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• How to Write a Research Proposal | Examples & Templates

How to Write a Research Proposal | Examples & Templates

Published on October 12, 2022 by Shona McCombes and Tegan George. Revised on November 21, 2023.

A research proposal describes what you will investigate, why it’s important, and how you will conduct your research.

The format of a research proposal varies between fields, but most proposals will contain at least these elements:

Introduction

Literature review.

• Research design

Reference list

While the sections may vary, the overall objective is always the same. A research proposal serves as a blueprint and guide for your research plan, helping you get organized and feel confident in the path forward you choose to take.

Table of contents

Research proposal purpose, research proposal examples, research design and methods, contribution to knowledge, research schedule, other interesting articles, frequently asked questions about research proposals.

Academics often have to write research proposals to get funding for their projects. As a student, you might have to write a research proposal as part of a grad school application , or prior to starting your thesis or dissertation .

In addition to helping you figure out what your research can look like, a proposal can also serve to demonstrate why your project is worth pursuing to a funder, educational institution, or supervisor.

Research proposal length

The length of a research proposal can vary quite a bit. A bachelor’s or master’s thesis proposal can be just a few pages, while proposals for PhD dissertations or research funding are usually much longer and more detailed. Your supervisor can help you determine the best length for your work.

One trick to get started is to think of your proposal’s structure as a shorter version of your thesis or dissertation , only without the results , conclusion and discussion sections.

Download our research proposal template

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See an example

Writing a research proposal can be quite challenging, but a good starting point could be to look at some examples. We’ve included a few for you below.

• Example research proposal #1: “A Conceptual Framework for Scheduling Constraint Management”
• Example research proposal #2: “Medical Students as Mediators of Change in Tobacco Use”

Like your dissertation or thesis, the proposal will usually have a title page that includes:

• The proposed title of your project
• Your supervisor’s name
• Your institution and department

The first part of your proposal is the initial pitch for your project. Make sure it succinctly explains what you want to do and why.

Your introduction should:

• Introduce your topic
• Give necessary background and context
• Outline your  problem statement  and research questions

To guide your introduction , include information about:

• Who could have an interest in the topic (e.g., scientists, policymakers)
• How much is already known about the topic
• What is missing from this current knowledge
• What new insights your research will contribute
• Why you believe this research is worth doing

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As you get started, it’s important to demonstrate that you’re familiar with the most important research on your topic. A strong literature review  shows your reader that your project has a solid foundation in existing knowledge or theory. It also shows that you’re not simply repeating what other people have already done or said, but rather using existing research as a jumping-off point for your own.

In this section, share exactly how your project will contribute to ongoing conversations in the field by:

• Comparing and contrasting the main theories, methods, and debates
• Examining the strengths and weaknesses of different approaches
• Explaining how will you build on, challenge, or synthesize prior scholarship

Following the literature review, restate your main  objectives . This brings the focus back to your own project. Next, your research design or methodology section will describe your overall approach, and the practical steps you will take to answer your research questions.

To finish your proposal on a strong note, explore the potential implications of your research for your field. Emphasize again what you aim to contribute and why it matters.

For example, your results might have implications for:

• Improving best practices
• Informing policymaking decisions
• Strengthening a theory or model
• Challenging popular or scientific beliefs
• Creating a basis for future research

Last but not least, your research proposal must include correct citations for every source you have used, compiled in a reference list . To create citations quickly and easily, you can use our free APA citation generator .

Some institutions or funders require a detailed timeline of the project, asking you to forecast what you will do at each stage and how long it may take. While not always required, be sure to check the requirements of your project.

Here’s an example schedule to help you get started. You can also download a template at the button below.

Download our research schedule template

If you are applying for research funding, chances are you will have to include a detailed budget. This shows your estimates of how much each part of your project will cost.

Make sure to check what type of costs the funding body will agree to cover. For each item, include:

• Cost : exactly how much money do you need?
• Justification : why is this cost necessary to complete the research?
• Source : how did you calculate the amount?

To determine your budget, think about:

• Travel costs : do you need to go somewhere to collect your data? How will you get there, and how much time will you need? What will you do there (e.g., interviews, archival research)?
• Materials : do you need access to any tools or technologies?
• Help : do you need to hire any research assistants for the project? What will they do, and how much will you pay them?

