Budget Development and Guidance – Budget Templates

Though sponsors will often require Principal Investigators (PIs) to submit a budget in a format of their own choosing, this does not necessarily give ORSP and Special Funds Accounting the information they will need on the breakdown of costs if and when a project receives funding.

Internal Budget Templates

The Office of Research and Sponsored Programs/Special Funds Accounting (ORSP/SFA) Budget Template is an internal tool to help grant writers develop an accurate budget that is transferable to SFA if the proposal is funded.  If you meet the following criteria, you are required to submit the ORSP/SFA Budget Template to the ORSP staff for review:

  • First time grant writer at Appalachian
  • Grant includes cost share/matching funds
  • Grant includes consultants or subcontracts
  • Grant includes direct costs for participants

If your proposal is complex or multi-year, the ORSP staff may need you to complete the budget template to insure that cost increases are calculated correctly.  Even if you are not required to use the Template, you may find it useful for calculating salary, fringe, and indirect/F&A costs correctly.

The Office has developed several generic budget templates to meet your needs.  Below is a description of each template and a link to the Excel spreadsheet.  Should you have any questions about using the template or developing your budget, please call our office at 262-2130.

  • Modified Total Direct Costs (MTDC):  This is the budget format most commonly used for federal grants.  The template will calculate the F&A rate on all costs with the exception of equipment over $5,000, capital improvements, and the first $25,000 on subawards. YELLOW headings on excel spreadsheet.
  • National Science Foundation (NSF): This template mirrors the budget categories on an NSF budget. Like the MTDC, it calculates the F&A rate on all costs with the exception of equipment over $5,000, capital improvements, participant support costs, and the first $25,000 on subawards. GREEN headings on excel spreadsheet.
  • Total Direct Costs (TDC): This template is to be used if F&A is being charged on all items in the budget. Simply speaking, this template will calculate a flat F&A rate on all expenditures.  If you have a contract with a state agency, you will probably use this template.  BLUE headings in excel spreadsheet.
  • Cost-share Template: This template is a mirror image of the MTDC and is to be used to calculate any match or cost share that is required by a sponsor.  If you are agreeing to provide cost share, you must complete this template to show how you calculated the costs of the cost share items.  If you are submitting a grant with cost share, please call our office for assistance as these budgets can be complex and complicated. RED headings in excel spreadsheet.

General Tips for Using the ORSP/SFA Budget Templates

  • You need to save the template to your desktop first because the formulas in the cells are locked.
  • Begin entering data using the worksheet tab for the current fiscal year (ex: FY 09-10), even if your first project year begins at a future point in time (ex: FY 10-11).
  • The F&A rate is set to default to 32.4%, our negotiated rate.  If the funding agency does not allow F&A charges, you may change this amount to 0.  If you are requesting a reduced rate, however, you must submit the “F&A Reduction Request Form” prior to completing your budget.  The Director of Sponsored Programs will review for approval.

Time & Effort/Salary Calculator

The time & effort/salary calculator (Excel file) is a quick way to calculate only the value of your time and effort on a proposal, as well as related costs such as fringe benefits. For more information on Time and Effort Reporting click here.

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>> Return to the Creating a Budget - Budget Checklist page.

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