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Detailed Research Proposal Budget Example: Plan Your Finances

Planning the budget for your research proposal is a critical step that can determine the success of your project. A well-crafted budget not only outlines the financial needs of your research but also assures funders that you have a clear understanding of the costs involved. This article will guide you through the essential elements of creating a detailed research proposal budget, helping you to plan your finances effectively.

Key Takeaways

• A research proposal budget is a financial plan that details the costs of a research project.
• Including both direct and indirect costs in your budget is crucial for accuracy.
• Justifying each budget item helps in gaining approval from stakeholders.
• Avoiding common budgeting mistakes can improve the chances of funding success.
• Using tools and resources can simplify the budget planning process.

Understanding the Importance of a Research Proposal Budget

Defining a research proposal budget.

A research proposal budget is a detailed financial plan that outlines the costs associated with your project. It includes both direct and indirect costs, ensuring that every aspect of your research is financially covered. Creating a clear budget helps you avoid unexpected expenses and keeps your project on track.

Role in Project Planning

The budget plays a crucial role in project planning by providing a roadmap for how funds will be allocated. It helps you identify the resources needed and ensures that you have the financial means to achieve your research question . This planning phase is essential for crafting an effective Ph.D. thesis proposal: tips and strategies include setting clear objectives, methodology, and originality.

Impact on Funding Decisions

Funders need to know how their money will be used. A well-prepared budget can make a significant difference in securing funding. It demonstrates that you have thought through every aspect of your project and are prepared to manage the funds responsibly. This can be the deciding factor in whether your proposal gets approved or not.

Key Components of a Research Proposal Budget

Creating a research proposal budget involves several key components that ensure a comprehensive financial plan. These components help in outlining the necessary expenses and justifying the funding required for the project. Understanding these elements is crucial for crafting a successful budget.

Direct Costs

Direct costs are the expenses directly associated with the research project. These include salaries for research staff, equipment, supplies, and travel costs. It's important to list these costs clearly to show funders that you have a realistic sense of the expenses needed to complete the work.

Indirect Costs

Indirect costs, also known as overheads, are expenses that are not directly tied to the project but are necessary for its completion. These can include administrative support, facility maintenance, and utilities. Including indirect costs in your budget ensures that all aspects of the project are covered.

Cost Sharing

Cost sharing refers to the portion of the project costs that are not covered by the sponsor but are instead funded by the research institution or other sources. This can include matching funds or in-kind contributions. Highlighting cost sharing in your budget can demonstrate your institution's commitment to the project.

Steps to Create an Effective Research Proposal Budget

Creating a research proposal budget involves several key steps to ensure that all expenses are accounted for and justified. This process is crucial for securing funding and successfully managing your project.

Identifying Expenses

Start by listing all the potential costs associated with your research. This includes direct costs like salaries, equipment, and materials, as well as indirect costs such as administrative support and facility usage. Being thorough in this step can prevent future financial shortfalls.

Estimating Costs

Once you have identified the expenses, the next step is to estimate the costs. Use historical data, vendor quotes, and expert opinions to make accurate estimates. It's important to be realistic and avoid underestimating costs, as this can lead to budget overruns.

Justifying Budget Items

After estimating the costs, you need to justify each budget item. Explain why each expense is necessary for the success of your project. This justification helps reviewers understand the importance of each cost and increases the likelihood of your budget being approved. Clear and detailed justifications can make a significant difference in the approval process.

Guidelines for Budget Justification

Explaining direct costs.

When explaining direct costs, you need to clearly outline why each expense is necessary for your project. Every item in your budget should be listed in your budget justification . This means you should answer two main questions for each cost: Why do you need this money? Where did you get your figures from? This links your budget to your project plan and back again.

Detailing Indirect Costs

Indirect costs are often overlooked but are just as important. These costs include things like administrative support and facility maintenance. Make sure to provide enough detail so that the sponsor can determine whether the proposed costs are reasonable and appropriate. Always consult the sponsor's proposal preparation guidelines for each item.

Rationale for Cost Sharing

Cost sharing involves splitting the costs of the project between different sources. This can make your proposal more attractive to sponsors. Explain why cost sharing is necessary and how it benefits the project. Be sure to follow the guidelines for sponsor requirements, as these are often included in the annotated budget justifications.

Common Mistakes in Research Proposal Budgeting

Creating a research proposal budget can be tricky, and there are several common mistakes you should avoid to ensure your project is successful. Accurately estimating costs is crucial for maximizing resources: smart budgeting for successful research projects. Allocate resources effectively, estimate costs accurately, and implement time management strategies for research project success.

Underestimating Costs

One of the most frequent errors is underestimating costs. This can lead to a shortage of funds, causing delays or even halting the project. Make sure to account for all possible expenses, including materials, labor, and unforeseen costs.

Overlooking Indirect Costs

Indirect costs, such as administrative fees and facility maintenance, are often overlooked. These costs can add up and significantly impact your budget. Always include a reasonable estimate for indirect costs to avoid financial shortfalls.

Ignoring Cost Sharing Requirements

Some funding sources require cost sharing, where your institution or another entity covers part of the project costs. Ignoring these requirements can result in your proposal being rejected. Ensure you understand and meet any cost sharing obligations to improve your chances of securing funding.

Tools and Resources for Budget Planning

Having the right tools is essential to tracking expenses and monitoring income , and you don't have to break the bank buying expensive software to do that. Effective budget planning is crucial for the success of your research proposal. Here are some tools and resources to help you plan your budget efficiently.

Case Studies of Successful Research Proposal Budgets

Examining successful research proposal budgets can provide valuable insights into effective financial planning for your own projects. These case studies highlight different fields of research and demonstrate how to structure a budget that meets funding requirements and project needs.

Example 1: Biomedical Research

In a biomedical research project, the budget must account for specialized equipment, lab supplies, and personnel costs. A well-structured budget ensures that all necessary resources are available to achieve the research goals. For instance, a project studying a new cancer treatment might allocate significant funds to advanced imaging technology and clinical trials.

Example 2: Social Sciences Research

Social sciences research often involves extensive fieldwork, surveys, and data analysis. A successful budget in this field will include costs for travel, participant incentives, and data processing software. For example, a study on community health might budget for travel to various locations, compensation for survey participants, and software for analyzing health trends.

Example 3: Environmental Studies Research

Environmental studies research typically requires funding for field equipment, lab analysis, and sometimes, collaboration with other institutions. A well-planned budget will cover these aspects to ensure comprehensive data collection and analysis. An example could be a project on climate change impacts, which might allocate funds for weather monitoring equipment, lab tests, and partnership with local research rebels® .

By studying these examples, you can learn how to find good literature and create a budget that is both realistic and compelling to funders.

Reviewing and Revising Your Budget

Regularly reviewing and revising your budget is crucial for maintaining financial accuracy. Most organizations find it reasonable to review their budgets once a month. This helps in adjusting for unexpected grants or spending estimates that were off. Keeping your budget accurate ensures that you can manage your funds effectively.

Peer Review

Having peers review your budget can provide valuable insights. They might spot errors or suggest improvements that you missed. Peer reviews can also help in validating your budget assumptions and ensuring that your figures are realistic.

Institutional Review

An institutional review involves having your budget checked by your organization’s financial department. This step is essential for aligning your budget with institutional policies and funding restrictions. It also helps in identifying any compliance issues that need to be addressed.

Continuous Monitoring

Continuous monitoring of your budget allows for adjustments to reflect reality as the year progresses. Your budget will likely start with estimates, and as time goes on, these estimates need to be adjusted to be as accurate as possible. This ongoing process helps in keeping track of what's really happening and ensures that you can use your money as planned.

Tips for Presenting Your Budget to Stakeholders

When presenting your budget to stakeholders, it's crucial to highlight the value and impact of your project. Clearly showing the benefits of your project can make a significant difference in getting your budget approved . Stakeholders will closely examine your projected expenses to ensure that the benefits outweigh the costs.

Clarity and Transparency

A well-prepared budget proposal offers financial transparency, making finances an open topic of conversation. This transparency helps stakeholders understand how their investment connects to the project's goals. It also shows team members how their work fits into the larger picture, increasing overall productivity.

Highlighting Key Budget Items

Provide a cost summary that includes an itemized list of expenses. Stakeholders need to see what you plan to spend money on and why. This section should clarify the total costs for each element and the overall budget. A clear and concise summary allows stakeholders to quickly grasp the financial scope of your project.

Addressing Stakeholder Concerns

Be prepared to address any concerns stakeholders may have about your budget. This includes explaining why certain expenses are necessary and how they contribute to the project's success. By addressing these concerns upfront, you can build trust and confidence in your budget proposal.

The Role of Budget in Grant Proposal Success

Correlation between budget and approval rates.

A well-prepared budget can significantly influence the approval rates of your grant proposal. Funders need to see a clear financial plan that outlines how the money will be spent. A detailed budget shows that you have thought through your project and are prepared to manage the funds responsibly. This can make your proposal more attractive to funders.

Importance of Detailed Budgeting

Creating a detailed budget is crucial for the success of your grant proposal. It helps in painting a clear financial picture of your research project. When you provide a comprehensive budget, it demonstrates that you have considered all aspects of your project, from start to finish. This level of detail can set your proposal apart from others.

Long-term Impact on Research Outcomes

A well-planned budget not only helps in securing funding but also has a long-term impact on your research outcomes. Proper budgeting ensures that you have the necessary resources to complete your project successfully. It also helps in avoiding financial pitfalls that could derail your research. In the long run, a well-managed budget contributes to the overall success and credibility of your research.

Here are some tips for researching and organizing your thesis :

• Importance of clear goals
• Choosing a research topic
• Utilizing online databases
• Conducting interviews
• Tools for better thesis research

A well-planned budget is crucial for the success of any grant proposal. It helps you allocate resources efficiently and shows funders that you are serious about your project. If you're struggling with your grant proposal, don't worry! Visit our website to learn more about how to create a winning budget and increase your chances of success.

In summary, crafting a detailed research proposal budget is a crucial step in securing funding and ensuring the success of your project. A well-thought-out budget not only outlines the financial requirements but also reassures funders of the project's feasibility. By clearly detailing all potential expenses and income sources, researchers can present a compelling case for support. Remember, a meticulously planned budget can make the difference between a funded project and one that remains on paper. Therefore, take the time to plan your finances carefully, ensuring every dollar is accounted for and justified.

Frequently Asked Questions

What is a research proposal budget.

A research proposal budget is a financial plan that outlines all the expected costs for a research project. It helps in planning the project and securing funding.

Why is a research proposal budget important?

A budget is important because it helps researchers plan their project, ensures funds are used wisely, and reassures funders that the project is feasible.

What are direct costs in a research proposal budget?

Direct costs are expenses that are directly tied to the research project, like salaries, equipment, and materials.

What are indirect costs?

Indirect costs, also known as overhead, are expenses that are not directly linked to the project but are necessary for its completion, like utilities and administrative support.

What is cost sharing?

Cost sharing refers to the portion of the project costs that are not covered by the grant and are paid by the researcher or their institution.

How do I estimate costs for my budget?

To estimate costs, list all possible expenses and research their prices. You can use past projects as a reference or get quotes from suppliers.

Why do I need to justify budget items?

Justifying budget items shows funders why each expense is necessary for the project, helping them understand the importance and necessity of the funding.

What are common mistakes in research proposal budgeting?

Common mistakes include underestimating costs, overlooking indirect costs, and ignoring cost-sharing requirements.

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Top 7 Research Budget Templates with Samples and Examples

Tejas Prasanna

There is no magic formula for creating a research budget. Depending on the kind of research and the potential changes it can bring about, careful planning and allocation is necessary. Budgets can, thus, vary depending on the sponsors, besides other factors. However, every research budget has some essential guidelines. 

Research budgets depend on the project deliverables, timelines, and milestones. The resources required also depend on the scope of the projects and sponsors.

Best Templates for Planning Your Research Budget

Designing a research budget is not easy. You will need to consider the resources required and categorize them according to guidelines to ensure funding is not a problem. The categories may include the project’s necessary supplies and equipment and the wages you must pay your assistants. Research budgets are allocated for a year, but you can also plan for a quarter, depending on the project.

At SlideTeam, we have taken care of all these pain points and designed content-ready presentation templates that address each of these points. You save the time, the resources, and the tedium in having to make these presentations from scratch. 

What is even better is that each of the templates is 100% editable and customizable. The content-ready nature means you get a starting point and a structure to guide your presentation; the editability feature means you can customize the template to audience profile. 

Let’s explore these templates now. 

Template 1 - Impact matrix evaluation research solution budget

This PPT Template is the perfect solution for your research budgeting needs. The matrix suggests what solutions are essential with the help of relevant keys that assign priority levels. Priorities go from low to highest influence with increasing importance. They are color-coded, with white being the lowest and red being the highest influence. For instance, Maintain Awareness and Evaluation are red in many cases, as shown in the slide. So, that means that they bear a significant impact on the research budget. Similarly, Strategic and Budget Planning are color-coded white, which means they don't impact the research budget as much in some cases.

With the impact matrix and heatmap, mapping out your research budget will be a breeze.

Get it now!

Template 2  Half-yearly research and development departmental budget

Research and Development departments can plan the budget required for projects for the two halves of the year using this PPT Template. The presentation template highlights areas for which you will need funding such as research and development, skills, innovation and patenting, and cooperation. You can also list your requirements for each area. For instance, under R&D and skills, you may need funding for medical research, chemical research, etc. Similarly, for innovation and patenting, you may need funding for product innovation and to cover patenting costs. Likewise, cooperation may involve setting up new laboratories and research centers. With this outlined, you can split the budget required for your research project for the two halves of the year.

Download now!

Template 3 - Budget Estimate for Research and Development Project

This presentation template for the budget estimate for your research and development project is apt for arriving at the calculation for the four quarters in a year. You can define and assign tasks as per the requirements of the project and allocate a set budget for each. The tasks may involve conducting market research and competitive analysis or be innovative or developmental. In either case, you can use this template to set a fixed budget for each task in the research project.

Get it today!

Template 4 Clinical Trial Phases with Communication and Budget Research Design for Clinical Trials

Clinical trials involve many phases, and you should let your research associates know about each step. For instance, you could post the information on the company website and provide relevant insights during the pre-trial phase. Similarly, you can offer the welcome letter and training materials during the trial start-up. During the trial, you can send newsletters to your associates, giving them relevant information and other valuable insights. All this requires funding, and you will need to allocate a budget. However, you don't need to worry, as this PPT Preset has you sorted, with dedicated sections for the pre-trial, trial start-up, during-trial, and trial-end phases. It also has communication, insights summary, and budget sections. You can use the budget section in the matrix to allot a budget for each trial phase and each section, including communication and insights. 

Download here!

Template 5  Market research strategy with budget and area

The PPT Template has all the core elements required for your market research strategy, including the budget and area. This slide lets you list your clients, the items, and when to send them. You can also list background information related to your research, the aim and objectives of the project, the areas covered, and the budget.