If you want to know more about the research process , methodology , research bias , or statistics , make sure to check out some of our other articles with explanations and examples.

Methodology

• Sampling methods
• Simple random sampling
• Stratified sampling
• Cluster sampling
• Likert scales
• Reproducibility

 Statistics

• Null hypothesis
• Statistical power
• Probability distribution
• Effect size
• Poisson distribution

Research bias

• Optimism bias
• Cognitive bias
• Implicit bias
• Hawthorne effect
• Anchoring bias
• Explicit bias

Once you’ve decided on your research objectives , you need to explain them in your paper, at the end of your problem statement .

Keep your research objectives clear and concise, and use appropriate verbs to accurately convey the work that you will carry out for each one.

I will compare …

A research aim is a broad statement indicating the general purpose of your research project. It should appear in your introduction at the end of your problem statement , before your research objectives.

Research objectives are more specific than your research aim. They indicate the specific ways you’ll address the overarching aim.

A PhD, which is short for philosophiae doctor (doctor of philosophy in Latin), is the highest university degree that can be obtained. In a PhD, students spend 3–5 years writing a dissertation , which aims to make a significant, original contribution to current knowledge.

A PhD is intended to prepare students for a career as a researcher, whether that be in academia, the public sector, or the private sector.

A master’s is a 1- or 2-year graduate degree that can prepare you for a variety of careers.

All master’s involve graduate-level coursework. Some are research-intensive and intend to prepare students for further study in a PhD; these usually require their students to write a master’s thesis . Others focus on professional training for a specific career.

Critical thinking refers to the ability to evaluate information and to be aware of biases or assumptions, including your own.

Like information literacy , it involves evaluating arguments, identifying and solving problems in an objective and systematic way, and clearly communicating your ideas.

The best way to remember the difference between a research plan and a research proposal is that they have fundamentally different audiences. A research plan helps you, the researcher, organize your thoughts. On the other hand, a dissertation proposal or research proposal aims to convince others (e.g., a supervisor, a funding body, or a dissertation committee) that your research topic is relevant and worthy of being conducted.

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Research Proposal Example/Sample

Detailed Walkthrough + Free Proposal Template

If you’re getting started crafting your research proposal and are looking for a few examples of research proposals , you’ve come to the right place.

In this video, we walk you through two successful (approved) research proposals , one for a Master’s-level project, and one for a PhD-level dissertation. We also start off by unpacking our free research proposal template and discussing the four core sections of a research proposal, so that you have a clear understanding of the basics before diving into the actual proposals.

• Research proposal example/sample – Master’s-level (PDF/Word)
• Research proposal example/sample – PhD-level (PDF/Word)
• Proposal template (Fully editable) 

If you’re working on a research proposal for a dissertation or thesis, you may also find the following useful:

• Research Proposal Bootcamp : Learn how to write a research proposal as efficiently and effectively as possible
• 1:1 Proposal Coaching : Get hands-on help with your research proposal

FAQ: Research Proposal Example

Research proposal example: frequently asked questions, are the sample proposals real.

Yes. The proposals are real and were approved by the respective universities.

Can I copy one of these proposals for my own research?

As we discuss in the video, every research proposal will be slightly different, depending on the university’s unique requirements, as well as the nature of the research itself. Therefore, you’ll need to tailor your research proposal to suit your specific context.

You can learn more about the basics of writing a research proposal here .

How do I get the research proposal template?

You can access our free proposal template here .

Is the proposal template really free?

Yes. There is no cost for the proposal template and you are free to use it as a foundation for your research proposal.

Where can I learn more about proposal writing?

For self-directed learners, our Research Proposal Bootcamp is a great starting point.

For students that want hands-on guidance, our private coaching service is recommended.

Psst… there’s more!

This post is an extract from our bestselling Udemy Course, Research Proposal Bootcamp . If you want to work smart, you don't want to miss this .

