su-osp-budget

name

su-osp-budget

description

Syracuse University OSP Budget Template population for sponsored research proposals. Use when PIs need to create, populate, or modify the OSP Budget Workbook (FY26) for federal or non-federal grants. Handles personnel (senior/other), non-personnel costs (equipment, travel, participant support, materials, consultants, subawards, tuition, human subjects), F&A rates, fringe rate lookups, and generates Excel workbooks. For DOE Genesis Mission proposals (DE-FOA-0003612), generates BOTH the SU OSP Budget Excel file AND the SF424 R&R Budget form. ALWAYS use this skill when the user mentions Genesis Mission, DOE Genesis, DE-FOA-0003612, SF424 R&R budget, or asks about building a budget for a DOE Genesis proposal. Self-contained — includes all rate data, policy references, calculation functions, and the SF424 R&R template with no external skill dependencies. Requires Claude Opus 4.5+ and the xlsx skill.

SU OSP Budget Template Skill

⚠️ CRITICAL: Complete File Reading Required

The view tool may truncate large files, showing only the beginning and end while omitting the middle. Before proceeding with any budget work:

1. Check if any file output shows "truncated lines X-Y"
2. If truncated, use view with view_range parameter to read the missing sections
3. Do NOT proceed until you have read the complete contents of this SKILL.md and any reference files you need

This applies to all files in this skill, especially references/safe_cells.md which contains critical information about which cells can be written to.

Version Information

Field	Value
Version	3.1
Created	November 26, 2025
Last Updated	April 8, 2026

Version History

• 3.1 (Apr 8, 2026): Fixed 6 issues: (1) OSP budget now writes Other Personnel counts to Column B rows 39-48 on Personnel Yr 1 tab; added B39-B48 to safe cells. (2) SF424 DUNS number (002257350) now written to D2 on Budget 1 A-B only. (3) SF424 project type "X" now written to D4. (4) SF424 organization name written to D6 (plain text, no label prefix). (5) SF424 start date now written to C8 (not A8). (6) SF424 end date now written to F8 (not D8). Removed redundant header writes from C-E and F-K sheets since they auto-copy from A-B.
• 3.0 (Apr 8, 2026): MAJOR — DOE Genesis Mission support. Added SF424 R&R Budget template and population script for DE-FOA-0003612 Phase I proposals. When a PI requests a Genesis budget, the skill now generates both the SU OSP Budget workbook and the SF424 R&R Budget form from a single set of Python-computed values. Added genesis_solicitation.md reference file with all budget-relevant FOA rules. Added sf424_population.py script with data classes and population functions. All computed values (fringe, MTDC, F&A) are calculated in Python — never by LLM arithmetic.
• 2.3 (Mar 28, 2026): Added Apache License 2.0. Added LICENSE file and license headers to all Python scripts. Added GitHub repository update workflow documentation.
• 2.1 (Mar 13, 2026): Updated OSP Budget Template to 1/30/2026 version. NIH salary cap updated to $228,000 (effective January 1, 2026, per NOT-OD-26-034). Removed personally identifying information and research-domain-specific references from examples. All example names replaced with generic placeholders.
• 2.0 (Feb 9, 2026): MAJOR — Self-contained release. Incorporated all rate data, policy references, calculation scripts, and lookup functions from su-research-budget and su-chart-of-accounts. No external skill dependencies (except xlsx). Added rate_lookup.py and budget_calculator.py to scripts/. Added fringe rate data files, F&A rate history, and all policy reference files to skill. Updated all documentation to reference internal files only.
• 1.3 (Nov 26, 2025): CRITICAL FIX — Added mandatory su-research-budget consultation requirement; removed inline fringe rate values to prevent stale data; added explicit rate lookup workflow; fixed error where faculty summer fringe was assumed rather than looked up, causing ~$7K/year overestimate
• 1.2 (Nov 26, 2025): Added OSP Budget Template to assets; skill is now self-contained
• 1.1 (Nov 26, 2025): Critical warning about file truncation; models must verify complete file reading before proceeding
• 1.0 (Nov 26, 2025): Initial release with complete Personnel and Non-personnel support

Versioning Instructions for Skill Updates

When this skill is updated and rebuilt using the skill-creator:

1. Auto-increment the minor version: 2.3 → 2.4 → 2.5 → 2.6, etc.
2. Update "Last Updated" date to the current date
3. Add entry to Version History with brief description of changes
4. Major version updates (e.g., 2.x → 3.0) require explicit user instruction

GitHub Repository Update Workflow

This skill is maintained in the duncan-brown/research-skills GitHub repository. When a new version is built, the repository must be updated following this procedure:

Repository structure:

research-skills/
├── README.md
├── su-osp-budget/           # Source files (git-tracked with full history)
│   ├── SKILL.md
│   ├── LICENSE
│   ├── assets/
│   ├── references/
│   └── scripts/
└── dist/
    └── su-osp-budget/       # Packaged .skill files by version
        ├── v2.0/
        │   └── su-osp-budget.skill
        ├── v2.1/
        │   └── su-osp-budget.skill
        └── v{X.Y}/
            └── su-osp-budget.skill

Step 1: Commit source file changes

Push all modified source files under su-osp-budget/ to the main branch. The commit message should summarize the changes, e.g.:

v2.3: Brief description of what changed

Step 2: Package the .skill file

Use the skill-creator's package_skill.py script (or equivalent) to create the .skill zip file from the source directory.

