Budgets

If you have questions regarding the budget for your project, contact Maria Nakamura (maria.nakamura@oswego.edu).

BUDGET CATEGORIES
Basic budget categories are explained below. If you provide the information in each section below to Maria Nakamura, she will be able to prepare a budget and Julie Marte will complete the sponsor budget forms for you.

DIRECT COSTS
Direct costs are directly attributable and chargeable to a specific sponsored project or activity. Direct costs must be allowable by the sponsor and Oswego.

FACILITIES AND ADMINISTRATION (F&A) COSTS
F&A costs are costs that are incurred by Oswego in general support and management of research, where these costs are not directly attributable to a specific project or activity. Our federal rate is currently 76% of salary and wages. Oswego's standard indirect cost rates are negotiated with the Department of Health and Human Services.

In determining which F&A cost rate to use, the following guidelines should be followed:

  • Salary & Wage (S&W) base, F&A is calculated by applying the appropriate rate to the total of S&W, not fringe benefits.
  • Total Direct Costs (TDC) base, F&A is calculated by applying the appropriate rate to the TDC base.
  • Modified Total Direct Costs (MTDC) base, F&A is calculated by applying the appropriate rate to t a MTDC base. The MTCD base consists of all direct costs, excluding:
    • Capital expenditures (equipment, building alterations and renovations)
    • Scholarships
    • Tuition
    • Computer usage
    • Participant support
    • Costs in excess of $25,000 for each subcontract

PERSONNEL
ORSP must be provided with an estimate of the percentage of time each person will work on the project. Included under personnel are payroll charges for any Oswego employee or student working on the project. All personnel costs must conform to sponsor guidelines and restrictions. Department and school guidelines should also be followed.
Faculty with academic appointments may request a portion of their 9-month academic-year salary and up to 12 weeks of summer supplemental salary, depending upon sponsor guidelines.  See the Provost's policy on course buyout.
Other professional staff with calendar-year appointments may recover the applicable portion of their 12-month salary.

FRINGE BENEFITS (FB)
Fringe benefits are computed as a percentage of salaries and wages, less student compensation, regardless of the specific benefits received by the individual listed. Fringe benefits cover the costs for insurance (health, unemployment, life, long-term disability), FICA, workman's compensation, pension, and scholarships for employee dependents.
Oswego is required to use the fringe benefit rate that is negotiated annually with the federal government.

EQUIPMENT
The name or description and an estimated cost should be provided and for each equipment item you wish to purchase with sponsored funds.
Equipment is defined as any item having an acquisition value of at least $5,000 and a life expectancy of at least two years.
Equipment requested from the sponsor must be necessary for the project and must not be currently available for your use at Oswego. All equipment requests are subject to sponsor guidelines, and most sponsors do not allow the purchase of general purpose equipment, such as office equipment.

TRAVEL
Identify if the travel is domestic or foreign and the amounts needed for each. Many sponsors also want to know the destination and purpose of the trip or the name of the meeting you want to attend. Some sponsors also require the number of travelers, number of days, airfare, and per diem costs for each trip planned.

PARTICIPANT COSTS
Provide an estimate of participant costs, by category. This budget category refers to the costs of transportation, per diems, stipends, registration fees, and other related costs for non-Oswego participants or trainees, in connection with sponsored conferences, meetings, symposia, training activities and/or workshops. There may be some restrictions associated with support for local participants.

OTHER DIRECT COSTS
Provide the information described below, as appropriate.

  • Materials and Supplies - Indicate the categories required (glassware, chemicals, etc.) and the estimated cost for each category.
  • Publications - Estimate the cost of documenting, preparing, publishing, disseminating, and sharing research findings.
  • Consultant services - Consultants are individuals providing technical assistance who are NOT Oswego employees. Your estimate of the cost for the consultant may include payment for professional services, up to the sponsor's maximum allowable rate, and related costs such as per diem and travel. The individuals expertise and the need for obtaining his or her services should be described in the proposal narrative.
  • Subcontracts - List the name of the subcontracting institution and its total project costs (including direct costs and F&A). The subcontracting institution should provide us a detailed budget and an organizational letter of endorsement, which are incorporated into Oswego's proposal to the sponsor.
  • Communications - Provide an estimate of charges for postage, telephone, and fax usage.
  • Other - This includes items such as machine shop services, maintenance and service contracts, sample analysis, and facilities usage fees.

BUDGET JUSTIFICATION
You must be able to fully document and justify the amounts requested in each category of your budget. This documentation can be in your text or in a separate section following the budget. The amount of detail required will vary by sponsor. Items for which sponsors frequently request explanation are secretarial, equipment, travel, materials, subcontracting, and computer time. ORSP will contact you if the sponsor requests additional budget justification after the proposal is submitted.

COST SHARING
Oswego or external resources that are provided under special circumstances to supplement research grants and contracts are considered cost sharing. There are two circumstances under which cost sharing will be provided:

  • Cost sharing is required by the agency (mandatory).
  • Cost sharing will significantly enhance the probability of funding in a research area or program of high strategic priority to Oswego (voluntary).

Definitions

  • Appropriated - Cost sharing of Oswego funds is defined by the federal government as a cash contribution. All costs which are allowable as a direct charge by the government can be cost shared. All cash contributions made by Oswego are transferred into an account and include related fringe benefits and F&A.
  • In-Kind - Cost sharing can be supplied from other Oswego resources where no funds re transferred to the research project. Such contributions are usually the donation of the PI'S time, or other salaries, tuition or other direct costs and include all applicable fringe benefits and F&A.
  • Approvals - All cost sharing requirements must be discussed with your chair or director, and dean before you forward your proposal to ORSP. Approval signatures are obtained during the circulation process for all cost sharing commitments.
  • Reporting - All cost sharing included in proposals becomes committed cost sharing once the award is made by the sponsor. the cost sharing will become a condition of the award and must be tracked and verified.