WELCOME TO MANAGING YOUR

BUDGET!!!!M O D E RAT E D BY

T O N YA J E N K I N S &

AYA N N A C A M P B E L L W I L L I A M S

SAMPLE BUDGET SUMMARYSub-grantee Name: District Attorney’s VWAP

Project Title: Victim Witness Assistance Program

Budget Category Federal Funds Local Match Total

Personnel 57,944 14,486 72,430

Travel 2,785 696 3,481

Equipment 4,800      1,200      6,000     

Supplies 2,880 720 3,600

Printing 401    100   501

Other 4,408 1,102 5,510

TOTAL 73,218 18,304 91,522

PERSONNEL• Includes employees, volunteer time and over-time

• Gross Pay, FICA & Fringe benefits (e.g. Retirement)

• Amount claimed this period Gross pay x % of time = amount claimed ($1000 x 80% = 800.00)

• Volunteer time valued at $12 per hour

• Volunteer dollars recorded in “Volunteer” column carried over from Volunteer Monthly Time Record

A. (1) Personnel/Salaries

Position Title/Name of Employee Calculation Budget

Victim Advocate $30,285 x 100% VOCA $30,285

(Annual Salary $30,285)

Part-time Victim Advocate $13.00/hr x 29 hrs x 31 wk $11,687

(13.00 per/hour)

VWAP Coordinator $50,000 x 20% VOCA $10,000($50,000 Annual Salary) Volunteer Hours (In-Kind MATCH) 320 hrs x $12/hour $3,840

TOTAL: $55,812

A. (2) Personnel/Fringe Benefits

Position Title/Name of Employee Benefit Title Calculation BudgetVictim Advocate Retirement $30,285 x 14.64%

$4,434 FICA $30,285 x 7.65%

$2,317 Health Ins. 90% of 7,051

$6,346 Worker’s Comp 2.52 x $30,285 $763

SUTA .0623 x $8,000 $529

VWAP Coordinator Retirement $10,000 x 14.64% $1,464

FICA $10,000 x 7.65% $765

TOTAL $ 16,618

EQUIPMENT EXPENSES

• Item must cost $5,000 or more to be considered as equipment

• Copy of invoice for equipment must be attached to the reimbursement

• Equipment inventory list maintained• Equipment purchases must be approved

before purchasing• Cost of equipment not exclusively used for

VOCA activities must be prorated

C. Equipment

Item Purpose Calculation Budget

Tracking Data Collection $6,000 x 1 unit $6,000

Software

TOTAL $ 6,000

SUPPLIES• Description of expense“Office supplies” – listed in budget detailPostageAll “equipment” under $5,000

• Receipts for expenses must be maintained at your agency

D. Supplies

Item Calculation BudgetGeneral Office Supplies 12 months x $200 $2,400(pens, paper, printer cartridge, etc.) Postage 12 months x $100 $1,200

TOTAL $ 3,600

TRAVEL EXPENSES – EMPLOYEE TRAVEL EXPENSE STATEMENT• Must abide by State of Georgia Travel

Regulations/Local/Federal Travel Regulations

• Prior approval for out-of-state travel

• Lodging, airfare, transportation/cab fare and meals

• Mileage – show number of miles x approved rate

• Expenses must be supported with receipts

• Record Mileage log

• Training related expenses – all trainings for which you would like to be reimbursed submitted 30 days prior to paying registration

B. Travel

Purpose Location Calculation Budget

GA Family Violence Conference Macon, GA Hotel: $110.00 x 3 days $330One Person Meals: $40/day x 3 days $120

NOVA Conference Austin, TX Airfare: $401 $2,776

Two People Hotel: $147.30 x 5 days Meals: $50/day x 5 days

MileageVictim Advocate Brunswick 1000 miles x $0.51 per mile $255 Part-time Victim Advocate Judicial Circuit

TOTAL $ 3,481

PRINTING/MEDIA

• Acknowledge funding source Wording located in subgrantee manual – may depend on

whether entire publication or only portions are funded --“This project is supported by Award No. _____ awarded by the Office for Victims of Crime, office of Justice Programs and administered by the Criminal Justice Coordinating Council”

• Provide example 30 days before purchase for budget approval

• Submit copy of final brochures, etc with request for reimbursement

E. Printing

Item Calculation Budget

Brochures 100 @ 5.01 $501

TOTAL $ 501

OTHER• Rent, Local/Long distance, Cell

phone, Utility bill (time periods should be noted in description)

• Copy of contractual/consultant agreement should be submitted to CJCC and kept on file

F. (1) Other/Miscellaneous

Item Calculation Budget

Rent for project staff $300/mth x 7 months $2,100

Rent for project staff $250/mth x 5 months $1,250

Utilities for project staff $100/mth x 12 months $1,200

Cell phone $80/mth x 12 months $960

TOTAL $ 5,510

CONTRACTUAL/CONSULTANT POLICIES

• Fees cannot exceed $450/day or $56.25/hour

• Written contract Services to be performed Rate of compensation – should be reasonable according

to past billing history or market rate (submit samples to CJCC)

Length of time services will be provided

• Payment for services rendered

• Services during contract period

F. (2) Other/Consultants

a. Consultant Fees

Name Service Provided Calculation Budget

D&K Therapeutic, Inc. Counseling/Therapy $50 per session $1,000

(20 sessions)

TOTAL $ 1,000

MATCHING FUNDS - VOCA

• Same use as federal funds

• Expended/obtained during contract period

• Records of match maintainedSource AmountPeriod usedContracts should be current

MATCHING FUNDS – VOCA ONLY

20 % of Total Project Cost Cash – any allowable item or service paid for by the agency.

In-Kind – a donation of tangible expendable goods, services or work space including allowable volunteer time.

UNALLOWABLE EXPENSES

• Non-budgeted items

• Bonuses

• Entertainment (including food)

• Alcohol

• Fundraising

• Non-grant related Accounting/Bookkeeping expense

• Renovations/construction – unless making services ADA compliant (e.g. wheelchair ramp)

SUBGRANT ADJUSTMENT REQUESTS [SAR] :

WHEN SHOULD AN SAR BE SUBMITTED?

Submit a formal request when requesting revisions for the following:

Project Officials/Addresses Project Personnel Goals and Objectives Change in Program Activities Change in Signature Authorization for grant Change in E-Mail addresses for agency point of contact

SUBGRANT ADJUSTMENT REQUESTS [SAR] : WHEN SHOULD AN SAR BE SUBMITTED? (CONT.)

• All requests should be submitted 14 calendar days after the effective date of the change

• No budget adjustments may be submitted during the last 60 days of the subgrant period (per your special conditions)

• Submit SAR #1 with your Award Package Attach a corrected Detailed Budget (form on website)

SUBGRANT ADJUSTMENT REQUESTS:

SUPPORTING DOCUMENTSSupporting Documents Should be Included with your

Adjustment: Personnel Action Forms/Salary Authorization Forms Revised Detailed Budget (if requested) Effective Date of the Change Updated Designation of Grant Officials Form Updated Signature Authorization Form

Provide as much detail as possible!!

Let’s Practice….

Questions?!

THANK YOU FOR YOUR TIME!!

Please feel free to contact us with any questions:

Tonya Jenkins, Grant Specialist

404.657.1998

Tonya.Jenkins@cjcc.ga.gov

Ayanna Campbell Williams, Grant Specialist

404.657.2078

Ayanna.Campbell@cjcc.ga.gov