Step 3: Commit the packaged .skill file

Push the .skill file to dist/su-osp-budget/v{X.Y}/su-osp-budget.skill with a commit message like:

added binary package for su-osp-budget.skill v{X.Y}

Step 4: Tag the release

Create a lightweight git tag on the source commit (from Step 1, not the dist commit) named:

su-osp-budget-v{X.Y}

The tag naming convention is {skill-name}-v{version} to support multiple skills in the same repository without tag collisions.

Privacy reminder: Before committing, verify that no personally identifying information (real names, salaries, or identifying research domain references) has been introduced during development. Run a grep scan across all .md and .py files.

License

This skill is licensed under the Apache License, Version 2.0. See the LICENSE file in the skill root directory.

---

Prerequisites Check

BEFORE using this skill, Claude MUST verify the following:

1. Model Requirement

This skill requires Claude Opus 4.5 or higher. The complex natural language interpretation, policy calculations, and bespoke code generation require the most capable model.

If running on a lesser model (Sonnet, Haiku), inform the user:

"This skill requires Claude Opus 4.5 for reliable execution. Please switch to Opus 4.5 in your model settings before proceeding."

2. Required Skills Check

Run this check at the start of any budget work:

# Check for required skills — only xlsx is external now
ls -d /mnt/skills/public/xlsx 2>/dev/null && echo "✓ xlsx found" || echo "✗ MISSING: xlsx"

Required Skills Summary

Skill	Location	Purpose
xlsx	/mnt/skills/public/xlsx	Excel file creation and manipulation

All rate data, policy references, and calculation functions are included within this skill.

---

DOE Genesis Mission Workflow (Phase I)

When a PI or OSP RA asks for help building a budget for a DOE Genesis proposal (DE-FOA-0003612), follow this workflow to generate BOTH the SU OSP Budget workbook AND the SF424 R&R Budget form.

Genesis-Specific Rules

Read references/genesis_solicitation.md for complete FOA rules. Key constraints:

• Phase I only: Single 9-month budget period, July 1, 2026 – March 31, 2027
• Award size: $500,000 to $750,000
• Sponsor type: "Federal - Other" (DOE)
• Duration: 1 year on the OSP template (only Year 1 populated)
• Equipment threshold: $5,000 (SU NICRA, not the $10,000 in the FOA)
• Cost sharing: Not required for IHEs doing basic/applied research
• Cloud computing: Ask the PI if they have cloud computing costs. Enter in "Other" on OSP Non-personnel tab with justification "ADP/Computer Services". Map to SF424 Section F Line 4.
• Tuition: Remitted tuition only (Row 41 on OSP). Maps to SF424 Section F "Other" (NOT Section E). Excluded from MTDC.

Workflow Steps

Step 1: Collect budget info from PI

• Standard personnel and non-personnel info
• Specifically ask about cloud computing costs (for ADP/Computer Services)
• Confirm which focus area they are applying to
• Note: DOE/NNSA lab partners are NOT subrecipients

Step 2: Populate OSP Budget Template (Year 1 only)

• Use budget_population.py as normal with Genesis rules applied
• Set sponsor type to SponsorType.FEDERAL_OTHER
• Set start date to "7/1/26", duration to 1
• Apply all standard SU rate lookups via rate_lookup.py
• Cloud computing costs go in one of the "Other" rows (44-47) on Non-personnel with column T justification noting "ADP/Computer Services"

Step 3: Compute all values in Python

• Use rate_lookup.py for fringe rates by account code
• Compute per-person fringe: academic salary × AY fringe rate + summer salary × summer fringe rate
• Compute MTDC base using sf424_population.compute_mtdc_base()
• Compute F&A amount using sf424_population.compute_fa_amount()
• All arithmetic must be performed in Python code — never by LLM

Step 4: Populate SF424 R&R template

• Use sf424_population.populate_sf424() with the Python-computed values
• Only Budget Period 1 sheets are populated (Phase I = single period)
• Cumulative sheet mirrors Period 1

Step 5: Deliver both files to PI

• OSP Budget workbook (formulas recalculate when opened in Excel, serving as cross-check)
• SF424 R&R Budget workbook