The presentation template also provides a dedicated space to list your brands and products and a timeline for completing the research.

Template 6 - Determine Budget for Psychology Research Proposal One-Pager Sample Example Document

This presentation template is an easy-to-use tool for determining the budget required for psychology research. With this slide, you can allocate a budget for each area, including diagnostic assessment, training, technology and tools, supplies, travel, and workforce. It is a practical, hands-on template with information required to plan the budget for conducting psychological tests and evaluations. Please note that depending on your geography, taxes might or might not deserve a separate column.  

Template 7 - Budgeting for Product Launch Market Research

Every company needs to conduct market research before launching a new product. The PowerPoint Presentation that you have here can help you plan the budget required for conducting such market research. It includes necessary information, including business and research objectives, priorities, methodologies, and forecasts. The presentation template also has the metrics required for the research, such as improving customer engagement, introducing new products, and increasing market share. For example, to improve customer engagement, you may be looking to improve marketing approaches and gather customer feedback. The methods you may use include conducting marketing mix studies and tests. Similarly, you may want to optimize your social media posts and profiles and conduct A/B tests when introducing new products. Improving your market share may involve analyzing the competition. You may even use this handy template for conducting market research, estimating, and forecasting budgets.

RESEARCH IS IMPORTANT BUSINESS

You can plan your research and the budget required using these templates. Remember that each new product launch has lots of research behind it. When going for a new launch, don’t just research the products and its uses, but also the markets – particularly, your target audience and how they will benefit from your brands. When allocating the budget for your research, don't forget to note your total resources and try to be as cost-effective as possible. You must consider the expected costs that you may incur and use these templates to work out a research budget that fits within your resources.

FAQs on Research Budget

What should be included in a research budget.

Research budgets should include all direct costs, and facilities and administrative costs (F&A). The facilities and administrative expenses are needed to achieve the primary objectives of the research. The project description should state the proposed budget and serve as a financial expression for the research. The idea is to ensure that the budget is comprehensive.

How do you create a research budget?

You can create a simple research budget by following these steps:

• List activities that will help you carry out the research.
• Check the rules for getting the funding required.
• Check all costs involved.
• Lay out the costs using a spreadsheet.
• Justify your budget by asking why and for what you need the money and where you got your figures.

What is the role of budget in research?

A budget can provide a detailed and clear picture of the structure of the research project, not to mention that it also lets you know how well it can be managed. The research project budget usually lets you see whether it will go according to plan and if it is feasible. So, it must be complete and reasonable.

What is the average budget for a research project?

The budget for a research project depends on the type of research and the proposed difference it could make to a field of study. For instance, the average budget for a market research project may vary between $20,000 and $50,000. Similarly, larger scientific research projects may cost millions or even billions of dollars, as in pharmaceuticals.

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Sample Budget Breakdown for Research Proposals

When you’re putting together a research proposal, one of the most important parts is the budget. It’s like planning how to spend your allowance, but for a big project!

This guide will help you understand how to break down your research budget into different parts, making it easier for you to plan and for others to understand where the money will go.

What You'll Learn

Why is a Budget Breakdown Important?

Before we dive into the details, let’s talk about why having a clear budget is so crucial:

• Shows you’ve thought things through: A well-planned budget tells people you’ve really considered what you need for your research.
• Helps you stay on track: Once your project starts, a good budget helps you keep an eye on your spending.
• Makes it easier to get funding: When people or organizations see a clear, detailed budget, they’re more likely to give you money for your research.
• Helps others understand your needs: A breakdown helps explain why you need certain amounts of money for different parts of your project.

Now, let’s look at the main parts of a research budget:

• Personnel Costs

This is often the biggest chunk of your budget . It covers the money you’ll pay to people working on the project.

Subheadings:

a) Principal Investigator (PI) and Co-Investigators

• This is you (if you’re leading the project) and any other main researchers.
• Include how much of their time (usually as a percentage) will be spent on the project.
• Calculate their salary for that time.

Example: Dr. Jane Smith (PI) – 30% time for 12 months Annual salary: $80,000 Budget: 30% of $80,000 = $24,000

b) Research Assistants

• These are people who help with various tasks like data collection or analysis.
• Include their hourly rate and estimated hours.

Example: Research Assistant – $20/hour, 20 hours/week for 40 weeks Budget: $20 x 20 x 40 = $16,000

c) Consultants

• Experts you might need to hire for specific tasks.
• Include their fee and estimated time needed.

Example: Statistical Consultant – $100/hour, estimated 20 hours Budget: $100 x 20 = $2,000

d) Student Support

• If you’re involving students in your research, include their stipends or wages.

Example: Graduate Student Assistant – $1,500/month for 9 months Budget: $1,500 x 9 = $13,500

• Equipment and Supplies

This covers all the physical items you need to buy for your research.

a) Major Equipment

• Big, expensive items that are crucial for your research.
• Include the full cost, including any shipping or installation fees.

Example: High-Performance Liquid Chromatography (HPLC) Machine Cost: $30,000 (including shipping and installation)

b) Minor Equipment

• Smaller items that cost less but are still important.

Example: Digital scales (2) – $500 each Budget: $500 x 2 = $1,000

c) Consumables

• Things you’ll use up during your research.
• Estimate how much you’ll need for the whole project.

Example: Lab chemicals – $2,000 Glassware – $500 Office supplies – $300 Total: $2,800

d) Software

• Any special computer programs you need to buy.

Example: Statistical analysis software license – $1,200/year Budget for 2-year project: $1,200 x 2 = $2,400

If your research involves trips to collect data, attend conferences, or meet with collaborators, include these costs.

a) Field Work

• Trips to collect data or conduct experiments outside your usual workplace.
• Include transportation, accommodation, and daily expenses (per diem).

Example: Field trip to Amazon rainforest:

• Flights: $1,500
• Accommodation: $100/night for 14 nights = $1,400
• Per diem: $50/day for 14 days = $700 Total: $3,600

b) Conferences

• Costs for attending meetings to present your research.
• Include registration fees, travel, accommodation, and per diem.

Example: Annual Ecology Conference:

• Registration: $500
• Flights: $400
• Hotel: $150/night for 3 nights = $450
• Per diem: $75/day for 4 days = $300 Total: $1,650

c) Collaboration Meetings

• Costs for meeting with research partners at other institutions.

Example: Visit to partner lab in Germany:

• Flights: $800
• Accommodation: $120/night for 5 nights = $600
• Per diem: $70/day for 6 days = $420 Total: $1,820
• Facility Costs

If you need to use special facilities or rent space for your research, include these costs.

a) Laboratory Space

• Fees for using lab space, if it’s not provided by your institution.

Example: Lab rental at local research center: $500/month for 12 months = $6,000

b) Specialized Facilities

• Costs for using equipment or spaces you don’t have regular access to.

Example: Use of Electron Microscope facility: $200/hour, estimated 20 hours needed Budget: $200 x 20 = $4,000

c) Field Station Fees

• Costs for using research stations in remote locations.

Example: Mountain Research Station fee: $100/day for 30 days = $3,000

• Participant Costs

If your research involves human subjects, you might need to pay them or cover their expenses.

a) Participant Compensation

• Payment for people’s time in participating in your study.

Example: 100 participants at $20 each Budget: 100 x $20 = $2,000

b) Participant Travel Reimbursement

• Covering transportation costs for participants to come to your research site.

Example: Estimated average travel cost per participant: $15 100 participants Budget: 100 x $15 = $1,500

c) Refreshments

• If you’re providing snacks or meals during long study sessions.

Example: Snacks and drinks for 100 participants at $5 each Budget: 100 x $5 = $500

• Publication and Dissemination

These are costs related to sharing your research results.

a) Open Access Publication Fees

• Costs for making your research freely available online.

Example: Estimated fee for open access journal: $2,500

b) Printing Costs

• For creating posters or handouts for conferences.

Example: 50 color posters at $30 each Budget: 50 x $30 = $1,500

c) Website Development

• If you plan to create a website to share your research.

Example: Website design and hosting for 2 years: $1,000

• Indirect Costs

These are overhead costs that your institution might charge for managing your grant.

a) Facilities and Administration (F&A) Costs

• A percentage of your total direct costs that goes to your institution.
• This rate varies by institution and funding agency.

Example: If your total direct costs are $100,000 and your institution’s F&A rate is 52%: Indirect costs: $100,000 x 52% = $52,000

b) Cost Sharing

• Some grants require your institution to contribute a portion of the costs.
• This isn’t a cost you include in your budget request, but you need to show it’s covered.

Example: If the grant requires 10% cost sharing on a $100,000 project: Cost sharing amount: $100,000 x 10% = $10,000 (to be provided by your institution)

• Miscellaneous Costs

This category covers any other expenses that don’t fit neatly into the above categories.

a) Insurance

• Special insurance you might need for field work or equipment.

Example: Field work insurance for 3 researchers for 2 weeks: $600

b) Shipping

• Costs for sending equipment or samples.

Example: Estimated shipping costs for samples: $800

c) Communication

• Phone or internet costs specifically for the project.

Example: Satellite phone rental for remote fieldwork: $10/day for 30 days = $300

• Contingency

It’s wise to include a small amount for unexpected expenses.

Example: 5% of total direct costs for contingency

If your total direct costs are $100,000: Contingency: $100,000 x 5% = $5,000

Putting It All Together

Once you’ve calculated all these parts, add them up to get your total budget. Here’s a simplified example:

• Personnel Costs: $55,500
• Equipment and Supplies: $37,400
• Travel: $7,070
• Facility Costs: $13,000
• Participant Costs: $4,000
• Publication and Dissemination: $5,000
• Indirect Costs: $52,000
• Miscellaneous Costs: $1,700
• Contingency: $5,000

Total Budget: $180,670

Remember, every research project is different, so your budget might not need all these categories, or it might need additional ones. The key is to think carefully about everything your research will require and account for it in your budget.

Tips for Creating Your Budget

• Be realistic: Don’t underestimate costs, but don’t pad them either.
• Do your research: Get real quotes for big expenses.
• Explain your calculations: In a separate budget justification, show how you arrived at each number.
• Follow the rules: Different funding agencies have different budget guidelines. Make sure you follow them.
• Get help: Your institution’s research office can often help with budgeting.
• Plan for the entire project: Think about costs that might come up in later stages of your research.
• Be specific: Instead of a large “misc” category, try to break costs down into specific items.
• Consider inflation: For multi-year projects, factor in potential cost increases.
• Double-check your math: Small errors can make a big difference!
• Align with your proposal: Make sure your budget matches the activities you describe in your research plan.

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Frequently Asked Questions (FAQs)

Q1: What if I’m not sure about exact costs? A: It’s okay to estimate, but be sure to explain your basis for the estimate in your budget justification. Use phrases like “based on current market prices” or “average of three vendor quotes.”

Q2: Can I include my own salary in the budget? A: This depends on your situation and the funding agency’s rules. In many cases, yes, especially if you’re not already fully funded for the time you’ll spend on this project. Always check the specific guidelines for the grant you’re applying to.

Q3: What’s the difference between direct and indirect costs? A: Direct costs are expenses specifically for your project, like salaries, equipment, or travel. Indirect costs (also called overhead or Facilities and Administrative costs) are expenses that benefit your project but also other activities at your institution, like building maintenance or administrative support.

Q4: Should I ask for the maximum amount allowed by the grant? A: Not necessarily. Ask for what you genuinely need to complete your project successfully. Inflating your budget unnecessarily can hurt your chances of getting funded.

Q5: What if I need to make changes to my budget after it’s approved? A: Most funding agencies allow some flexibility, but major changes usually require approval. Always communicate with your program officer if you need to make significant changes.

Q6: Do I need to include quotes or price lists with my budget? A: It’s not usually required in the initial proposal, but having this documentation can be helpful if you’re asked to justify your costs. For very expensive items, including a quote can strengthen your proposal.

Q7: How detailed should my budget be? A: Your main budget should be a clear summary, but you should be prepared to provide a more detailed breakdown if asked. Many proposals require a separate budget justification document where you can provide more detail.

Q8: What if I forget something in my budget? A: That’s why it’s good to include a contingency amount. If you realize you’ve forgotten something major before submitting, see if you can revise your budget. If it’s after submission or approval, talk to your program officer about options.

Q9: Should I round my numbers? A: For smaller amounts, rounding to the nearest dollar is fine. For larger amounts, you might round to the nearest $10 or $100. The key is to be consistent and make your budget easy to read.

Q10: How do I handle in-kind contributions or cost sharing? A: These should be mentioned in your proposal and budget justification, but they’re usually not included in the main budget you’re requesting from the funding agency. They show additional support for your project.

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Budgets and Budget Justifications

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Proposal budgets and budget justifications are the financial road maps of sponsored projects.  When thoughtfully and strategically built they both help propel proposals to award and pave the way for effective post-award management.  Below are templates and resource links to help you build successful budgets and budget justifications. 

Questions?  Concerns? Contact the  Client Advocacy & Education team .  We're here to help!

• Detailed Budget Template Quick Start Guide
• Detailed Budget Template Reference Guide
• Detailed Budgeting Webinar recording - NSF Example (50 minutes)
• Each recording includes ORA detailed budget template capabilities, best practices for setup and use, and a test case demonstration.

Stanford Sponsored Project Budget Justification Template - Updated with FY25 Fringe Benefit Rates and FY25 and FY26 IDC Rates

• Within the budget and budget justification template an annual cost-of-living increase of 3% is assumed for salaries and a 3% escalation rate is assumed for all other categories except where noted.  These increases have been projected into all years of the budget template and are standard budgeting practice for Stanford sponsored projects.  Users may amend the pre-programmed escalation rate(s) to coincide with current Stanford University Budget Office planning assumptions and/or to reflect recent historical growth in costs.  Please note, the UBO's planning assumptions are used by the University Budget Office for planning purposes only and are subject to change. What may be appropriate at the university level may not be applicable at the school or department levels.

Links & Notes for Common Budget Categories

Personnel costs.

• OBI Financial Reporting Payroll and Labor Management (PLM) Reports
• Stanford Post doc Funding Guidelines
• ​Graduate Student Assistantship Salary Rates and Tuition Allowances *

Stanford requires a commitment of effort on the part of the PI on all sponsored projects with the following exceptions. This requirement applies even if a sponsor does not require a commitment of effort on the part of the PI and/or does not allow the direct charging of PI salary. PI effort may be expended during the academic year, summer quarter only, or both. 

Note: If a sponsor does not allow the direct charging of PI salary and the project does not meet one of the 3 below PI effort exceptions, PI effort must be cost shared. 

Stanford tracks and manages effort primarily through direct salary charges to sponsored projects, cost sharing salary charges, or a combination of direct charging and cost sharing.

The requirement of PI effort does not extend to:

• Equipment grants
• Seed grants for students/postdocs where the faculty mentor is named as PI, dissertation support, training grants, or other awards intended as "student augmentation “
• Limited-purpose awards characterized by Stanford as Other Sponsored Activities, including travel grants, conference support, etc.

See  RPH 3.1 Preparation and Submission of Proposal Budgets   for more information.

