What to enter in the project budget

The budget in the grant application to the Research Council is where you provide details about the expected costs of the project and how these costs will be funded.

All applications for project support from the Research Council must contain a complete budget. The budget includes a cost plan detailing all the expected project costs and a funding plan showing how these costs will be covered under the project. The budget is to be specified by calendar year.

The call for proposals will specify the kinds of costs that can be funded.

Cost plan

The cost plan shows how costs will be distributed across different categories over the project period. The cost plan in the Research Council’s grant application form consists of the following four cost categories:

  • Payroll and indirect expenses
  • Procurement of R&D services
  • Equipment
  • Other operating expenses

The Project Owner obtains information about costs from each project partner. These costs are to be entered into the cost plan under the relevant category. If the partners do not come from the same sector as the Project Owner, then the costs are to be entered according to the budget calculation rules for the sector to which the partner belongs.

Direct and indirect project costs

Payroll and indirect expenses

It is common practice to present indirect costs in entities by distributing them across the number of person-years. You are therefore to group indirect costs together with payroll costs in project budgets on the Research Council’s grant application form.

Different sectors are to enter their payroll and indirect expenses into their budgets as follows:

Procurement of R&D services

Here you are to enter costs relating to procurement of R&D services for the project. A supplier of R&D services is an entity that delivers a contracted R&D task to the Project Owner or other project partners.

Cost for fellowship-holders that are part of the R&D services are to be calculated using the current lump-sum rates.

Equipment

Here you are to enter the costs for use of equipment and research infrastructure that is necessary for the execution of the project. These costs may be entered into the budget as follows:

  • The project’s share of the depreciation costs for equipment and research infrastructure that is necessary for the execution of the project, when this equipment or infrastructure has not been procured using funding from the Research Council or other public project funding.
  • The project’s share of the operating costs or "user fee" for equipment and research infrastructure that is necessary for the execution of the project (costs for “research infrastructure resources”).
  • Procurement costs for equipment that can only be used for this project.

Smaller-scale procurements of equipment that can be used outside the scope of the project are included in the indirect expenses, and should not be entered under “Equipment”.

Determining whether equipment is “research infrastructure resources”

Other operating expenses

Here you are to enter all costs that are necessary for the execution of the project and that do not belong under the other cost categories. The call for proposals will set guidelines for the kinds of expenses can be approved as necessary project costs. This may include costs for:

  • travel and accommodation;
  • dissemination activities;
  • activities to make research data from the project accessible in accordance with a potential data management plan;
  • other materials that are not covered under "Equipment".

The budget for all types of operating expenses may need to be revised if the project is granted funding.

Funding plan

The funding plan is to show how project costs will be covered. The plan must clearly indicate how much of the funding will come from the Research Council and how much will be provided from other sources, such as own financing, contributions from partners, or other funders.

The call for proposals will state which types of project costs are eligible for full or partial funding from the Research Council. Requirements relating to own financing and other limitations on the support available from the Research Council will also be set out in the call.

Cost code

The amount that the Research Council can contribute to project funding may be subject to certain limitations. If the budgeted costs exceed the amount that the Research Council can contribute, the Project Owner must cover the difference through own financing or from other sources. Own financing may comprise both cash financing and in-kind resources for use in the project.