OSP → SF424 Mapping

SF424 Section	SF424 Field	Source
A. Senior/Key	Per-person rows	Personnel Yr 1 rows 7-14, 20-34. Fringe computed per person from salary × rate.
B. Other Personnel	Postdocs (row 27)	OSP Other Personnel: Postdoctoral Associates
B.	Grad Students (row 28)	OSP Other Personnel: Graduate Assistants
B.	Undergrads (row 29)	OSP Other Personnel: Hourly Students
B.	Secretarial (row 30)	OSP Other Personnel: Secretarial/Clerical
B.	Other (rows 31-36)	OSP Other Personnel: remaining categories
C. Equipment	Individual items	Non-personnel rows 7-13 (items ≥$5K)
D. Travel	Domestic (J32)	Non-personnel row 19
D.	Foreign (J33)	Non-personnel row 20
E. Participant	If applicable	Non-personnel rows 25-28
F. Other Direct	Materials (J12)	Non-personnel row 34
F.	Publication (J13)	Non-personnel row 35
F.	Consultant (J14)	Non-personnel row 36
F.	ADP/Computer (J15)	Non-personnel "Other" row tagged as ADP/Computer Services
F.	Subawards (J16)	Non-personnel row 38 (sum of all subaward direct + indirect)
F.	Rental (J17)	Non-personnel row 39
F.	A&R (J18)	Non-personnel row 40
F.	Other: Remitted Tuition	Non-personnel row 41. NOT in Section E. Excluded from MTDC.
F.	Other: Human Subjects	Non-personnel row 43
F.	Other: Purchased Services	Non-personnel row 37
H. Indirect	MTDC rate/base/amount	Python-computed: rate from rate_lookup.py, base from compute_mtdc_base()
I. Total	Direct + Indirect	Python-computed sum

SF424 R&R Template

The SF424 R&R template is at assets/sf424-rr-budget-template.xlsx. This is a 3-year template; for Phase I, only the "Budget 1" sheets and "Cumulative" are populated.

Sheet structure:

• Budget 1 A-B — Senior/Key Person and Other Personnel
• Budget 1 C-E — Equipment, Travel, Participant Support
• Budget 1 F-K — Other Direct, Direct Total, Indirect, Total, Fee, Justification
• Cumulative — Summary (mirrors Period 1 for Phase I)

SF424 Population Script

import sys
sys.path.insert(0, '/path/to/su-osp-budget/scripts')

from sf424_population import (
    SF424BudgetPeriod, SF424SeniorPerson, SF424OtherPersonnel,
    SF424Equipment, SF424Travel, SF424ParticipantSupport,
    SF424OtherDirect, SF424IndirectCosts,
    populate_sf424, compute_mtdc_base, compute_fa_amount
)

---

Rate Lookups (Self-Contained)

Fringe Rate & F&A Rate Data

All rate data is stored in the skill's assets/ directory:

File	Content
assets/fringe_rates_by_account_fy2025.xlsx	Account-level fringe rates for FY2025
assets/fringe_rates_by_account_fy2026.xlsx	Account-level fringe rates for FY2026
assets/fringe_rate_history.xlsx	Historical fringe rates from rate agreements
assets/fa_rate_history.xlsx	Historical F&A rates from rate agreements

Rate Lookup Scripts

Rate lookup functions are in scripts/rate_lookup.py:

import sys
sys.path.insert(0, '/path/to/su-osp-budget/scripts')
from rate_lookup import get_fiscal_year, get_fa_rate, get_fringe_rate, get_fringe_rate_nonfederal

# Determine current fiscal year
fy = get_fiscal_year()  # Returns 2026 for dates July 1, 2025 - June 30, 2026

# F&A rate lookup
fa_rate = get_fa_rate(2026, "research", "on-campus")  # 0.495 (49.5%)

# Fringe rate lookup by account code and fund
faculty_ay = get_fringe_rate("500011", "13", 2026)     # 0.295 (29.5%)
faculty_sum = get_fringe_rate("530011", "13", 2026)    # 0.158 (15.8%)
ga_federal = get_fringe_rate("503259", "13", 2026)     # 0.108 (10.8%)
postdoc = get_fringe_rate("513001", "13", 2026)        # 0.295 (29.5%)

# Non-federal GA fringe (includes tuition remission)
ga_nonfed = get_fringe_rate_nonfederal("503259", 2026) # 0.55 (55.0%)

Budget Calculator Scripts

Budget calculation functions are in scripts/budget_calculator.py:

from budget_calculator import (
    calculate_faculty_monthly_rate,
    calculate_fully_loaded_cost,
    calculate_equipment_cost,
    calculate_subaward_cost,
    calculate_course_buyout,
    apply_escalation,
    calculate_nih_capped_salary
)

Quick Rate Reference (FY2026 — verify against data files)

F&A Rates (MTDC base, per DHHS agreement 06/04/2024):

