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- FULL-TIME SALARIES
(full-time faculty, staff, and administrators)
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- To involve full-time DePaul faculty and staff in your grant project, request funds for release time.
- Calculate release time for full-time faculty at 11% of base salary for each course release.
- Calculate release time for full-time staff at a percentage of annual salary that reflects their time commitment.
- Include full-time salaries of any new faculty or staff who will be hired to work on the grant project.
- See the "Compensation" section of the DePaul Human Resources web site for staff salary grades.
- PART-TIME SALARIES
(professionals, students, clerical part-time)
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- Include funds here for any grant staff who will be involved with the project on a part-time basis.
- See the DePaul Career Center web site for job descriptions paired with compensation levels.
- Graduate students involved in research projects may receive graduate assistantships. A 100% assistantship involves 20 hours per week. Compensation levels vary, so check with your department.
- SUMMER FACULTY
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- This category applies only to faculty who will be involved with a grant project during the summer months.
- Calculate summer compensation at 11% of annual salary for each month up to a maximum of two months.
- BENEFITS
(full-time @ 34%;part-time, summer faculty, and students @ 10.0%)
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- The average fringe benefit rate for full-time faculty and staff is 34%.
- For part-time grant staff, including summer faculty, calculate withholding at 10.0%.
- In the case of student workers, withholding is needed only for employment during the summer months.
- PROFESSIONAL SERVICES
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- Include here the costs of limited services provided by individuals and firms, including transcription, consulting, project evaluation, staff/participant training, and laboratory services.
- Calculate the cost on an hourly, daily, or flat-fee basis, depending upon the billing practices of the contractor.
- SUBCONTRACTS
(Subcontracts < 25K, Subcontracts > 25K)
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- Include here the costs of involving other entities such as other universities, hospitals, school districts, and community organizations in your grant project. In each case, the amount entered should reflect the total of a subcontract budget that has been negotiated with and approved by the partner entity.
- List subcontracts of less than $25,000 separately from those greater than that amount since they are treated differently in the calculation of indirect costs.
- EQUIPMENT (> 5K)
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- If you will need to purchase an individual piece of equipment that costs $5,000 or more, include it in this category.
- List all equipment of lesser value under Supplies.
- OFFICE
(postage, phone/fax, photocopying, consumable supplies, university services, printing)
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- SUPPLIES
(books, software, advertising, small machines, computerequipment, other equipment < 5K)
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- "Books" would include reference and educational materials needed to carry out the project.
- List here any piece of computer equipment with a purchase price of less than $5,000.
- Any other equipment, such as laboratory equipment, with a purchase price of less than $5,000 also belongs in this category.
- MISCELLANEOUS EXPENSES
(repairs, vehicle expenses, other expanses)
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- "Vehicle expenses" refers to rental and maintenance costs, not to mileage, which should be listed under travel.
- "Other expenses" would include any direct project costs not covered by the other available budget categories, including, for example, the cost of special insurance coverages that will need to be purchased.
- MEETING EXPENSES
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- Include here the costs involved in holding meetings that are part of the proposed project.
- These costs might include, for example, rental of meeting space and of equipment used in making presentations.
- Check the guidelines of your prospective funder before requesting funds to cover catering expenses.
- TRAVEL EXPENSES
(domestic and foreign travel)
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- Include here the travel costs of the key project personnel, including attendance at conferences required by the funder, professional conferences relevant to the project, and travel costs (such as vehicle mileage) that will be incurred in the course of administering the project. Include the costs of consultant travel under Professional Services.
- Because of the differing DePaul and funder guidelines that apply, domestic and foreign travel must be listed separately.
- When estimating the cost of domestic or foreign air fare, plan on flying economy class. Consulting an on-line ticket broker such as www.travelocity.com may be helpful.
- For foreign air fare, U.S. carriers must typically be used whenever they are available even if the cost is somewhat higher.
- Include a minimum of $25 per day for meals and a lodging estimate that reflects the location to which you will be traveling. Consulting the per diem rates for domestic travel and foreign travel that are established by the federal government can be helpful.
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- STIPENDS/TUITION
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- Include here the costs of stipends and tuition paid to or on behalf of project participants.
- Consult the guidelines of your prospective funder carefully to determine the allowability of such costs.
- See http://www.depaul.edu/admission/tuition/index.asp for current DePaul tuition rates, which must be covered in full if project participants are to earn academic credit for their participation in training or other project activities.
- INDIRECT COSTS
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- Indirect costs, now referred to as "Facilities and Administrative Costs" by many government agencies, are costs involved in the conduct of a grant project that cannot be attributed directly to the project. These include university expenses involved in financial and human resources management, and in maintaining facilities in which multiple grant projects are conducted.
- DePaul's negotiated indirect cost rate, which applies to most federally funded projects, is 44.5% of modified total direct costs (MTDC). DePaul's negotiated rate for "off-campus" projects is 52% of MTDC, and its rate for "instruction" is 50% of MTDC. Click here for initial guidance on when to apply the "off-campus" and "instruction" rates. OSPR will assist you in making a final decision regarding which rate applies.
- In those cases where these negotiated rates do not apply, DePaul charges the maximum indirect cost rate allowed by the funder (for example, 8% in the case of training grants funded by the U.S. Department of Education).
- The modified total direct cost base consists of salaries, wages, benefits, materials and supplies, services, travel, and subcontracts up to the first $25,000. The following are excluded from the base: equipment over $5,000, tuition remission, scholarships, fellowships, rental costs of off-site facilities, and the portion of each subcontract over $25,000.
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