*Graduate Student Research Assistantships

Effective 9/1/23, the University contribution of tuition allowance granted to non-SoM funded Research Assistants increased to 55%, and 45% will be charged to the source funding on sponsored awards that pay Stanford's full facilities & administrative (F&A) cost rates.

• For non-SoM funded Research Assistants on sponsored awards that pay an F&A rate less than Stanford's full facilities & administrative (F&A) cost rates the University contribution of tuition allowance remains 40%, and 60% will continue to be charged to the source funding.
• For SoM funded Research Assistants the University contribution of tuition allowance remains 19%, and 81% will continue to be charged to the source funding.
• See the  Graduate Financial Support Salary & TAL Tables for more information.

Fringe Benefits

• DoResearch- Stanford Rates 
• Faculty members do NOT accrue vacation leave or sick leave. Short absences for personal business, illness, jury duty, military duty, and similarly limited absences normally are with full salary. Under conditions specified in the  Faculty Handbook , sabbatical leave may be granted by a school dean.
• Let’s look at an example:  
• Dr. Cardinal, an ASR, has an annual salary of $120,000 and was budgeted for 100% effort on a federal award in FY24.

• During FY24, Dr. Cardinal works 100% on the federal award as proposed and takes vacation for the half the month of April.  
• Review the below chart to see how Dr. Cardinal's salary, fringe benefits (28.4% for FY24), and vacation accrual (8.9% for FY24) will post to the federal award and the difference between the total incurred amount and that which was budgeted above. 

• When the ASR takes vacation, the award to which their salary is being charged will NOT be charged for the commensurate amount of their salary and benefits.  If the ASR takes all the vacation they accrue while working on a project, the vacation accrual charges and credits will net to zero.  
• IMPORTANT: In practical application, staff working on sponsored projects often take less vacation time than they accrue resulting in sponsored projects incurring the cost of vacation accruals without receiving all the offsetting credits.  When this occurs, incurred personnel costs will exceed budgeted personnel amount.  This will require investigators and award managers to either rebudget from other project budget categories, as available and allowed by the given award's terms and conditions, to cover the additional personnel costs or identify another funding source to support the project costs in excess of those awarded from the sponsor.  If you are constructing or managing a project budget with a significant amount of personnel that accrue vacation, it is highly recommended that you discuss with your investigator the financial implications of vacation accrual costs and devise a proactive management plan.
• For more information on which employees at Stanford accrue vacation and sick leave, review the Stanford Administrative Guide 2.1.6 .
• Know what qualifies as Capital Equipment and can be counted toward the acquisition cost vs. must be budgeted separately.
• Oracle Financials -> Stanford iProcurement  - For equipment quotes
• California affords partial exemption from sales and use taxes for research and development equipment purchases.  Qualifying purchases must pay the remaining state tax and local and district taxes.
• Fabricated Equipment , “a unique individual piece of equipment or scientific instrument built by Stanford personnel,” may be budgeted on sponsored projects (in Section C. Equipment) if it meets federal regulations and university policies. Fabricated Equipment is exempt from the MTDC Indirect Cost (F&A) Rate and subject to Stanford’s 2.6 Fabrication Property Management policy.
• Oracle Financials -> Stanford iProcurement  - For supply quotes
• OBI Financial Reporting  - For historical supply spending data
• Egencia - Stanford Travel's Online Booking Tool 
• gsa.gov - Per Diem Rates
• When budgeting lodging costs for conference attendance, we recommended, if you can identify from the conference website or other available information what the conference room rate has historically been or will be and if this rate is higher than the gsa.gov lodging rate for the conference location, to budget the conference room rate as opposed to the gsa.gov lodging rate and explain this in the associated budget justification.  
• Conversely, when budgeting lodging costs when it is known the lodging costs will be substantially less than the gsa.gov lodging rate for the given location(s), we recommend budgeting the known lower lodging costs and, again, explain this in the associated budget justification.  This is a common occurrence when individuals travel and stay at another institution's or research facility's guesthouse/onsite accommodations.
• Field Work allowability and budgeting instructions will be explicitly outlined in the FOA/PA. Read the FOA/PA carefully and follow the specific guidance provided.
• “Meals may be allowable for subjects and patients under study, or where specifically approved as part of the project activity, provided that such charges are not duplicated in participants' per diem or subsistence allowances” – per NIH Grants Policy Statement. These costs should be budgeted with Patient Costs, when appropriate.
• NOTE: Unless otherwise allowable and included on the sponsor-approved budget, Stanford travelers must use the per diem option for travel meals when the funding source is a sponsored award – per Stanford Fingate Travel Meals Policy.
• Food costs for an activity that are not integral to the success of the Project Goals (SOW) are generally not allowable (i.e. lab meetings, coffee breaks, etc.). 

Other Direct Costs

Animal care.

• There are two types of animal costs: purchase of laboratory animals and cost of animal care. These costs must be budgeted separately at Stanford. Animal purchases are considered technical supplies and full F&A costs will apply, while the cost of animal care provided by SVSC (Stanford Veterinary Services Center) should be budgeted as "other expenses." A special  F&A rate  applies to all SVSC animal care. 

Consultants

• Name and title
• Daily salary rate
• Number of days engaged
• Other expenses (e.g., travel)
• NOTE: The NIH allows individuals to be listed in the role of Other Significant Contributor  who will “contribute to the scientific development or execution of the project, but are not committing any specified measurable effort (i.e., person months) to the project. These individuals are typically presented at "effort of zero person months" or "as needed." Individuals with measurable effort may not be listed as Other Significant Contributors (OSCs). Consultants should be included if they meet this definition.  OSCs are not considered senior/key personnel , but you must include biosketches for OSCs. 

Data Management & Sharing Plan

• Most federal funding agencies now require a Data Management & Sharing Plan. This plan requests applicants planning to generate scientific data to document how the scientific data will be managed and shared.
• NIH Data Management & Sharing guidance - RMG

Participant Support Costs

• Participant support costs (PSC) are defined in the Uniform Guidance as direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences or training projects. PSC is excluded from the MTDC base.
• Federal Awards: refer to the specific program announcement to which you are applying, and as needed, contact the sponsor, to determine if you are allowed to budget for PSC.
• Non-federal Awards: do NOT propose PSC on non-federal sponsored projects unless required by the sponsor. Categorize such costs using the expenditure types for travel, stipend, etc.
• Additional PSC Budgeting and Charging Considerations

Patient Care

• If Patient Care is to be included in your budget, ensure you seek clarification from your PI on if these are "research" patient care costs or "usual/standard" patient care costs. The costs of routine or ancillary services provided by hospitals to individuals participating in a research program can be categorized as "research patient care" costs and are appropriate to include in your proposal budget. Expenses for routine services or items that would have normally occurred without the existence of this research or study are considered "usual patient care" and are not appropriate to include in your proposal budget.
• RMG has constructed a Budgeting Patient Care worksheet to aid you in this determination and calculation for proposal budgets. Contact your  RMG representative  for further information.
• If you are budgeting Patient Care costs, where will the activities take place? If services are at CTRU, utilize the budgeting workbook. CTRU services are always off-campus, and the budget template will calculate this. A second rate schedule should be used in the PDRF.

Miscellaneous Examples of “Other Direct Costs” 

• Honoraria for non-employees 
• Hospital employee salaries
• Maintenance contracts, warranties, training costs, etc. for equipment. (Review Accounting Manual 2.2 for a breakdown of costs that can be subsumed with cost of the equipment and costs that should be categorized separately as “Other Direct Costs.”
• Postage (typical F&A-type costs but appropriate as a direct cost when it specifically benefits the aims of the project)
• Publication costs

Facilities & Administrative Cost Rates

• DoResearch- Stanford Rates
• Dean of Research Pre-Approved indirect cost  (IDC) exception list
• Project-specific IDC waiver

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How to plan and write a budget for research grant proposal?

Medical research can have an enormous positive impact on human health. Health research improves the quality of human lives and society which plays a vital role in social and economic development of the nation. Financial support is crucial for research. However, winning a research grant is a difficult task. A successful grant-winning application requires two key elements: one is an innovative research problem with best probable idea/plan for tackling it and appropriate planning of budget. The aim of the present paper is to give an insight on funding agencies providing funding for health research including traditional Indian medicine (from an Indian perspective) and key points for planning and writing budget section of a grant application.

1. Introduction

Why health science research is important and why should it to be funded? Science and technology innovations and health research can have an enormous impact on human health. They improve public health, quality of human lives, longevity and have made society better [1] , [2] . Healthy humans with better quality of life are crucial for the social and economical development of the nation [3] . Medical research led to the expansion of knowledge about health problems/conditions and their mechanism, risk factors, outcomes of treatments or interventions, preventive measures and proper management. Clinical studies or trials provide important information about the safety and efficacy of a drug/intervention. Innovative basic science research had led to the discovery of new technology, efficient diagnostic and therapeutic devices. So, currently, an effort with multidisciplinary approach is a demand for better understanding of clinical conditions and providing safest health care to the community [2] , [4] .

Whether it is basic or applied, clinical or non-clinical, all research needs financial support. Considering the importance of research in economic growth of a nation, many countries are increasing their budget for research and development in science. A study on impact of GDP (Gross Domestic Product) on research and development in science among Asian countries has found that one who spends more on research has more research outcomes in the form of total number of research documents, citations per documents and h-index [5] . About 95% of the NIH (National Institutes of Health, USA), budget goes directly to research awards, programs, and centers; training programs; and research and development contracts [6] . Total expenditure carried out for research in India is too less than USA and China. Percentage of GDP for research and development in India is 0.88%, while South Korea, USA and China have 4.292%, 2.742 and 2.1% respectively [7] .

Owing to the increasing competition among the researchers, especially the young ones, for their academic growth, preparing and planning a winning research proposal becomes very essential. A successful grant-winning application requires two key elements: (1) innovative research problem with best probable idea/plan for tackling it and (2) appropriate planning of budget. The aim of the present paper is to give an insight on funding agencies (from an Indian perspective) and key points for planning and writing budget section of a grant application.

2. What is the purpose of the budget plan in a grant application?

A budget is the quantitative expression of a financial plan for future expenses on the project in a given period of time [8] . Budget plan is a key element of a grant application. It demonstrates the required cost for the proposed project. It is a prediction of expenses and serves a plan for funders on how the organization will operate the project, spend the money in a given set of period and where their money will go. It shows the funders exactly what they can support and also helps the institution and investigating team in management of the project. Moreover, budget plan requires for accountability [9] .

3. Which are the funding agencies that sponsor health research in India?

Various national and international sponsoring agencies have identified health problems of priority for funding a research. Some of the leading funding agencies providing grant for health research including alternative systems of medicine in India are given in Table 1 . State Universities/deemed Universities also have a provision of funding for medical research.

Table 1

List of funding agencies those promote health research.

4. What constitutes a research project budget?

Proforma of the research grant applications and presentation of budget section may vary among the sponsoring agencies. However, major parts of budget plan in the applications of the above mentioned funding agencies are quite similar. The budget section is broadly divided into two categories: direct and indirect costs.

4.1. Direct costs:

These are the costs incurred specifically to carry out a project [10] . Direct costs include expenses towards personnel, materials, equipments, consumables and travel. These particulars are further categorized into recurring and non-recurring expenses on the basis of their occurrence during the study period. A brief description of the sub-sections under direct cost is given below:

4.1.1. Personnel:

Budget for personnel can be mentioned in this section in case human resources are required for the study and as per funding agency guidelines. Salaries with allowances can be budgeted for human resources such as site manager, research assistant, junior research fellow (JRF), senior research fellow (SRF), research associate, technician, data entry operator and attender. Most of the Indian funding agencies do not have a provision for salaries for the principal investigator (PI) and co-investigators (Co-PI). Ministry of AYUSH [11] and Rajiv Gandhi University of Health Science (RGUHS), Karnataka [12] provide one-time minimal fees for investigators and supporting staff respectively. There is a provision for salaries of investigators in Wellcome trust-DBT India alliance grants [13] .

4.1.2. Recurring expenses:

Recurring expenses are those which are variable and which keep on occurring throughout the entire project duration. Particulars categorized in this category are consumables, chemicals, glasswares, laboratory test charges, diagnostic kits, stationery, prints, photocopies, communication, postage, telephone charges, survey tools, questionnaires, publication charges, reprints, binding etc. Other expenses could be allowances for patients/participants, food charges and physician fees.

4.1.3. Non-recurring expenses:

Non-recurring expenses are those which are one-time in nature or which do not recur at regular intervals. Particulars included in this category are equipments or instruments with its accessories, software's, computer, printer, electrical and electronic items and accessories of the existing instrument in your lab. Percentage of budget allocated for equipment varies among the funding agencies from 25% to 90% of the entire budget. Some of the agencies do not have provision for equipment in budget. Vision Group on Science and Technology allocated their maximum grant (up to 90%) for development of infrastructure of laboratories [14] .

4.1.4. Traveling expenses:

Budget allocated for traveling can be used for attending meetings, conferences, workshops and training programs. Foreign travel is not allowed by any Indian funding agency. Traveling expenses for collection of data, survey and visit to other centers in multicentric study can be budgeted in this sub-section.

4.2. Indirect costs:

These are the costs which cannot be directly attributed to specific expenses of a project, but are required to run a project. It is also termed as overhead charges. Laboratory, electricity, water, library and other facilities are provided by the institution to run a proposed research project. Therefore, a fixed cost (usually) of about 5–15% of the total budget is provisioned as institutional overhead charges which goes to the institution directly. The range may, however, be flexible on the basis of the type of funding agency.

5. Budget justification

Most of the funding agencies require submission of a budget justification with all the items described above. Sometimes it is also called as budget narrative. Explanation of need for each line item in the budget with item-wise and year-wise breakdown has to be provided. Quantification of total costs of each line-item and document cost calculation should be done. When writing a budget justification, it is important to follow the same order as that in an itemized budget. For example, if equipment such as color doppler is required, then justify the need of a device with respect to the proposed methodology of the study. Similarly, for non-recurring expenses, breakdown the consumables item-wise and year-wise with its cost and calculation according to the protocol of the study and justify accordingly.

6. Budget summary

An item-wise and year wise summary of the total budget is usually required in most of the applications. Budget summary outlines the proposed grant and often (most of the format) appears at the beginning of the proposal. It should always be prepared at the end, after the grant proposal has been completely developed. A sample budget summary (as an example) for a proposed study for the duration of three years is shown in Table 2 . In the personnel section, a research fellow salary with allowances is budgeted year-wise. The salary of the research fellow for the first and second year is Rs. 2,30,000 per year (JRF) with an enhancement to Rs 2, 59,000 for the third year (SRF) as per the guidelines of the funding agency. As non-recurring expenses are one time in nature, a budget for equipment was budgeted only for the first year. Under the section of recurring expenses, more budgets are allocated in the second year for consumables because recruitment of subjects in large number will be done during the second year of the proposed study. Similarly, expenses toward travel, investigator fee and other miscellaneous costs year-wise have been budgeted. The emoluments and guidelines on service conditions for research personnel employed in research project by ICMR has been given in reference section [15] , [16] .

