Thuthuka - Quick Budget Reference
How-To Use the Budget Assist Costing Tool Budgeting for Operating Costs
When completing your project budget you need to consider all the costs that could impact on undertaking the
research, such as the direct, indirect and staff replacement costs. You will then need to check what the funder is willing
to pay for. The NRF has provided researchers with a tool to prepare the budget offline, the purpose of which is to assist
researchers to develop more realistic budgets. Besides helping researchers to plan their budgets before attempting
online completion, it also speeds up this capturing process itself.
As an improvement to the NRF Online System, a number of preloaded budget items are provided. Select the
appropriate one from the drop-down list. Use the “other” option where your line item is not listed.
All budgets should be costed using the Budget Assist Costing Tool and uploaded using the NRF online submission system.
Financial Categories
Lecturer Replacement
Use
Calculation Method
Amount to capture online
To estimate the cost related to the
person replacing the researcher. If
you are unsure of any of this please
consult
your
Human
Resources
Department for advice.
Monthly rate of cost item multiplied by
the number of months. e.g.:
Total Lecture Replacement cost for
the applicable year. Remember to
capture each year individually. e.g.:
Total Cost to Institution – 2013;
Total Cost to Institution – 2014;
Total Cost to Institution – 2015;
Basic Monthly Salary
Number of Months - 6
–
R20000;
Research and Technical Assistance
Use
Calculation Method
To estimate the costs related to the
procurement
of
resources
with
technical or specialised skills.
Hourly rate of the resource multiplied
by the number of hours. E.g.
Translator.
Amount to capture online
Item total for the applicable year.
e.g.
Translator – 2014 – R13000;
Translator – 2015 – R15000;
Rate = R350 p/h
Hours = 40;
Research Materials and Supplies
Use
Calculation Method
To estimate the direct costs related to
a research project. These items must
be clearly specified and directly
related to the project, and are
considered the ‘consumables’ for the
proposed research e.g. chemicals
and printing.
Unit cost of the item multiplied by the
number of items (quantity). e.g.:
Research kits:
Unit cost = R400;
Quantity = 20;
Total Item cost = R8000
Amount to capture online
Item total for the applicable year.
e.g.
Research Kits– 2013 – R13000;
Research Kits – 2015 – R15000;
External Supervisory Support
Use
Calculation Method
To estimate the cost associated with
subsistence and travel between the
researcher and the supervisor based
at another institution.
Unit cost of the item multiplied by the
number of items (quantity). e.g.
Accommodation:
Unit cost (per night hotel) = R800;
Quantity (nights) = 20;
Total Item cost = R16000
Amount to capture online
Item total for the applicable year.
e.g.
Accommodation – 2015 – R16000 ;
Conference Attendance
Use
Calculation Method
To estimate the cost associated with
conference attendance. Typically
items such as registration fees,
accommodation, travel etc.
Unit cost of the item multiplied by the
number of items (quantity). e.g.
Unit cost (registration) = R800;
Quantity (1) = 1;
Total Item cost = R800
Amount to capture online
Conference 1 for the particular year.
Conference 2 for the particular year
Conference 3 for the particular year
Study/Training Visit
Use
Calculation Method
To estimate the costs associated with
undertaking a study or training visit.
Typically S&T related items.
Unit cost of the item multiplied by the
number of items (quantity). e.g.
Unit cost (Subsistence – daily
allowance) = R220;
Quantity (days) = 3;
Total Item cost = R660;
Amount to capture online
Item total for the applicable year.
e.g.
Subsistence – 2013 – R13000;
Subsistence – 2014 – R15000;
Sabbatical Travel Grant
Use
Calculation Method
Amount to capture online
To estimate the costs associated with
undertaking a research visit to
another institution.
Unit cost of the item multiplied by the
number of items (quantity). e.g.
Unit cost (Air ticket –) = R660;
Quantity (no. of flights) = 2;
Total Item cost = R1320;
Item total for the applicable year e.g.
Airfare – 2013 – R1320;
Airfare – 2014 –R1320;
Visiting Scientist/Senior Advisor
Use
Calculation Method
Amount to capture online
To estimate the costs associated with
procuring relevant expertise related
to the research project.
Unit cost of the item multiplied by the
number of items (quantity). e.g.
Unit cost (per diem) = R500;
Quantity (no. of days) = 20;
Total Item cost = R10 000;
Visiting scientist/senior advisor subtotals for the applicable year.
e.g.
Airfare – 2013 – R10 000;
Research Equipment
Use
Calculation Method
Amount to capture online
To estimate the costs related new
small to medium sized equipment.
Typically tangible assets with a unit
value of R3 000 or more, has a life
expectancy of generally more than
one year, and which is not consumed
in the normal course of operation. E.g.
Refrigerator
Unit cost of the item multiplied by the
number of items (quantity). e.g.
Unit cost = R3 500;
Quantity (no. of refrigerators)= 1;
Total Item cost = R3 500;
Item total for the applicable year e.g.
Refrigerator – 2013 – R3 500;
Use
Calculation Method
Amount to capture online
To estimate the travel costs related to
the execution of research activities
i.e. travel to and from research sites,
e.g. fieldwork and attending research
related meetings.
Unit cost of the item multiplied by the
number of items (quantity). e.g.
Ground Travel
Unit cost (AA Kilo rate) = R4.30;
Quantity (no. of kilos)= 500;
Total Item cost = R2 150;
Domestic Travel 1, applicable year
E.g. Ground Travel – 2015 – R2 150;
Domestic Travel
Domestic Travel 2, applicable year
E.g. Ground Travel – 2015 – R2 150;
Domestic Travel 3, applicable year
E.g. Ground Travel – 2015 – R2 150;
Human Capacity Development
Use
Calculation Method
Amount to capture online
To determine the costs related to
human resources nominated on the
research project.
Amount predetermined. Simply supply
the name of resource, select
qualification from the drop-down.
Sub-totals for the selected subcategory for the applicable year.
Staff Development – 2013 – R25 000;
Post-doctoral Fellowship -2013- R80
000