Activity	Location	Rate
Research	On-Campus	49.50%
Training/Instruction	On-Campus	34.00%
Other Sponsored Activities	On-Campus	35.00%
All Programs	Off-Campus	26.00%

Common Fringe Rates — Sponsored Federal (Fund 13, FY2026):

Account	Description	Rate
500011	Faculty (Academic Year)	29.5%
500013	Research Faculty FT	29.5%
530011	Faculty - Summer	15.8%
503259	Graduate Assistants (Federal)	10.8%
503259	Graduate Assistants (Non-Federal)	55.0%
536259	Grad Assistant - Summer (Federal)	0.0%
536259	Grad Assistant - Summer (Non-Federal)	55.0%
513001	Post Doctoral Scholar	29.5%
513021	Exempt Staff	29.5%
543021	Casual/Temporary	7.9%
520514	PT Faculty-Union (Modified)	12.8%
549979	Extra Service/Overload	7.9%

Common Fringe Rates — Unrestricted (Fund 11, FY2026):

Account	Description	Rate
500011	Faculty	37.5%
530011	Faculty - Summer	25.3%
503259	Graduate Assistants	22.1%
513001	Postdoc	37.5%

IMPORTANT: Always use rate_lookup.py for actual calculations — the tables above are for quick reference only and must be verified against the data files for the appropriate fiscal year.

Updating Rate Data

To update rates for a new fiscal year:

1. Obtain new fringe rate data file from Comptroller
2. Name as fringe_rates_by_account_fyYYYY.xlsx (matching existing format)
3. Place in assets/ directory
4. The rate_lookup.py script auto-selects by fiscal year parameter

---

Overview

This skill helps Syracuse University PIs populate the OSP Budget Template (FY26 version) for sponsored research proposals. It translates natural language budget requests into correct cell values and generates populated Excel workbooks.

Key Concepts

Syracuse University Federally Negotiated Thresholds

IMPORTANT: Syracuse University operates under a federally negotiated indirect cost rate agreement (DHHS, dated June 4, 2024). These thresholds are CORRECT for Syracuse and may differ from general 2 CFR 200 definitions.

Equipment Threshold: $5,000 (per SU institutional capitalization policy) Subaward MTDC Threshold: $25,000 (per SU NICRA, not the revised $50,000 in 2 CFR 200)

Sponsor Types

Dropdown Value	Meaning	GA Fringe Rate
Federal - NIH	NIH grants only	Look up in rate_lookup.py
Federal - Other	NSF, DOE, DOD, NASA, other federal	Look up in rate_lookup.py
Fnd/Prof Soc	All non-federal (foundations, industry, state)	Look up in rate_lookup.py

For graduate assistants, federal vs. non-federal matters significantly:

• Federal: 10.8% fringe (FY26) — use get_fringe_rate("503259", "13", 2026)
• Non-federal: 55.0% fringe (includes tuition remission) — use get_fringe_rate_nonfederal("503259", 2026)

Appointment Types & Month Bases

Personnel Type	Month Base	Notes
Faculty (Academic)	8.5 months	Use Acad Months + Sum Months
Faculty (Calendar)	12 months	Use Cal Months
Graduate Assistants	9 months	18 semi-monthly pays (NOT 8.5)
Postdocs/Staff	12 months	Use Cal Months

Key Policy Rules

1. NSF Two-Month Rule: Senior personnel limited to 2 months salary per year (unless PO approves exception). See references/nsf_policies.md.
2. NIH Salary Cap: $228,000 (calendar) / ~$161,500 (academic equivalent). See references/nih_policies.md.
3. Course Buyout: 15% of academic year = 1.275 months per course. See references/salary_policies.md.
4. Summer Limit: Maximum 3.5 months from ALL sources
5. Cost Sharing: Requires SEPARATE OSP Budget Template workbook
6. Escalation Rate: Salary escalates 3% per year (cell D5, protected). Note: Tuition escalates at 8.16% — see references/tuition_policies.md.

Federal vs. Non-Federal Sponsor Identification

See references/federal_agencies.md for a comprehensive list.

Federal sponsors include: NSF, NIH, DOD, DOE, NASA, USDA, EPA, NEH, NEA, and all cabinet departments/independent federal agencies.

Non-federal sponsors: Foundations, non-profits, corporations, state governments (using own funds), foreign governments.

Federal pass-through awards: If a non-federal entity distributes federal funds and the award references 2 CFR 200 or includes a FAIN, treat as federal for fringe rate purposes.