Table 2

Sample budget summary (year wise).

7. How to plan a simple research budget?

Planning of the research budget begins with an innovative research question, objectives and design of the study. Before starting to write a budget plan, it is essential to understand the expectations of funding agencies, University/Institute and the team of researchers. It is imperative to keep in mind that the research proposal will be reviewed by both scientific and financial (non-scientific) experts. Hence, the proposal should be prepared in such a way that it can be easily understood by even non-scientific experts.

Firstly, a list of what is essential and would add value for research such as focus of research, primary and secondary outcomes of the study, the source of the sample, study setting, sample design and sample size, techniques used to collect data, method of data analysis and available resources should be made [17] .

Secondly, the instructions, format of the application and rules of the funding agency should be read thoroughly. Budget specifications, limitations of recurring and non-recurring costs, and necessity of budget justification with cost breakdown should be checked. Note that one should not deviate or modify the proforma of the funding agency.

Thirdly, a list of items should be made and categorized into recurring and non-recurring expenses. Breakdown of the budget into item-wise and year-wise with cost calculation should be done. It should be ensured that costs are reasonable, allowable and related to the research proposal, so that the budget appears realistic. Travel expenses should be calculated as per the rules of the funding agency.

Fourthly, item-wise and year-wise justification of the requirement in a same sequence of format should be provided. A well-justified budget can enhance the evaluation of the research proposal by reviewers and funding body.

The last most important part is to review the budget and verify the costs and calculation. It is better, if other research team members can review the budget plan and re-calculate the costs thoroughly. Remember, too high budget and too low budget with respect to the research proposal are suspicious and chances of receiving a grant are less.

Sources of funding

Conflict of interest.

Peer review under responsibility of Transdisciplinary University, Bangalore.

The Research Whisperer

Just like the thesis whisperer – but with more money, how to make a simple research budget.

Every research project needs a budget*.

If you are applying for funding, you must say what you are planning to spend that funding on. More than that, you need to show how spending that money will help you to answer your research question .

So, developing the budget is the perfect time to plan your project clearly . A good budget shows the assessors that you have thought about your research in detail and, if it is done well, it can serve as a great, convincing overview of the project.

Here are five steps to create a simple budget for your research project.

1. List your activities

Make a list of everything that you plan to do in the project, and who is going to do it.

Take your methodology and turn it into a step-by-step plan. Have you said that you will interview 50 people? Write it on your list.

Are you performing statistical analysis on your sample?  Write it down.

Think through the implications of what you are going to do. Do you need to use a Thingatron? Note down that you will need to buy it, install it, and commission it.

What about travel? Write down each trip separately. Be specific. You can’t just go to ‘South East Asia’ to do fieldwork. You need to go to Kuala Lumpur to interview X number of people over Y weeks, then the same again for Singapore and Jakarta.

Your budget list might look like this:

• I’m going to do 10 interviews in Kuala Lumpur; 10 interviews in Singapore; 10 interviews in Jakarta by me.
• I’ll need teaching release for three months for fieldwork.
• I’ll need Flights to KL, Singapore, Jakarta and back to Melbourne.
• I’ll need Accommodation for a month in each place, plus per diem.
• The transcription service will transcribe the 30 interviews.
• I’ll analysis the transcribed results. (No teaching release required – I’ll do it in my meagre research time allowance.)
• I’ll need a Thingatron X32C to do the trials.
• Thing Inc will need to install the Thingatron. (I wonder how long that will take.)
• The research assistant will do three trials a month with the Thingatron.
• I’ll need to hire a research assistant (1 day per week for a year at Level B1.)
• The research assistant will do the statistical analysis of the Thingatron results.
• I’ll do the writing up in my research allowance time.

By the end, you should feel like you have thought through the entire project in detail. You should be able to walk someone else through the project, so grab a critical friend and read the list to them. If they ask questions, write down the answers.

This will help you to get to the level of specificity you need for the next step.

2. Check the rules again

You’ve already read the funding rules, right? If not, go and read them now – I’ll wait right here until you get back.

Once you’ve listed everything you want to do, go back and read the specific rules for budgets again. What is and isn’t allowed? The funding scheme won’t pay for equipment – you’ll need to fund your Thingatron from somewhere else. Cross it off.

Some schemes won’t fund people. Others won’t fund travel. It is important to know what you need for your project. It is just as important to know what you can include in the application that you are writing right now.

Most funding schemes won’t fund infrastructure (like building costs) and other things that aren’t directly related to the project. Some will, though. If they do, you should include overheads (i.e. the general costs that your organisation needs to keep running). This includes the cost of basics like power and lighting; desks and chairs; and cleaners and security staff. It also includes service areas like the university library. Ask your finance officer for help with this. Often, it is a percentage of the overall cost of the project.

If you are hiring people, don’t forget to use the right salary rate and include salary on-costs. These are the extra costs that an organisation has to pay for an employee, but that doesn’t appear in their pay check. This might include things like superannuation, leave loading, insurance, and payroll tax. Once again, your finance officer can help with this.

Your budget list might now look like this:

• 10 interviews in Kuala Lumpur; 10 interviews in Singapore; 10 interviews in Jakarta by me.
• Teaching release for three months for fieldwork.
• Flights to KL, Singapore, Jakarta and back to Melbourne.
• Accommodation for a month in each place, plus per diem, plus travel insurance (rule 3F).
• Transcription of 30 interviews, by the transcription service.
• Analysis of transcribed results, by me. No teaching release required.
• Purchase and install Thingatron X32C, by Thing Inc . Not allowed by rule 3C . Organise access to Thingatron via partner organistion – this is an in-kind contribution to the project.
• Three trials a month with Thingatron, by research assistant.
• Statistical analysis of Thingatron results, by research assistant.
• Research assistant: 1 day per week for a year at Level B1, plus 25.91% salary on-costs.
• Overheads at 125% of total cash request, as per rule 3H.

3. Cost each item

For each item on your list, find a reasonable cost for it . Are you going to interview the fifty people and do the statistical analysis yourself? If so, do you need time release from teaching? How much time? What is your salary for that period of time, or how much will it cost to hire a replacement? Don’t forget any hidden costs, like salary on-costs.

If you aren’t going to do the work yourself, work out how long you need a research assistant for. Be realistic. Work out what level you want to employ them at, and find out how much that costs.

How much is your Thingatron going to cost? Sometimes, you can just look that stuff up on the web. Other times, you’ll need to ring a supplier, particularly if there are delivery and installation costs.

Jump on a travel website and find reasonable costs for travel to Kuala Lumpur and the other places. Find accommodation costs for the period that you are planning to stay, and work out living expenses. Your university, or your government, may have per diem rates for travel like this.

Make a note of where you got each of your estimates from. This will be handy later, when you write the budget justification.

• 10 interviews in Kuala Lumpur; 10 interviews in Singapore; 10 interviews in Jakarta by me (see below for travel costs).
• Teaching release for three months for fieldwork = $25,342 – advice from finance officer.
• Flights to KL ($775), Singapore ($564), Jakarta ($726), Melbourne ($535) – Blue Sky airlines, return economy.
• Accommodation for a month in each place (KL: $3,500; Sing: $4,245; Jak: $2,750 – long stay, three star accommodation as per TripAdviser).
• Per diem for three months (60 days x $125 per day – University travel rules).
• Travel insurance (rule 3F): $145 – University travel insurance calculator .
• Transcription of 30 interviews, by the transcription service: 30 interviews x 60 minutes per interview x $2.75 per minute – Quote from transcription service, accented voices rate.
• Analysis of transcribed results, by me. No teaching release required. (In-kind contribution of university worth $2,112 for one week of my time – advice from finance officer ).
• Purchase and install Thingatron X32C, by Thing Inc . Not allowed by rule 3C. Organise access to Thingatron via partner organistion – this is an in-kind contribution to the project. ($2,435 in-kind – quote from partner organisation, at ‘favoured client’ rate.)
• Research assistant: 1 day per week for a year at Level B1, plus 25.91% salary on-costs. $12,456 – advice from finance officer.

Things are getting messy, but the next step will tidy it up.

4. Put it in a spreadsheet

Some people work naturally in spreadsheets (like Excel). Others don’t. If you don’t like Excel, tough. You are going to be doing research budgets for the rest of your research life.

When you are working with budgets, a spreadsheet is the right tool for the job, so learn to use it! Learn enough to construct a simple budget – adding things up and multiplying things together will get you through most of it. Go and do a course if you have to.

For a start, your spreadsheet will multiply things like 7 days in Kuala Lumpur at $89.52 per day, and it will also add up all of your sub-totals for you.

If your budget doesn’t add up properly (because, for example, you constructed it as a table in Word), two things will happen. First, you will look foolish. Secondly, and more importantly, people will lose confidence in all your other numbers, too. If your total is wrong, they will start to question the validity of the rest of your budget. You don’t want that.

If you are shy of maths, then Excel is your friend. It will do most of the heavy lifting for you.

For this exercise, the trick is to put each number on a new line. Here is how it might look.

5. Justify it

Accompanying every budget is a budget justification. For each item in your budget, you need to answer two questions:

• Why do you need this money?
• Where did you get your figures from?

The budget justification links your budget to your project plan and back again. Everything item in your budget should be listed in your budget justification, so take the list from your budget and paste it into your budget justification.

For each item, give a short paragraph that says why you need it. Refer back to the project plan and expand on what is there. For example, if you have listed a research assistant in your application, this is a perfect opportunity to say what the research assistant will be doing.

Also, for each item, show where you got your figures from. For a research assistant, this might mean talking about the level of responsibility required, so people can understand why you chose the salary level. For a flight, it might be as easy as saying: “Blue Sky airlines economy return flight.”

Here is an example for just one aspect of the budget:

Fieldwork: Kuala Lumpur

Past experience has shown that one month allows enough time to refine and localise interview questions with research partners at University of Malaya, test interview instrument, recruit participants, conduct ten x one-hour interviews with field notes. In addition, the novel methodology will be presented at CONF2015, to be held in Malaysia in February 2015.

Melbourne – Kuala Lumpur economy airfare is based on current Blue Sky Airlines rates. Note that airfares have been kept to a minimum by travelling from country to country, rather than returning to Australia.

1 month accommodation is based on three star, long stay accommodation rates provided by TripAdvisor.

30 days per diem rate is based on standard university rates for South-East Asia.

Pro tip: Use the same nomenclature everywhere. If you list a Thingatron X32C in your budget, then call it a Thingatron X32C in your budget justification and project plan. In an ideal world, someone should be able to flip from the project plan, to the budget and to the budget justification and back again and always know exactly where they are.

• Project plan: “Doing fieldwork in Malaysia? Whereabouts?” Flips to budget.
• Budget: “A month in Kuala Lumpur – OK. Why a month?” Flips to budget justification.
• Budget justification: “Ah, the field work happens at the same time as the conference. Now I get it. So, what are they presenting at the conference?” Flips back to the project description…

So, there you have it: Make a list; check the rules; cost everything; spreadsheet it; and then justify it. Budget done. Good job, team!

This article builds on several previous articles. I have shamelessly stolen from them.

• Constructing your budget – Jonathan O’Donnell.
• What makes a winning budget ? – Jonathan O’Donnell.
• How NOT to pad your budget – Tseen Khoo.
• Conquer the budget, conquer the project – Tseen Khoo.
• Research on a shoestring – Emily Kothe.
• How to make a simple Gantt chart – Jonathan O’Donnell.

* Actually, there are some grant schemes that give you a fixed amount of money, which I think is a really great idea . However, you will still need to work out what you are going to spend the money on, so you will still need a budget at some stage, even if you don’t need it for the application.

Also in the ‘simple grant’ series:

• How to write a simple research methods section .
• How to make a simple Gantt chart .

Share this:

29 comments.

This has saved my day!

Happy to help, Malba.

Like Liked by 1 person

[…] you be putting in a bid for funding? Are there costs involved, such as travel or equipment costs? Research Whisperer’s post on research budgets may help you […]

I’ve posted a link to this article of Jonathan’s in the Australasian Research Management Society LinkedIn group as well, as I’m sure lots of other people will want to share this.

Thanks, Miriam.

This is great! Humorous way to talk explain a serious subject and could be helpful in designing budgets for outreach grants, as well. Thanks!

Thanks, Jackie

If you are interested, I have another one on how to do a timeline: https://theresearchwhisperer.wordpress.com/2011/09/13/gantt-chart/

[…] really useful information regarding budget development can be found on the Research Whisperer Blog here. Any other thoughts and suggestions are welcome – what are your tips to developing a good […]

[…] it gets you to the level of specificity that you need for a detailed methods section. Similarly, working out a budget for your workshops will force you to be specific about how many people will be attending (venue […]

A friend of mine recently commented by e-mail:

I was interested in your blog “How to make a simple research budget”, particularly the statement: “Think through the implications of what you are going to do. Do you need to use a Thingatron? Note down that you will need to buy it, install it, and commission it.”

From my limited experience so far, I’d think you could add:

“Who else is nearby who might share the costs of the Thingatron? If it’s a big capital outlay, and you’re only going to use it to 34% of it’s capacity, sharing can make the new purchase much easier to justify. But how will this fit into your grant? And then it’s got to be maintained – the little old chap who used to just do all that odd mix of electrickery and persuasion to every machine in the lab got retrenched in the last round. You can run it into the ground. But that means you won’t have a reliable, stable Thingatron all ready to run when you apply for the follow-on grant in two years.”

[…] (For more on this process, take a look at How to Write a Simple Project Budget.) […]

[…] Source: How to make a simple research budget […]

This is such a big help! Thank You!

No worries, Claudine. Happy to help.

Would you like to share the link of the article which was wrote about funding rules? I can’t find it. Many thanks!

Hello there – do you mean this post? https://theresearchwhisperer.wordpress.com/2012/02/14/reading-guidelines

Thank @tseen khoo, very useful tips. I also want to understand more about 3C 3F 3H. What do they stand for? Can you help me find out which posts talk about that. Thank again.

[…] mount up rapidly, even if you are in a remote and developing part of the world. Putting together a half decent budget early on and being aware of funding opportunities can help to avoid financial disaster half way […]

This is so amazing, it really helpful and educative. Happy unread this last week before my proposal was drafted.

Happy to help, Babayomi. Glad you liked it.

really useful! thanks kate

[…] “How to Make a Simple Research Budget,” by Jonathan O’Donnell on The Research Whisperer […]

[…] offering services that ran pretty expensive. until I found this one. It guided me through making a simple budget. The information feels sort of like a university graduate research paper but having analysed […]

[…] Advice on writing research proposals for industry […]

[…] research serves as the bedrock of informed budgeting. Explore the average costs of accommodation, transportation, meals, and activities in your chosen […]

[…] How to make a simple research budget […]

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Budget Basics Tools & Resources

Categories:

Proposal budgets and budget justifications are the financial road maps of sponsored projects.  When thoughtfully and strategically built they both help propel proposals to award and pave the way for effective post-award management.  Visit the ORA Budget and Budget Justifications webpage for the Stanford Detailed Budget and Budget Justification templates and resource links to help you build successful budgets and budget justifications. 

