Blog

Grant Budgeting Guide: How to Budget Refurbished vs New Equipment in Your Next NIH or NSF Proposal

Why this matters for grant-funded labs

If you’ve ever built an NIH or NSF budget, you know the pressure: you need enough capability to deliver the science, but you also need a budget that looks reasonable, defensible, and feasible. Equipment can eat a huge portion of your request, especially for instrumentation-heavy projects, so the “new vs refurbished” decision becomes one of the fastest ways to increase capability without increasing total dollars.

This guide helps you structure a budget strategy that:

• stretches limited funds (without looking sloppy)
• reduces delivery/lead-time risk
• supports a clear justification narrative reviewers understand

This is practical budgeting guidance, not grant-writing legal advice. Always follow your institution’s policies and your specific funding opportunity instructions.

Step 1: Start with what reviewers care about

Most reviewers aren’t judging you on whether your centrifuge is new. They care about:

• can you execute the proposed work on time?
• do you have access to the needed capabilities?
• is the budget appropriate and well-justified?
• is the plan realistic given the timeline?

Refurbished equipment can fit this framework when it’s positioned correctly: cost-effective capability acquisition with delivery and operational readiness.

A grant-friendly equipment budgeting framework

Category A: Must-have, method critical equipment

These are items you cannot substitute without changing the science:

• core instrument required for a specific aim
• safety-critical systems
• equipment required to meet a standardized method

Budget approach: justify as essential capability. Decide new vs refurbished based on risk tolerance and policy constraints.

Category B: Throughput and reliability multipliers

These are items that improve speed, sample handling, repeatability, or uptime:

• additional incubator to remove bottlenecks
• backup freezer
• second balance for teaching lab throughput

Budget approach: refurbished often makes sense here because redundancy is often more valuable than premium “new” features.

Category C: Nice to have upgrades

These are helpful but not mission-critical:

• premium accessories
• advanced automation features not required by aims

Budget approach: consider deferring or purchasing later with discretionary funds or departmental support.

How to decide: refurbished vs new (the “defensible” checklist)

Refurbished can be the right choice when:

• your institution allows it
• the instrument category is well-supported and serviceable
• there are known, stable configurations (lower variation risk)
• you need more capability per dollar (e.g., two units instead of one)
• lead time is a concern (grant start date vs delivery date)

New can be the right choice when:

• the sponsor or institution mandates new equipment
• you require the latest platform for a specific method
• you need the manufacturer’s latest compliance features
• used supply is scarce or inconsistent in your category

The hidden budget factor: lead time risk

Grant timelines are real. Many projects lose momentum because equipment arrives late:

• purchasing workflows can take weeks
• delivery windows can be long
• installation coordination adds more delay

A budget that includes realistic acquisition timing is more credible. If refurbished options can be acquired faster, that can improve feasibility.

How to write a strong justification (reviewer-friendly language)

Instead of “used equipment,” position it as:

• “refurbished laboratory equipment”
• “previously owned equipment meeting performance requirements”
• “cost-effective equipment acquisition to maximize research output”

Example justification language you can adapt:

“To maximize research output within a fixed budget, we will procure refurbished laboratory equipment that meets performance requirements for the proposed assays. This approach reduces capital expenditure, enabling purchase of additional supporting equipment and consumables to ensure timely completion of project aims.”

Budgeting tip: reserve funds for setup, accessories, and training

Many budgets fail because they under-scope the full system:

• accessories (rotors, probes, optics)
• consumables and calibration standards
• installation needs (benches, power, exhaust)
• service plans or maintenance resources

A smart “refurbished” strategy includes a line item buffer for:

• accessories
• verification/calibration
• essential consumables

That makes the plan feel complete. Explore our inventory.

Practical ROI for grant funded labs

Refurbished doesn’t just “save money.” It can expand the science:

• add capacity (more samples/week)
• add redundancy (less downtime risk)
• upgrade shared facilities without raising fees as much
• free funds for students, reagents, and sequencing/analysis

That’s the version reviewers like: more capability for the same budget.

FAQ

Will reviewers penalize refurbished equipment?
Generally, reviewers focus on feasibility and justification, not “newness.” The key is to show the equipment meets the performance required for the aims and will be available when needed.

Can I include refurbished quotes in my proposal?
Often yes, if your institution permits and the quotes are sufficiently detailed. Your sponsored research office can advise.

Need a quote for your budget justification? Send HiTechTrader your equipment list, required specs, and grant timeline—we can help you price refurbished vs new options for a defensible proposal. Click here to contact HiTechTrader.