Workbook Structure

Personnel Yr 1 (Data Entry Sheet)

Project Info (Row 5):

• I5: Start Date
• K5: Project Duration (1-5 years)
• O5: Sponsor Type
• D5: Escalation Rate (3%, protected - read only)

Senior Personnel (Rows 7-14, 20-34):

• Row 7 must be PI
• Columns: Name (B-F), Role (G), Designation (H), Base Salary (I), Cal/Acad/Sum Months (J-L)
• Columns M-O are formulas (DO NOT WRITE)
• Column P: Justification text (ALWAYS populate)

Grad Fringe Type (I43):

• Must be set BEFORE entering Graduate Assistants
• Should match Sponsor Type (O5)

Other Personnel Detail (Rows 53-72):

• Columns: Name (B-F), Role (G), Cal/Acad/Sum Months (J-L), Requested Salary (M)
• Note: Other Personnel salary is entered directly in M (unlike Senior Personnel)
• Columns N-O are formulas (DO NOT WRITE)
• Column P: Justification text (ALWAYS populate)

Personnel Yr 2-5 (Auto-Calculated with Modifications)

• Values reference previous year with 3% escalation (from D5)
• Write to these sheets when:
  • Effort changes in out years
  • Personnel added/removed in out years
  • Need to override escalation
• Column P required for ALL rows with salary:
  • If unchanged: "Effort same as prior year. Salary escalated 3% per cell D5."
  • If modified: Explain the change and calculation

Row Assignment Rules

1. One row per person - even for TBD positions
2. Use descriptive TBD names: "TBD Hourly Undergraduate", "TBD New Graduate Student"
3. Keep people on their assigned row across all years
4. Zero out rows when people leave (don't delete)

Column P Justification Requirements

EVERY row with salary must have a justification in column P.

Senior Personnel Justifications (explain effort):

• Course buyouts: "1 course buyout at 15% of academic year = 1.275 academic months"
• Summer months: "Plus 0.725 summer months. Total: 2.000 months."
• PO exceptions: "PO exception: 12 months approved for full-time research faculty"

Other Personnel Justifications (explain salary calculation):

• Hourly: "$20/hr × 5 hrs/wk × 16 weeks = 80 hours = $1,600"
• Grad students: "Full AY stipend $28,750 + 2 summer mo × $3,194.44/mo = $6,389. Total: $35,139"
• Salaried: "0.5 FTE × $65,000 annual = $32,500"

Out-Year Justifications:

• Escalation only: "Effort same as prior year. Salary escalated 3% per cell D5."
• Modifications: Explain the change and new calculation

Technical Requirements

openpyxl External Link Corruption

openpyxl corrupts external link files by stripping XML namespaces. After saving with openpyxl, MUST call:

preserve_external_links(template_path, output_path)

Without this fix, Excel reports: "We found a problem with some content"

Non-Linear Budget Building

PIs build budgets iteratively ("oh wait, add this..."). The skill uses:

• BudgetState - Complete budget state that can be modified
• PersonnelChange - Tracks intent, not just cell values
• Changes are additive and can be reordered

Common Calculation Mistakes

Mistake 1: Using a single fringe rate for all faculty effort

A PI with academic-year buyout AND summer salary requires TWO different fringe calculations because they use different account codes:

• Course buyout (academic months): Account 500011 → 29.5% (FY26 sponsored)
• Summer salary (summer months): Account 530011 → 15.8% (FY26 sponsored)

Mistake 2: Assuming fringe rates without lookup

Never assume a fringe rate based on general knowledge or previous budgets. Rates change annually and vary by:

• Personnel type (faculty, postdoc, GA, staff, temporary)
• Payment period (academic year vs. summer)
• Funding source (sponsored vs. unrestricted vs. gift)
• Sponsor type (federal vs. non-federal, for GAs)

Always use rate_lookup.py for current rates.

Architecture

# Core data classes (in budget_population.py)
ProjectInfo          # Start date, duration, sponsor type
SeniorPerson         # PI, Co-PI, etc. with effort details
OtherPerson          # Postdocs, grads, staff with salary details
PersonnelChange      # Out-year modifications (remove, modify, add)
BudgetState          # Complete budget state

# Key functions (in budget_population.py)
populate_budget()           # Year 1 only
apply_out_year_changes()    # Years 2-5 modifications
populate_budget_full()      # Complete budget generation
preserve_external_links()   # Fix openpyxl corruption

# Rate lookups (in rate_lookup.py)
get_fiscal_year()           # SU fiscal year from date
get_fa_rate()               # F&A rate by activity/location/year
get_fringe_rate()           # Fringe rate by account/fund/year
get_fringe_rate_nonfederal()# Non-federal GA fringe rate

# Budget calculations (in budget_calculator.py)
calculate_faculty_monthly_rate()   # AY salary ÷ 8.5
calculate_fully_loaded_cost()      # salary + fringe + F&A
calculate_equipment_cost()         # Equipment vs supplies
calculate_subaward_cost()          # $25K MTDC threshold
calculate_course_buyout()          # 15% per course
apply_escalation()                 # 3% annual
calculate_nih_capped_salary()      # NIH salary cap compliance