Do you have sponsored project budgeting questions?  Contact the  ORA Client Advocacy & Education team .  No question is too big or too small.  We're here to help!

Let your curiosity lead the way:

Apply Today

• Arts & Sciences
• Graduate Studies in A&S

Creating a Budget

In general, while your research proposal outlines the academic significance of your study, the budget and budget narrative show that you have an understanding of what it will cost for you to be able to perform this research. Your proposed budget should identify all the expenses that are necessary and reasonable for the success of your project—no more and no less. The Office of Undergraduate Research understands that estimates, by definition, are imprecise, yet we encourage students applying for funding to research all aspects of their budgets with honest diligence.

If your research requires you to be in the field or in another city, state, or country, travel expenses may include transportation (airline, train, taxi, etc.), passport and visa fees, as well as fees for any vaccinations you may need to travel. Be sure to include anticipated major incidental expenses, such as printing, copying, fees for accessing archives, etc.

Please note that our funding restrictions prevent us from providing support for lab materials, equipment, software, hardware, etc.

Keep in mind these tips:

Convert all foreign currency figures to U.S. dollars.

Round all figures to whole dollars.

Make sure your budget and your proposal are consistent.

Identify areas where you are making efforts to save money!

Browse through these sample budgets for a better idea of how to outline your expenses and contact us if you have questions!

Sample Budget 1

Sample Budget 2

Sample Budget 3

Sample Budget 4

• Develop a research budget
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On this page:

Basic components of a research budget, two models of budget development, other factors affecting your budget.

• Additional Resources

Budgets should provide the sponsor with an accurate assessment of all cost items and cost amounts that are deemed necessary and reasonable to carry out your project. They should be based upon your description or the statement of work. Budget justification provides more in-depth detail and reason for each cost and is often considered by reviewers as a good indicator of the feasibility of the research.

A research budget contains both direct costs and indirect costs (overhead), but the level of detail varies from sponsor to sponsor. The first step in developing a budget is to carefully read the guidelines of the funding opportunity being pursued.

There is no magic formula available for developing a budget but there are some basic steps to follow in order to develop an accurate budget:

• Define project tasks, timelines and milestones and determine the actual resources and costs required to complete these. Consider whether contingencies are needed (and confirm they are eligible expenses).
• Determine the eligible expense categories and maximum amount allowed by the sponsor. Adjust scope of the project to make sure proposed activities fit within the allowance.
• Categorize these costs (e.g., salaries, supplies, equipment…) per year, in some cases by quarter.
• Ensure that project scope and budget match. Include indirect costs of research as permitted by sponsor and the University policy.  

The examples below developed by the University of British Columbia demonstrate two ways to include indirect costs in your budget.

• Price model:  Indirect cost is built into each budget line item.
• Cost model:  Indirect cost of research is presented as a separate line item.

Unless the sponsor specifies in writing that they require the indirect costs of research to be presented as a separate line item (Cost Model), the indirect cost should be built into each budget line item (Price Model). Indirect costs are normally included in the price of goods and services worldwide.

For example, you are developing a budget for a funding opportunity with an indirect cost rate of 25%. Your direct costs are $201,000 broken down by expense categories shown in the  second column of the table below. The third and fourth colums present the two ways you can include the 25% overhead in your budget using the Price Model or the Cost Model, respectively:

In-kind and cash contributions, like other costs to the sponsored project, must be eligible and must be treated in a consistent and uniform manner in proposal preparation and in financial reporting.

Cash contributions

Cash contributions are actual cash transactions that can be documented in the accounting system. Examples of cash contributions include:

• allocation of compensated faculty and staff time to projects, or
• the purchasing of equipment by the university or other eligible sponsor for the benefit of the project.

In-kind contributions

In-kind contributions are both non-monetary or cash equivalent resources that can be given a cash value, such as goods and/or services in support of a research project or proposal. It is challenging to report on in-kind contribution, please make sure the numbers you use are well supported, consistent and easy to quantitate.

Examples of an in-kind contribution may include:

• Access to unique database or information
• Professional, analytical, and other donated services
• Employee salaries including benefits for time allocated to the project
• Study materials, technologies, or components
• Patents and licenses for use
• Use of facilities (e.g., lab or meeting spaces)
• Partner organization time spent participating in the project
• Eligible infrastructure items

Matching on sponsored projects

Some sponsored projects require the university and/or a third party to contribute a portion of the project costs–this contribution is known as matching.

Matching requirements may be in the form of an actual cash expenditure of funds or may be an “in-kind” match. For example:

• A 1:1 match would require $100 of a third-party matching for every $100 received from an agency.
• A 30% match would mean that of a total budget of $100, the agency would provide $70 and a third party would need to match $30.

Examples of agency programs that include some form of matching from a third party are:

• NSERC Collaborative Research and Development Grants
• NSERC Idea to Innovation Grants
• SSHRC Partnership Grants
• CIHR Industry Partnered Collaborative Research Program, and
• CIHR Proof of Principle Grants  

Additional resources

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Appendix C: Sample Budget Justification

Costs for project budgets - appendix c.

The budget justification is one of the most important non-technical sections of the proposal, and it is often required by the sponsor. In this section, the Principal Investigator (PI) provides additional detail for expenses within each budget category and articulates the need for the items/expenses listed. The information provided in the budget justification may be the definitive criteria used by sponsor review panels and administrative officials when determining the amount of funding to be awarded.

The following format is a sample only; not all components will apply to every proposal. Many sponsors prefer that budget justifications follow their own format. In all cases, however, it is best to present the justification for each budget category in the same order as that provided in the budget itself.

Salaries and Wages:

Note: The quantification of  unfunded  effort (e.g., "The PI will donate 5% effort...") in the proposal narrative, budget, or budget justification is considered Voluntary Committed Cost Sharing. This is a legal commitment which must be documented in the University's accounting system. Consider quantifying effort  only  for the requested salary support. See  http://www.dfa.cornell.edu/treasurer/policyoffice/policies/volumes/academic/costsharing.cfm  for additional information.

• Principal Investigator:  This proposal requests salary support for _______% of effort during the academic year and 100% of effort for _______months during the summer.
• Other Professional Support:  List title and level of effort to be proposed to be funded. Other personnel categories (Research Associates, Postdoctoral Associates, Technicians) may be included here.
• Administrative and Clerical:  List the circumstances for requiring direct charging of these services, which must be readily and specifically identifiable to the project with a high degree of accuracy. Provide a brief description of actual job responsibilities, the proposed title, and the level of effort. (See note at the end of this Appendix regarding direct charging costs that are normally considered indirect.)
• Graduate Students:  List number and a brief description of project role. Include stipend, GRA allowance (tuition), and health insurance.
• Undergraduate Students:  List number and a brief description of project role.
• Employee Benefits have been proposed at a rate of ______% for all non-student compensation as approved by the Department of Health and Human Services. See  https://www.dfa.cornell.edu/capitalassets/cost/employee .

Capital Equipment:  The following equipment will be necessary for the completion of the project: Include item description(s), estimated cost of each item, and total cost. Provide a brief statement on necessity and suitability.

Travel:  For each trip, list destination, duration, purpose, relationship to the project, and total cost. Indicate any plans for foreign travel.

Technical Supplies and Materials:  Include type of supplies, per unit price, quantity, and cost. When the cost is substantial, provide a brief statement justifying the necessity.

Publications:  Page charges (number of pages multiplied by the per-page charge).

Services:  Include type of services, cost per type, and total cost.

Consultants : Include the consultant's name, rate, number of days, total cost per consultant, and total consultant cost. Provide a brief statement outlining each individual's expertise and justifying the anticipated need for consultant services. Note: Justifying a specific consultant in the proposal may avoid the need to competitively bid consulting services.

Subcontracts:  Include the subcontractor's name, amount, and total cost. Provide a brief description of the work to be performed and the basis for selection of the subcontractor. A separate budget and corresponding budget justification should be completed by the subcontractor, and is required by many agencies. Note: Justifying a specific subcontractor in the proposal may avoid the need to competitively bid subcontracted services. Post-award changes to subcontracts (additions, deletions, scope or budget modification) may require sponsor approval.

Other Expenses:  May include conferences and seminars (see  Appendix D ), Repair and Maintenance, Academic and User Fees.

Facilities and Administrative Costs (F&A) : F&A costs have been proposed at a rate of _____% of Modified Total Direct Cost (MTDC) as approved in Cornell's rate agreement with the Department of Health and Human Services. A copy of this agreement may be found at  https://www.dfa.cornell.edu/capitalassets/cost/facilities . MTDC exclusions include Capital Equipment, GRA Allowance and Health Insurance, and Subcontract costs in excess of $25,000 per subcontract.

Annual escalations are proposed in accordance with University policy as outlined HERE .

Special information for direct charging costs that are normally considered indirect.  Many costs such as administrative and clerical salaries, office supplies, monthly telephone and network charges, general purpose equipment, and postage are not typically considered direct costs. These may be proposed as direct costs where "unlike and different" circumstances exist. In such cases a budget justification detailing the request must be submitted to OSP for review and approval. Please read the University policy at  https://www.dfa.cornell.edu/sites/default/files/policy/vol3_14.pdf  or contact your  Grant and Contract Officer  for additional assistance.

Overview of Costs for Project Budgets (Budget and Costing Guide)

Appendix a: sample budget format showing major categories, appendix b: facilities and administrative (f&a) cost calculation detail, appendix d: sample budget for conferences and seminars, appendix e: cost sharing allowability matrix.

Sample Budget Justifications

Sponsor requirements differ, and sample budget justifications should be seen only as a starting point. Guidelines for sponsor requirements are in the annotated budget justifications. Read the solicitation and the sponsor’s proposal preparation guidelines for each proposal's requirements.

For Research Sponsors

• Sample Budget Justification for Non-Federal Research [DOCX]  - June 2024
• Annotated Budget Justification - Non-Federal Research  [webpage]
• Sample Budget Justification for Federal Research  [DOCX]  - June 2024
• Annotated Budget Justification - Federal Research  [webpage]

For Non-Research Sponsors:

• Sample Budget Justification for Non-Federal Non-Research [DOCX]  - June 2024
• Annotated Budget Justification - Non-Federal Non-Research  [webpage]
• Sample Budget Justification for Federal Non-Research [DOCX]  - June 2024
• Annotated Budget Justification - Federal Non-Research  [webpage]
• Uniform Guidance Fixed Rate Requirements
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• F&A Components
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• Annotated Budget Justification - Federal Research
• Annotated Budget Justification - Non-Federal Research
• Annotated Budget Justification - Federal Non-Research
• Annotated Budget Justification - Non-Federal Non-Research
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Proposal Budgets

The budget should list all cost details for the year or another appropriate period of time. It should include any applicable salaries & wages, fringe benefits, services, supplies, equipment, publications, travel, other direct expenses, and any facility and administrative costs. A brief outline for developing a budget is included in Michigan Tech's policies and procedures manual .

Sample budgets are available for Michigan Tech researchers in the RD Toolkit .

You can download a budget worksheet (Excel) to help you with this process. Refer to the Guidelines for Budget Development for additional calculation help and information.

Follow these cost considerations when developing your budget:

• Direct Costs — Costs that can be specifically linked to your project.
• Fringe Benefits — Compensation made to an employee beyond the regular benefit of payment for work. Fringe benefits are charged using a negotiated rate approved by the federal government in accordance with Michigan Tech’s fringe benefit rate agreement.
• Indirect costs / F&A / Overhead (these are all the same thing) — Costs that cannot be attributed to a particular project. Examples include utilities, facilities maintenance, library support and general departmental and university administration. These costs are covered in the Current Rate Agreement . Indirect costs may be limited by the sponsor. Be sure to check for this in the solicitation.
• Cost Sharing and Matching — Cash or in-kind support provided by Michigan Tech or a source other than the main sponsor. Cost-sharing or matching can be prohibited or required by the sponsor. Check for this in the solicitation.
• Allowable and Unallowable Costs — Allowable costs can be budgeted and expensed under a sponsored agreement, while some costs are simply unallowable. Cost allowability is determined in accordance with federal guidelines and Michigan Tech policy.
• Subawards / Subcontracts / Vendors — Costs for payment to an organization outside of Michigan Tech to conduct a portion of the sponsored project activity. There are different use cases for these different categories, and with each comes implications in the budget. Subawards and subcontracts have the applicable indirect cost rate applied to the first $25,000. Vendors have indirect cost rate applied on the entire amount. See this Subaward, Consultant, and Service page for more in-depth info.
• Employees / Independent Contractors — Costs for individuals who are not paid with salary lines in the personnel section of the budget. There is a helpful questionnaire to determine whether someone should be paid as an employee or independent contractor .
• Student and Postdoc Support — Costs for supporting students can vary by type of student (undergrad, masters, PhD, postdoc) and by department. See the current rates for tuition, stipends, and salary or hourly wages in the “Resources” section of this page. Supporting students may be limited or required by the sponsor. Check for this in the solicitation.

Research Budget Template – 14+ (Word, Excel)

Research is not only a time-intensive exercise; it is also a capital-intensive one and as such, it needs a budget. Drafting a research budget is no walk in the park because you have to know exactly how much will be needed to see the process through, not to mention you may have to account for every penny spent. By virtue of being such a technical document, you will always need some help drafting it; and that’s where the research budget template comes in.

The template enables you to get a rough idea of some of the elements to include in the budget, so you do not run into any financial dead ends. Let us learn more of this critical template and see why you need it.

Medical Research Budget Template

A research proposal budget sample is in many ways similar to the research budget sample, only that at this stage, it is still a proposal.

This sample is often written in a linear or tabular format and it details all the expenses that are associated with the proposal project.

Research Proposal Budget Worksheet

Budget for Research Development

A research study budget is a document that contains a breakdown of the funds needed to meet the various activities involved in conducting a research study. It is important to remember that a research study is not just intended to develop new methods or improve the existing practices; one of the ultimate goals of the study is profit making by the researchers.

Therefore, this budget should be able to convince stakeholders, more so the sponsors, that the study is a viable cause and that investing their money in it will be worthwhile.

Sample Research Budget Sheet in PDF

Research Grant Budget Proposal

Research Trip Budget Template

A research budget example is basically a sample document of a research budget. As there are possibly hundreds or thousands of types of researches done daily, there is no hard and fast rule on the details that need to be in such a sample document. However, the rule of thumb demands that the names of the researchers be included, along with the identified challenges and expected financial investment for each challenge.

The document can take any form but primarily, the names of the researchers and the expected challenges come on the left-hand side with their corresponding assignments and projected budget for each problem respectively coming on the right-hand side of the document.

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Whether you are an expert or a novice in writing research budget proposals, one thing that’s for sure is that you will always find yourself making purely avoidable mistakes.

