Version 21 (modified by andersj, 4 years ago) (diff)


Guidelines for writing grant budgets for applications

If you apply for a grant you need to do a calculation of the full cost of the project. This should include all overhead, and even if the funding agency does not allow the grant to be used for that purpose. The calculation must be done in the following excel documents:

which should be signed by the Prefekt and then scanned and sent to Eva together with a copy of the front page of your application (or the first few pages, if the front page does not contain enough information). The full application should then be printed out for archiving by Mandana or Caroline.

Here are some things you should think about:

  • Salaries should include employer taxes and fees, currently 50.04% (or 34.11% for employees born 1988 and later, or 22.48% for employees born 1948 and earlier)
  • The total overhead is currently 82.01% for Astronomy and 39.61% for Theoretical Physics, and these are automatically added in the excel documents.
  • If the funding agency does not allow to use the grant for overhead (or has a maximum percentage allowed) the line samfinansiering on the first page of the excel document should be adjusted so that the project costs are balanced by the total funding and so that the amount applied for does not exceed the overhead limit set by the funding agency.
  • Even if the funding agency does not put a limit on the overhead (as is the case for VR), it is advisable to anyway limit the overhead applied for. For Astronomy this limit is currently 55%. The rest of the overhead should then be covered by samfinansiering.
  • If you are applying for a VR infrastructure grant or an ERC grant, this should to be reported in advance to forskningssevice and may have to be signed by the vice chancellor.

In order for a purchase to be regarded as a fixed asset and thus exempt from indirect costs the purchase must meet the following criteria: (a) The cost must exceed 20 000 SEK excluding VAT. (b) The economic life must be at least 3 years. If, for example, you want to put together several computer purchases as one fixed asset, then it must be paid from one activity (project), otherwise they are treated as separate entities. If there will be additional invoices at a later stage relating to the purchase, then these must be shown on the main invoice. It is not possible to add smaller bills by hand later if this is not arranged from the start. For this process to go as smoothly as possible, each employee should talk to Hampus (astronomy) or Bo (theoretical physics) about what fixed assets to buy and specify the activities (projects), so that Hampus or Bo can fill in the billing in Lupin already at purchase. If multiple computers should be linked to a fixed asset, this information must be provided to Hampus or Bo already at purchase.

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