Grant Budget Line-Item Guidance
Please Note: The information below is intended to provide general guidance to help you plan and develop your budget. Please review this information alongside the specific instructions from the funding agency, as the funder’s instructions take precedence over these general guidelines.
This information is current as of August 2013. Please contact the Office of Partnerships & Sponsored Programs if you need any updates or to confirm any information included in this document.
PRINCIPLES RELEVANT FOR ALL GRANT & CONTRACT BUDGETS
UT Fiscal Policy
Grant and contract budgets should be prepared in accordance with UT Fiscal Policy.
Direct Cost Principles & Justification
Grant budgets must not request direct grant support for expenses recovered through UTC’s facilities & administrative cost calculation. Doing so would be considered “double-dipping” of expenses and could result in penalties to the institution. It is critical that all costs charged to a grant are
ALLOCABLE to the operation of the grant program (not to be used for general departmental purposes)
ALLOWABLE by UT policy, sponsor policies, and OMB Circular A-21 (federal government regulations on costs which can be charged to grants and contracts);
REASONABLE and NECESSARY for the performance of the project; and
CONSISTENTLY TREATED by UT in similar situations.
Please refer to UT Fiscal Policy #FI0205 on sponsored grants and contracts for detailed information on determining allowable direct costs. Direct costs include all expenses that are incurred solely for work on the grant project. Direct costs can be specifically documented by recordkeeping mechanisms such as invoices and timesheets. Also, see the section below on Facilities and Administrative Costs. Should you still have questions after you have reviewed UT Fiscal Policy and the Facilities and Administrative Expenses information below, please contact the Office of Partnerships and Sponsored Programs.