EVMS Sample Budget Justification Template

EVMS Sample Budget Justification:


Note: Include an annual inflationary increase of 2%.

Detail the effort and salary for all project investigators, key personnel, professional and research staff, graduate and undergraduate students and casual or part-time workers.  Salary should be based on the percentage of effort worked by each individual on the project in relation to his/her annual salary.


Note:  For personnel who meet or exceed the NIH salary cap state the following:  “The amount requested has been calculated to reflect the FY2011 cap of $179,700”.


Senior Personnel:

Name:  John Doe, Degrees: MD, Role in project: PI, Co-I/Collaborator

Example: 50% effort = 6.0 cal. mos. (12cal. months x 50%effort)=6.0 calendar months.  Describe the aspects of project that the personnel will be involved in and educational and research experience relevant to project (optional).

Note: Some agencies require effort to be listed as calendar months, some as percentages.  Please justify accordingly.


Other Personnel:

Name:  John Doe, Degrees; Role in project: Research Assistant/Associate, Graduate Student, Postdoctoral or any other role technical role.

Example: 100% effort = 12 cal. mos. (12cal. months x 100%effort)= 12 calendar months. Describe the aspects of project that the personnel will be involved in and educational and research experience relevant to project (optional).

Note: Some agencies require effort to be listed as calendar months, some as percentages.  Please justify accordingly.


Fringe Benefits:

The fringe benefit rate is expressed as a percentage of salary. EVMS uses actual fringe benefit rates.  If personnel are to be named, then the average fringe rate that should be applied is 23%.  (Contact the OSP staff to obtain the actual fringe rate.)  For example:  16.5% (fringe rate) x $8,955(requested salary dollars) = $1,478.  Fringe benefits includes FICA, Medicare, workers compensation, unemployment compensation, and retirement. 


Consultant Costs:

List the services and costs of non-EVMS professionals.   For example:  Jane Doe, CEO of The Fisher Company will consultant with project director 3 times per month each year.  The Fisher’s Company rate is $200 per consultation - $200 x 3 = $600 per month x 12 months = $7,200/year.



An item is considered capital equipment that has a unit cost of $5,000 or more.  Describe the equipment, quantity, unit cost and justification for the use of each item related to specific program objectives.  Provide vendor quotes for equipment if suggested or required by the sponsor.  For example:  2 zero degree refrigerators @ $5,000 each = $10,000.



Describe all supply items requested and individual costs such as lab supplies, small equipment purchases, and specialized classroom/project supplies.  For example:  Histology supplies – For the work outlined in Aim 2, samples will be prepared by the Research Associate/Assistant. Molecular biology supplies - cloning reagents including restriction enzymes, polymerases, ligases and other standard molecular biological reagents.


Domestic and foreign travel should be shown separately. List the name(s) of travelers, destination, and purpose of trip. Include transportation costs (coach airfare), registration fees, accommodation fees, and other related expenses. For example: 2 trips/year to 1 scientific meeting (be specific if possible) x 2 travelers.

Other expenses:

Other expenses may vary and include costs such as vendor services, animal charges, participant support costs, tuition costs, postage, and copier charges. 

For example:Animal housing: 15 cages x .53/day x 365 days = $2,902/per diem cost/year.

Publication Costs:  Estimate the number of pages, page charges, and names of journals if possible.


Specify a total cost for each subcontract agreement.  Subcontractors include  any organization/firm performing services that are directly related to the research, analysis, or outcome of a sponsored project.  Subcontractors are not on the applicant’s payroll.  Please list the name of the subaward institution and a short description of the role of the subcontractor and work to be performed.  . 


Indirect Costs:

Indirect Cost rates are also called Facilities and Administrative rates (F&A) or overhead rates.  These rates are negotiated with the federal government on a periodic basis. Include the following statement in all budget justifications:


 Effective July 18, 2011, Eastern Virginia Medical School’s Facilities and Administrative Cost Rate is 46.5%

Negotiated with the Department of Health and Human Services - DHHS: (Agreement date April 12, 2007).  Base is modified total direct cost (MTDC), consisting of all salaries and wages, fringe benefits, materials, supplies, services, travel, and subgrants and subcontracts up to the first $25,000 of each subgrant or subcontract.  Modified total direct costs shall exclude equipment, capital expenditures, and charges for patient care, tuition remission, and rental costs of off-site facilities, scholarships, and fellowships as well as the portion of each subgrant or subcontract in excess of $25,000.