As these documents are highly sensitive, mistakes are things you can’t afford; which is why you are advised to always keep a sample template for reference.

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Sample budgets

Justification

Bumblebee colonies will be obtained from Koppert Biological Systems (MI, USA) and shipped overnight to Nevada. An emerging standard for publication is the utilization of three to five colonies for testing so as to minimize individual colony biases and to acquire a sufficient data set. In order to maintain the colonies I will need pollen to feed them on a daily basis. Additionally I will use the chemical octopamine hydrochloride to explore neuroendocrine relationships between gustatory responsiveness, learning, and octopamine.

I estimated shipping costs to the best of my knowledge.

* Costs are estimated based on average costs of the material; final cost may be slightly different.

17 Research Proposal Examples

Chris Drew (PhD)

Dr. Chris Drew is the founder of the Helpful Professor. He holds a PhD in education and has published over 20 articles in scholarly journals. He is the former editor of the Journal of Learning Development in Higher Education. [Image Descriptor: Photo of Chris]

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A research proposal systematically and transparently outlines a proposed research project.

The purpose of a research proposal is to demonstrate a project’s viability and the researcher’s preparedness to conduct an academic study. It serves as a roadmap for the researcher.

The process holds value both externally (for accountability purposes and often as a requirement for a grant application) and intrinsic value (for helping the researcher to clarify the mechanics, purpose, and potential signficance of the study).

Key sections of a research proposal include: the title, abstract, introduction, literature review, research design and methods, timeline, budget, outcomes and implications, references, and appendix. Each is briefly explained below.

Watch my Guide: How to Write a Research Proposal

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Research Proposal Sample Structure

Title: The title should present a concise and descriptive statement that clearly conveys the core idea of the research projects. Make it as specific as possible. The reader should immediately be able to grasp the core idea of the intended research project. Often, the title is left too vague and does not help give an understanding of what exactly the study looks at.

Abstract: Abstracts are usually around 250-300 words and provide an overview of what is to follow – including the research problem , objectives, methods, expected outcomes, and significance of the study. Use it as a roadmap and ensure that, if the abstract is the only thing someone reads, they’ll get a good fly-by of what will be discussed in the peice.

Introduction: Introductions are all about contextualization. They often set the background information with a statement of the problem. At the end of the introduction, the reader should understand what the rationale for the study truly is. I like to see the research questions or hypotheses included in the introduction and I like to get a good understanding of what the significance of the research will be. It’s often easiest to write the introduction last

Literature Review: The literature review dives deep into the existing literature on the topic, demosntrating your thorough understanding of the existing literature including themes, strengths, weaknesses, and gaps in the literature. It serves both to demonstrate your knowledge of the field and, to demonstrate how the proposed study will fit alongside the literature on the topic. A good literature review concludes by clearly demonstrating how your research will contribute something new and innovative to the conversation in the literature.

Research Design and Methods: This section needs to clearly demonstrate how the data will be gathered and analyzed in a systematic and academically sound manner. Here, you need to demonstrate that the conclusions of your research will be both valid and reliable. Common points discussed in the research design and methods section include highlighting the research paradigm, methodologies, intended population or sample to be studied, data collection techniques, and data analysis procedures . Toward the end of this section, you are encouraged to also address ethical considerations and limitations of the research process , but also to explain why you chose your research design and how you are mitigating the identified risks and limitations.

Timeline: Provide an outline of the anticipated timeline for the study. Break it down into its various stages (including data collection, data analysis, and report writing). The goal of this section is firstly to establish a reasonable breakdown of steps for you to follow and secondly to demonstrate to the assessors that your project is practicable and feasible.

Budget: Estimate the costs associated with the research project and include evidence for your estimations. Typical costs include staffing costs, equipment, travel, and data collection tools. When applying for a scholarship, the budget should demonstrate that you are being responsible with your expensive and that your funding application is reasonable.

Expected Outcomes and Implications: A discussion of the anticipated findings or results of the research, as well as the potential contributions to the existing knowledge, theory, or practice in the field. This section should also address the potential impact of the research on relevant stakeholders and any broader implications for policy or practice.

References: A complete list of all the sources cited in the research proposal, formatted according to the required citation style. This demonstrates the researcher’s familiarity with the relevant literature and ensures proper attribution of ideas and information.

Appendices (if applicable): Any additional materials, such as questionnaires, interview guides, or consent forms, that provide further information or support for the research proposal. These materials should be included as appendices at the end of the document.

Research Proposal Examples

Research proposals often extend anywhere between 2,000 and 15,000 words in length. The following snippets are samples designed to briefly demonstrate what might be discussed in each section.

1. Education Studies Research Proposals

See some real sample pieces:

• Assessment of the perceptions of teachers towards a new grading system
• Does ICT use in secondary classrooms help or hinder student learning?
• Digital technologies in focus project
• Urban Middle School Teachers’ Experiences of the Implementation of
• Restorative Justice Practices
• Experiences of students of color in service learning

Consider this hypothetical education research proposal:

The Impact of Game-Based Learning on Student Engagement and Academic Performance in Middle School Mathematics

Abstract: The proposed study will explore multiplayer game-based learning techniques in middle school mathematics curricula and their effects on student engagement. The study aims to contribute to the current literature on game-based learning by examining the effects of multiplayer gaming in learning.

Introduction: Digital game-based learning has long been shunned within mathematics education for fears that it may distract students or lower the academic integrity of the classrooms. However, there is emerging evidence that digital games in math have emerging benefits not only for engagement but also academic skill development. Contributing to this discourse, this study seeks to explore the potential benefits of multiplayer digital game-based learning by examining its impact on middle school students’ engagement and academic performance in a mathematics class.

Literature Review: The literature review has identified gaps in the current knowledge, namely, while game-based learning has been extensively explored, the role of multiplayer games in supporting learning has not been studied.

Research Design and Methods: This study will employ a mixed-methods research design based upon action research in the classroom. A quasi-experimental pre-test/post-test control group design will first be used to compare the academic performance and engagement of middle school students exposed to game-based learning techniques with those in a control group receiving instruction without the aid of technology. Students will also be observed and interviewed in regard to the effect of communication and collaboration during gameplay on their learning.

Timeline: The study will take place across the second term of the school year with a pre-test taking place on the first day of the term and the post-test taking place on Wednesday in Week 10.

Budget: The key budgetary requirements will be the technologies required, including the subscription cost for the identified games and computers.

Expected Outcomes and Implications: It is expected that the findings will contribute to the current literature on game-based learning and inform educational practices, providing educators and policymakers with insights into how to better support student achievement in mathematics.

2. Psychology Research Proposals

See some real examples:

• A situational analysis of shared leadership in a self-managing team
• The effect of musical preference on running performance
• Relationship between self-esteem and disordered eating amongst adolescent females

Consider this hypothetical psychology research proposal:

The Effects of Mindfulness-Based Interventions on Stress Reduction in College Students

Abstract: This research proposal examines the impact of mindfulness-based interventions on stress reduction among college students, using a pre-test/post-test experimental design with both quantitative and qualitative data collection methods .

Introduction: College students face heightened stress levels during exam weeks. This can affect both mental health and test performance. This study explores the potential benefits of mindfulness-based interventions such as meditation as a way to mediate stress levels in the weeks leading up to exam time.

Literature Review: Existing research on mindfulness-based meditation has shown the ability for mindfulness to increase metacognition, decrease anxiety levels, and decrease stress. Existing literature has looked at workplace, high school and general college-level applications. This study will contribute to the corpus of literature by exploring the effects of mindfulness directly in the context of exam weeks.

Research Design and Methods: Participants ( n= 234 ) will be randomly assigned to either an experimental group, receiving 5 days per week of 10-minute mindfulness-based interventions, or a control group, receiving no intervention. Data will be collected through self-report questionnaires, measuring stress levels, semi-structured interviews exploring participants’ experiences, and students’ test scores.

Timeline: The study will begin three weeks before the students’ exam week and conclude after each student’s final exam. Data collection will occur at the beginning (pre-test of self-reported stress levels) and end (post-test) of the three weeks.

Expected Outcomes and Implications: The study aims to provide evidence supporting the effectiveness of mindfulness-based interventions in reducing stress among college students in the lead up to exams, with potential implications for mental health support and stress management programs on college campuses.

3. Sociology Research Proposals

• Understanding emerging social movements: A case study of ‘Jersey in Transition’
• The interaction of health, education and employment in Western China
• Can we preserve lower-income affordable neighbourhoods in the face of rising costs?

Consider this hypothetical sociology research proposal:

The Impact of Social Media Usage on Interpersonal Relationships among Young Adults

Abstract: This research proposal investigates the effects of social media usage on interpersonal relationships among young adults, using a longitudinal mixed-methods approach with ongoing semi-structured interviews to collect qualitative data.

Introduction: Social media platforms have become a key medium for the development of interpersonal relationships, particularly for young adults. This study examines the potential positive and negative effects of social media usage on young adults’ relationships and development over time.

Literature Review: A preliminary review of relevant literature has demonstrated that social media usage is central to development of a personal identity and relationships with others with similar subcultural interests. However, it has also been accompanied by data on mental health deline and deteriorating off-screen relationships. The literature is to-date lacking important longitudinal data on these topics.

Research Design and Methods: Participants ( n = 454 ) will be young adults aged 18-24. Ongoing self-report surveys will assess participants’ social media usage, relationship satisfaction, and communication patterns. A subset of participants will be selected for longitudinal in-depth interviews starting at age 18 and continuing for 5 years.

Timeline: The study will be conducted over a period of five years, including recruitment, data collection, analysis, and report writing.

Expected Outcomes and Implications: This study aims to provide insights into the complex relationship between social media usage and interpersonal relationships among young adults, potentially informing social policies and mental health support related to social media use.

4. Nursing Research Proposals

• Does Orthopaedic Pre-assessment clinic prepare the patient for admission to hospital?
• Nurses’ perceptions and experiences of providing psychological care to burns patients
• Registered psychiatric nurse’s practice with mentally ill parents and their children

Consider this hypothetical nursing research proposal:

The Influence of Nurse-Patient Communication on Patient Satisfaction and Health Outcomes following Emergency Cesarians

Abstract: This research will examines the impact of effective nurse-patient communication on patient satisfaction and health outcomes for women following c-sections, utilizing a mixed-methods approach with patient surveys and semi-structured interviews.

Introduction: It has long been known that effective communication between nurses and patients is crucial for quality care. However, additional complications arise following emergency c-sections due to the interaction between new mother’s changing roles and recovery from surgery.

Literature Review: A review of the literature demonstrates the importance of nurse-patient communication, its impact on patient satisfaction, and potential links to health outcomes. However, communication between nurses and new mothers is less examined, and the specific experiences of those who have given birth via emergency c-section are to date unexamined.

Research Design and Methods: Participants will be patients in a hospital setting who have recently had an emergency c-section. A self-report survey will assess their satisfaction with nurse-patient communication and perceived health outcomes. A subset of participants will be selected for in-depth interviews to explore their experiences and perceptions of the communication with their nurses.

Timeline: The study will be conducted over a period of six months, including rolling recruitment, data collection, analysis, and report writing within the hospital.

Expected Outcomes and Implications: This study aims to provide evidence for the significance of nurse-patient communication in supporting new mothers who have had an emergency c-section. Recommendations will be presented for supporting nurses and midwives in improving outcomes for new mothers who had complications during birth.

5. Social Work Research Proposals

• Experiences of negotiating employment and caring responsibilities of fathers post-divorce
• Exploring kinship care in the north region of British Columbia

Consider this hypothetical social work research proposal:

The Role of a Family-Centered Intervention in Preventing Homelessness Among At-Risk Youthin a working-class town in Northern England

Abstract: This research proposal investigates the effectiveness of a family-centered intervention provided by a local council area in preventing homelessness among at-risk youth. This case study will use a mixed-methods approach with program evaluation data and semi-structured interviews to collect quantitative and qualitative data .

Introduction: Homelessness among youth remains a significant social issue. This study aims to assess the effectiveness of family-centered interventions in addressing this problem and identify factors that contribute to successful prevention strategies.

Literature Review: A review of the literature has demonstrated several key factors contributing to youth homelessness including lack of parental support, lack of social support, and low levels of family involvement. It also demonstrates the important role of family-centered interventions in addressing this issue. Drawing on current evidence, this study explores the effectiveness of one such intervention in preventing homelessness among at-risk youth in a working-class town in Northern England.

Research Design and Methods: The study will evaluate a new family-centered intervention program targeting at-risk youth and their families. Quantitative data on program outcomes, including housing stability and family functioning, will be collected through program records and evaluation reports. Semi-structured interviews with program staff, participants, and relevant stakeholders will provide qualitative insights into the factors contributing to program success or failure.

Timeline: The study will be conducted over a period of six months, including recruitment, data collection, analysis, and report writing.

Budget: Expenses include access to program evaluation data, interview materials, data analysis software, and any related travel costs for in-person interviews.

Expected Outcomes and Implications: This study aims to provide evidence for the effectiveness of family-centered interventions in preventing youth homelessness, potentially informing the expansion of or necessary changes to social work practices in Northern England.

Research Proposal Template

Get your Detailed Template for Writing your Research Proposal Here (With AI Prompts!)

This is a template for a 2500-word research proposal. You may find it difficult to squeeze everything into this wordcount, but it’s a common wordcount for Honors and MA-level dissertations.

Your research proposal is where you really get going with your study. I’d strongly recommend working closely with your teacher in developing a research proposal that’s consistent with the requirements and culture of your institution, as in my experience it varies considerably. The above template is from my own courses that walk students through research proposals in a British School of Education.

• Chris Drew (PhD) https://helpfulprofessor.com/author/chris-drew-phd-2/ 10 Reasons you’re Perpetually Single
• Chris Drew (PhD) https://helpfulprofessor.com/author/chris-drew-phd-2/ 20 Montessori Toddler Bedrooms (Design Inspiration)
• Chris Drew (PhD) https://helpfulprofessor.com/author/chris-drew-phd-2/ 21 Montessori Homeschool Setups
• Chris Drew (PhD) https://helpfulprofessor.com/author/chris-drew-phd-2/ 101 Hidden Talents Examples

8 thoughts on “17 Research Proposal Examples”

Very excellent research proposals

very helpful

Very helpful

Dear Sir, I need some help to write an educational research proposal. Thank you.

Hi Levi, use the site search bar to ask a question and I’ll likely have a guide already written for your specific question. Thanks for reading!

very good research proposal

Thank you so much sir! ❤️

Very helpful 👌

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Research Budget

Ai generator.

Research is highly necessary for a business simply because it helps the company understand the customers, competitors, and the market, in general. The data that the project’s processes bring can make way for the development of company operations. However, all these benefits do not come cheap. Most companies, especially the startups, would even submit proposals   to request grants from federal agencies, loans from banks, and investments from other fund sources. To successfully acquire financial assistance for their quantitative   or qualitative research , it is necessary to produce a research budget document. If by any chance, you are planning to create such a document, our article and variety of examples can assist you! Check them out below!

