A budget built from one country's cost assumptions can look generous from that side and be structurally inadequate on the other — not because the total is small, but because the categories do not match what is actually needed.
Let the local partner build their own lines
- They know real costs, lead times and what requires import.
- They know which categories their institution permits.
- A budget written for them rather than by them is almost always wrong.
- Review together, but do not draft on their behalf.
Categories frequently under-funded
- Staff time for the local team — often treated as free because salaries are paid elsewhere.
- Institutional overheads on the local side.
- Import duties and shipping for consumables.
- Local travel to field sites, which can be substantial.
- Translation and interpretation.
- Publication charges for open access.
Money movement
- Check both funders permit cross-border transfer for the intended purposes.
- Agree who holds the funds and how disbursement is triggered.
- Currency fluctuation over a three-year project is a real risk.
- Reporting requirements differ; agree the format once, early.
Equipment
- Decide ownership at the end of the project before purchase, not after.
- Consider whether import is cheaper than local purchase, including duties.
- Budget for maintenance and consumables, not only the instrument.
- Equipment left without maintenance funding stops working within two years.
Fairness signals
- Local staff time is paid, not assumed.
- Local partners control their own budget lines.
- Publication costs are covered for all co-authors.
- Capacity building appears as a funded line, not as a stated intention.
One thing worth remembering
Budget for maintenance and consumables, not only the instrument.
Equipment donated or purchased without ongoing support becomes unusable within a couple of years, and the collaboration that provided it is remembered for the broken machine in the corner rather than for the science. It is a small line item and it determines whether the contribution lasts.
Câu hỏi thường gặp
Who should build the local budget lines?
The local partner, because they know real costs, lead times, what requires import and which categories their institution permits — a budget written for them rather than by them is almost always wrong.
Which categories are frequently under-funded?
Local staff time treated as free, institutional overheads on the local side, import duties and shipping, local travel to field sites, translation, and open access publication charges.
What should you check about money movement?
That both funders permit cross-border transfer for the intended purposes, who holds funds and how disbursement is triggered, currency risk over multi-year projects, and reporting formats.
What should be decided about equipment?
Ownership at project end decided before purchase, whether import is cheaper than local purchase including duties, and budget for maintenance and consumables not only the instrument.
Why does maintenance funding matter so much?
Because equipment without ongoing support becomes unusable within a couple of years, and the collaboration is remembered for the broken machine rather than the science.
