Office of Graduate Studies and Research

Preparing a Grant Budget


The Office of Graduate Studies and Research will assist you in the development of an internal budget in addition to the budget required by the granting agency. Please use the following checklist as a tool when developing a grant budget. If you need further assistance, please feel free to contact the Office of Graduate Studies and Research at ext. 3226.


Grant Writing:
  1. Are you asking for the maximum amount?

Match:
  1. Does the Grant require a salary match? If yes, use the minimum match requirement.
  2. Are you listed as a salary/fringe match on any other grants? Please remember to consider the total amount of time you are committing in salary match across all your grants.
  3. Match can also be in the form of supplies, equipment and travel.
  4. Consider the type of match. Are you expecting to receive Hard Dollar match or will the match dollars be Considered In-Kind.

Define:
  1. In-Kind match is existing monies used to support a grant. (i.e.: College will not need to search for additional funds.)
  2. Hard Dollar match is new monies to be secured for purposes of the grant. (i.e.: College will need to search for additional funds to support the grant.) Hard Dollar match must be approved/negotiated with the Associate Dean and Dean's offices.

Course Release:
  1. Are you looking to take a course release? Remember that you will be required to buyout 12.5 percent of your academic year salary for a one semester (either fall or spring) course release. For a full academic year course release (both fall and spring), you will be required to buyout 25% of your academic year salary.

Summer Support:
  1. Are you budgeting for Summer Salary Support? If yes, you will be required to budget as follows:
    • First Summer ninth (no additional funds required)
    • Second Summer ninth will require an additional:
      • 12.5% of your academic year salary for a one course release for either the fall or spring semester.
      • 10% of your academic year salary with NO expectation of a course release.
    • Third Summer ninth will require an additional:
      • 25% of your academic year salery for a full academic year course buyout.
      • 20% of your academic year salary with NO expectation of a course release for the academic year.

Fringe Benefits:
  1. When budgeting for salaries, you will also need to plan for Fringe Benefit and tuition costs (for graduate Project Assistants/Teaching Assistants). For further information regarding Fringe Benefits costs see: http://www.graduateschool.uwm.edu/forms-and-downloads/researchers/rates-fringe-benefits.pdf, or contact the Office of Graduate Studies and Research at ext. 3226 for further assistance.
  2. If you are working on a multiple year grant, please remember to increase the fringe benefit rate by .5% for each subsequent year of the grant.

Facilities and Administration Costs (Indirects):
  1. For further information regarding Indirects see:

    http://www.graduateschool.uwm.edu/forms-and-downloads/researchers/rates-facilities-administrative.pdf .

  2. If the granting agency does not provide F&A (Indirects), you will need to attach proof in the form of documentation from the granting agency.
  3. Modified F&A (Federal Grants only): The definition for Equipment as it relates to modified F&A for Federal Grants : Equipment means an article of nonexpendable, tangible personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit.

The following will apply to all extramural grants over $20,000 (direct costs) per year:

A minimum of 10% of the total direct cost of grants needs to be recovered for the Department/College whenever indirects are disallowed by the granting agency. For example, a $20,000 grant with no indirect costs allowed, will require that $2,000 be built into the direct costs for the Department/College. A$100,000 grant with no indirect costs allowed, will require $10,000 be built into the direct costs of the Department/College. This built-in 10% will allow departments to cover grant related expenses such as supplies, copying, mailing, telephone, program assistant and work-study student wages, etc. The Department Chair and Dean/Associate Dean will negotiate the split of this indirect cost return.


Student Help:
  1. If your grant contains provisions to hire student help, you will need to determine if you are going to hire Student Hourly or Graduate Student Project Assistant or Teaching Assistant. For further assistance, please stop by the Office of Graduate Studies and Research room 811 or call ext. 3226.
  2. Remember to plan for Fringe Benefits for your student help.
    http://www.graduateschool.uwm.edu/forms-and-downloads/researchers/rates-fringe-benefits.pdf
  3. If you are hiring a Graduate Student Project Assistant or Teaching Assistant, you should budget your graduate student appointment at the Doctoral level. (i.e.: Salary, Tuition and Fringe should be calculated at the highest level to provide hiring flexibility.)
  4. If you are hiring a Student Hourly position, please remember to list the hourly wage and number of hours per week.
  5. Remember to complete the paperwork necessary to hire your student. Please contact Pat McKenney at ext. 6950 to make your arrangements for Student Hourly positions. Contact Linda Miller, at ext. 3226 for all Graduate Student Project Assistants and Teaching Assistants positions.

