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Sample Budget and Justification (match required) THIS IS AN ILLUSTRATION OF A SAMPLE DETAILED BUDGET AND NARRATIVE. WITH GUIDANCE FOR COMPLETING SF 424A: SECTION B FOR THE BUDGET PERIOD. A. Personnel: Provide employee(s) (including names for each identified position) of the applicant/recipient organization, including in-kind costs for those positions whose work is tied to the grant project. FEDERAL REQUEST Position Name Annual Salary/Rate Level of Effort Cost (1) Project Director John Doe $64,890 10% $6, (2) Grant Coordinator To be selected $46,276 100% $46, (3) Clinical Director Jane Doe In-kind cost 20% $ TOTAL $52, JUSTIFICATION: Describe the role and responsibilities of each position. (1) The Project Director will provide daily oversight of the grant and will be considered key staff. (2) The coordinator will coordinate project services and project activities, including training, communication and information dissemination. (3) Clinical Director will provide necessary medical direction and guidance to staff for 540 clients served under this project. Key staff positions require prior approval after review of credentials of resume and job description. The key staff positions identified in Section I-2 Expectations must be included in the Personnel section and/or the Contractual Section (F). In addition, the Project Director must be the same as the Project Director named in section 8f of the SF-424. NON-FEDERAL MATCH Position Name Annual Salary/Rate Level of Effort Cost (1) Project Director John Doe $64,890 7% $4,
Position Name Annual Salary/Rate Level of Effort Cost (2) Prevention Specialist Sarah Smith $26,000 25% $6, (3) Peer Helper Ron Jones $23,000 40% $9, (4) Clerical Support Susan Johnson $13.38/hr x 100 hr.
TOTAL $21,
JUSTIFICATION: Describe the role and responsibilities of each position. (1) The Project Director will provide daily oversight of grant and will be considered key staff. (2) The Prevention development specialist will provide staffing support to the working council. (3) The peer helper will be responsible for peer recruitment, coordination and support. (4) The clerical support will process paperwork, payroll, and expense reports which is not included in the indirect cost pool. FEDERAL REQUEST (enter in Section B column 1, line 6a of form SF424A) $52, NON-FEDERAL MATCH (enter in Section B column 2, line 6a of form SF424A) 21, B. Fringe Benefits: List all components of fringe benefits rate FEDERAL REQUEST Component Rate Wage Cost FICA 7.65% $52,765 $4, Workers Compensation
Insurance 10.5% $52,765 $5, TOTAL $10, NON-FEDERAL MATCH Component Rate Wage Cost FICA 7.65% $21,580 $1, Workers Compensation
Purpose of Travel Location Item Rate Cost (1) Regional Training Conference Chicago, IL Airfare $150/flight x 2 persons
Hotel $155/night x 2 persons x 2 nights
Per Diem (meals) $46/day x 2 persons x 2 days
(2) Local Travel Outreach workshops Mileage 350 miles x .38/mile
TOTAL $1,
JUSTIFICATION: Describe the purpose of travel and how costs were determined. (1) Grantees will provide funding for two members to attend the regional technical assistance workshop (our closest location is Chicago, IL). (2) Local travel rate is based on agency’s POV reimbursement rate. If policy does not have a rate use GSA. FEDERAL REQUEST (enter in Section B column 1, line 6c of form SF424A) $2, NON-FEDERAL MATCH (enter in Section B column 2, line 6c of form SF424A) $1, D. Equipment: an article of tangible, nonexpendable, personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit – federal definition. FEDERAL REQUEST (enter in Section B column 1 line 6d of form SF424A) $ NON-FEDERAL MATCH (enter in Section B column 2 line 6d of form SF424A) $ E. Supplies: materials costing less than $5,000 per unit and often having one-time use FEDERAL REQUEST Item(s) Rate Cost General office supplies $50/mo. x 12 mo. $ Postage $37/mo. x 8 mo. $ Laptop Computer $900 $ Printer $300 $ Projector $900 $ Copies 8000 copies x .10/copy $
Item(s) Rate Cost TOTAL $3, JUSTIFICATION: Describe the need and include an adequate justification of how each cost was estimated. (1) Office supplies, copies and postage are needed for general operation of the project. (2) The laptop computer is needed for both project work and presentations. (3) The projector is needed for presentations and outreach workshops. All costs were based on retail values at the time the application was written. NON-FEDERAL MATCH Item(s) Rate Cost General office supplies $50/mo. x 12 mo. $ Bookcase $75 $ Digital camera $300 $ Fax machine $150 $ Computer $500 $ Postage $37/mo. x 4 mo $ TOTAL $1, JUSTIFICATION: Describe need and include explanation of how costs were estimated. (1) The local television station is donating the bookcase, camera, fax machine, and computer (items such as these can only be claimed as match once during the grant cycle and used for the project). The “applying agency” is donating the additional costs for office supplies and postage. FEDERAL REQUEST (enter in Section B column 1, line 6e of form SF424A) $3, NON-FEDERAL MATCH (enter in Section B column 2, line 6e of form SF424A) $1, F. Contract: A contractual arrangement to carry out a portion of the programmatic effort or for the acquisition of routine goods or services under the grant. Such arrangements may be in the form of consortium agreements or contracts. A consultant is an individual retained to provide professional advice or services for a fee. The applicant/grantee must establish written procurement policies and procedures that are consistently applied. All procurement transactions shall be conducted in a manner to provide to the maximum extent practical, open and free competition.
