Prepare Budget

The Office of Sponsored Programs (OSP) personnel will assist faculty and staff with preparing the budget.

Budget Development

The draft budget must be developed using the internal budget template (Forms) and submitted to along with the intent to submit, program announcement or proposal guideline information, proposal submission deadline date, and if possible, the draft budget narrative.

The draft budget should be submitted 10 working days prior to the submission deadline date to ensure the OSP administrator has sufficient time to review the budget for accuracy and compliance with University and Sponsor policies.  If you have Subawardee(s), please note that budgets cannot be finalized until a Letter of Commitment and budget are received from the Subawardee(s).

Budget Templates with the correct benefit rates can be found on our forms page.

Indirect Cost Rates

The University's Indirect Cost Rate Agreement is effective until June 30, 2021. The Cognizant Federal Agency for the agreement is the U.S. Department of Health and Human Services (DHHS).

The rates from July 1, 2017 through June 30, 2021 are:

  On Campus Off Campus
Research 43.5% 26.0%
Instruction 55.0% 26.0%
Other Activities 35.0% 26.0%

MTDC (modified total direct costs): Indirect cost rates, in most instances, is to be applied to all budget items except capital expenditures (equipment $5,000 or more per unit), tuition remission, the portion of each individual subcontract in excess of $25,000, charges for patient care, rental costs of off-site facilities, and scholarships and fellowships. Off-campus rate is applied in cases where rent for off-campus facilities are budgeted as a direct cost.

Indirect cost rate for TN State Agencies and Local Governments: 15% of Total Direct Costs (TDC), unless otherwise specified in sponsor guidelines.

When the sponsor caps the indirect cost rate and they do not specify how the rate is to be applied, UofM's standard practice is to charge the capped rate to total direct costs (rather than modified total direct costs, or MTDC).

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Fringe Benefit Rates for University of Memphis Employees

  FY17 FY18
All Salaried Employees, monthly (includes academic year and summer/extra compensation) 36.40% 37.10%
All Hourly Employees, bi-weekly (includes overtime) 60.10% 61.01%
Temporary Employees (No insurance) 7.30%  5.82%
Temporary Employees (Insurance) 12.20% 21.60%
Student/GA 0.00% 1.60%


Graduate Student Tuition

The internal budget defaults to Academic Year student tuition (in-state) based on full-time load of 12 hours per semester. For future years, budget a 9% escalation. See the Current Fee Schedule for Graduate Students to make any necessary adjustments to the tuition rate.

Travel Rates

For up to date travel rates for transportation, lodging, and per diems, see the Accounting Office Travel Rate Schedule.

General Purpose Supplies and Administrative Personnel Cost

The U.S. Office of Management and Budget (OMB) Circular A-21 requires that certain expenses be treated as indirect costs and paid for through the indirect mechanism. To qualify as a direct charge on a sponsored project, costs normally considered indirect costs must be charged in a timely manner and must be consistent with established institutional policies and practices.

To request authorization to direct charge expenditures that would normally be treated as indirect costs, please complete the Unlike Circumstance Request Form. This form is part of the budget template, located on the this website under Forms. The Unlike Circumstance Request form should be completed at the time of proposal submission, when it is known that general purpose office supplies and/or administrative personnel costs will be directly charged to a project. In some cases, when it is not known at the time of submission, the form may be submitted after the award, but prior to the purchase or charging of the cost directly to the project.

The justification to direct charge administrative personnel costs that are normally treated as F&A must include the following:

  1.  description of how the duties performed by the administrative person are distinct from their normal duties,
  2.  document how the duties will be allocated exclusively to the project to which they are being charged,
  3. describe the specific goals with the project that would not be accomplished with these administrative activities, and
  4. the administrative costs must be pre-approved by the sponsor, either in the original budget narrative or separately after the award has been made.

The justification to direct charge a general purpose office supply (including computers) that is normally treated as F&A must include the following:

  1. description of how the item being purchased is different from the normal use of similar items,
  2. document how the item will be allocated exclusively for the use of the project to which it is being charged,
  3. describe the specific goals within the project that would not be accomplished without these items, and
  4. the items must be pre-approved by the sponsor, either in the original budget narrative or separately after the award has been made.

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Animal Care Per Diem Charges

The University's Animal Care Charges outlined below are effective as of March 16, 2017.

Charged for Memphis Rate
Mouse/vole/hamster cage $0.30/day
Rat $0.40/day
Large cage $0.60/day
Technician time $50.00/hour
Vet time $100.00/hour
Surgery room rental $25.00/hour
Surgery room cleanup $75.00/day
Pig room charges $33.00/day

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