Primary Contact: Heather Bullett 802-656-2691 or Deb McAdoo 802-656-3222
Secondary Contact: Rose Feenan 802-656-3326

Justifying Costs

When working on a new proposal with SPA (Pre-Award Services), normally-indirect expenses that you plan on charging as direct expenses on your awards (either the sponsor funds or cost share associated with that award) need to be justified with the justification form on SPA website. This form will allow these types of expenditures (see below for the most common ones we see in the RSENR) to go through at the normal speed. If one of these expenses comes through and the form has not been completed, you will need to work with your Grant Management Coordinator in the Business Service Center to get the form completed so that the account can be opened and the transaction can be processed as usual.

Here are the most common examples of expenses that need to be justified (one justification form per award will suffice with amendments if needed in the future). Once they are justified and approved, then you will not have to worry about charging these expenses to your grants in the future, as the accounts will be opened for the life of the award (unless amendments come through that specifically require additional justification by the sponsor):

  • Administrative Support salary/benefits
  • Office supplies
  • Computer supplies (including ink cartridges)
  • Paper/Pads/Pens/Toner
  • Books and reference materials
  • Membership and subscriptions (dues/memberships in professional organizations) for individuals
  • Telephone equipment/cell phones
  • Bulk mail services for survey
  • General purpose equipment
  • Computers
  • Facility work orders
  • Utilities