(1) Certified trainers are necessary to carry out the purpose of the statewide consumer Network by providing recovery and wellness training, preparing consumer leaders statewide, and educating the public on mental health recovery. (2) Treatment services for clients to be served based on organizational history of expenses. (3) Case manager is vital to client services related to the program and outcomes. (4) Evaluator is provided by an experienced individual (Ph.D. level) with expertise in substance abuse, research and evaluation and is knowledgeable about the target population and will report GPRA data. (5) Marketing Coordinator will develop a plan to include public education and outreach efforts to engage clients of the community about grantee activities, provision of presentations at public meetings and community events to stakeholders, community civic organizations, churches, agencies, family groups and schools. *** Represents separate/distinct requested funds by cost category NON-FEDERAL MATCH** (Consultant) Name Service Rate Other Cost Jane Doe Outreach meeting facilitation $43.00/hr. x 20 hrs./month x 12 months
Travel Expenses 148 miles/month @ .38/mile x 12 months
TOTAL $11,
JUSTIFICATION: Explain the need for each agreement and how they relate to the overall project. (1) Facilitator volunteering his/her time to facilitate the youth prevention and outreach sessions outlined in the strategic plan. Hourly rate is based on an average salary of an outreach facilitator in the geographic area. (2) Travel is based on average distance between facilitator’s location and the meeting site. Mileage rate is based on POV reimbursement rate.
NON-FEDERAL MATCH (Contract) Entity Product/Service Cost (1) West Bank School District Student Assistance Program for 50 students @ $300 per year
TOTAL $15,
JUSTIFICATION: Explain the need for each agreement and how they relate to the overall project. (1) West Bank School District is donating their contracted services to provide drug testing, referral and case management for 50 non-school attending youth. Average cost is $300/person. FEDERAL REQUEST (enter in Section B column 1, line 6f of form SF424A) $86, NON-FEDERAL MATCH (enter in Section B column 2, line 6f of form SF424A) $26, G. Construction: NOT ALLOWED – Leave Section B columns 1&2 line 6g on SF424A blank. H. Other: expenses not covered in any of the previous budget categories FEDERAL REQUEST Item Rate Cost (1) Rent* $15/sq.ft x 700 sq. feet $10, (2) Telephone $100/mo. x 12 mo. $1, (3) Client Incentives $10/client follow up x 278 clients
(4) Brochures .89/brochure X 1500 brochures
TOTAL $15,
JUSTIFICATION: Break down costs into cost/unit (e.g. cost/square foot, etc.). Explain the use of each item requested. (1) Office space is included in the indirect cost rate agreement; however, if other rental costs for service site(s) are necessary for the project, it may be requested as a direct charge. The rent is calculated by square footage or FTE and reflects SAMHSA’s fair share of the space. *If rent is requested (direct or indirect), provide the name of the owner(s) of the space/facility. If anyone related to the project owns the building which is less than an arms-length arrangement, provide cost of ownership/use allowance
