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Budget Development

Proposal Development & Submission

Budget Development for Funding Applications

Welcome to the SPARC Budget Development resource hub. Whether you are new to proposal writing or a seasoned grant-funded researcher, our team is here to help build a compliant, competitive, and well-justified budget for your project.

Project Budget

What is a Project Budget?
A project budget is a financial estimate that reflects the resources needed to achieve the goals outlined in your proposal's statement of work. It should:
  • Demonstrate how UNCW will accomplish project objectives efficiently.
  • Comply with federal, state, university, and sponsor-specific guidelines.
  • Include items that are allowable, allocable, reasonable, and consistently treated, per Uniform Guidance (2 CFR Part 200).
Once submitted, the budget becomes the university's official cost estimate. If awarded, UNCW must adhere to this budget throughout the project's duration unless sponsor-approved modifications are made.

SPARC Support

Our Budget Development Team is here to:
  • Guide you in identifying necessary budget items.
  • Help calculate accurate costs.
  • Ensure compliance with all applicable regulations.
  • Review and refine your budget before submission.
Even if your sponsor does not require a formal budget, SPARC requires a line item budget to route your proposal and set up your award if selected for funding. All proposal for external funding are built, reviewed, routed, and approved in OSPREY.
Researcher Toolbox Explore helpful resources for proposal development
Budget FAQs Find answers to common questions about the budget development process
SPARC Directory Contact your assigned pre-award specialist for personalized support

Budget Justification

Your budget justification should align with your sponsor's format and requirements. Best practices include:
  • Match sponsor categories: List items in the same order and format as the sponsor's budget template.
  • Include only requested budget items: Avoid listing contributed or cost-shared items unless required.
  • Use monetary amounts selectively: Only include them in "Other Personnel" (hourly salaries) and "Travel" (trip breakdowns).
  • Explain necessity: Justify each item in terms of project aims, methodology, and goals.
  • Detail multi-year commitments: Specify personnel time per year and note any changes for across funding periods.

Sections of the Budget Justification

Salaries and wages for individuals directly involved in the project (e.g., PI, Co-PI, Senior Personnel, PhDs, Graduate and Undergraduate students).

Costs associated with employee benefits such as health insurance, retirement, and payroll taxes.

Expenses for project-related travel, including transportation, lodging, per diem, and conference registration.
Tangible, non-expendable personal property with a useful life of more than one year and a per-unit cost typically over $5,000.
Consumable materials and items needed to carry out the project (e.g., lab supplies, office materials).
Costs for services provided by external entities, including consultants, vendors, and subrecipients.
Direct costs for items such as stipends, travel, subsistence, and registration fees paid to or on behalf of participants (not employees) in connection with conferences, workshops, training, or other educational activities. These costs must be explicitly approved by the sponsor and are excluded from indirect cost calculations.
Not applicable for most research proposals unless specifically allowed by the sponsor.
Direct costs not captured in the above categories (e.g., publication fees, software licenses, participant incentives).
Sum of all direct costs (Personnel through Other).

Facilities & Administrative (F&A) costs calculated using UNCW’s applicable federally negotiated rate based on activity type.