page 1 budgeting for an earmark proposal. page 2 excel workbook
TRANSCRIPT
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Budgeting for an Earmark Proposal
Budgeting for an Earmark Proposal
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Excel Workbook
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Excel Workbook: Personnel Tab
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SECTION A - Budget Summary by Categories(A) (B) (C)
1. Personnel $103,000 $103,000
2. Fringe Benefits (Rate 25%) $25,750 $25,750
3. Travel $3,170 $3,170
4. Equipment $5,279 $5,279
5. Supplies $4,590 $4,590
6. Contractual $20,000 $20,000
7. Other $31,500 $31,500
8. Total, Direct Cost(Lines 1 through 7)
$193,289 $193,289
9. Indirect Cost (Rate 10%)* $19,329 $19,329
10. Training Cost/Stipends $60,000 $60,000
11. TOTAL Funds Requested(Lines 8 through 10)
$272,618 $272,618
* Indirect Cost Agreement is attached as Attachment E.
SECTION B - Cost Sharing/Match Summary (if appropriate)
(A) (B) (C)
1. Cash Contribution
2. In-Kind Contribution
3. TOTAL, Cost Sharing/Match(Rate %)
NOTE: Use Column A to record funds requested for the initial period of performance (e.g., 12 months, 18 months, etc.); use Column B to record changes to Column A (i.e., requests for additional funds or line item changes); and use Column C to record the totals (A plus B).
Budget Information
Management Tool – reevaluate regularly
Funds Requested matches Earmark $
Match not required
Budget Worksheets available in Excel
SECTION A - Budget Summary by Categories(A) (B) (C)
1. Personnel
2. Fringe Benefits (Rate 00%)
3. Travel
4. Equipment
5. Supplies
6. Contractual
7. Other
8. Total, Direct Cost(Lines 1 through 7)
9. Indirect Cost (Rate 00%)*
10. Training Cost/Stipends
11. TOTAL Funds Requested(Lines 8 through 10)
* Indirect Cost Agreement is attached as Attachment E.
SECTION B - Cost Sharing/Match Summary (if appropriate)
(A) (B) (C)
1. Cash Contribution
2. In-Kind Contribution
3. TOTAL, Cost Sharing/Match(Rate %)
NOTE: Use Column A to record funds requested for the initial period of performance (e.g., 12 months, 18 months, etc.); use Column B to record changes to Column A (i.e., requests for additional funds or line item changes); and use Column C to record the totals (A plus B).
Budget InformationSEE PROPOSAL GUIDE, SECTION 6, for detailed instructions and examples.
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Staff Title PositionsMonthlySalary
Number of Months Total
Project Director 1 $4,000 12 $48,000
Case Manager 1 $2,000 10 $20,000
Case Manager 0.75 $2,000 10 $15,000
Instructor 1 $2,000 10 $20,000NOTE: Executive Director .2 FTE position provided as a match (not required) = $12,000.
TOTAL PERSONNEL $103,000
Category 1: Personnel
Titles must match proposal May have identical positions at different pay or amount of hours Indicates additional resources not included in budget Salaries consistent with organization or local pay scale Months may vary depending on work plan TOTAL carried to Budget Summary
Staff Title PositionsMonthlySalary
Number of Months Total
TOTAL PERSONNEL
Category 1: Personnel
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Category 2: Fringe Benefits
Fringe Benefit %
Benefits Included
Special instructions: State the fringe benefit percentage and insert the percentage in Line 2 of the Budget Summary by Categories. Indicate what benefits are provided.
Category 2: Fringe Benefits
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Type of Benefit Cost
Total Fringe Benefits
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Item Staff Person Amount Days/Mileage Cost
Trip 1: Staff Training in Case Management
Roundtrip airfare from Chicago, IL to Philadelphia, PA.