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Home » How To Write A Research Proposal – Step-by-Step [Template]

How To Write A Research Proposal – Step-by-Step [Template]

Table of Contents

How To Write a Research Proposal

Writing a Research proposal involves several steps to ensure a well-structured and comprehensive document. Here is an explanation of each step:

1. Title and Abstract

• Choose a concise and descriptive title that reflects the essence of your research.
• Write an abstract summarizing your research question, objectives, methodology, and expected outcomes. It should provide a brief overview of your proposal.

2. Introduction:

• Provide an introduction to your research topic, highlighting its significance and relevance.
• Clearly state the research problem or question you aim to address.
• Discuss the background and context of the study, including previous research in the field.

3. Research Objectives

• Outline the specific objectives or aims of your research. These objectives should be clear, achievable, and aligned with the research problem.

4. Literature Review:

• Conduct a comprehensive review of relevant literature and studies related to your research topic.
• Summarize key findings, identify gaps, and highlight how your research will contribute to the existing knowledge.

5. Methodology:

• Describe the research design and methodology you plan to employ to address your research objectives.
• Explain the data collection methods, instruments, and analysis techniques you will use.
• Justify why the chosen methods are appropriate and suitable for your research.

6. Timeline:

• Create a timeline or schedule that outlines the major milestones and activities of your research project.
• Break down the research process into smaller tasks and estimate the time required for each task.

7. Resources:

• Identify the resources needed for your research, such as access to specific databases, equipment, or funding.
• Explain how you will acquire or utilize these resources to carry out your research effectively.

8. Ethical Considerations:

• Discuss any ethical issues that may arise during your research and explain how you plan to address them.
• If your research involves human subjects, explain how you will ensure their informed consent and privacy.

9. Expected Outcomes and Significance:

• Clearly state the expected outcomes or results of your research.
• Highlight the potential impact and significance of your research in advancing knowledge or addressing practical issues.

10. References:

• Provide a list of all the references cited in your proposal, following a consistent citation style (e.g., APA, MLA).

11. Appendices:

• Include any additional supporting materials, such as survey questionnaires, interview guides, or data analysis plans.

Research Proposal Format

The format of a research proposal may vary depending on the specific requirements of the institution or funding agency. However, the following is a commonly used format for a research proposal:

1. Title Page:

• Include the title of your research proposal, your name, your affiliation or institution, and the date.

2. Abstract:

• Provide a brief summary of your research proposal, highlighting the research problem, objectives, methodology, and expected outcomes.

3. Introduction:

• Introduce the research topic and provide background information.
• State the research problem or question you aim to address.
• Explain the significance and relevance of the research.
• Review relevant literature and studies related to your research topic.
• Summarize key findings and identify gaps in the existing knowledge.
• Explain how your research will contribute to filling those gaps.

5. Research Objectives:

• Clearly state the specific objectives or aims of your research.
• Ensure that the objectives are clear, focused, and aligned with the research problem.

6. Methodology:

• Describe the research design and methodology you plan to use.
• Explain the data collection methods, instruments, and analysis techniques.
• Justify why the chosen methods are appropriate for your research.

7. Timeline:

8. Resources:

• Explain how you will acquire or utilize these resources effectively.

9. Ethical Considerations:

• If applicable, explain how you will ensure informed consent and protect the privacy of research participants.

10. Expected Outcomes and Significance:

11. References:

12. Appendices:

Research Proposal Template

Here’s a template for a research proposal:

1. Introduction:

2. Literature Review:

3. Research Objectives:

4. Methodology:

5. Timeline:

6. Resources:

7. Ethical Considerations:

8. Expected Outcomes and Significance:

9. References:

10. Appendices:

Research Proposal Sample

Title: The Impact of Online Education on Student Learning Outcomes: A Comparative Study

1. Introduction

Online education has gained significant prominence in recent years, especially due to the COVID-19 pandemic. This research proposal aims to investigate the impact of online education on student learning outcomes by comparing them with traditional face-to-face instruction. The study will explore various aspects of online education, such as instructional methods, student engagement, and academic performance, to provide insights into the effectiveness of online learning.

