How to estimate and explain research project costs

When you apply for Wellcome grant funding, you need to tell us how much the project will cost and explain why resources requested, including any staffing costs, are required to undertake the research. This is called a ‘budget justification’. In most grant applications you’ll need to tell us how much you expect to spend on things like equipment, materials and consumables, and travel.

Make sure you ask for enough funding to cover what your research needs. You should have enough resources to complete your project. If your application is successful, once you start your project Wellcome will only provide additional ‘supplementary costs’ for your grant in specific circumstances. Wellcome will not pay for costs which do not support your research objectives.

1. Check the funding page to find out what costs Wellcome will cover

Make sure you read the ‘Research costs we’ll cover’ on the relevant funding page to understand what costs you can ask Wellcome to fund as part of your grant. Be aware that there are some costs which are not allowed, and some costs which have a financial limit. For example, across all schemes there are limits on the funds you can ask for to attend conferences.

2. Ask your organisation for help

Ask your administering organisation’s research grants office for help with putting together your grant budget early in the process.

Research management support at your organisation may be able to help with:

• getting quotes, where required to determine the cost
• calculating any staff costs
• making sure your budget is accurate

3. Review the guidance on disability-related support for applicants and grantholders

We can provide costs to help you carry out your project if you or a member of staff employed on your grant is disabled or has a long-term health condition.

Costs can include, but are not limited to:

• assistive technology (for example text to audio software) to help use computers, research equipment or materials
• additional costs for staff to help with day-to-day activities related to the project
• care costs for assistance animals if you need to travel.

You can include these costs in your application form under the 'Adjustment Support Costs' heading. You do not need to provide any further information at the application stage. Grantholders can also ask for these costs at any time during their award.

Read more about these costs and how to ask for them.

4. Make a list of all the tasks you’ll need to do to complete your project and cost each task

The costs requested should not include inflation, except for salary costs in year 1 of the award, if the pay award for that year is not known at the time of applying. Wellcome will add an inflation allowance to your award. Make sure you read the ‘Inflation’ section on the funding page under ‘Research costs we’ll cover’.

5. Get quotes from suppliers if you need to

You may need to get quotes from suppliers your organisation is unsure of the cost, for example for equipment. Make sure you leave enough time to do this. Make sure the quotes seem realistic, for example, aren’t excessively above or below industry standards. When submitting your application, you don’t need to send Wellcome these quotes, but we may ask for these at a later date.

6. Get letters of justification if you need to

Overheads, also known as ‘indirect costs’, will require a letter from the Finance Director at your organisation. The letter must provide information on how this cost has been calculated. You will need to upload this letter in the ‘overheads’ section of your application form.

7. Explain why you need each cost

Your application form will ask you to provide a justification for each cost type. Your justification should include why you need the costs requested and how they support your proposed research. The application form has details of what to include in the ‘Costs requested and justification’ section.

For example:

• If you are requesting collaborative travel expenses, the travel must be essential for the proposed work. You need to tell us why each visit is needed and how long each trip will last. You should also include a breakdown of how the cost has been calculated.
• If you are requesting funding for professional continuing professional development, you need to tell us why the training can’t be met by your organisation’s provision and how this will help allow you to develop as a research professional.