Stipends*

  • Number of trainees
  • Time in training
  • Obligations of trainees
  • Evaluation – training outcomes
  • How pay
  • Show calculations


  • Whenever possible, identify in proposal; subject to sponsor approval.
  • For all subawards, provide:
    • clear statement of work
    • budget detail
  • Strongly recommended: involve OSSP early



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Budget Basics for Grant Writing Copyright © by Leslie Paige and Misty Koonse is licensed under a Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License, except where otherwise noted.

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