Category Archives: Proposal Budgeting

Changes to Participant Support Costs on Sponsored Projects

Due to recent clarification from the National Science Foundation, effective January 22, 2018, there will be changes to budgeting for participant support costs on all sponsored projects.

Per the federal regulations, the participant support cost category is for the support of participants or trainees only.  Participant support costs are for direct cost items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences, or training projects.

Unless specifically approved in the sponsor solicitation, the participant support cost category should not include costs for items such as speaker or trainer fees, room rental fees, catering at the event, and supplies.  These costs are typically allowable but they must be budgeted and charged in the appropriate category within the non-participant direct costs portion of the budget.

Participant support costs will be charged in accordance with the approved budget on existing awards and any future awards where the proposal was submitted prior to this clarification.


Grants.gov Changes Coming

Effective 12/31/17, Grants.gov officially retire the current Legacy PDF Application Package method or proposal submission and replace it with an online environment called Workspace.  Workspace is a web-based application system that allows a grant team to access and edit multiple forms simultaneously within an application.  This will not affect the submission of proposals through NSF FastLane or NIH ASSIST.

Michigan Tech researchers, investigators, and staff (known as Organization applicants in Workspace) will now be required to register themselves with Grants.gov and are encouraged to register as soon as possible.  Please see the “Quick Steps” for assistance during the registration process.  Once registered and ready to work on a proposal, contact an analyst in the Sponsored Programs Office (SPO) to initiate a Workspace application by calling (906) 487-2226 or emailing rsch@mtu.edu

For more information about Grants.gov Workspace, please review the Grants.gov training resources or contact SPO for assistance


Holiday Hours: Proposal Preparation & Submission Services Closed

During the holidays, the Research Development (RD), Sponsored Programs (SPO) and Innovation and Industry Engagement (IIE) offices will be closed on for the Holidays from Dec. 25 through Jan. 1.

Please plan accordingly for your proposal preparation and submission service needs during this time.  Regular office hours will resume on Tuesday, January 2nd.

Note that all other Vice President for Research departments are also closed for the two days.


Attention Researchers & Financial Managers-A New Electronic Approval Process for the Cost Share Authorization Form

Effective Monday, October 9, 2017, all Cost Share/Matching Support Authorization Forms must go through an electronic approval process.  This form is used by investigators during the proposal preparation stage when requesting cost share for a sponsored project.  It has been available in Banweb for several years but now has electronic approval for cost share authorization requests; there is no longer a need to print the form and obtain physical signatures.

All financial managers listed on a cost share authorization request will be prompted via email to log in to Banweb to provide an approval (or denial) and index number for all requests specifically applicable to them.  It is important that all financial managers designate a proxy (someone authorized to approve/deny cost share requests on their behalf) in an effort to prevent delays in the approval flow.

To access the form, log in to Banweb.  Once logged in, click on Research and then Cost Share.

Visit the Sponsored Programs website to find instructions for investigators/department coordinators and financial managers.

As a reminder to investigators, this approval process change does not negate the importance for you to hold appropriate cost share request conversations with individuals prior to completing and submitting the electronic form.

For any questions or issues, please contact the Sponsored Programs Office at 7-2226.


Updated Tables for Estimating GRA Stipends & Tuition

The Vice President for Research Office has updated the graduate student tables for budgeting stipends and tuition.  These rates are to be used immediately in proposal budgets to external sponsors.

The tuition rates per credit differ between Non Engineering/Computer Science and the Engineering/Computer Science disciplines.  Remember to take this into account when budgeting for one (1) credit.

The updated stipend and tuition tables can be found on the VPR forms page at:

GRA Stipend Rates

GRA Tuition Rates


FY16 Fringe Benefit Rates Update

The Office of Naval Research has recently approved the fiscal year 2016 predetermined Fringe Benefit rates for Michigan Tech effective July 1, 2015. This predetermined rate agreement replaces the provisional rates communicated in the memo to the Deans, Chairs and Directors on July 1, 2015. This final rate agreement consists of two rate changes from the provisional rate agreement and is effective retroactively to July 1, 2015. The graduate student rate has changed to 7.7% from 9.4% and the temporary employee rate has changed to 9% from 12.5%.

These approved fringe benefit rates should be used on all Sponsored Programs proposal budgets as of the date of this memo. All funds, including sponsored projects, will be charged these new rates retroactive to July 1, 2015. Sponsored Programs Accounting will contact departments and Principal Investigators if a sponsored project that has been closed or is in the process of being closed is affected.

In accordance with the Fiscal Year 2016 approved Predetermined Fringe Benefit rate agreement, the rates effective July 1, 2015 are as follows:

· Regular Non-Student Employees Rate 37.5%

· Summer/Additional Compensation Rate 20.0%

· Graduate Student Rate 7.7%

· Temporary Employees Rate 9%

· Undergraduate Student Rate 0%


FY10 Provisional Fringe Benefit Rates

The Office of Naval Research has recently issued a provisional Fringe Benefit rate for Michigan Tech.  Effective July 1, 2009, the regular and grant funded employee’s fringe rate of 42.6% will be applied to all funds.

Effective immediately, the regular and grant funded employee fringe benefit rate of 42.6% will be used in Sponsored Programs proposal budgets.  The new fringe benefit rate will apply to supplemental or additional funding where funding is added for work beyond what was contained in the original agreement.  The funding will generally be given a new index number in order to be separated from the funding in the original agreement.

For existing and incrementally funded Sponsored Programs, the fringe rate for regular and grant funded employees will be the lower of the rates used in the proposal budget or the new 42.6% rate.

The existing rates for the employee types, as described below, will be applied to all funds and will also be used in Sponsored Programs proposal budgets:

  • Extra Compensation: 20.2%
  • Temporary Employees: 10%
  • Graduate Students: 8.75%
  • Undergraduates: 0%

The current provisional rate agreement can be found on the Research Offices website at http://www.mtu.edu/research/references/facts-figures/.


FY10 Provisional Facilities & Administrative (F&A) Rates

The Office of Naval Research has recently issued provisional (temporary) F&A rates for Michigan Tech.  Although these rates were effective as of July 1, 2009, they are to be used in Sponsored Programs budgets that have a proposal submission deadline on or after August 1, 2009.

What does this mean for sponsored projects?  For existing projects and incrementally funded projects, the rates in effect at the time the project was awarded will continue to be charged.  For projects awarded under the provisional rates, the provisional rate will be charged until the pre-determined (final) rate agreements are fully-executed.   Incrementally funded projects exist when incremental awards will be received throughout the approved project period referenced in the original agreement; therefore, these project F&A rates would remain the same.  The new rates will apply to supplemental or additional proposals where funding is being requested for work beyond what was contained in the original agreement.   When awarded, the supplemental and additional funding will generally be given a new index number in order to account for the different rates.

The current provisional rate agreement can be found on the Sponsored Programs Office website at http://www.mtu.edu/research/references/facts-figures/.


Graduate Student Estimating Tables for Proposal Budgets (FY10)

The graduate student estimating tables for stipend levels and tuition and fee rates has been updated.  These rates are to be used in proposal budgets to external sponsors.  You can find the tables at Sponsored Programs Budget Estimating Tables.

These rates are effective immediately.