Grant Budgeting Questions:

Q: What are current fringe benefit rates and must they be included in all grant proposals?

A: If you are submitting a proposal to an extramural sponsor, you must include fringe benefits. The rate varies depending on the employee’s classification and current rates can be found here http://www.rsp.wisc.edu/rates/index.html

Q: How do I budget for tuition for grad students?

A: In addition to fringe benefits (27.5% FY08), all extramural applications that contain support for grad students must include tuition ($4,000 per semester; maximum of $8,000, FY08).  If a student has another appointment, tuition will be prorated, or based on the percentage of each appointment.  Contact Belle Heberling at bheberling@bus.wisc.edu for the latest information.

Q: Where can I get a spreadsheet that will help me prepare a budget for a non-federal proposal?

A: UW-Madison’s Office of Research and Sponsored Programs (RSP) has created a spreadsheet that greatly simplifies creating a budget. It can be found here http://www.rsp.wisc.edu/forms/standbudget.html

Q: What are indirect costs? Must I always include these in my grant proposals? How can I get an exception?

A: Indirect costs, sometimes referred to as facilities and administrative costs, are calculated as a percentage of your total budget and are a way that universities can recover those costs of administering a sponsored project that are not easily assignable to a particular grant. Indirect cost rates vary depending on the sponsor, and you can find the current rates here http://www.rsp.wisc.edu/rates/index.html. RSP maintains a list of organizations to which University of Wisconsin faculty frequently submit applications and for which the UW has been able to confirm the F&A or indirect cost rate is less than the Federally negotiated rate. You can learn more about this here http://www.rsp.wisc.edu/rates/idcexcept.html

Q: I am a graduate student? Can I be the principal investigator (PI) on a grant?

A: No. You should have a faculty member listed as the PI.

Q: I am an academic staff member. Can I be a principal investigator?

A: Yes, with the approval of the dean’s office.

Q: Does anyone in the School of Business have to approve my proposal before I send it? Does the UW have to approve proposals?

A: All proposals (including budgets) for extramural support must be approved by Phil Miller, who will then prepare a Transmittal Form and forward your proposal to RSP. You cannot submit a proposal without prior approval.

Q: Who can help manage the funds that are awarded to me?

A: For overall guidance, contact Phil Miller at pjmiller@bus.wisc.edu . For questions regarding purchasing contact Eric Thornton ethornton@bus.wisc.edu. Issues regarding personnel should be directed to Melissa Amos-Landgraf mamos@bus.wisc.edu

Q: Where can I find out more about financial disclosure and conflict of interest reporting?

A: Each spring semester, UW-Madison faculty and academic staff report outside activities and financial interests related to their field(s) of professional work at the UW-Madison to comply with federal, state, and University policy. Faculty and staff must submit reports even if the report only indicates no outside activities. Campus faculty and academic staff use a Web form to report. The report deadline, set by State law, is April 30 annually. Find out more here http://info.gradsch.wisc.edu/research/compliance/oar/index.htm

Q: I want to pay a colleague at another UW school/college as a consultant on my grant. Can I do this?

A: No, you cannot pay an employee of the UW System as a consultant, only as an employee.

Q: I need to subcontract part of my research to another university. How do I do this?

A: The subcontractor should prepare a scope of work and budget that clearly outlines what tasks will be accomplished and a timeline for completion. This should be signed by an authorized official of the subcontractor and submitted with your proposal.

Q: I have received a message from a federal agency that my proposal is going to be funded, but the funds won’t arrive for several months. Can I get an account in advance of this award so that I can get started?

A: Yes. Contact Phil Miller at pjmiller@bus.wisc.edu to assist