Budget Guidelines

Important Steps ⎥  Allowable and Non-Allowable Items  ⎥  Budget Review Process

All CUSE grants must include a detailed and itemized budget. Please download and fill out the student budget form and upload it with your application (please make sure to use Excel's "wrap text" feature so all of your information is saved properly).

Note: All of the campus funding agencies have different budget guidelines. You MUST include this form with your URApply application (by saving the completed form as a PDF file) for CUSE to consider your application complete. Please check with other funding agencies that you are applying to in order to see if you need to submit additional or different information.


Important Steps to Consider When Crafting a Budget
  1. Be sure to list every potential expense that you may incur during the project. If it is not listed on your original budget, CUSE cannot provide grant money to cover it. The most commonly overlooked expense is driving to/parking at an airport for the duration of your project.
  2. You can view a student budget example and a guide of travel resources to help you in your budget planning.
  3. If you are applying to several different funding agencies on campus, DO NOT divide your budget up between agencies. Submit a full and complete budget to each agency. CUSE is collaborative and will work with other funding agencies to help determine the best way to fund eligible projects.
  4. If your expenses are projected to go over the funding limit for your project type, still submit a budget for all expected expenses. Do not simply stop budgeting when you reach CUSE’s limit.
  5. All students traveling internationally MUST purchase GeoBlue Health Insurance for $14/week while abroad. The group access code for short-term (less than a semester) Notre Dame projects is GQB-9847. Please make sure to include this expense on your budget or CUSE will not be able to cover the cost.
  6. If you are not able to undertake your project (for whatever reason), your CUSE grant will be rescinded and you will be required to return any funds you have received in full.

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CUSE allows the following items to be included in your budget:
  • Round trip airfare, ground transportation to get to the airport or train station, train travel, and public transportation.
  • Mileage, if using your personal car, at the rate of 15 cents per mile. (Total must not exceed cost of airfare or train travel to destination.)
  • Rental car + gasoline. The per mile rate does not apply if using a rental vehicle.
  • Lodging.
  • Meals. Actual and reasonable costs for meals, not to exceed $35/day per diem for short term projects, or $80/week for groceries for longer term (2 weeks +) projects.
  • Conference registration fees and/or related conference preparation expenses, such as  photocopying, poster printing, etc.
  • Vaccinations and universal medical insurance. CUSE may fund Visa and passport fees for longer term projects, internships and service learning.
The following items are NON-ALLOWABLE on CUSE grants and will not be funded:
  • Tuition or any “program fees” charged to students by volunteer, immersion or service learning organizations that do not apply to direct costs. (Please note: sometimes these fees include the costs of lodging and meals. We must see a breakdown of the program fee that shows exactly what is being paid for and the total amount that goes to each portion in order to fund these parts of a program fee.)
  • Gasoline or any car repair or maintenance costs that are incurred, e.g., flat tire replacement, oil changes, etc., if you’re using your personal car.
  • Personal care items such as toiletries or laundry supplies.
  • Meals for anyone other than the grant recipient, unless relevant to the project purpose.
  • Durable equipment such as audio and video recorders, books, computer software or hard ware, digital cameras. etc.
  • Alcohol.

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CUSE Budget Review Process

We encourage you to schedule an appointment with the Student Programming Coordinator before you submit your proposal to review your budget before submitting it officially, especially if you have never crafted a grant budget before. Awards will not exceed the grant amount and partial awards may be made due to limited funds. If you have any questions about grant funding, please contact the CUSE Student Programming Coordinator. 

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