University of Connecticut University of UC Title Fallback Connecticut


Budget Instructions

For the 2017-2018 REP program, a new budget template has been developed to help streamline the budget development process.


  1. Download and save the template on your computer.
  2. In the first cell, fill in the budget number and year
    • Budget Year 1 – FY 17-18
  3. Note that all fields with gray backgrounds are editable. Fields with white backgrounds are locked.
  4. The spreadsheet is constructed to automatically compute some values based on your inputs. Dropdown boxes will allow you to select graduate students of different levels at different percentages and will fill in the correct stipend.  Fringe rates will automatically calculate for most salary types.
  5. For each budget line that you enter, please enter a justification in column G. Be as specific as possible, listing each travel site, pieces of equipment, services, etc. Justification for each budget item should answer the question: “Why is this specific person/item necessary for the proposed project?” See categories of support for allowable and unallowable costs.
  6. Subtotals for categories and the total for the year will calculate automatically
  7. If you are requesting a multi-year budget (a rare exception that requires justification), fill out the template again for the additional year(s), making appropriate changes to the first cell and the filename so each year will be properly labeled.

Detailed guidelines for each budget category:

  1. Personnel Salaries and Wages:List all personnel, including the names and roles that will be devoted to the project.
    1. Graduate Research Assistants-Academic Year. If the project requires a greater level of expertise than hourly student labor, you may request funds for a graduate research assistantship. Please select the appropriate stipend class (Beginner, Masters, DVM, PhD) for the level of graduate student you plan to employ. 100% indicates 20 hours per week for two semesters. 50% indicates 10 hours per week for two semesters or 20 hours per week for one semester.  25% indicates 5 hours per week for two semesters or 10 hours per week for one semester. Please note that graduate student tuition cannot be charged to Internal Funding grants. Refer to the Graduate School and Sponsored Program Services for detailed information on graduate education, levels of experiences, and graduate assistant stipends.
    2. Graduate Research Assistants-Summer. The maximum summer salary you may request for graduate students, at all levels, is a total of $2,000 per annum.
    3. Postdocs. Postdoc stipends should follow the NIH NRSA stipend levels, which can be found at NIH Notice NOT-OD-16-134. You may enter the total amount you are budgeting for all postdoc costs for the year.
    4. Student Labor. Undergraduate student labor is paid on an hourly basis, plus fringe benefits. Please refer to the student employment website for levels of experience and compensation. Please enter the total amount you are budgeting for all undergraduate student labor costs
    5. Summer Fellowships. Faculty members on nine-month appointments may receive salary during the summer months. A maximum of $3,000 per annum (plus fringe) may be requested for single PI proposals and $5,000 (plus fringe) for Multi-PI proposals. Faculty may receive only one award of this type (i.e., faculty listed as Co-PI on multiple proposals can only receive one summer award). In addition, for Multi-PI proposals, the maximum summer fellowship allowed for any individual faculty member is $3,000. The request for funds must be carefully justified. Applicants should adhere to the NIH guidelines for salary limitation when factoring in summer salary. Faculty should also account for time committed to other funded projects. In some cases, dual employment request may be required.
    6. Course Buy Outs. Course buyout may be requested, but the PI must explain why release time is so vital to the project. In addition, the buyout rate will be the “internal” buyout rate (as specified in the AAUP collective bargaining agreement paid for an adjunct and not a percent of salary). Please refer to the payroll website for the most current negotiated rates. Some departments may require prior approval from the department head for course buyout requests.
  2. Fringe Benefits:The fringe benefit rate should reflect the current rate schedule for the employment category being proposed. Please refer to the Fringe Benefit Rates.  Please refer to the University rates. Fringe rates will automatically compute on the template for all salary lines except for other 1 and 2.
  3. Equipment:Equipment is defined as tangible, non-expendable, personal property having an anticipated life of one year or more with a unit acquisition cost of $5,000 or greater. Equipment includes, but is not limited to, furnishings, scientific apparatus, machinery, library volumes, artwork, motor vehicles, boats and livestock. You will need to identify the individual pieces of equipment requested, the importance to the project, and why existing equipment does not suffice. Please include price quotation(s) from the vendor. Although matching funds are not required, such matches are strongly recommended when the cost of the equipment exceeds $5,000. Valid documentation of any match must be included. For more information see equipment definitions on the Accounting website.
  4. Travel (Transportation and Per Diem):Include any travel that is necessary to conduct the research, not travel to present the results of research or travel to explore future funding opportunities. Travel costs are classified as those expenses for transportation, lodging, subsistence, and related items incurred by employees who are traveling on official University business. Domestic and foreign travel should be separately identified. Domestic travel is considered to be travel among any of the 50 United States, its possessions and territories, and Canada. Foreign travel is classified as travel outside these areas. Travel justification should include who is traveling, where, the purpose of the trip, the number of trips, the costs for the air fare, per diem, lodging, car rental and other costs associated with the travel.   Generally, the following will be considered: up to $750 for a research trip less than 3 months in duration, and $1,500 for a research trip more than 3 months in duration. Amounts other than stated in the guidelines may be considered depending on the need and availability of funds. For further information on travel procedures and process, see the travel website.
  5. Other Direct Costs:Include other costs necessary to conduct the research.
    1. Materials & Supplies. Materials & Supplies are any consumable not falling into the category of equipment, as defined above. These costs should be project-specific, reasonable and based on actual or historical use. It is not necessary to break down each individual item, but a general description and amount by general classification should be provided (e.g. glassware, test tubes, or chemicals).
    2. Participant Support Costs. Indicate incentives, travel, and other subsistence costs necessary for the project.
    3. Animals/Animal Care. Animal costs should reflect the type of animal, the number of animals and the unit cost per animal. Per Diem costs should list the number of days of Per Diem. Please refer toOAC for per diem rates.
    4. Contractual Services. Explain and justify all fees and charges for specialized services, such as library access fees, laboratory analysis fees, consultant fees, subject fees, etc.
  6. Unallowable Costs:The following items cannot be requested: clerical or administrative personnel salaries, including personnel whose primary purpose is to explore funding sources and/or prepare grant applications; service/maintenance contracts on equipment; laboratory renovations, or other infrastructure renovations; institutional memberships in professional organizations; travel to professional meetings to present the results of the research; travel to explore extramural funding opportunities; costs associated with the publication of results of the research, including page charges, purchase of reprints, or journal costs.