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Guidelines for Developing a Budget for a Grant Proposal

Developing a budget is easier to do once program planning has been completed. After a solid program has been designed, decide what is necessary for that program to operate to meet its goals and objectives. Consider thinking about each objective separately and breaking down all the staff, equipment, materials and supplies, contracted services, travel, etc., that are needed to meet that objective.  This information will become your list of possible budget line items.  If the grant proposal requires that you include "in-kind" costs (costs that the HCPSS will provide such as program management, clerical or technical support, printing, telephones, facilities charges, etc.), consider those at the same time you are calculating your budget.

Always follow the funder’s guidelines in developing your budget and use all funder-supplied budget forms.  Contact Grant Support Services if you need any help.

• The HCPSS indirect cost rate of 2.65% (current rate) must be included for all MSDE grant proposals over $5,000; 3% on all federal and foundation grants.
• Include cost of living increases and consider inflation when preparing a multiple-year budget.
• FICA (Social Security) costs are required for all personnel hired by the HCPSS for a grant funded project; be sure to include them in your budget projections.
• HCPSS employees cannot be paid as consultants.

• Don’t "guesstimate" a salary; call the Human Resources Office to discuss the possible salary level for a potential grant-funded position.  HR can also help you develop a job description.
• Remember that you will have to add benefits (about 35% of total salary) to all full-time grant-funded positions.
• Don’t forget to include costs for external program evaluation.
• All budget projections must be reviewed by HCPSS Grants Accounting; call for an appointment.

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