Usage Example

First, copy the template and set up script paths:

cp /path/to/su-osp-budget/assets/OSP-Budget-Template-FY-26-Web.xlsx /home/claude/

import sys
sys.path.insert(0, '/path/to/su-osp-budget/scripts')

from rate_lookup import get_fa_rate, get_fringe_rate, get_fringe_rate_nonfederal
from budget_population import (
    BudgetState, ProjectInfo, SeniorPerson, OtherPerson, PersonnelChange,
    SponsorType, Designation, SeniorRole, OtherRole,
    populate_budget_full
)

# Look up current rates
fa_rate = get_fa_rate(2026, "research", "on-campus")          # 0.495
faculty_ay_fringe = get_fringe_rate("500011", "13", 2026)     # 0.295
faculty_sum_fringe = get_fringe_rate("530011", "13", 2026)    # 0.158
ga_fringe_federal = get_fringe_rate("503259", "13", 2026)     # 0.108
postdoc_fringe = get_fringe_rate("513001", "13", 2026)        # 0.295

state = BudgetState(
    project_info=ProjectInfo(
        start_date="7/1/26",
        duration_years=3,
        sponsor_type=SponsorType.FEDERAL_OTHER
    ),
    year1_senior=[
        SeniorPerson(
            first_name="Jane",
            last_name="Smith",
            role=SeniorRole.PI,
            designation=Designation.TENURE_TRACK_ACAD_SUM,
            base_salary=100000,
            acad_months=1.275,
            sum_months=0.725,
            course_buyouts=1  # Auto-generates justification
        ),
    ],
    year1_other=[
        OtherPerson(
            first_name="TBD",
            last_name="Graduate Student",
            role=OtherRole.GRAD_ASSISTANT,
            acad_months=9,
            sum_months=2,
            requested_salary=35139,
            annual_stipend=28750,
            stipend_months_base=9  # Auto-generates justification
        ),
    ],
    grad_fringe_type=SponsorType.FEDERAL_OTHER
)

# Add out-year changes
state.add_change(PersonnelChange(
    description="Increase to 1 FTE in Y3",
    person_name="TBD Graduate Student",
    row=53,
    section="other",
    change_type="modify",
    effective_year=3,
    new_values={"J": 12, "M": 68959},
    justification="1.0 FTE × $68,959 = $68,959"
))

result = populate_budget_full(
    template_path='/home/claude/OSP-Budget-Template-FY-26-Web.xlsx',
    output_path='/home/claude/Budget-v1.xlsx',
    state=state
)

Common Calculations

Course Buyout

1 course = 15% of academic year = 15% × 8.5 months = 1.275 academic months

Graduate Student Salary

FY26 minimum stipend = $28,750 (academic year, paid over 9 months)
Monthly rate = $28,750 ÷ 9 = $3,194.44
Full AY + 2 summer = $28,750 + ($3,194.44 × 2) = $35,139

Graduate Student Stipend Minimums (Union Rates)

• 2025-2026: PhD $28,750 / Master's $24,250
• 2026-2027: PhD $29,500 / Master's $24,750
• 2027-2028: PhD $30,000 / Master's $25,000

Salary Escalation

Year 2 = Year 1 × 1.03
Year 3 = Year 1 × 1.0609
Year N = Year 1 × (1.03)^(N-1)

FTE to Calendar Months

0.25 FTE = 3 calendar months
0.5 FTE = 6 calendar months
1.0 FTE = 12 calendar months

NYS Exempt Salary Thresholds (affects postdocs, research associates)

• 2025: $60,405.80 annually (Syracuse region)
• 2026: $62,353.20 annually (Syracuse region)

College-Specific Tuition Policies

Always ask which college when budgeting graduate students on federal grants.

College	Remission	PI Budgets (FY26)
Arts & Sciences	100%	$0
Engineering & CS	50%	$18,135
Education	0%	$36,270
Other Schools	Assume ECS model, confirm with Associate Dean for Research

Tuition rate: $2,015/credit × 18 credits = $36,270/year Tuition escalation: 8.16% per year (NOT 3% like salary)

See references/tuition_policies.md for complete policies.

Files

OSP Budget Template (Required)

assets/OSP-Budget-Template-FY-26-Web.xlsx — The official FY26 OSP Budget Template workbook. Copy this file to the working directory before populating.

cp /path/to/su-osp-budget/assets/OSP-Budget-Template-FY-26-Web.xlsx /home/claude/

SF424 R&R Budget Template (Required for Genesis)

assets/sf424-rr-budget-template.xlsx — The SF424 Research & Related Budget template (3-year version). For Genesis Phase I, only Budget Period 1 and Cumulative sheets are populated. Copy to working directory before populating.

cp /path/to/su-osp-budget/assets/sf424-rr-budget-template.xlsx /home/claude/

Rate Data Files

File	Content	Update Frequency
assets/fringe_rates_by_account_fy2025.xlsx	FY25 fringe by account/fund	Annual
assets/fringe_rates_by_account_fy2026.xlsx	FY26 fringe by account/fund	Annual
assets/fringe_rate_history.xlsx	Historical fringe from rate agreements	When renegotiated
assets/fa_rate_history.xlsx	Historical F&A rates	When renegotiated