2. Objectives

The main objectives of this research are as follows:

• To compare student learning outcomes between online and traditional face-to-face education.
• To examine the factors influencing student engagement in online learning environments.
• To assess the effectiveness of different instructional methods employed in online education.
• To identify challenges and opportunities associated with online education and suggest recommendations for improvement.

3. Methodology

3.1 Study Design

This research will utilize a mixed-methods approach to gather both quantitative and qualitative data. The study will include the following components:

3.2 Participants

The research will involve undergraduate students from two universities, one offering online education and the other providing face-to-face instruction. A total of 500 students (250 from each university) will be selected randomly to participate in the study.

3.3 Data Collection

The research will employ the following data collection methods:

• Quantitative: Pre- and post-assessments will be conducted to measure students’ learning outcomes. Data on student demographics and academic performance will also be collected from university records.
• Qualitative: Focus group discussions and individual interviews will be conducted with students to gather their perceptions and experiences regarding online education.

3.4 Data Analysis

Quantitative data will be analyzed using statistical software, employing descriptive statistics, t-tests, and regression analysis. Qualitative data will be transcribed, coded, and analyzed thematically to identify recurring patterns and themes.

4. Ethical Considerations

The study will adhere to ethical guidelines, ensuring the privacy and confidentiality of participants. Informed consent will be obtained, and participants will have the right to withdraw from the study at any time.

5. Significance and Expected Outcomes

This research will contribute to the existing literature by providing empirical evidence on the impact of online education on student learning outcomes. The findings will help educational institutions and policymakers make informed decisions about incorporating online learning methods and improving the quality of online education. Moreover, the study will identify potential challenges and opportunities related to online education and offer recommendations for enhancing student engagement and overall learning outcomes.

6. Timeline

The proposed research will be conducted over a period of 12 months, including data collection, analysis, and report writing.

The estimated budget for this research includes expenses related to data collection, software licenses, participant compensation, and research assistance. A detailed budget breakdown will be provided in the final research plan.

8. Conclusion

This research proposal aims to investigate the impact of online education on student learning outcomes through a comparative study with traditional face-to-face instruction. By exploring various dimensions of online education, this research will provide valuable insights into the effectiveness and challenges associated with online learning. The findings will contribute to the ongoing discourse on educational practices and help shape future strategies for maximizing student learning outcomes in online education settings.

About the author

Muhammad Hassan

Researcher, Academic Writer, Web developer

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Research Proposals: a practical guide

This book uniquely draws a parallel between a research proposal and a sales pitch. The book provides guidance on what to include and what to omit from your proposal and demonstrates how to `sell' your research idea.

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Advanced Research Methods

• Writing a Research Proposal
• What Is Research?
• Library Research

What Is a Research Proposal?

Reference books.

• Writing the Research Paper
• Presenting the Research Paper

When applying for a research grant or scholarship, or, just before you start a major research project, you may be asked to write a preliminary document that includes basic information about your future research. This is the information that is usually needed in your proposal:

• The topic and goal of the research project.
• The kind of result expected from the research.
• The theory or framework in which the research will be done and presented.
• What kind of methods will be used (statistical, empirical, etc.).
• Short reference on the preliminary scholarship and why your research project is needed; how will it continue/justify/disprove the previous scholarship.
• How much will the research project cost; how will it be budgeted (what for the money will be spent).
• Why is it you who can do this research and not somebody else.

Most agencies that offer scholarships or grants provide information about the required format of the proposal. It may include filling out templates, types of information they need, suggested/maximum length of the proposal, etc.

Research proposal formats vary depending on the size of the planned research, the number of participants, the discipline, the characteristics of the research, etc. The following outline assumes an individual researcher. This is just a SAMPLE; several other ways are equally good and can be successful. If possible, discuss your research proposal with an expert in writing, a professor, your colleague, another student who already wrote successful proposals, etc.

Author, author's affiliation

Introduction:

• Explain the topic and why you chose it. If possible explain your goal/outcome of the research . How much time you need to complete the research?

Previous scholarship:

• Give a brief summary of previous scholarship and explain why your topic and goals are important.
• Relate your planned research to previous scholarship. What will your research add to our knowledge of the topic.