11+ Research Budget Examples

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What Is a Research Budget?

A research budget is the breakdown of the estimated income and expenses of a certain research project. According to MyMoneyCoach, budgeting lets individuals and organizations ascertain whether the financial resources are enough to complete a project . Additionally, if the said resources fall short, the process will help them prioritize the much-needed things or activities. Often, people use the term budgets for estimates . Unarguably, most of their elements are alike. The only difference is that budgets highlight how much money is up for spending. At the same time, estimates are predictions of how much money is needed to buy certain things or perform certain activities.

Research: Expensive or Not?

Some entrepreneurs do not know how advantageous research is for their businesses. Upon hearing about business research, the most common question that comes to their mind is whether such an undertaking is expensive or not. Sad to say, the answer is indefinite because its cost will vary depending on your expertise about the subject.

Firms who are not confident enough of their knowledge and experience in business research can hire research companies that can do the job for them. Doing so will approximately cost them USD 1,500 to $30,000, depending on how big the job is. On the contrary, corporate entities who are knowledgeable about the idea of business research can do it by themselves with a little guidance of online sources and other sorts of reference. The cost for it can go down from USD 100 up to USD 5,000.

How To Create a Research Budget

Considering that budgeting involves numbers and figures, you have to be delicate not just to them but also to the itemized entries. Moreover, each of its sections has to comply with the standards to ensure its completeness. By our own research, we are confident that our outline of the necessary guidelines below can help you in making your research budget without any hassle.

1. Describe Research Goals and Objectives

Generally, the research’s main function is to help improve an organization’s workplace operation and the company’s market standing. To effectively set and acquire the necessities for the undertaking, you need to have a better understanding of its specific goals and objectives . Hence, you have to describe them first and foremost.

2. Set the Research Methodology

There are many ways to gather and interpret data for your research. Each of them requires specific materials and equipment, which obviously have a monetary value. Most researchers commonly utilize participant observation, survey methodology , in-person interviews , focus groups, experimental research , secondary data analysis, and mixed methods as their techniques.

3. Specify Target Audience

The target audience is a good basis for your budget . Its volume and demographic can determine how much money you will need for the provision of research materials, such as survey questionnaires and survey forms . For example, if you’re targeting an audience of 10 to 15 people aged 50 to 60, the cost is surely expensive. Most of these people are probably in a nursing home. Aside from preparing them tokens for their participation, you also have to spend some dimes getting into the nursing home, like transportation and the creation of permission slips .

4. Calculate Income

After specifying your target audience, calculate your research’s overall income. Include in your calculations the allotment of your research’s financial assistance. Also, you have to indicate where these funds come from. The total income will be the very foundation of your budget .

5. Reckon Expenditures

Now that you have your income already set, create a list of all the items that you need to spend on. With your income as your basis, distribute the funds according to your priorities to ensure the inclusion of important things or activities, while delaying or eliminating the unnecessary ones.

Once you have successfully set every detail, don’t forget to review each of them one more time. With money at stake, misspellings, miscalculations, and other faults should have no room in your budget . By reviewing your budget before finalizing, you allow yourself to make your data accurate, which is a very crucial quality for research.

What do you mean by the direct and indirect costs of budgeting?

Direct costs refer to the expenses to produce goods or provide services, while indirect costs describe the necessary expenditures for the continuity of business operations.

What are some of the biggest disadvantages of business research?

1. Just like any other type of research, business research is time-consuming.

2. Due to the fast-changing markets, the results of business research can easily become out of date.

3. The business research’s respondents have chances of becoming biased, putting your entire project at risk of having inaccurate information.

What are the phases of budgeting?

Budgeting has five phases. They include preparation and formulation, approval, execution, revision, and control.

American filmmaker, anthropologist, and author Zora Neale Hurston once said, “Research is formalized curiosity. It is poking and prying with a purpose”, and she is right. Through it, we unravel things we never knew we had, whether they’re good news or bad ones. Either way, the discovery of these things can lead to improvement. Funding research is, absolutely, a good idea. However, businesses can only give so much. Some don’t even have anything to offer at all, risking themselves to rely on loans. Because of these facts, researchers have to learn the process of budgeting, as well as their advantages and disadvantages.

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Success Rates Across Different Grant Funders 📊 Which should you pursue? Access report .

3 Examples of Grant Budgets That Will Win Over Funders [With Template]

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January 29, 2024

Table of Contents

It doesn’t matter if you’re applying for a government, corporation, or foundation grant, a well-crafted budget will make or break your proposal.  

We interviewed over a dozen grant consultants and professionals to understand what grant budgets need to pass the sniff test with funders and convince them to open up checkbooks.

In this guide, we are going to share examples of effective grant budgets and highlight advice from seasoned grant writers. We’ll cover:

• Different budget types
• Real-world budget examples
• A downloadable budget template
• Expert advice from grant administrators and funders

Let’s dive in!

Your Grant Budget Will Make or Break Your Proposal

A grant budget is one of the most important parts of your grant proposal. 

A grant budget is a detailed financial plan that outlines the estimated expenses of your proposed project or program for which you’re seeking funding. If the budget isn’t carefully crafted or doesn’t fall in line with the requirements of the funder, it could cause you to lose the award. 

In general, the steps to creating a grant budget , include identifying all your potential expenses, delineating between direct and indirect costs, and giving yourself some buffer for unexpected costs. 

Likewise, always budget time for yourself to share the budget with your board and finance team so everyone’s on the same page, and you can make changes if need be before you get down to the wire with submission deadlines.

In many cases, funders will skip to your budget first before reading anything else in your proposal to make sure it meets their criteria, including: 

• Alignment With Their Priorities. Most grants will specify what types of projects or operational expenses they are looking to fund, so your team should ensure your grant budget aligns with these priorities.
• Evidence of Need. Grant budgets must provide evidence of need to ensure the funding will be used to address urgent problems within your community. This evidence should coincide with the needs statement in the proposal.
• Feasibility and Transparency. Feasible and transparent grant budgets prove to the funder that you plan on using their monies in an appropriate and effective way. 
• Sustainability. Funders want to support sustainable initiatives that will continue to thrive in the future (even after the grant funds run out). This is essential if you are applying for a program or project grant.
• Measurable Outcomes and Evaluation. You need to have measurable outcomes and a way to prove the impact of your proposed initiative. This includes a step-by-step plan that demonstrates how you will evaluate the success of your grant-funded project. 
• Compliance and Accountability. Every grant has different compliance and accountability requirements, so it’s important to ensure your budget meets these specifications. 
• Clear and Compelling Narrative. Knowing how to write a clear, compelling, and organized budget narrative is imperative to justifying your project’s costs that are attributed in each line item or category within the budget. This will enhance the credibility of the funding request. 

For example, if your budget is too high, a funder might immediately pass you over. If your budget is too low, you could be setting yourself up for failure. 

The NIH Central Resource for Grants and Funding Information , a leader in grant funding, further emphasizes the importance of properly estimating your budget:

“Significant over- or under-estimating suggests you may not understand the scope of the work.” - The NIH Central Resource for Grants and Funding Information

Even if you have the perfect idea for a new project, you will still lose out on funding if your grant budget isn’t feasible and in line with the funder’s priorities. 

Santa Clara County Office of Education covers several more helpful tips for building grant proposal budgets in their webinar (starting at 3:27).

Insights Straight To Your Inbox

There are several types of grant budgets you might use in an application.

There are several types of grant budgets you might use in a grant proposal. 

Below we’ve outlined five of the most common budgets and explained when and why they might be used:

• Operating Budget: This type of budget is used for funding an organization's ongoing operational expenses, such as staff salaries, rent, utilities, and administrative costs. Operating budgets are often used for grants that support the general functioning of an organization. 
• Program and Project Budgets: The most common types of grant budgets are used for specific programs or projects. For example, your nonprofit might be starting a new after-school program for disadvantaged youth and your budget would include all of the materials and supplies needed to run the program. Program and project budgets can be used to jumpstart new initiatives or support existing ones. 
• Capital Budget: This type of budget is used for large-scale construction projects, purchasing new facilities, making renovations, or even purchasing new equipment. These budgets are large in size because they are used to fund capital projects that support the long-term operational needs of an organization. 
• Research Budget: This type of budget is for research projects and community programs. For example, an environmental nonprofit organization may want to conduct research on pollution in their area’s streams and rivers. Their research budget could include the cost of the testing equipment, the researchers’ salaries, and more. 
• Multi-Year Budget: Multi-year budgets simply refer to budgets that span over multiple years. The funder usually specifies if they are awarding a multi-year grant, which means you will need to detail in your budget how you will sustain your project, research, or initiative over a longer period of time.

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Examples of Grant Budgets for Different Types of Nonprofits

Grant budgets will look different depending on what they’re for. But each budget will include direct costs, those expenses related to the project or program you’re funding, as well as indirect costs that go along with running an organization. Depending on the type of grant you win, the award will cover only direct costs, or, if a general operating grant , it may cover much more.

To make it more concrete, let's look at 3 examples of grant budgets. We'll show an operating budget, a project budget, and a capital budget.

Operating Budget for Violence Prevention and Intervention

Operating budgets are easier to develop because you can estimate the amounts based on the day-to-day costs in your organizational budget from the prior year. 

Some common operational expenses could include the following:

• Salaries and benefits for staff members
• Office rent and utilities
• Administrative and office supplies
• Marketing and outreach expenses
• Accounting and legal fees
• Fundraising expenses

As an example, the operating budget below details the total expenses for a General Operating Grant for $40,000 for a Chicago-area violence prevention and intervention nonprofit. This example even includes explanations of variances between the budget and actual amounts:

Project Budget for a Community Education Program 

Project budgets should outline your overall spending plan for your entire project, from successfully executing it to evaluating its impact and sustainability.  

Line items usually found in a project plan include:

• Project coordinator's salary
• Outreach and education materials
• Training sessions and workshops
• Equipment and supplies
• Evaluation and data analysis costs

The Council of New Jersey Grantmakers has a project budget sample for a Community Education Initiative that lays out each budgetary requirement clearly and accurately for the funder:

Capital Budget for a School Renovation Project

Capital grants are usually for large-scale items like construction, renovations, or equipment. 

Budgetary items include:

• Construction and renovation costs
• Architectural and engineering fees
• Building permits and inspections
• Furniture and fixtures
• Technology infrastructure
• Contingency for unexpected construction issues

Western Kentucky University had numerous improvements they wanted to complete on their campus. They created a capital budget that detailed the capital expenditures over a multi-year life of a possible grant. The entire capital budget can be found here , and a sample of their budgetary items is shown below and can be used as a budget template:

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Downloadable Grant Budget Templates

There are many resources to assist you with creating your own budget after you’ve considered all of the direct and indirect costs of your project. 

For example, one of the helpful grant budget examples comes from the Substance Abuse and Mental Health Services Administration (SAMHSA). You can download this example here and repurpose it to use as your own budget template.

This sheet provides a great sample of staffing and personnel needs for a proposed project. It also walks the reader through a budget justification and includes matching grant funds. 

You can also use Instrumentl's Grant Budget Template sample from the U.S. General Services Administration, which is a simple budget in Google Sheets that can be tailored to your specific budget line items. 

This is another helpful example that you can repurpose with your own budgetary information.

Expert Advice on Building Your Grant Budget

There’s a lot of advice you’ll hear through the grape vine regrading grant budgets. To help pick out the signal from the noise, we interviewed several seasoned grant professionals. Here’s what they had to share.

Details Matter

All experts agree that details matter when compiling your budget. If the details aren’t clear or don’t add up, a funder will see through your numbers. 

Elizabeth Morgan Burrows, JD, principal of Burrows Consulting , stresses that you should have a detailed budget that lists each of your expected expenditures for the entirety of your project. That way, the funder has a clear understanding that your nonprofit has the means and manpower to complete the proposed project. 

Some general line items you will want to prioritize include:

• The people working on the project and their respective salaries being funded by the grant.
• Any technology required for the project and/or the reporting requirements.
• Costs associated with specific tasks and responsibilities. 
• Revenue that comes into the nonprofit for the program.

Be Consistent With Your Narrative

Each line item in your budget should align with your overall narrative. If there is an activity explained in your narrative that requires funding, it must be a line item in your budget.  

Lyndel King , Chair, Board of Overseers at Hill Museum & Manuscript Library, stresses that you need to "make sure that the item is somehow accounted for in the narrative. Everything in the budget should be able to be tied back to the project narrative.”  

A clear budget will instil confidence. Anything less could arouse suspicion or doubt, costing you the award.

With that said, Sarah Lange , a grant consultant, advises grant teams not to undersell themselves either. 

“Funders want to see reasonable costs, but please don’t fall prey to pressure to keep overhead low! Your program costs what it costs, and your staff deserves a living wage!”

Stay Realistic and Feasible 

Earlier, we discussed the importance of staying realistic and feasible. Jacob B. Chase from Chase Consulting Solutions , agrees.

‍ He's quick to remind his clients that a realistic budget is a winning budget. It shows that your "and organization has thoroughly considered the financial aspects of the project."

Connect the Budget to Your Goals

Finally, your budget needs to establish a clear connection between the numbers and your goals. 

A funder will more than likely skip over your proposal if your budget doesn’t meet the needs of the intended audience.

CEO of Chase Consulting Solutions , Jacob B. Chase, shares, 

“Demonstrate a clear connection between the budget and the project goals outlined in the proposal. Funders want to see that resources are allocated to activities that directly contribute to the project's success.” 

Rachel Grusin, Project Coordinator for the Legal Aid Society of San Diego , further explains that nonprofits can't expect to slide in a line item without a clear explanation for why it belongs.

Ready To Submit Your Grant Budget?

It should be clear by now that your grant budget can make or break your chances of winning funding. The examples, insights, and expert advice in this guide should provide you with the resources you need to craft an effective and compelling budget in your next proposal.  

For even more helpful advice, check out these 24 tips for stronger grant proposals .

Stephanie Paul Morrow

Stephanie Morrows holds a Ph.D. in Media and Communications and is a professor at PennState Harrisburg.

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As the nation’s largest public research university, the Office of the Vice President for Research (OVPR) aims to catalyze, support and safeguard U-M research and scholarship activity.

The Office of the Vice President for Research oversees a variety of interdisciplinary units that collaborate with faculty, staff, students and external partners to catalyze, support and safeguard research and scholarship activity.

ORSP manages pre-award and some post-award research activity for U-M. We review contracts for sponsored projects applying regulatory, statutory and organizational knowledge to balance the university's mission, the sponsor's objectives, and the investigator's intellectual pursuits.

Ethics and compliance in research covers a broad range of activity from general guidelines about conducting research responsibly to specific regulations governing a type of research (e.g., human subjects research, export controls, conflict of interest).

eResearch is U-M's site for electronic research administration. Access: Regulatory Management (for IRB or IBC rDNA applications); Proposal Management (eRPM) for the e-routing, approval, and submission of proposals (PAFs) and Unfunded Agreements (UFAs) to external entities); and Animal Management (for IACUC protocols and ULAM).

