A proposal budget is composed of two different pieces of information: a budget table, and a budget narrative. Funders can request these items in many different ways-- or provide no guidelines at all. There are two general forms: (1) Combined Table/Narrative, and (2) Separate Table/Narrative. Both include the same basic information: Budget Category, Expense Item, Description, Cost Formula, Expense, Total Expense by Category, and Total Project Expense. Presenting this information in a combined format enables the reader to see all the costs and what the basis for those costs are at one time while presenting them separately enable the reader to see a summary of the proposed expenses and then a detailed description of the expenses. When the project will be multi-year, separate tables with a single narrative will almost certainly be required.
Using a spreadsheet to help organize and total expenses is a very good idea. Microsoft Excel, Lotus 1-2-3, or any of the other computer-based spreadsheet programs all work fine for this purpose, as does plain paper or rules accounting paper.
The following are examples of a Combined and Separate budgets for a single fictitious research project.
Example 1A: Combined Table/Narrative
Morpholizer Field Research Project
| Category/Item | Description | Formula | Expense | Total |
| Personnel | ||||
Dr. Faculty | PI | 25% or $40,000/academic year | $10,000 | |
| Ms. Student | Assistant | 10/hr x 20hrs/wk x 25 wks/yr | $5,000 | |
| Total Personnel | $15,000 | |||
| Fringe Benefits | se this style for body text. | $15,000 x 20% | $3,000 | $3,000 |
| Equipment | Morpholizer | 1@$1,500 | $1,500 | |
| Table | 1@300 | $300 | ||
| Total Equipment | $1,800 | |||
| Travel | Local to specimen collection area | 200m/year x .25/m | $50 | |
| Conference in Atlantic City | (Mileage: 400 x .25.m= $100)+(Hotel: 2 x $150/night=$300)+(Meals:$75) | $475 | ||
| Total Travel | $525 | |||
| Supplies | Lab | Test tubes, etc. | $200 | |
| Office | Paper clips, etc. | $100 | ||
| Total Supplies | $300 | |||
| Publication | Paper and Presentation | Paper, film, postage, photograph development, photocopying, etc. | $250 | |
| Total Publication | . | $250 | ||
| Total Direct Expenses | $20,875 | |||
| Indirect Expenses | $15,000 x .75 | $11,250 | $11,250 | |
| Total Project Expenses | $32,125 |
Example 1B: Separate Table/Narrative
Morpholizer Field Research Project
| Category/Item | Total | |
| 1. Personnel | $15,000 | |
| 2. Fringe Benefits | $3,000 | |
| 3. Equipment | $1,800 | |
| 4. Travel | $525 | |
| 5. Supplies | $300 | |
| 6. Publication | $250 | |
| Total Direct Expenses | $20,875 | |
| 7. Indirect Expenses | $11,250 | |
| Total Project Expenses | $32,125 |
Morpholizer Field Research Project |
Budget Narrative |
1. Personnel: The PI will commit 25% of her time during the upcoming academic year to the project: $40,000*.25=$10,000. A student will assist the PI during the upcoming academic year: $10/hr*20hrs/wk*25wks/year=$5,000 2. Fringe: The WPUNJ fringe rate is 20% for all salaries: $15,000*.20=$3,000. 3. Equipment: The cost of an ACME, Inc. Model 1A Morpholizer is $1,500. The cost of a table to mount the Morpholizer on is $300. 4. Travel: The PI and the Student Assistant will travel from the University to the off-campus specimen collection about weekly during the project period, we anticipate that these trips will not exceed 200 miles: 200m*.25=$50. The PI and the Student Assistant will travel to the NJ Association of Morphologists annual conference in Atlantic City during the Spring Semester to present their findings: (Mileage: 400m*.25=$100)+(Hotel: 2 rooms*$150/night*1 night=$300)+(Meals: $75)=$475 5. Supplies: Lab supplies for collecting, preparing, storing, processing, and cleaning samples will include test tubes, dishes, bags and other items and will cost approximately $200. Office supplies will be required to maintain records and information concerning progress of the project, including paper, paper clips, file box, and will cost approximately $100. 6. Publication: The PI and the Student Association will prepare one presentation for the NJ Association of morphologists annual conference and at least one paper for submission to The Morphologist based on the results of their research. The preparation of these works will require photographic film and development, poster paper and presentation supplies, photocopying and postage, and will cost approximately $250. 7. Indirect: The WPUNJ approved indirect rate is %75 of salary and wages: $15,000*.75=$11,250. |
