SPO5a150

Budget FAQ

Q. How can I get help in putting together a budget for my research project?
A.
Contact the Proposal Manager (PM) assigned your department or unit, or call the Sponsored Programs Office (SPO) at 765-285-1600 for help in the preparation and review of the budget. You may set up an appointment, ask a question, or email attach your budget draft (765-285-1624) for your PM to review. You may also explore the office web site for current budget information. 


Q. What are facilities and administrative (indirect) costs? 

A. Facilities and administrative (F & A) costs, often referred to as indirect costs, are overhead expenses for the University. Examples include utilities, custodial service, use of computers, etc. Ball State's current federally negotiated rates are: 44.5% for Instruction projects, 40% for Research projects, or 42.1% for Other Sponsored agreements and 24% - for off-campus projects. The applicable rate is multiplied by the modified total direct cost figure. 


Q. How do I know whether or not the agency will pay the full F & A cost rate? 

A. The sponsor guidelines normally address this issue. Unless sponsor guidelines state otherwise, facilities and administrative costs should be requested at the full federally negotiated rate. 


Q. Are fringe benefits considered as part of direct salaries and wages? 

A. No, fringe benefits are separate. 


Q. What are the current rates to be used in calculating fringe benefits? 

A. A rate of 32 percent is used for faculty and staff. Faculty benefits for summer and supplemental salaries are calculated at 21 percent. 


Q. What is a Compliance Review fee?

A. A fee is assessed to sponsored research projects that require approval for review for research compliance from the Institutional Review Board (IRB - humans - $500) for projects funded at $10,000 or more, all Institutional Animal Care and Use Committee (IACUC - animals - $200), and all Institutional Biosafety Committee (IBC - biosafety agents - $200). At this time, the review for Radiation Safety does not utilize the IRBNet system and charges are not assessed to sponsored projects for hazardous materials used.


Q. How soon before a deadline should I request budget development assistance? 

A. The sooner, the better! Please follow the Proposal Preparation Timeline for the best results. If you have a simple budget, five working days are sufficient in most cases. However, if your budget is more complex and involves multiple project years, collaborative projects, or subcontracts--please allow more time. 


Q. What is a Clearance Sheet? 

A. A clearance sheet is the form used by Ball State University to obtain the internal approvals necessary for submitting a proposal to an external funding source. Once your budget is fully developed and the proposal is ready to submit, a clearance sheet will be prepared for you by your PM. A record is created and routed via the Cayuse424 for internal approvals. Those approving will receive email notification of the web-based document. 


Q. What are MGR funds? 

A. MGR refers to Matching Grant Reserve funds. Often sponsors require that matching funds be supplied in the proposal budget. Departments may provide matching funds or additional dollars out of their fiscal year budgets. Sometimes there is still a need for another source of funds. Requests may be made to the SPO office for matching grant reserve monies. Please discuss this need with your PM when seeking budget development assistance.


Q. Who is responsible for photocopying the proposal? 

A. The SPO Staff will provide this service. 


Q. Who is responsible for submitting the proposal? 

A. Most proposals are submitted electronically, and SPO is responsible for most submissions. In some cases, the P.I. may submit an emailed proposal if he or she wishes, pending a completed clearance sheet. If all paperwork is received in time for handling, your PM will package and mail the proposal for you.

Sponsored Programs Office
2100 West Riverside Avenue
Muncie, Indiana 47306

Phone: 765-285-1600
Fax: 765-285-1624
View E-mail Address