University of Vermont

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Sponsored Project Administration - SPA

217 Waterman Building . 85 South Prospect Street . Burlington, Vermont 05405 . (802) 656-3360

budget overview

Prepare Budget

Use the SPA Budget Worksheet and InfoEd

All new, competing renewals and supplemental proposals must be submitted to SPA, using InfoEd, prior to submission to the sponsor.  Creating a budget in InfoEd is part of the process. Please contact SPA when developing a budget. SPA will take an active role with the PI or department staff in preparing budgets that are in compliance with UVM, sponsor and federal policy requirements.

For this purpose SPA created the SPA Budget Worksheet, which can be found SPA Forms Library.

After the SPA Budget Worksheet is complete, the SPA Research Administrator will convert the excel workbook to a single pdf document and will upload it to InfoEd, where it will become available to department chairs and deans in the electronic routing process.

Sponsor’s Budget Forms, Formats and Guidelines

  • The Sponsor’s forms and format for budget and budget narratives should always be used.
  • Pay attention to Sponsor’s guidelines. 
  • They provide information concerning budget limitations, specific cost considerations, requirements for cost sharing, and other special financial information.
  • Failure to adhere to a Sponsor’s budget or program guidelines may jeopardize funding for the proposal.

Budget Escalation Factors

  • For multi-year proposals, SPA recommends using up to a 3% escalation factor for those recurring direct costs, such as Salary and Wages, GRA Tuition, Travel, and Material and Supplies.
  • Do not escalate F&A costs or Fringe costs. The approved and published rates at the time of proposal must be used for F&A and fringe.

Cost Groups

Most budgets are composed of two kinds of cost groups: direct costs and indirect or F&A costs.

Direct Costs
  • Those budget line items that support performing the scope of work and are reasonable, easily identifiable and allocable to the project.
  • The Principal Investigator is responsible for spending the direct costs on allowable costs such as project personnel salaries, associated fringe benefits, materials, supplies, travel, and equipment.
F&A Costs (Indirect Costs)
  • Expenditures that cannot be specifically allocated to a project. 
  • F&A costs are intended to recover the cost of sponsored project administration, department and college research administration, research compliance, purchasing, accounting, libraries, custodial services, building depreciation, and utilities.  
  • They are budgeted and collected as a percentage of the direct costs.
Cost Sharing and Matching Costs

Federal Grant Budget Tips

  • Most federal grant applications are submitted electronically through InfoEd to These federal grant applications require the use of the standard form and format called the SF-424 Budget Information Forms.
  • Below are links to the NIH and NSF Budget Tips and Reminder pages that are applicable to almost all federal agencies.
last updated 11/23/17

Last modified November 27 2017 03:09 PM

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