[SecretDreams]

This is all simultaneously true and simultaneously disappointing. It requires a certain forfeiture of morality to be a part of this status quo. But, especially on grants between academia and the government, this very much seems to be the status quo.

[hsbauauvhabzb]

Is it actually true, or just a trope? Anyone in a position to manage hundreds of millions worth of projects is smart enough to know that some projects will run under budget.

[Paracompact]

I work as a federal contractor. It's very true (epistemic status: my managers and project leads tell me as much and I act accordingly, I don't deal with it directly nor understand the bureaucratic larger picture). You will not get funding from Department X again if you ask for more money on a project than you wind up spending. Now, is that the sin of overquoting, or the virtue of overdelivering? For some reason, every agency treats it as the former, and I haven't the foggiest idea why. My coworkers acknowledge how stupid and perverse of an incentive it is, yet treat it like a fundamental force of nature.

Most solutions to this problem are essentially what the OP recognized as nakedly illegal---that is, exaggerating productive hours---but most contractors are savvy enough to do it in less auditable and more positively regarded ways, such as stretching out timelines (four 20-hour work weeks raise fewer flags than one 80-hour week), adding more chefs than the kitchen calls for, or funding unnecessary little side projects. Straight-up tampering with timecards is an impatient and dangerous way of achieving (IMO) the same wasteful evil as happens everywhere else in the public and private sector.

[pet_the_bird]

The Dutch University of Delft systematically 'maximized' grants and shuffled the money between projects, according to investigative journalists of the NRC[1].

1 https://www.nrc.nl/nieuws/2024/02/15/het-subsidiepotje-moet-...

[sokoloff]

I work with people who are well smart enough to know that.

It’s also still a reasonable question to ask “well, last year we budgeted $15M and you got acceptable results while spending only $14M; perhaps you only need $14M/yr…” And despite its reasonableness, many people would prefer to oversee a $15M/yr budget.

[jaredsohn]

I think a reason for this is suppose the next year you run into some difficulties so it requires 14.2M. Now you have to fight to request an extra 0.2M added to your budget that you wouldn't have to worry about if you had 15M.

[sokoloff]

Totally! And it drives me crazy to get very few questions and mostly positive ones if I underspend by 5-10% but going over by 1-2% is a massive problem.

It’s little surprise what happens under such a system: logical people over-reserve.