Proposal Budgeting Tools
Candice Weber
Ryan Reikowsky
VCU Institutional Fact Sheet (Authorized official, institutional address, etc)
Cost of Living Increases - SOM Standard Practice
As long as a sponsor does not disallow annual cost of living increases/escalation on proposal budgets, SOM standard practice for estimating faculty and staff salaries on project budgets should be:
| Year 1 of proposed budget | Consider and factor in any anticipated and upcoming state employee salary increases for faculty and full-time university staff (example, anticipated state employee 5% raise in the spring before the new fiscal year starts for faculty and full-time university staff) |
| Additional years of proposed budget* | Escalate costs annually by 5% in line with current Federal inflation statistics |
*Note this is a recommended standard practices that should be followed whenever budget constraints and sponsor guidelines allow.
VCU Fringe Benefit and F&A Rates
For a full breakdown of VCU fringe benefits rate (sometimes requested by sponsors), go here: https://controller.vcu.edu/cost-analysis/fringe-benefit-rates/
| Current amounts for budgeting | ||
|---|---|---|
| FY24 fringe benefit rate for faculty and university staff | 39.7% | See latest DHHS rate agreement |
| FY24 fringe benefit rate for hourly staff | 8.0% | |
| FY24 fringe benefit rate for postdoctoral fellows paid through VCU Payroll | 37.9% | See latest DHHS rate agreement |
| FY24 F&A rate for Organized Research, On-Campus | 55.25% | See latest DHHS rate agreement |
| FY24 F&A rate for Organized Research, Off-Campus | 26% | See latest DHHS rate agreement |
| FY24 F&A rate for Other Sponsored Activities, On-Campus | 38% | See latest DHHS rate agreement |
| FY24 F&A rate for Other Sponsored Activities, Off-Campus | 26% | See latest DHHS rate agreement |
NOTE: Salary and fringe for VCUHS employees must be budgeted in the general or other costs section, not in the personnel section, of the RAMS-SPOT and sponsor budget for outgoing proposals.
NOTE: Undergraduate students do not receive fringe benefits. See codes SW and WS here: https://controller.vcu.edu/cost-analysis/fringe-benefit-rates/
Faculty Salary Caps
| Department of Health & Human Services/NIH | $221,900 |
| Department of Justice | $233,310 |
Graduate Students (Predoctoral)
Before budgeting graduate student costs in your proposal, consider the following:
- What is the sponsor type? Federal, foundation, etc.
- Is this a modular budget, or detail budget?
- Will we be allowed to re-budget after award, if needed?
- Will this be a PhD or MD-PhD student?
- Is the PI including a specific student, or a TBD student, in the budget?
In general, budget the following for graduate students:
| Current STIPEND amounts for budgeting Graduate Students on NON-NRSA TRAINING GRANTS | ||
|---|---|---|
| SOM PhD graduate student stipends | $35,535 | Per Dr. Mike Grotewiel 8/9/24 |
| SOM MD/PhD graduate student stipends | $35,535 | Per Dr. Mike Grotewiel 8/9/24 |
| Budgeting Graduate Student STIPEND on NRSA TRAINING GRANTS | ||
|---|---|---|
| FY24 Predoctoral Stipend | $28,224 | |
When submitting a proposal or receiving an award that mandates the NIH NRSA stipend rate for predoctoral scholars, the School of Medicine will fund the difference between the NRSA stipend rate and the SOM graduate student stipend rate. This only applies when the student's home department is in the School of Medicine, regardless of where the grant funding is managed. Departments should contact Dr. Mike Grotewiel and Ruth McIntosh-Brandt with any questions about this "differential" funding.
| Fall | $7,588 | Always In State |
| Spring | $7,588 | |
| Summer | $2,208 | 3 credits |
| Total to budget annually | $17,384 |
| Fall | $7,588 | Always In State |
| Spring | $7,588 | |
| Summer | $2,208 | 3 credits |
| Total to budget annually | $17,384 |
https://sfs.vcu.edu/tuition-and-fees/estimate-your-tuition-and-fees/post-undergraduate-calculator/
As calculated on 7/7/23
Postdoctoral Fellows and Trainees
| Current amounts for budgeting | ||
|---|---|---|
| Minimum postdoc salary | $61,008 | |
| FY24 fringe benefit rate for postdoctoral fellows paid through VCU Payroll | 39.70% | See latest DHHS rate agreement |
Laboratory Technicians
The following information is helpful for aiding investigators in determining how much and what type of role to budget for TBD lab personnel.
Budgeting Lab/Research Technicians
Labs and Research Technicians perform a variety of routine, technical, and administrative responsibilities in support of lab-based research at the university. They directly perform daily bench work executing lab/technical protocols such as: setting up and performing experiments, collecting data and specimens, operating lab equipment, and preparing materials.
Minimum to budget: $40,500, no experience/entry level - aligns with 25th percentile of Lab/Research Technician 1 on VCU's Job Summary Tool
Budget higher if prior experience is required: $48,500, some prior experience - aligns with midpoint of Lab/Research Technician 1 on VCU's Job Summary Tool
Budgeting Lab/Research Assistant
Lab Assistants perform a variety of routine, entry-level, non-technical duties in support of lab based research. Typical duties include performing general lab maintenance by cleaning and sterilizing instruments, glassware, and equipment; wrapping, labeling, and preparing specimens; and setting up and monitoring equipment. They may be responsible for maintaining stock, ordering supplies, and keeping records.
Minimum to budget: $34,500, no experience/entry level - aligns with 25th percentile of Lab/Research Assistant 1 on VCU's Job Summary Tool
Budget higher if prior experience is required: $39,200, some prior experience - aligns with midpoint of Lab/Research Assistant 1 on VCU's Job Summary Tool
Faculty with Joint VA/VCU Appointments
When including faculty with joint VA appointments in a proposal, make sure the following language is included in the budget justification personnel section:
Dr. XX has an appointment with Virginia Commonwealth University (VCU) and with the Richmond Veterans Affairs Medical Center (VAMC). The institutional base salary used in this application represents the VCU salary, and it does not include salary from the VAMC appointment. Dr. XX has __/8th appointment at the VAMC. He/She is contributing __ person months (__%) VCU effort to this application.