Specific issues to be investigated:

• Break down the main topic into smaller research questions. List them one by one and explain why these questions need to be investigated. Relate them to previous scholarship.
• Include your hypothesis into the descriptions of the detailed research issues if you have one. Explain why it is important to justify your hypothesis.

Methodology:

• This part depends of the methods conducted in the research process. List the methods; explain how the results will be presented; how they will be assessed.
• Explain what kind of results will justify or  disprove your hypothesis. 
• Explain how much money you need.
• Explain the details of the budget (how much you want to spend for what).

Conclusion:

• Describe why your research is important.

References:

• List the sources you have used for writing the research proposal, including a few main citations of the preliminary scholarship.

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• Last Updated: Jan 4, 2024 12:24 PM
• URL: https://guides.library.ucla.edu/research-methods

Important National Science Foundation (NSF) Updates

The National Science Foundation has announced updates to the:

• NSF Proposal and Award Policies and Procedures Guide

NSF Award Terms and Conditions

• NSF Grants.gov Application Guide

If you have any questions regarding these changes, please contact your Sponsored Programs Pre-Award Officer .

NSF Proposal and Award Policies and Procedures Guide (PAPPG) (NSF 24-1)

The revised version of NSF Proposal and Award Policies and Procedures Guide (PAPPG) (NSF 24-1) has been issued and is effective for proposals submitted or due on or after May 20, 2024 . You are encouraged to review the by-chapter Summary of Changes to the PAPPG provided on page 2 of the PAPPG and to view NSF’s Webinar on the Updates to the NSF Proposal and Award Policies and Procedures Guide (PAPPG) NSF 24-1) which provides a great overview of the updates and changes.

While this version of the PAPPG becomes effective on May 20, 2024, in the interim, the guidelines contained in the current PAPPG (NSF 23-1) continue to apply.

The NSF Award Terms and Conditions have been revised for consistency with the updated NSF Proposal and Award Policies and Procedures Guide (PAPPG) (NSF 24-1).

The revised award terms and conditions will be applicable to new NSF awards and funding amendments to existing NSF awards made on or after May 20, 202 4. You are encouraged to review the Summary of Changes document associated with each applicable set of terms and conditions.

NSF Grants.gov Application Guide (NSF 24-006)

NSF has published a revised version of the NSF Grants.gov Application Guide (NSF 24-006) .  Overall, the Guide has been updated to align with the revisions to NSF Proposal and Award Policies and Procedures Guide (PAPPG) (NSF 24-1). A by-chapter summary of changes is provided at the beginning of the document.

The Guide will be effective for applications submitted (via Grants.gov) or due, on or after May 20, 2024 .

Information For...

Budgeting, Cost Principles and Tools

Cost principles and guidance.

Project budgets should include all costs required to accomplish the objectives in the proposal or agreement. These costs are categorized as either direct or indirect costs.

All direct costs charged to sponsored projects awarded to The University of Texas must be allowable, allocable, necessary and reasonable for carrying out the objectives of the sponsored project as defined in Uniform Guidance (2 CFR 200). To be consistent in managing direct costs, the University extends these requirements to both federal and nonfederal sponsors.

For details on direct costs, see the Code of Federal Regulations ( 200.413 ), which are also detailed in the University (HOP).

All costs charged to a sponsored project must be allowable, reasonable and allocable ( 2 CFR 200 Subpart E—Cost Principles ).

Allowable: A direct cost is allowable when it is necessary for the project and meets the criteria for reasonable and allocable costs outlined here in 200.403 .

Reasonable: A direct cost is reasonable when it does not exceed that which would be incurred by a prudent person, as defined in 200.404 .

Allocable: A cost is allocable to a particular award if the relative benefit of the goods or services can be assigned to that award. The cost must be incurred specifically for the award, and be charged to the award proportionally to the benefit the award received, as outlined in 200.405 .

For additional details, please see Select Items of Cost Guide (PDF) .

Facilities and Administrative (F&A) costs are costs incurred for a common or joint purpose benefitting more than one cost objective, and not readily assignable to the cost objectives specifically benefited. These costs include building depreciation, equipment and capital improvement, utilities, custodial services, general administration, research administration, the libraries, accounting and purchasing. ( 200.414 ).