Case Manager $200 $200
Per Diem Case Manager $55 4 $220
Lodging Case Manager $126 3 $378
Transportation to/from hotel Case Manager $40 $40
TOTAL TRAVEL $838
Category 3: Travel
Formulas in Excel Other travel costs may include mileage, meals & incidentals, or parking
Category 3: Travel
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Item Staff Person Amount Days/Mileage Cost
TOTAL TRAVEL
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Category 4: Equipment
DescriptionUnitCost
#Units Total
Local Area Network System $5,279 1 $5,279
TOTAL EQUIPMENT $5,279
Write explanation that serves as narrative Nonexpendable, useful life of more than one year, per unit cost of $5,000
or more
DescriptionUnitCost
#Units Total
TOTAL EQUIPMENT
Category 4: Equipment
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DescriptionUnitCost
#Units Total
Office SuppliesBasic consumable office supplies, such as paper, pens, file folders, etc., estimated based on prior year’s expenses at $75.00 per year per staff person X 4 staff $75 4 $300Training SuppliesTo include study guides and handouts, estimated at $15 per person per training session X 70 participants, plus presentation materials (such as flip charts, markers, overhead slides) $1,150 1 $1,150Maintenance and Cleaning SuppliesTo include equipment such as mops and brooms, replacement light bulbs, paper towels and soap, cleaning solutions, and similar supplies. Based on last year's cost for similar program plus 10% projected price increase $740 1 $740ComputerPurchase of two pentium-class personal computers, minimum 300 mhertz, 32 mg RAM with Windows 95 or 98 and a printer is required to report client data $1,200 2 $2,400
TOTAL SUPPLIES $4,590
Category 5: Supplies
Narrative information – includes basis of cost Less than $5,000 – item is a supply Changes are projected
DescriptionUnitCost
#Units Total
TOTAL SUPPLIES
Category 5: Supplies
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Category 6: Contractual
Other examples of contractual costs are:• consultant fees• sub-agreements for maintenance or service contracts• subcontracts/grants for program services such as evaluation or technical
training
Description Contracted Amount
Customized Training Curriculum $20,000
Copier Service Contract $4,000
TOTAL CONTRACTUAL $24,000
Category 6: Contractual
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Description Contracted Amount
TOTAL CONTRACTUAL
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Description Unit Cost# Units/Months
Total
Facilities: The rent for the facilities is based on 2200 square feet of office space used for staff offices and classroom training.
$1,200 24 $28,800
Utilities: Projected charges for electric, gas and water. $500 24 $12,000
Leased Equipment: 1 Xerox 5845C High Speed Copier $125 24 $3,000
Telephone and internet cable services: This includes telephone and internet cable hook-up for 4 staff persons and 2 instructors. The estimate is based on the basic service rate of $45.00 per line per month.
$45 144 $6,480
Child care services budgeted at $250 per participant $250 70 $17,500
Transportation costs including gas vouchers, bus tickets, etc.
$25 70 $1,750
TOTAL OTHER $69,530
Category 7: Other
Items do not fit in other categories – all direct costs not clearly covered by Categories 1 through 6
Lease costs must be less than purchase costs over the life of the contract
Description Unit Cost# Units/Months
Total
TOTAL OTHER
Category 7: Other
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Category 9: Indirect Cost
Rate:
Amount:
Basis:
Special instructions: State the Indirect Cost rate and insert the rate in Line 9 of the Budget Summary by Categories.
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DescriptionUnitCost
#Units Total
OJTsTraining in technical areas 50% to be paid by employer(unit = 1 individual) $3,000 12 $36,000Child CareServices will be provided for participants if child care cannot be obtained from any other community source. (unit = 1 week) $200 120 $24,000
TOTAL TRAINING COST/STIPENDS $60,000
Category 10: Training Cost/Stipends
Support services included in this cost category
DescriptionUnitCost
#Units Total
TOTAL TRAINING COST/STIPENDS
Category 10: Training Cost/Stipends
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SECTION A - Budget Summary by Categories(A) (B) (C)
1. Personnel $103,000 $103,000
2. Fringe Benefits (Rate 25%) $25,750 $25,750
3. Travel $3,170 $3,170
4. Equipment $5,279 $5,279
5. Supplies $4,590 $4,590
6. Contractual $20,000 $20,000
7. Other $31,500 $31,500
8. Total, Direct Cost(Lines 1 through 7)
$193,289 $193,289
9. Indirect Cost (Rate 10%)* $19,329 $19,329
10. Training Cost/Stipends $60,000 $60,000
11. TOTAL Funds Requested(Lines 8 through 10)
$272,618 $272,618
* Indirect Cost Agreement is attached as Attachment E.
SECTION B - Cost Sharing/Match Summary (if appropriate)
(A) (B) (C)
1. Cash Contribution
2. In-Kind Contribution
3. TOTAL, Cost Sharing/Match(Rate %)
NOTE: Use Column A to record funds requested for the initial period of performance (e.g., 12 months, 18 months, etc.); use Column B to record changes to Column A (i.e., requests for additional funds or line item changes); and use Column C to record the totals (A plus B).
Budget Information
Management Tool – reevaluate regularly
Funds Requested matches Earmark $
Match not required
Budget Worksheets available in Excel