Personnel

Faculty

In most cases, you will use your current gross academic salary as a base for calculating salary requests. Adjust salary requests by 3% per year to allow for future increases. (Note: This is only a budgeted figure; you will be paid based on your current salary at the time of the grant, up to the level allowed for in the grant budget.) The College determines salary increases based on the compensation pool approved by the Board of Trustees. Sometimes the funding agency will limit the amount that can be requested for summer salary or other compensation. Compensation requested during the academic year must be approved by the Provost (unless the funds will go directly to the faculty member). Requests for course releases or unscheduled leaves must be approved by the department chair and the Provost.

Summer salary for proposals to federal agencies (typically NIH and NSF). Budgets may provide for up to two months of work during the summer. Each month of summer salary is calculated at a rate of one-ninth of the annual salary amount (for a maximum of 2/9 per summer). Summer salary figures may be adjusted by 3% per year in multi-year budgets. However, actual summer salary will be based on current salary at the time of the grant up to the level allowed for in the budget.

Non-Faculty College Employees

If specific positions (e.g., technicians, field assistants, or administrative assistants) are named in your budget, consult the Director of Faculty Grants and the Human Resources Director to determine salary and benefits.  Adjust these amounts by 3% per year to accommodate possible salary increases.

Students

The College sets student wages.  Students who work in any capacity during enrolled quarters currently earn minimum wage.  Be sure to check the Payroll Office website for current rates.  Summer research assistants typically receive a monthly stipend for full-time work.

Fringe Benefits

*Two-year service requirement for this benefit; waived if incumbent has previous benefits-eligible experience at another accredited higher education institution.

Travel

Travel costs include transportation to the destination, lodging, and expenses for meals, local transportation, tips, etc.  Most grantors require that travel arrangements be made at the equivalent of economy class.

Foreign Travel.  The U.S. State Department publishes rates for per diem and monthly living expenses for various places around the world.  In most countries there is a value-added tax on hotels and food, which can add substantially to advertised costs.  Foreign travel paid for with federal funds must be on U.S. flag carriers (with certain exceptions).

Equipment

The definition of “equipment” for the purpose of federal grant proposals is an item with an acquisition cost of $5,000 or more and a useful life of more than one year.  Only these items should be included in the “Equipment” section of a federal grant budget; items that do not meet these criteria should be included in the “Materials and Supplies” section or listed as supplies in the “Other” section.  If equipment maintenance is an allowable cost, you should include it in your budget.  Equipment acquired with grant funds is the property of the College.  Please inform the Office of Faculty Grants when grant-funded equipment is purchased so that it can be entered into the inventory system.  It is important to notify the Business Office when disposing of equipment.

Hardware and Software.  If you are requesting funds for computer hardware or software, Information Services must verify that the estimated cost is reasonable, equipment selected is compatible with our systems, and the maintenance and upgrade costs can be handled by the College or have been included in the budget. 

Cost-Sharing

All cost-sharing must be approved in writing by the Provost or other appropriate officer of the College.

Indirect Costs

Kalamazoo College’s negotiated federal indirect rate is 52.8% of salaries and wages including fringes.  This rate is used for all federal grant proposals (unless another rate is specified in the program guidelines).  Some private sponsors pay for “overhead” or indirect costs but the rates vary according to the funding source.  Many private sponsors will allow some administrative expenses as a direct cost.  Some sponsors will not pay indirect costs but will allow us to use our negotiated rate as a cost-sharing component. 

F&A payments represent a “grant” from the federal government to the host institution that provides the space and support for the grant-funded project.  In effect, the F&A payments reimburse the institution for all the costs not directly supported by the grant and for all the hidden costs of sustaining a supportive environment where quality research and other grant-sponsored work can be undertaken. 

All grant budgets must include the maximum amount allowed for indirect costs by the granting agency.