The University’s F&A rates are determined by an agreement with the federal government in accordance with the federal  Uniform Guidance . See the current  Cost Rate Agreement .

Organized Research – On-Campus Organized Research means all research and development activities that are separately budgeted and accounted for, including sponsored and University research activities and research training activities.

58.5% (MTDC) (14.5% ARL)

Instruction – On-Campus Instruction means the institution’s teaching and training activities (other than research training) whether offered for credit toward a degree or certificate or on a non-credit basis, and whether offered through regular academic departments or separate divisions, such as a summer school division or an extension division.

Other Sponsored Activities – On-Campus Other Sponsored Activities means programs and projects financed by federal and non-federal agencies and organizations which involve the performance of work other than instruction and organized research. Examples of such programs and projects are health service projects and community service programs, as well as symposia and conferences that do not meet the definition of  Instruction .

Off-Campus This rate is used when the project will take place off campus for at least 90 consecutive days  and  one of the following criteria is met:

• The combined proposed effort of all involved UT personnel working off-campus is greater than the combined proposed effort of all involved UT personnel working on-campus. This includes unpaid contributed effort.
• The budget includes leasing or renting an off-site facility as a direct cost, and the personnel paid from the grant and any equipment are located at that facility.
• The total direct costs incurred off-campus exceeds the total direct costs incurred on-campus.

You must have OSP approval prior to using the off-campus rate. Requests to use the off-campus rate are due to OSP at least seven (7) business days before the proposal deadline.

The University of Texas at Austin will honor published (e.g. foundations or non-profits) or statutory (e.g. USDA, US Dept. of Education) limitations on recovery of indirect costs. The University also accepts the following rates from these prime sponsors without additional documentation:

• Texas, Austin and Travis County Funding (excluding federal flow through) activities are 15% (TDC)
• Non profit foundations without published rates are 15% (TDC)
• Clinical Trials for Industry (excluding federal flow through) are 38% (TDC)

All other exceptions to these F&A rates require a waiver, which is approved by the Vice President for Research, Scholarship and Creative Endeavors.

Waiver and reduction requests are submitted to OVPR through the Associate Dean for Research (ADR) or equivalent in the PI’s college or unit. Requests should include:

• Detailed budget
• Explanation for the request
• Approval by the ADR
• Draft commitment letter prepared for signature by OVPR if required by the sponsor

Requests for IDC adjustments must be routed by the ADR to OVPR for final review and approval at least 7 business days prior to the proposal submission deadline.

Please note:

• OVPR does not judge the relative merit of submitted proposals; therefore, it will not waive or reduce F&A to make proposals more competitive.
• OVPR does not grant F&A waivers or reductions for the sake of stretching a proposal’s budget; therefore, OVPR will not waive or reduce F&A to help a budget fit into an agency cost cap.

Subrecipients to The University of Texas at Austin should use the federally negotiated F&A agreements in effect at their institutions unless a published or statutory limitation from the prime sponsor applies. When no approved cost rate agreement exists and there is no sponsor-published policy, the University will accept the following F&A rates from these prime sponsors:

• National Institutes of Health (NIH) subawards for foreign institutions of international organizations ( GPS 16.6 ;  45 CFR 75.414(c)(1)(i) ) are accepted at 8% (MTDC).
• National Institutes of Health (NIH) subawards for for-profit entities WITHOUT an established cost rate agreement (excluding SBIR/STTR) ( GPS 7.4 ;  45 CFR 75.414(c)(1)(ii) ) are not allowed. For-profit entities WITH a negotiated rate agreement should use their negotiated rates.
• Any federal sponsor with a subaward for a non-federal entity (never having received a negotiated indirect cost rate) ( 2 CFR 200.414(f) ), will accept 10% (MTDC) de minimus.

Please note, the University does not negotiate indirect cost rates for subrecipients.

Base: The F&A rate is applied to a base of direct costs in order to determine the F&A Cost. The base can be calculated in one of the following ways:

• Total Direct Costs (TDC)  =  TDC  means all direct costs included in the project budget. There are no exclusion or modifiers.
• Modified Total Direct Costs (MTDC)  =  MTDC  means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward (regardless of the period of performance of the subawards under the award). MTDC excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward in excess of $25,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs, and with the approval of the cognizant agency for indirect costs ( §200.1 ).