Scripts

File	Purpose
scripts/budget_population.py	Main OSP budget population script (data classes, population functions)
scripts/sf424_population.py	SF424 R&R Budget population for Genesis proposals (data classes, MTDC/F&A computation, population functions)
scripts/rate_lookup.py	F&A and fringe rate lookup functions
scripts/budget_calculator.py	Fully loaded cost calculations, NIH cap, course buyout

Reference Files

Budget Template:

• references/safe_cells.md — Which cells can be written to, dropdown values
• references/reading_budgets.md — Guide for parsing completed OSP Budget workbooks

Non-Personnel Cost Guidance:

• references/gsa_per_diem.md — GSA per diem rates and M&IE calculations
• references/participant_support.md — Participant support cost rules (NSF vs NIH)
• references/other_direct_costs.md — Materials, supplies, equipment, publication costs
• references/consultant_contractor_rental.md — Consultant vs contractor distinction, rental/lease rules
• references/tuition.md — Graduate student tuition (Row 41 vs 42, college remission)
• references/human_subjects.md — Human subject payments (Row 43, IRB escrow, tax reporting)
• references/subawards.md — Subaward entry (Rows 70-88, $25K MTDC rule, collaborator budgets)

SU OSP Guidance:

• references/osp_personnel_guidance.md — SU OSP personnel/salary/fringe guidance
• references/osp_non_personnel_guidance.md — SU OSP non-personnel guidance

Policy References:

• references/genesis_solicitation.md — DOE Genesis Mission (DE-FOA-0003612) budget rules, Phase I parameters, SF424 R&R mapping, team requirements, cost sharing, allowable costs
• references/nih_policies.md — NIH salary cap, NRSA, training grants, graduate student compensation cap
• references/nsf_policies.md — NSF two-month rule, cost sharing prohibition, participant support
• references/salary_policies.md — Appointments, buy-outs, thresholds, stipends, union rates
• references/tuition_policies.md — College tuition remission policies (critical!)
• references/federal_agencies.md — Federal sponsor identification list
• references/budget_justification_templates.md — Standard proposal text templates

Per Diem Assets

• assets/FY2026_PerDiemMasterRatesFile.xlsx — Current FY GSA per diem rates
• assets/FY2025_PerDiemMasterRatesFile.xlsx — Previous FY GSA per diem rates
• assets/FY2025PerDiemRatesHighlights.docx — Per diem explanation
• assets/FY_2025_MIE_Breakdown.docx — M&IE breakdown by tier

Images

• assets/images/ — Dropdown screenshots, subaward detail section

File Versioning

IMPORTANT: Increment the version number in the output filename every time you generate a new Excel file for the PI.

Example: OSP-Budget-Template-v11.xlsx → OSP-Budget-Template-v12.xlsx

Non-Personnel Budget Structure

⚠️ FORMULA ROWS — DO NOT WRITE ⚠️

The following rows contain formulas and must NEVER be written to:

Row	Content	Why
14	Equipment subtotal	Formula row
21	Total Travel	Formula: =SUM(rows 19-20)
29	Total Participant Support	Formula: =SUM(rows 25-28)
38	Subawards Total	Formula from rows 70-88
48	Other Direct Costs subtotal	Formula row
52	Total Direct Costs	Formula row
57	F&A Year 1	EXCEPTION: Columns B and C are DATA ENTRY for F&A Type/Rate
66	F&A subtotal	Formula row
71, 73, 75, 77, 79, 81, 83, 85, 87	Subaward row totals	Formula rows
90	Subaward grand total	Formula row

Quick Reference:

• Travel: Write to rows 19-20, NOT row 21
• Participant Support: Write to rows 25-28, NOT row 29
• Subawards: Row 38 is auto-calculated — NEVER write
• Subaward Detail: Write to even rows only (70, 72, 74, 76, 78, 80, 82, 84, 86, 88)
• F&A Settings: Write to rows 57-61 columns B and C only

Equipment (Rows 7-14)

• Items ≥$5,000 (total cost, can span multiple years)
• Include ALL costs: purchase + shipping + installation + renovation
• Excluded from MTDC (no F&A)

Travel (Rows 19-20) — DATA ENTRY ROWS

⚠️ CRITICAL: Write to rows 19-20 ONLY. Row 21 is a FORMULA row (Total Travel) - DO NOT WRITE!

