budgetworksheet_fromNCJRS1.docBudget Detail Worksheet |Page 7 of 7
Budget Detail
W orksheet
Courtesy of the National Criminal Justice Reference Service
Student’s Name:
Budget Detail Worksheet
OMB APPROVAL NO. 1121-0188 EXPIRES 5-98 (Rev. 1/97)
Purpose:
Personnel - List each position by title and name of employee, if available. Show the annual salary rate and the percentage of time to be devoted to the project. Compensation paid for employees engaged in grant activities must be consistent with that paid for similar work within the applicant organization.
Name/Position
Computation
Cost
Total:
Rationale:
Fringe Benefits - Fringe benefits should be based on actual known costs or an established formula. Fringe benefits are for the personnel listed in budget category (A) and only for the percentage of time devoted to the project. Fringe benefits on overtime hours are limited to FICA, Workman’s Compensation, and Unemployment Compensation.
Name/Position
Computation
Cost
Total:
Rationale:
OJP FORM 7150/1 (5-95)
Travel - Itemize travel expenses of project personnel by purpose (e.g., staff to training, field interviews, advisory group meeting, etc.). Show the basis of computation (e.g., six people to 3-day training at $X airfare, $X lodging, $X subsistence). In training projects, travel and meals for trainees should be listed separately. Show the number of trainees and the unit costs involved. Identify the location of travel, if known. Indicate source of Travel Policies applied, Applicant or Federal Travel Regulations.
Purpose of Travel
Location
Item
Computation
Cost
Total:
Rationale:
Equipment - List non-expendable items that are to be purchased. Non-expendable equipment is tangible property having a useful life of more than two years and an acquisition cost of $5,000 or more per unit. (Note: Organization’s own capitalization policy may be used for items costing less than $5,000). Expendable items should be included either in the “supplies” category or in the “Other” category. Applicants should analyze the cost benefits of purchasing versus leasing equipment, especially high cost items and those subject to rapid technical advances. Rented or leased equipment costs should be listed in the “Contractual” category. Explain how the equipment is necessary for the success of the project. Attach a narrative describing the procurement method to be used.
Item
Computation
Cost
Total:
Rationale:
Supplies - List items by type (office supplies, postage, training materials, copying paper, and expendable equipment items costing less than $5,000, such as books, hand held tape recorders) and show the basis for computation. (Note: Organization’s own capitalization policy may be used for items costing less than $5,000). Generally, supplies include any materials that are expendable or consumed during the course of the project.
Supply Items
Computation
Cost
Total:
Rationale:
Construction - As a rule, construction costs are not allowable. In some cases, minor repairs or renovations may be allowable. Check with the program office before budgeting funds in this category.
Purpose Description of Work Cost
Total:
Rationale:
Consultants/Contracts - Indicate whether applicant’s formal, written Procurement Policy or the Federal Acquisition Regulations are followed.
Consultant Fees : For each consultant enter the name, if known, service to be provided, hourly or daily fee (8-hour day), and estimated time on the project. Consultant fees in excess of $250 per day require additional justification and prior approval from OJP.
Name of Consultant
Service Provided
Computation
Cost
Subtotal:
Rationale:
Consultant Expenses: List all expenses to be paid from the grant to the individual consultants in addition to their fees (i.e., travel, meals, lodging, etc.)
Item
Location
Computation
Cost
Subtotal:
Rationale:
Contracts : Provide a description of the product or service to be procured by contract and an estimate of the cost. Applicants are encouraged to promote free and open competition in awarding contracts. A separate justification must be provided for sole source contracts in excess of $100,000.
Item
Cost
Subtotal:
Rationale:
Consultants/Contracts Total:
Other Costs - List items (e.g., rent, reproduction, telephone, janitorial or security services, and investigative or confidential funds) by major type and the basis of the computation. For example, provide the square footage and the cost per square foot for rent, or provide a monthly rental cost and how many months to rent.
Description
Computation
Cost
Total:
Rationale:
Indirect Costs - Indirect costs are allowed only if the applicant has a Federally approved indirect cost rate. A copy of the rate approval, (a fully executed, negotiated agreement), must be attached. If the applicant does not have an approved rate, one can be requested by contacting the applicant’s cognizant Federal agency, which will review all documentation and approve a rate for the applicant organization, or if the applicant’s accounting system permits, costs may be allocated in the direct costs categories.
Description
Computation
Cost
Total:
Rationale:
Budget Summary- When you have completed the budget worksheet, transfer the totals for each category to the spaces below. Compute the total direct costs and the total project costs. Indicate the amount of Federal requested and the amount of non-Federal funds that will support the project.
Budget Category
Amount
Personnel
Fringe Benefits
Travel
Equipment
Supplies
Construction
Consultants/Contracts
Other
Total Direct Costs
Indirect Costs
TOTAL PROJECT COSTS
Federal Request
Non-Federal Amount
Instructions. After preparing the budget details in the worksheet, answer the following questions in relation to the budget your have prepared.
1. How large is your agency and the community you serve?
2. What responsibilities does your agency possess?
3. What material resources does your agency need? How will you prioritize these resources for the budget?
4. What creative sources can you use to increase your budget, or, what types of strategies (and cost-saving measures) would you use to maximize your budget?
5. What issues do you foresee in implementing your budget (e.g., obtaining approval through a committee, legal implications, risks, weaknesses)? What types of consequences might exist for the agency and the community as a result of implementing your budget?
6. How can you mitigate any issues that may arise (e.g., a committee does not approve the budget—what will you do; consequences for the agency—how will you handle them; consequences for the community—how will you handle them)?
7. Why might it be advantageous to include excessive funds within your budget?
8. What sort of challenges and problems could you face from having a deficit in your budget?
