Proposal Budget form Instructions (rev.01/06)
The Drew Proposal Budget form was designed to be used for Drew proposals being submitted to funding agencies that do not have their own specific budget form.
In addition, the Drew Proposal Budget Form is an Excel workbook providing five (5) individual years, as well as a cumulative budget page, which automatically adds all budget categories for all years of the budget.
The form provides essential basic information about a proposed budget such as:
- Salary and employee related expenses (fringe benefits)
- Consultants, equipment, supplies and materials, travel and other expenses
- Total direct costs
- Total F&A (indirect) costs
- Total costs requested.
Budget Period From: Please list the anticipated start date for the project. This is the date that should be used to estimate project expenses for the budget. Agency guidelines may determine the earliest start date that can be selected.
Budget Period Through: Please list the anticipated ending date for this period of the project. This is generally a 12-month period, but could be less depending on project time lines.
Year: Please list the year the budget ids for. For example: Year 1 of 1; Year 1 of 4, etc.
Drew #: Please list the Drew # that has been assigned to this proposal.
Please note: If more than 5 individuals are needed in this section, please use the “Additional Personnel” worksheet and place an X in the appropriate box as indicated on the worksheet. Any “Totals” from the “additional Personnel” worksheet will be included in the final Salary and Fringe Benefit total on page 1.
Name: Please list the name of each Drew employee working on the project. If an individual has not yet been selected for the position, list “To be Named or TBN”. In addition, if an employee’s monthly salary changes during the period of performance within the budget year, please list as two separate entries.
Payroll Title: Please list the Drew payroll title for each employee working on the project. For the Principal Investigator or any of the Co-Investigators, their role as such should be listed. For example: Professor, PI.
Monthly Salary: Please list the monthly salary for each Drew employee working on the project.
# of Months: Please list the number of months that each Drew employee is working on the project.
% Effort: Please list the percentage of effort that each Drew employee will expend on the project.
Person Months: The Person Months represents the # of months worked on the project x the % effort expended on the project. The Person Months amount will automatically calculate.
Salary Requested: The Requested Salary represents the Monthly Salary x the # of Months X % Effort. The Requested Salary amount will automatically calculate.
Fringe Benefit Amount: The Fringe Benefit Amount represents the Requested Salary x the applicable Fringe Benefit rate; A, B, C, D, or E. (Currently there is only one fringe benefit rate available for faculty and Staff). Once the appropriate letter has been inserted into the Key column, the Fringe Benefit will automatically calculate. In addition, a final total of all fringe benefits amounts will automatically calculate.
Total: The Total represents the Requested Salary + the Fringe Benefits. The Total amount will automatically calculate. A final Total will also calculate automatically.
Consultants: Please separately the name(s) of the independent consultant(s) plus their daily rate of pay and the number of days they will work on the project. For example, Jane Doe, $100 per day for 10 days.
Equipment: Please separately list each item of equipment and its dollar value that is being requested for the project. Drew University defines inventorial equipment as articles that are owned by or in the custody of the University and:
- Are non-expendable
- Stand alone
- Qualify as tangible personal property
- Have a useful life of more than one year
- Have an acquisition cost of $5,000 or more
Supplies and Materials: Please separately list each item of supplies and materials, and their dollar value, that is being requested for the project. Examples of items to be budgeted in this category include consumables such as chemicals, glassware, etc.; animal purchases, repair parts/replacement components for equipment items; computer software.
Travel: Please list the costs associated with the required travel of Drew personnel working on the project. The following aspects of each trip should be outlined: the purpose and specific destination, if known, of each trip, the number of individuals going on each trip, the mode and cost of the transportation to be used, the number of days per diem and the pre diem rate. For example: Travel for the Principal Investigator to attend the National of Institutes of Health annual conference in Bethesda, Maryland. Airfare $500 round trip, conference registration fees $300, per diem $50 per day for 3 days.
Other Expenses: Please list each item of other expenses, and their dollar value, that are being requested for the project. Examples of Miscellaneous items include publications costs, animal care per diem, rent/lease costs for off campus non-Drew owned space, etc. Additional key components of other expenses include communications/computing costs, patient care costs, subcontracts etc.
Total Direct Costs: This is the total of all of the Direct Cost categories. The dollar amount will automatically total from the totals of Salary and Fringe Benefits, Consultants, Equipment, Supplies and Materials, Travel and Other Expenses.
On Campus Federally-Negotiated Rate(s): Please list the On Campus Federally-Negotiated Indirect Cost Rate(s) for the project and the dollar value of the base. For Drew’s Federally-Negotiated Rates, the Modified Total Direct Costs (MTDC) base is defined as the dollar amount of direct costs that do have indirect costs assessed on them.
Off Campus Federally-Negotiated Rate: Please list the Off Campus Federally-Negotiated Indirect Cost Rate(s) for the project and the dollar value of the base. For Drew’s Federally-Negotiated Rates, the Modified Total Direct Costs (MTDC) base is defined as the dollar amount of direct costs that do have indirect costs assessed on them.
Other Rate: Please list the rate for all other agencies.
Please note: How Indirect Cost Rates are applied and what is excluded:
The Federally-negotiated Indirect Cost rates are not assessed on every type of direct cost contained in proposal budget; there are specific exclusions.
- The group of costs that do have Indirect Costs assessed are referred to collectively as the Modified Total Direct Cost (MTDC) base. The MTDC base consists of the following direct costs:
- Salaries and Wages
- Fringe Benefits
- Materials and Supplies
- The first $25,000 of each Subgrant and Subcontract issued by Drew University to an outside entity/organization regardless of the period covered by the Subgrant or Subcontract.
- The group of costs that do not have Indirect Costs assessed are referred to collectively as the Exclusions from the base. These costs are subtracted from the total direct costs before the indirect cost rate is applied. The exclusions consists of the following direct costs:
- Equipment and Capital Expenditures
- Patient Care Costs
- Tuition and Fees for University Students
- Rental Costs of off-site Facilities
- Scholarships and Fellowships
- The portion in excess of the first $25,000 of each Subgrant and Subcontract issued by Drew University to an outside entity/organization
Total Indirect Costs: If multiple On Campus Federally Negotiated Rates were used, the subtotal from each base calculation will automatically total. If only one rate was used, for either Federally Negotiated On Campus or Off Campus, or an Other Rate such as a non-profit agency, the total dollar figure calculated in the Indirect Costs category will be listed again in the Total Indirect Costs category.
Total Costs Requested: This represents Total Direct Costs + Total Indirect Costs. The dollar figure will automatically calculate.
Cumulative Budget: All budget year(s) will total onto the “Cumulative” worksheet.
Proposal Budget Form