The feasibility and rationality of conducting research depend directly on the level of funding required. The level of expenditure allows grant providers to understand how rationally a researcher is able to allocate resources and identify the needs of a project. However, one should not assume that a research budget is simply a table in a free-form layout, into which any needs whatsoever can be entered. Are there cases in which certain expenditure items cannot be included? How should a research budget be properly drawn up for a grant application?
In what format should the budget for a grant application be submitted?
As we have already noted in previous articles, every grant organisation has its own set of requirements regarding the format of a competitive application. This applies to various aspects, and the section describing the project budget is no exception. Here, it is not only the content that may differ, but also the visual presentation: some donors ask for a simple table, others require the completion of a ready-made form, whilst others do not envisage a separate file at all, since the budget is entered directly on the organisation's website.
Let us consider the three main formats in which the budget justification is most commonly requested.
- Table. This is one of the most widespread formats for justifying funding. In this case, the applicant draws up the budget independently in the form of a table with various columns (for example, "Expenditure Item – Quantity – Unit Price – Total Amount"). This format allows for greater freedom in structuring the information, but at the same time requires careful attention. The researcher must thoughtfully design the structure of the table in order to provide comprehensive information and specify all the categories of expenditure that the donor expects to see.
- A standardised form provided by the donor. In this case, the grant provider supplies a ready-made template or form (most often in Excel or PDF format) with predetermined expenditure categories. All the applicant needs to do is enter the required figures into the relevant fields. This approach simplifies the submission process, since the structure has already been set. It does, however, restrict the researcher, since, as a rule, changing the categories, adding one's own sections, or altering the formatting is not permitted.
- Fields within the online forms of grant organisations. Increasingly, donors are moving away from separate budget files in favour of embedded fields directly on the application submission platform. In such cases, the applicant enters the amounts into specially designated fields on the online form, and the system itself generates the summary table.
What should be taken into account when formulating a budget for a grant?
Regardless of the format, the essence of the budget remains unchanged: it must clearly show how much money is required and precisely what it is intended to be spent on, whilst also demonstrating that the applicant has realistically assessed the cost of the project.
It is not uncommon for grant providers to impose restrictions on specific expenditure items, limit them, or put forward special requirements regarding co-financing. This is precisely why it is essential to carefully analyse the conditions of the programme before submitting an application. What is important to bear in mind?
Restrictions and grohibitions on expenditure
Even if you have prepared a detailed and well-argued grant application, it is entirely possible that the committee may reject it on account of incorrect expenditure items. Many foundations clearly set out in their rules which needs they are able to fund, and which they are not (or only under specific conditions).
For instance, there are grant programmes that do not provide for the purchase of equipment (only its rental), the arrangement of visas for participants, the acquisition of software, or the payment of administrative expenses, among other things. At the same time, certain expenditures may only be permissible subject to prior agreement with the grant provider, or within an established limit.
Individual programmes may also restrict the proportion of the budget that can be allocated towards salaries, travel, administrative expenses, or indirect costs. For example, a grant provider may set a maximum percentage of funding for a particular category, or specify an upper limit for an individual item.
Therefore, before drawing up the budget, it is worth checking not only the overall grant amount one may apply for, but also the rules governing each category of expenditure. If a particular item does not comply with the conditions of the programme, its inclusion in the budget may lead to the need for revision, or may even have a negative impact on the assessment of the application.
Justification of each expenditure item
Once you have established which expenditure items are covered by the grant provider, their appropriateness must be justified. It is not enough simply to state a figure — for example, writing that "the salary of a junior research fellow – 400 dollars."
Such an item must be explained in greater detail, specifying: who this person is, for what period and how many hours per week they are engaged on the project, why that particular rate has been set, what tasks they will be carrying out, and why the project cannot be delivered without this position. The same principle applies to equipment, travel, and materials.
Co-financing requirements
Another matter that the applicant must clarify in advance is whether the grant provider requires information about additional sources of funding for the project, and the organisation's own contribution. Such requirements exist in order to guarantee transparency in the use of funds and to prevent the double funding of the same expenditure from different grants. Broadly speaking, co-financing may take three forms:
- mandatory – the applicant must cover a specified percentage of the budget using their own or partner resources (money, equipment, staff time, premises)
- voluntary – not a requirement, but an additional contribution may enhance the competitiveness of the application
- restricted or prohibited – some programmes do not permit other grant funds to be drawn upon for the same expenditure at all, since the project must be financed exclusively from a single source; in this case, whether an organisation's own resources may be used depends on the specific conditions of the programme
Before submitting an application, it is worth clearly establishing which particular type of co-financing (if any is envisaged at all) applies within the chosen programme.
The key to success in securing a grant lies in a clear calculation of the project budget. It is this that allows grant providers to assess not only the scale of the research, but also the author's ability to allocate resources rationally and to justify the appropriateness of the funding.
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