Advancement · Grants & Funding · Budgets

Who pays for
which part
of the job?

When a position is paid from several grants and a general fund, each pays its share of effort. Type the salary, the fringe rate and the shares; the calculator gives each source’s salary and fringe lines.

Split the positionWhat you get
$12one-time · every device you sign in on
Buy · $12

Included with Caveat Classroom and Whole-school licenses. Or get it in the Grant writer’s desk, $49 for 55 items.

The personnel cost allocation calculator

The worked example is a made-up family engagement coordinator. Nothing you type leaves this browser.

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What you get

Advancement · Grants & Funding$12 · included with Classroom and Whole-school licenses

What you finish with
Salary and fringe for each funding source, the total charged, and any effort with no source yet, ready to copy into grant budgets and the budget justification.
Who it is for
Grant writers, nonprofit finance staff, school and district business officers and program directors building or checking a budget.
Format
Browser calculator for a phone, tablet or computer, by touch or keyboard. Prints a summary; downloads a spreadsheet (.csv); export and import a file.
Access
$12 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Grant writer’s desk ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Grants & Funding space in Caveat Advancement.
Support
Questions, a correction or a request: team@caveatacademic.com.

How to use it

  1. Type the salary for the full year.
  2. Type the fringe rate your finance office uses.
  3. Set the months in the budget period.
  4. List each source and its share of effort.
  5. Copy each source’s salary and fringe into its budget.

Split the position

How the split is worked out

Effort shares of salary, with fringe following the salary.

The worked example: a family engagement coordinatorSalary$58,00012 monthsFringe at 31%$17,980benefits and payroll taxesFederal grant, 50%$37,990$29,000 + $8,990All sources$75,98050% + 20% + 30%The worked example: a family engagement coordinatorSalary$58,00012 monthsFringe at 31%$17,980benefits and payroll taxesFederal grant, 50%$37,990$29,000 + $8,990All sources$75,98050% + 20% + 30%
Each source pays its share of effort, and the fringe follows the salary it is charged on.

Effort, not hours

Effort is the share of everything the person is paid to do. A coordinator paid 50 percent from a grant should spend half of all their working time on that grant’s work, whatever the weekly hours. The shares across sources come to 100 percent; the page will not let them go over.

Fringe follows salary

Benefits and payroll taxes are charged in proportion to the salary each source pays, using one fringe rate. Under the federal Uniform Guidance, salary charged to a federal award must reflect the work actually done and be supported by records (2 CFR 200.430); fringe is covered in 200.431.

Sources

  1. Electronic Code of Federal Regulations. 2 CFR 200.430, Compensation: personal services (ecfr.gov).
  2. Electronic Code of Federal Regulations. 2 CFR 200.431, Compensation: fringe benefits (ecfr.gov).
  3. U.S. Department of Education. Uniform Guidance and EDGAR resources for grantees (ed.gov).
  4. Grants.gov. Grant budgets: personnel and fringe benefits (grants.gov).

The worked example is made up. Follow your funder’s rules and your finance office’s fringe rate. Your entries stay in this browser. Support: team@caveatacademic.com.