• Row 19: Domestic (NSF: includes Canada/Mexico) — DATA ENTRY ✓
• Row 20: Foreign — DATA ENTRY ✓
• Row 21: Total Travel — FORMULA ✗ (DO NOT WRITE)
• Use GSA per diem for M&IE calculations
• Column T: Store itemized breakdowns for justification

Participant Support (Rows 25-28)

• Row 25: Stipends
• Row 26: Travel
• Row 27: Subsistence
• Row 28: Other (including Fees)
• NSF: Excluded from MTDC, allowed by default
• NIH: Only if in NOFO, excluded from MTDC
• Other Federal: Usually included in MTDC

Other Direct Costs (Rows 34-47)

• Row 34: Materials and Supplies (<$5K items)
• Row 35: Publication Costs (APCs, page charges)
• Row 36: Consultant Services (expert individuals - requires OSP Consulting Agreement)
• Row 37: Purchased Services (vendor/contractor - uses Procurement, not OSP)
• Row 38: Subawards (FORMULA - don't write)
• Row 39: Rental/Lease (per 2 CFR 200.465, must be reasonable/comparable)
• Row 40: Alterations (VPR approval required - direct PI to [e-mail])
• Row 41: Tuition - Remitted (GRAs on project, per 2 CFR 200.466(b))
• Row 42: Tuition - Scholarship (training grants/fellowships, excluded from MTDC)
• Row 43: Human Subjects (research subjects, OSA escrows until IRB approval, included in MTDC)
• Rows 44-47: Other (customizable description in column B)

F&A Rates (Rows 57-61)

• B57-B61: F&A Type per year (MTDC-Fed, MTDC-NonFed, TDC, SWFB)
• C57-C61: F&A Rate per year
• Default: Research - On Campus - 49.50%
• CRITICAL: Rate must be SAME for all years unless VPR approves ([e-mail])
• Even if SU's negotiated rate changes, use same rate ("actual rates at time charged")

Subawards (Rows 70-88)

• 10 slots on even rows: 70, 72, 74, 76, 78, 80, 82, 84, 86, 88
• Collaborators provide their own budgets with their F&A rates
• Enter: Institution name (B), Direct (H,J,L,N,P), Indirect (I,K,M,O,Q)
• Row 38 auto-populates from detail
• $25K MTDC rule: First $25K of each subaward in MTDC, remainder excluded
• Each subaward gets its own $25K (3 subawards = up to $75K in MTDC)
• Template handles F&A calculation automatically

Key Policy Reminders

Computing Devices

• Must be ≥75% project use for full charge
• General-purpose PI computers typically NOT allowable
• Project-specific workstations ARE allowable

Tuition Rules

• 8.16% annual escalation (NOT 3%)
• College determines PI's budget (see College-Specific Tuition Policies above)
• Row 41 = GRAs doing project work (2 CFR 200.466(b))
• Row 42 = Training grants/fellowships (2 CFR 200.466(a), Dean signature required)
• F41 dropdown is NOT useful - enter tuition directly
• Excluded from MTDC (no F&A)
• Don't use tuition for cost-sharing
• If tuition disallowed, can't use 55% GA fringe rate

Alterations (Row 40)

• Requires VPR approval - do not budget without prior discussion
• If PI asks, direct them to contact: [e-mail]

Travel Rules

• US flag carriers required for federal (Open Skies exceptions)
• NSF: Canada/Mexico = domestic
• Conference hotel can exceed GSA rate (document it)

Consultant vs Contractor

• Consultant (Row 36): Individual expert, advisory services, OSP agreement
• Contractor (Row 37): Vendor providing routine goods/services, Procurement process
• NSF: No daily rate limit (since FY06)
• Document reasonableness: customary fees, comparable services

Rental/Lease

• Must be reasonable (comparable properties, market conditions)
• Arm's-length lease: rental payments allowable
• Less-than-arm's-length: limited to depreciation/maintenance/taxes/insurance
• Home office space: UNALLOWABLE

Human Subjects (Row 43)

• Payments to research subjects (NOT participants in workshops/training)
• OSA escrows funds until IRB approval - critical timeline consideration
• Included in MTDC (F&A applies) - unlike Participant Support Costs
• Tax reporting: ≥$600/year to US person = 1099-MISC; non-resident aliens = 30% withholding
• IRB must approve incentive amounts to avoid undue influence

Subawards

• PI gets budgets from collaborators using their institutional rates
• Enter Direct and Indirect as provided - don't recalculate
• $25K rule: Only first $25K of each subaward in MTDC
• Each subaward gets its own $25K (3 subawards = up to $75K in MTDC)
• Template handles F&A calculation automatically

F&A Rates

• Rate must be SAME for all years (Rows 57-61)
• Different rates year-to-year requires VPR approval ([e-mail])
• Even if SU's negotiated rate changes mid-project, budget same rate throughout
• SU uses "actual rates in place at time will be charged" language
• Exception: Sponsor-capped rate (use MTDC-NonFed and enter custom %)

Version History

• FY26: Current version, developed November 2025, self-contained release February 2026, template and NIH cap update March 2026, Apache License added March 2026