Sponsored Programs manages the post-award financial activities of U-M's research enterprise and other sponsored activities to ensure compliance with applicable federal, state, and local laws as well as sponsor regulations. The Office of Contract Administration (OCA) is also part of the Office of Finance - Sponsored Programs.

• Develop Proposal Overview
• Blue Pages: Find an RA
• Cost Accounting Standards
• Budget Table Sample
• Direct vs. F&A Costs
• Direct Costs Other Than Salaries
• Facilities & Administrative Rates
• Full Recovery of F&A Costs - Calculating Space
• NRSA Stipend Levels and GSRA Max
• NIH Modular Budgets
• Participant Support Costs
• Salaries in Sponsored Projects

Staff Benefits

• Uniform Guidance Monitored Costs
• Clinical Trials
• Create Biosketch
• OVPR Cost Sharing
• (New) Frequently Required Proposal Data & Documents
• About the University of Michigan
• NIH - Other Support Reporting
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• Principal Investigator Definition
• Cost / Price Analysis
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• Develop Proposal

Budget and Cost Resources

Quick links.

• Budget & Cost Resources
• UG Monitored Costs
• Direct and Indirect Costs
• Indirect Cost Rates
• Full Recovery of Indirect Costs  - Calculating space for certain private sponsor
• Direct Costs  (other than salaries)
• ​ Staff Fringe Benefits
• GSRA Cost Estimates

The Principal Investigator has primary responsibility for budget planning, in consultation with the department chair or director of the research unit. Budgets for all sponsored proposals are subject to review by ORSP.  

A Special Note About NIH Grant-Related Data Sharing Costs

Certain funding agencies (e.g. the National Institutes of Health (NIH)) are increasingly allowing data management and sharing (DMS) costs to be included as direct costs in proposal budgets.

NIH DMS costs should be shared in the appropriate cost category, e.g., personnel, equipment, supplies, and other expenses, following the instructions and providing details as instructed within the applicable form (e.g., R&R Budget Form or PHS 398 Modular Budget Form). 

In most cases, the DMS Plan oversight at U-M will be provided by the principal investigator (PI) and other study personnel. If help is needed, consider these resources:

• OVPR Research Data Stewardship page - NIH DMSP resources
• U-M Library - Research Guides - Research Data Management
• U-M Navigate Webinar - NIH Data Management & Sharing Policy (Nov 1, 2022)

Budget Format

Sponsors often prescribe the budget format that must accompany the proposal, including the specific cost categories that should be identified. The format shown on the sample budget page may be used, however, if one is not specified by the sponsor. Be sure to check with your department, unit, school or college administrator to determine the best practice.

The budget should be subdivided into periods of 12-month duration (unless partial year funding is anticipated). A "starting date" should be specified, since it is essential to ensure accurate budget calculations. If cost-sharing is included, each budget period should include columns for both "Sponsor" and "University" costs. A budget summary should be included for proposals with multi-year funding. All budget entries should be rounded to the nearest whole dollar.

Salary and Wages

The salary category in the proposed budget should include the names and/or titles for all personnel involved in the project. The number of person months or percent effort to be applied to the project should also be shown. Total salary costs can be determined by applying the percentage of effort to the current salary rates. An appropriate escalation rate (e.g., 3%) should be used to determine salary requirements beyond the current fiscal year. While standard percentages are applied to make these calculations, no commitment and no constraint on the rate of increase for a given individual is implied by this procedure.

If a faculty member is working on several sponsored projects, care must be exercised to ensure that no more than 100 percent of effort is committed to the aggregate of all projects and other University responsibilities.

Summer salary:

Summer salary for faculty with academic year (AY) appointments can be figured at one-ninth of their institutional base salary for each month of summer effort. A maximum of two and one-half months may be included for the whole summer. Some sponsors, however, impose specific limitations on summer salaries. The National Science Foundation, for example, usually will not pay for more than two months of summer research at a rate of one-ninth of the AY salary per month.

Technical staff

Costs incurred for the same purpose in like circumstances must be treated consistently. For example, salaries of technical staff should be treated as direct costs wherever the work to be undertaken can be identified with a particular sponsored project. Direct charging of these costs may be accomplished by specifying individual positions within the project budget or through the use of recharge rates or specialized service facilities, as appropriate under the circumstances.

Administrative and clerical support

The salaries of administrative and clerical support staff normally should be treated as indirect costs . However, it may be appropriate to charge these costs directly to a sponsored project when the participation of the administrative/clerical staff being charged to a federal project meet all four of the following conditions as set forth in §200.413 of the Uniform Guidance:

“(1) Administrative or clerical services are integral to a project or activity;

(2) Individuals involved can be specifically identified with the project or activity;

(3) Such costs are explicitly included in the budget or have the prior written approval of the Federal awarding agency; and

(4) The costs are not also recovered as indirect costs.”

The meaning of (4) is the same as that of 200.403(d) above. That is to say, the project must require support services beyond the normal scope necessary for the typical sponsored project (i.e., it is an unlike circumstance).

Personnel may be hired to work on a sponsored project on an hourly basis for periods up to 12 months. Individuals hired on this basis receive no staff benefits other than Social Security and should be advised accordingly. The Personnel Service Center should be consulted to obtain the appropriate hourly rates for various categories of employment.

Staff benefits are charged to sponsored project accounts on a real cost basis. Depending on the mix of personnel assigned to the project, the staff benefit rate may show significant variation. While it may be possible to apply an average benefit rate (30%), it may be more appropriate in some situations to calculate the staff benefits on an employee-by-employee basis. The range of applicable benefit rates are provided in Staff Benefits Table .

GSRA Compensation, Tuition, and Benefits

GSRA Cost Estimates are for budget estimating purposes only and may vary from school to school. A GSRA appointment may be held from May through August, even though the GSRA is not enrolled in the University during that time. If the appointment is for the winter and fall terms, the fringe benefit charges should be budgeted for the full year, since the student is eligible for coverage during the intervening summer even though he or she is not on a GSRA appointment at that time.

The non-resident tuition differential is provided by the University for out-of-state students appointed as GSRAs. In-state tuition should be charged to sponsored accounts for GSRAs with appointments of 25% or greater. However, Schools and Colleges may provide tuition fellowships to cover a portion of the in-state tuition for GSRAs (see GSRA Cost Estimates ). The portion of the in-state tuition that remains after the fellowship is applied must be included on the grant as a charge to the sponsor.

In-state tuition charges should not be included as part of the GSRA stipend. The modified total direct cost (MTDC) base on which the University's indirect cost rate is calculated must exclude tuition charges. Therefore, indirect costs are not recoverable on tuition charges included in proposals for which the indirect cost rate is based on MTDC. Please contact the appropriate ORSP Project Representative should you have any questions.

Consumable Supplies and Materials

Consumable supplies are items used exclusively in support of project objectives. If it can be demonstrated that such supplies are used only in the conduct of the project and not for other purposes and are consumed completely in the course of the project, such items can be included as direct costs. Laboratory supplies, laboratory notebooks, printer paper for research data and reports, and so forth usually can be justified as consumable supplies. However, when supply items are purchased to support the multiple activities of project personnel, they are considered office supplies and cannot be charged directly to federal funds. Such items would include University stationary, pens, tablets, file folders, staples, paper clips, etc.

The estimated costs of consumable supplies and materials should be indicated in the proposed budget. It is generally acceptable to sponsors to provide a breakdown of supplies and materials by broad categories as opposed to the detailed listing of individual items. Contracts awarded by industries holding a prime contract with a federal agency, however, may require detailed itemization of supplies.

Major items of equipment proposed for acquisition should be itemized by descriptive name and estimated cost, and an adequate justification should be provided in the proposal narrative. Items costing less than $5000 or with a useful life expectancy of less than one year normally should be included under "Supplies and Materials." Shipping and/or installation charges associated with equipment acquisitions should be included in the cost estimates but generally are not itemized.

Specialized Services

Charges for computing services should be budgeted whenever these costs are justified. It is essential, however, that the budget clearly differentiate between central computing services provided by Information Technology Services and other computing services.

Other specialized service centers that have an approved user rate should be included in the proposed budget on a cost basis that reflects the recharge rates with the anticipated number of hours or other units of service clearly indicated. Once established, the schedule of rates must be applied to all users of the services/facilities, including internal-university users. Recharge rates are designed to recover, over the long term, not more than the aggregate cost of the services provided. The recharge/user rate should be included as part of the modified total direct cost (MTDC) for the project and should carry the appropriate indirect cost rate .

Consultants and Subcontracts

Federal agencies frequently establish a maximum daily rate of pay for consultants--specific dollar limits for various agencies are available from ORSP. The University must enter into a formal agreement with the consultant prior to the initiation of his or her effort. Consultant agreements as subject to the full recovery of indirect costs at the rate applicable to other direct cost items in the proposed budget.

The entire cost of a subcontract is normally shown as a single line item under "Other Direct Costs." A formal proposal from the subcontractor--including a statement of work, a detailed budget, period of performance, and key personnel--should be included to support this cost element. The Project Director should provide an explanation of why and how the proposed sub-contractor was selected, including the number of bids obtained.

Subcontracted effort requires a formal agreement between the University and the subcontractor, signed by a University official authorized to enter into contractual agreements on behalf of the Board of Regents. See: the Subcontracts and Hybrid Purchase Orders web page for criteria and procedures. Indirect costs are recovered on the first $25,000 of each subcontract.

Indirect Costs

Indirect costs are real costs of University operations that are not readily assignable to a particular project. The sample budget illustrates the procedures for applying the indirect cost rate .

Human Subject Fees

Human subjects often are paid a fee for their participation in research projects. Protocols for the use of human beings in research, teaching, or testing are reviewed and approved, according to federal, state and university policies. (See: Human Research Protection Program )

Other Costs

Funds may be requested from the sponsor to cover travel costs associated with the proposed project. Sponsors often require a breakdown of such travel costs by trip, reflecting the purpose, point of travel, number of persons, number of days, air fare, lodging and meal costs (per diem), and so forth. If foreign travel is contemplated, the proposal should include relevant information (including names of countries to be visited) and justification. Some sponsors have special regulations (e.g., use of domestic air carriers) governing foreign travel.

Costs of preparing and publishing reports of project results should be included in proposed budgets. Since page charges often are billed well after the completion of the research, it may be necessary to secure time extensions to pay these charges prior to the time that the project is closed out.

Other anticipated direct costs should be itemized--for example, equipment rental, maintenance agreements, or off-campus space rental. Telephone services and postage should not be included unless these costs are expected to be major elements in the project (e.g., telephone surveys). "Miscellaneous" or "contingency" categories should not be included. Items normally considered indirect costs should not be included in the proposed budget unless they are extraordinary and for unlike circumstances (e.g., utility costs required to operate a high-energy particle accelerator).

Network costs, including the hardware, software, personnel services, public access sites, and other related costs required to enable University personnel to share software or data or to communicate electronically with other individuals, are generally considered to be part of the physical infrastructure of the University and should not be included as direct costs in the proposal budget, as these costs are indirect in nature and included as a component of the Facilities & Administrative rate. However, individual workstations and specialized hardware and software attached to the network, which are not available to all users, are not included as part of the network costs and therefore may be treated as direct costs and recovered from sponsored projects through the use of approved recharge rates.

Questions regarding the appropriate treatment of network costs as either direct costs or Facilities & Administrative costs in proposal budgets should be forwarded to the Office of Research and Sponsored Projects.

References and Resources

• Direct Cost Other than Salaries
• Graduate Student Salaries (GSRAs)
• Staff Fringe Benefits
• Rackham Cost Sharing for Federal Training Grants
• Sample Budget Table
• Contact your unit-level research administrator  for the best practices for your department, school, college, or unit.
• Contact your ORSP Project Representative regarding any questions about University policies and procedures.
• Contact the  Office of Contract Administration  for further information on subcontracts and consulting agreements.
• For information on how to pay human subjects, please see the  Treasurer's Office requester/study-coordinator resources  and the  HSIP (Human Subject Incentive Program .
• Budget Reallocation Process (formerly 7471)
• Direct Costs
• Facilities and Administrative Costs (F&A)
• HSIP (Human Subjects Incentives Program)

Info for Morgan State University

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Search Morgan State University

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• Role of Principal Investigator
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Successful Proposal and Budget Examples

National science foundation submissions.

NSF EIR Proposal - Hulse, Tom (submitted 2018)

NSF Sample Awarded Proposal (Sociology-submitted 2014)

NSF Sample Awarded Proposal (Geosicence)

NSF Sample Awarded Proposal (Math-submitted 2009)

National Institute of Health Submissions

NIH Sample Proposal (Chemistry)

NIH Samples: Applications, Attachments, and Other Documents

Contact Information

Office of Research Administration Morgan State University Tyler Hall, Student Service Bldg Suite 304 Baltimore, MD 21251

Questions, contact: P: 443-885-4044 F: 443-885-8280 E: [email protected]

IDH 1041: Honors Core - Social Sciences (Marten)

• Introduction
• Scholarly Articles
• Data & Statistics
• Research Proposal
• Annotated Bibliography
• Literature Review

Assignment Guidelines

The paper proposal describes and outlines a topic you expect to explore for your semester project. It is intended to be preliminary - this begins a conversation about your project with me and you can change your mind! Please also feel free to come chat with us to brainstorm some ideas if you’d like, we’re happy to help.

In this proposal you will:

• state your research question(s) (analytical, open ended RQ, rather than a descriptive, close ended one)
• introduce your topic and briefly describe it (including, perhaps, why your topic is an important one to address)
• identify and describe some potential challenges and/or questions you may have about your research project: Are you having a hard time finding scholarly sources? Do you think your topic might be too broad/narrow? Is some of the information/data confusing? Would you like your topic to go in a direction that better aligns with your interests, major, skill set, etc.?
• include the scholarly citations of at least two journal articles you plan to include in your project

The proposal should be between 400 and 600 words, double spaced, 12 pt. Times New Roman, 1” margins. I love subheads [e.g. Research Question(s), Topic Description, Questions and Concerns, References], but you are welcome to use the system of organization that works best for you, just make sure to include all components in a clear and organized way.

Choosing a Topic

• Opposing Viewpoints In Context (Gale) This link opens in a new window Opposing Viewpoints in Context is the premier online resource covering today’s hottest social issues, from Offshore Drilling to Climate Change, Health Care to Immigration. Opposing Viewpoints in Context helps students research, analyze and organize a broad variety of data for conducting research, completing writing assignments, preparing for debates, creating presentations and more.
• CQ Researcher This link opens in a new window CQ Researcher is often the first source that librarians recommend when researchers are seeking original, comprehensive reporting and analysis on issues in the news. CQ Researcher is noted for its in-depth, unbiased coverage of health, social trends, criminal justice, international affairs, education, the environment, technology, and the economy. Reports are published weekly in print and online 44 times a year by CQ Press, an imprint of SAGE Publications.
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• Last Updated: Sep 18, 2024 9:32 AM
• URL: https://libguides.uwf.edu/idh1041