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Budget Guidelines for Research Proposals

The information on the following topics is provided to assist faculty in drafting research proposals and contracts specifically regarding selected budgetary issues.

Personnel

• Research associates filling state funded positions should have a minimum of 25% of their salary included in extramural research applications where the sponsor will allow such. A phased in incremental increase to include a minimum of 50% of the salary of a hard money technician / research associate to be covered by extramural sources will be implemented beginning in FY10 (July 2009). The phase in schedule follows:
• FY10 – 25%
• FY11 – 35%
• FY12 – 50%

The percent of the research associate / technician salary covered by extramural sources can be provided from multiple sources / agencies.

• When the time commitment of the PI and other senior personnel, e.g., co-investigators or lab manager, are included in a proposal budget, salary dollars must be included in the budget. If time will be committed to a project but no salary support will be requested, the personnel should not be included in the budget (even to show a time commitment); this is cost sharing.  Cost sharing (showing the time but not requesting salary) will only be allowed in well justified cases or when the agency requires cost sharing. Any cost sharing must be approved by the PI(s) department head(s), the Associate Dean for Research and Graduate Studies and subsequently approved by the Vice President of Agriculture, Forestry and Veterinary Medicine.

Animal per Diem Costs

The following link provides current per diem costs for animal housing that should be used in research budget preparation:
http://www.research.msstate.edu/resources/lab.php

Facilities and Administration (F&A)

• MSU’s full F&A cost is expected to be requested on all research proposals and contracts, unless the sponsor has a written policy restricting the request of or the amount of F&A that can be recovered. The F&A recovery rate is 43% on campus and 26% for off campus field studies. Consult the CVM ORGS for the correct F&A rate.
• Any voluntary reduction in F&A must be negotiated with and approved by the Associate Dean for Research and Graduate Studies and subsequently approved by the Vice President of Agriculture, Forestry and Veterinary Medicine.

Review of Budgets

• All research proposal and contract budgets must be reviewed by the Research Program Manager before being submitted to MSU Sponsored Programs Administration. Budgets submitted to SPA prior to review and approval through the CVM ORGS, i.e., the CVM Research Program Manager, will be returned to the college for review. Channeling budgets through the appropriate offices in the proper order will ensure effective and efficient review and approval.

Proposal Submission

• A PI should notify the ORGS and send the RFA or link to the RFA once a decision has been made to submit a proposal. For Grants.gov submissions, the ORGS will need the CFDA or funding opportunity number.
• Proposals must be provided to the ORGS a minimum of three (3) days prior to submission.
• Proposals cannot be submitted directly to the sponsoring agency without prior approval by the ORGS and MSU SPA.

Pre-proposal

Pre-proposals that do not include a budget may be sent directly to the requesting agency. However, pre-proposals that include a budget, even a draft or tentative budget, must follow the same pathway for approval that is required of a typical proposal or contract