direct costs to the agency as allowed in the agreement or cost allocation plan. For information on applying for an indirect cost rate agreement go to: http://www.samhsa.gov then click on grants – Grants Management – Contact Information – Important Offices at SAMHSA and DHHS - HHS Division of Cost Allocation – Regional Offices. Attach a copy of the current fully executed, negotiated agreement indirect cost rate agreement or cost allocation plan. The applicable indirect cost rate(s) negotiated by the organization with the cognizant negotiating agency must be used in computing indirect costs (F&A) for a proposal (2 CFR §200.414). The amount for indirect costs should be calculated by applying the current negotiated indirect cost rate(s) to the approved base(s). FEDERAL REQUEST (enter in Section B column 1, line 6j of form SF424A) 8% of personnel and fringe (.08 x $63,661) $5, NON-FEDERAL MATCH (enter in Section B column 2, line 6j of form SF424A) 8% of personnel and fringe (.08 x $26,037) $2, ================================================================== TOTAL DIRECT CHARGES: FEDERAL REQUEST – (enter in Section B column 1 line 6i of form SF424A) $172, NON-FEDERAL MATCH -(enter in Section B column 2 line 6i of form SF424A) $59, INDIRECT CHARGES: FEDERAL REQUEST – (enter in Section B column 1 line 6j of form SF424A) $5, NON-FEDERAL MATCH –(enter in Section B column 2 line 6j* of form SF424A) $2, TOTALS: (sum of 6i and 6j) FEDERAL REQUEST – (enter in Section B column 1 line 6k of form SF424A) $177, NON-FEDERAL MATCH -(enter in Section B column 2 line 6k of form SF424A) $61, ==================================================================
UNDER THIS SECTION REFLECT OTHER NON-FEDERAL SOURCES OF FUNDING
BY DOLLAR AMOUNT AND NAME OF FUNDER e.g., Applicant, State, Local, Other, Program Income, etc. Other support is defined as all funds or resources, whether Federal, Non-federal or institutional, in direct support of activities through fellowships, gifts, prizes, In-kind contributions or other Non-federal means. Provide the total proposed Project Period Federal & Non-Federal funding as follows: Proposed Project Period a. Start Date: 09/30/2011 b. End Date: 09/29/ BUDGET SUMMARY (should include future years and projected total) Category Federal Request For Year 1 Non-Federal Match for Year 1 Year 2 Federal Request
Year 2** Non- Federal Match *** Year 3** Federal Request *** Year 3** Non- Federal Match *** Year 4** Federal Request
Year 4** Non- Federal Match *** Year 5** Federal Request
Year 5** Non- Federal Match *** Personnel $52,765** $21,580 $54,348 $1,338 $55,978 $40,000 $57,658 $35,000 $59,387 $43, Fringe $10,896 $4,457 $11,223 $275 $11,558 $8,260 $11,906 $7,228 $12,263 $8, Travel $2,444 $1,237 $2,444 $2,000 $2,444 $1,500 $2,444 $1,200 $2,444 $2, Equipment 0 0 0 0 0 0 0 0 0 0 Supplies $3,796 $1,773 $3,796 $2,000 $3,796 $2,000 $3,796 $2,500 $3,796 $4, Contractual $86,997 $26,051 $86,997 $67,000 $86,997 $15,000 $86,997 $10,000 $86,997 $14, Other $15,815 $4,250 $13,752 $52,387 $11,629 $5,786 $9,440 $8,976 $7,187 $4, Total Direct Charges $172,713^ $59,348^ $172,560^ $125,000^ $172,403^ $72,546^ $172,241^ $64,904^ $172,074^ $77, Indirect Charges $5,093^ $2,083^ $5,246^ $129^ $5,403^ $3,861^ $5,565^ $3,378^ $5,732^ $4, Total Project Costs $177,806^ $61,431^ $177,806^ $125,129^ $177,806^ $76,407^ $177,806^ $68,282^ $177,806^ $81, TOTAL PROJECT COSTS: Sum of Total Direct Costs and Indirect Costs FEDERAL REQUEST (enter in Section B column 1 line 6k of form SF424A) $889, NON-FEDERAL MATCH (enter in Section B column 2 line 6k of form SF424A) **$412,
- FOR REQUESTED FUTURE YEARS:**
1. Please justify and explain any changes to the budget that differs from the reflected amounts reported in the 01 Year Budget Summary.