See the F&A Rate Decision Guide (PDF) for more information.

Participant Support vs. Participant Incentive

Per Uniform Guidance  2 CFR 200.1 , Participant Support is a direct cost for items such as stipends or subsistence allowances, travel allowances and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conference, or training projects. Participant Support Costs are exempt from F&A when using UT’s negotiated F&A rate.

Uniform Guidance  2 CFR 200.308(c)(5)  requires prior sponsor approval to transfer funds budgeted for participant support costs to other budget categories.

Participant Incentives are low value payments or items given to individuals to encourage them to participate in research. In order to be an incentive, the value of a payment or item must be minimal and should be provided to all participants in the research projects.

Paying individuals in exchange for their participation is a common and, in general, acceptable practice. Payment to individuals for their participation in studies is not considered a benefit and is not taken into account when IRB weighs the risks and benefits of the research. Payments can include compensation, gift certificates to participate in a survey, or petty cash “gifts” to encourage rural interviews.

UT Austin allows for use of  Tango Card  to compensate research participants. Tango Card is an online gift card service that enables researchers to allocate research compensation remotely.

Participant Incentives are part of the MTDC Base, and F&A should be calculated for funds budgeted in this expense category.

Any prior approval requirements to rebudget this expense category will be detailed in the sponsored award document.

Cost Sharing

Cost sharing is a commitment made by an institution to fund a portion of the total cost of a sponsored agreement. Find information on UT Austin’s cost sharing policies and procedures for reporting.

Fringe Rates and Guidelines

The term “fringe benefits” refers to non-wage expenses paid by an employer on behalf of their employees. These expenses include insurance premium sharing, employer matching, Social Security (OASI) and Medicare, Teacher Retirement System (TRS) and Optional Retirement Program (ORP) matching, as well as assessments for Unemployment Compensation Insurance (UCI), Workers’ Compensation Insurance (WCI), vacation and sick leave.

Fringe Rates

Fringe benefits are a direct cost to a sponsored project ( §200.431 ). They are budgeted as a percentage of the salaries and wages and shown as a separate entry in the budget. Fringe is charged on all payroll transactions processed in Workday (See a detailed list ).

The University’s fringe rates are negotiated with its cognizant agency (DHHS) and are part of the University’s  F&A Cost Rate Agreement .

The actual fringe benefit rate will be charged to the project when the expense is incurred, regardless of what rate is budgeted in the proposal. It may be necessary to rebudget during the project period to pay for actual fringe benefit costs.

Additional fringe benefit rate information can be found at UT Austin Payroll .

Projections for Planning Purposes

Fringe mitigation.

The transition to pooled fringe rates in FY19 may impact existing sponsored projects or previously submitted proposals. To mitigate grant/contract accounts (26- accounts) whose proposals were submitted prior to August 10, 2018 with fringe budgeted at less than the new rates, see Fringe Overdrafts Guidance .

Budget Revisions Requests

The transition to pooled fringes may impact existing awards. To that end, Post-Award will be enforcing fringe requirements on budget transfers in line with expected needs to support the new pooled fringe rates.

A budget transfer represents a deviation from the originally planned project and budget. The budget transfer may be sponsor-approved or allowed, but in either case the transfer composition of salary and fringe will need to meet the ongoing budget needs under pooled fringes.

This means, all budget transfers will need to carry a fringe-to-salary ratio of 30% (the percentage ratio may be updated annually dependent on the negotiated rate).

A budget transfer may increase or decrease only salary, only fringe or both. For questions, see Salary Cap Guidance .

To initiate a budget transfer, log into the Financial Resources Management System (FRMS) and Select the Transfers tab.

Person Months Calculator

A “person month” is the metric for expressing the effort (amount of time) personnel devote to a specific project. The effort is based on the type of appointment of the individual (Calendar, Academic or Summer).

Download UT’s Person Month Calculator Template

OSP Constituency List

UT’s Proposal Budget Template Download a five-year budget template to map out proposed project costs by category.