Institutional Review Board (IRB) and Animal Care and Use Committee (ACUC) Protocols:
  1. The Office of Graduate Studies and Research requests that you submit a copy of your Protocol when submitting a grant proposal for review and approval. Please place the name of the grant sponsor on your protocol to eliminate any unnecessary delays in the processing of your proposal awards.
  2. Further information on IRB protocols go to:
    http://www.graduateschool.uwm.edu/research/researcher-central/grant-management/compliance/
  3. IRB location: Mitchell Hall 206 Fax number: 414.229.2662

Sabbaticals:
  1. If you are taking a sabbatical please be advised that you will receive 100% funding for a one semester sabbatical and 65% funding for a full academic year sabbatical.
  2. With the approval of the Dean, you can utilize grant funds to supplement your annual salary while taking a full academic year sabbatical.

UWM Foundation Grants:
  1. All UWM Foundation Grants need to be processed through the Graduate School . Please utilize our standard Grant Processing Protocols.

Multiple Year Grant Awards:
  1. Yearly internal budgets need to be drafted for all multiple year grants as well as an overall internal budget (i.e. Summary budget).

T- Form:
  1. When preparing your T-Form, the Graduate School will require that you secure the signatures of all Campus colleagues and their direct reports. You should also consider securing letters of support.

Joint Proposals:
  1. When writing Joint proposals, you will need to contact the Graduate School to develop the necessary contract language. Your Graduate School contacts are as follows:
  2. For Joint proposals with other UW institutions see http://www.uwsa.edu/fadmin/fppp/fppp18.htm for guidelines on Subcontracts and F&A application regulations.
  3. It will be necessary for you to secure Letters of Support & T-Form signatures from the partnering institution(s). Letters of Support must come from individuals with INSTITUTIONAL authority.
  4. It will be necessary for you to secure IRB and ACUC protocols from partnering institutions.

Subcontracts:
  1. When institutions or agencies are seeking to subcontract with you for your services, please contact the Office of Graduate Studies and Research for further assistance.
  2. When you are seeking to subcontract with an agency, community partner(s) etc. as part of your grant proposal submission, please contact the Office of Graduate Studies and Research for further assistance.
  3. You will need a letter of support from the partnering institution, and all IRB or ACUC protocols utilized as part of the research proposal.
  4. If the partnering institution is another UW System institution, you will need a letter of support from the institutions Research Office as well as copies of all IRB and ACUC protocols utilized/noted in the research proposal.

Your Graduate School contacts are as follows:

Reporting Requirements:
  1. Please plan ahead and record all agency reporting deadlines on your calendar.

Information Links:
  1. CHS Proposal Routing Form: www4.uwm.edu/chs/research/upload/FILL-INproposalroutingform.pdf
  2. Student Hourly: www.bfs.uwm.edu/ASM/view.aspx?id=7.7.1&d=1
  3. Graduate Assistants:
  4. Project Assistants: www.graduateschool.uwm.edu/forms-and-downloads/researchers/project-assistant-nondoctoral-doctoral-costs.pdf
  5. Teaching Assistants:
  6. Research Assistants: www.graduateschool.uwm.edu/forms-and-downloads/researchers/research-assistant-costs.pdf
  7. Funding Source Information: www.graduateschool.uwm.edu/research/researcher-central/funding/
  8. Payments to Research Subjects: www.bfs.uwm.edu/ASM/view.aspx?id=2.4.6&d=1
  9. Compliance: www.graduateschool.uwm.edu/research/researcher-central/grant-management/compliance/