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Tips on Making Budgets

For Travel Awards

Travel award budgets must total no more than the maximum funding permitted for these grants. The maximum allowed changes from year-to-year depending upon the budget of the UH Hilo Research Council. For example, for 2004-2005, travel awards were capped at $2,000. Within the cap, allowable costs include:

  • air fare
  • ground transportation (rental cars, taxis, etc.)
  • hotel and per diem, and
  • conference fees.

Allowable per diem costs (including hotel accommodations) for faculty are based on federal rates. These rates differ depending on the location of the conference.

In searching the site, it will be easier to search if you select "exclude military installations," and you will need to designate in which state you will be staying. After that, you click on "Submit." You will then receive a list of cities in the designated state, with allowable per diem rates. Use the "Max per diem rate" to find out allowable costs. Should your hotel charge higher rates than those listed, you may request excess lodging costs. Per diem may only be charged for time during (and immediately before and after, allowing for the vagaries of air travel) the conference; if you elect to stay extra days these days are considered "own time" and cannot be paid from Research Council funds.


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For Research Relations Fund Grants

Budgets for Research Relations Fund grants are also capped at maximum amounts. For example, 2004-2005, the maximum amount allowable was $5,000. Review committees may lower funding from requested levels for successful applications. Funds may be used for the following types of expenditures:

  • Release from at most one course per year (the Research Council will pay for a lecturer replacement, but only upon the approval of the request by department chair, division chair, and Dean)
  • Research assistant (undergraduates only, if student)
  • Supplies (personal computers will not be funded)
  • Travel necessary for project activities (see notes above on travel budgets for tips on budgeting in this category)
  • Other Expenses required in order to carry out project activities

Always include a narrative budget justification that clearly lays out the reasons why you are requesting specific items in your budget.


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For Seed Money Grants

Budgets for Seed Money Grants are capped at maximum rates which vary from year-to-year. For example, for 2004-2005, the maximum funding was $15,000. Review committees may lower the requested budget of a funded grant. You may request funds in any one or more of the following categories:

  • Personnel funds for the hiring of research assistants or other personnel necessary for project activities
  • Equipment not counting items usually provided by the department
  • Supplies not counting material usually provided by the department
  • Travel necessary for project activities (see notes above on travel budgets for tips on budgeting in this category)
  • Other Expenses specific to the project needs

Always include a narrative budget justification that clearly lays out the reasons why you are requesting specific items in your budget. You may not include funds for faculty salaries, summer stipends, books, journal subscriptions, dues, or travel to present research results (apply for a travel award for this).


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More Information

To learn more about maximum funding amounts for the upcoming period, contact Vice Chancellor for Academic Affairs Ken Hon.