A budget built on assumptions from a high-income context can look generous and still be structurally unworkable for the other side — not because the total is small, but because the categories and payment mechanics do not fit.
Let your partner build their own lines
- They know real costs, lead times and what requires import.
- They know which categories their institution permits.
- Review together, but do not draft on their behalf.
Categories frequently under-funded
- Local staff time — often treated as free because salaries come from 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.
- Open access publication charges.
Payment mechanics that matter
- Do not expect partners to front costs and claim later.
- Reimbursement cycles can be long.
- Agree advance payments for field campaigns and travel.
- This is the single most common cause of avoidable friction.
Equipment
- Decide end-of-project ownership before purchase.
- Budget maintenance and consumables for the expected lifetime.
- Confirm consumables can be obtained locally or budget for import.
- Equipment without maintenance funding stops working within two years.
Signals of a fair budget
- Local staff time is paid, not assumed.
- Local partners control their own budget lines.
- Publication costs covered for all co-authors.
- Capacity building appears as a funded line, not a stated intention.
One thing worth remembering
Do not build a plan that requires your partner to front costs and claim them back.
Reimbursement cycles are long, personal cash reserves are not a reasonable assumption, and this arrangement quietly transfers financial risk to the side least able to carry it.
Câu hỏi thường gặp
Why can a generous budget still be unworkable?
Because categories and payment mechanics carried over from a high-income context may not fit, regardless of the total.
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.
Which categories are frequently under-funded?
Local staff time treated as free, institutional overheads, import duties and shipping, local field travel, translation, and open access charges.
What payment mechanics matter?
Not expecting partners to front costs, recognising long reimbursement cycles, and agreeing advance payments for field campaigns and travel.
What signals a fair budget?
Local staff time paid rather than assumed, local partners controlling their own budget lines, publication costs covered for all co-authors, and capacity building as a funded line.
