Budgets and Rebudgeting

Click for the AMFDP 2016 Budget Guidelines.  These are intended for new budgets, but will be helpful for guiding requests for revisions as well.

Revisions: Budget revisions are no longer required for grants of $500,000 or less (including all grants under the AMFDP) unless: (1) the Foundation program officer or program financial analyst requires it or, (2) your organization requires it.  If you spend in excess of 110 percent of an approved budget category, you will be required to provide a letter of explanation with your financial report, and may be asked to submit a budget revision request.  Any revisions should be submitted to the NPO with a copy to Ms. Moreira. Please allow up to two months for a budget revision. Call the NPO with any questions.

Fringe benefits: It is the hope of the Robert Wood Johnson Foundation and the AMFDP that fringe benefits will be paid by the institution. In cases where this is not possible (for example, when state law decrees that a source of salary funding must also fund fringes), fringes may come from the Personnel line item. They may also come from the Other Direct Costs portion of the budget; however, that scenario leaves little for research.

Technician: It is sometimes possible to pay a portion of a technician’s salary as part of the Personnel line item. Please consult the NPO to discuss your particular situation.

Travel: No RWJF travel funds may be used to travel to a foreign country, including Canada. No funds may be used to travel to a review course for board certification.  No funds may be used for travel to Hawaii, Alaska, or Puerto Rico unless it can be demonstrated in advance that such travel is critical to the research.

Carryovers: If you do not spend all the funds budgeted in a given grant year, you may carry those funds to the next year.

No-cost extensions: If you anticipate that funds will remain in the grant at the end of the fourth year, you may request a no-cost extension of your grant. In this case, you must still file an annual report on work done through the original end date of the grant, and then a final report at the end of the extension. Extensions of three months are typical. Please inform the NPO as soon as possible of the need for an extension. You should submit via email a document detailing the reasons for the extension and the answers to the questions contained in the document linked below, and a proposed budget and narrative for the amount to be carried over. Funds carried over to an extension may not be used for the Scholar’s stipend or salary, or for equipment. See guidelines at http://www.rwjf.org/content/dam/files/rwjf-web-files/GranteeResources/rwjfextensionofawardguidelines01222013rev.pdf.  The guidelines are general RWJF guidelines. An AMFDP-specific restriction is that FUNDS CARRIED OVER TO AN EXTENSION MAY NOT BE USED FOR THE SCHOLAR’S STIPEND OR SALARY, OR FOR EQUIPMENT.

Indirect costs: The indirect cost (overhead) rate is up to 12%. For example, if you budget $105,000 ($105,000 x 4 = $420,000) for a given year, the direct costs for that year would be $93,750 and the 12% indirect costs would be $11,250, which must be included in the $105,000.