Project Budgets and RA Salaries

PROJECT BUDGETS AND RA SALARIES

Preparing a grant budget

SFU's Office of Research Services (ORS) provides comprehensive resources for budget development, including definitions of direct vs. indirect costs, tools, and FAQs. We recommend starting there:

Develop a Research Budget 鈥� SFU Research Services

Rates of Pay and Benefits for Research Personnel

Research Assistants

As of April 1, 2026, all Research Assistants (RAs) must be paid no less than $24.74/hour plus benefits in accordance with the new TSSU Collective Agreement.

Important Notes:

Grant applications should budget RA wages at a minimum of $24.74/hour + 14% to cover mandatory costs
These mandatory costs include vacation pay, Canada Pension Plan (CPP), and Employment Insurance (EI)
In addition, starting April 1, 2026, RAs will be eligible for extended health and dental benefits. Grant budgets must cover 75% of the cost of these benefits, which will be charged as part of the RA鈥檚 compensation. The remaining 25% is paid by the employee (the RA)
Until April 1, 2026, RAs are responsible for paying 100% of their extended health and dental premiums, but may be eligible for reimbursement through a transitional university fund

This agreement does not yet apply to graduate students funded via scholarship. A decision is expected from the Labour Board

For more information on rates, benefits, and implementation: Develop a Research Budget 鈥� SFU Research Services.

Postdoctoral Fellows

FCAT recommends budgeting postdoc salaries within this indicative range:

Minimum: $50,000/year
Maximum: $70,000/year

PDFs are typically considered employees under Policy R 50.30 and qualify for employee benefits. More information is available via SFU HR's Research Personnel Initiative.

Travel and Accommodation Expenses

When budgeting for travel, ensure that expenses comply with SFU Policy AD 3.02. Below are common guidelines:

Per Diem Meal Rates

Location	Breakfast	Lunch	Dinner	Total/day
Within Canada	$20	$20	$42	$82
International	$24	$26	$50	$100

Per diems include taxes and tips
If meals are provided at a conference or by the host, they must not be claimed

Accommodation

Budget standard-rate hotels or university housing
Private accommodation reimbursement: $45/night
Airbnb and peer-to-peer rentals are permitted but non-refundable options carry risks鈥攖hese are not reimbursable if cancelled

Transportation

Travel should be economical and direct
Personal vehicle mileage: reimbursed at $0.70/km (CRA rate)
Trip cancellation insurance may be included in your budget if using non-refundable bookings
Travel to conferences, residencies, or field sites must clearly relate to the research activity

Hosting and Engagement Events

Event costs

For community-based and public-facing research, such as exhibitions, talks, or workshops:

SFU Maximum Hosting Costs:

Type of Event	Max Reimbursement (per person)
Internal Events	$50
Daytime Hosted Event	$50
Evening Hosted Event	$95

Alcohol must be preapproved and served with food
Recruitment event hosting rates do not apply here
Multiple events for the same project team or audience may be subject to lower internal thresholds

Supplies, Software, and Equipment

Approvable expenses

Software not already provided by SFU (e.g. Adobe, transcription tools, plugins)
Hardware essential to the research activity (e.g. laptops, cameras, sensors, tablets, VR/AR headsets)
Field and production supplies (e.g. recording media, art materials, performance equipment, signage, etc.)
Dissemination tools (e.g. posters, printing, zines, web hosting, digital exhibits)

Professional services (e.g. technicians, editors, web developers, facilitators, consultants). Competitive quotes may be required, particularly for services over $50,000

What to include in your justification:

Why the item/service is necessary and not otherwise available through SFU
Specifics (brand, model, cost, vendor)
Whether the item will be retained as SFU property or used in the field

Check for free access before budgeting for software: SFU IT Software Downloads

Teaching Buy-Outs

Process for teaching buy-outs

Faculty planning to buy out teaching time must:

Obtain approval from their Chair/Director and the Dean
Include the buy-out in their SFU Funding Application Signature Sheet

Minimum cost of one course buy-out: 12% of annual salary plus a 20% administrative fee, effective Summer 2025.
(SFU Policy A 30.03 鈥� Tenure Track Faculty Workload Policy)

Buy-outs are not guaranteed. Even when grant funding is secured, approval depends on the department鈥檚 ability to maintain program delivery and hire a suitable replacement.

Consider buy-outs early in the application process and be prepared to justify how the added research time supports the project outcomes.

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