NAME OF COLLABORATION

PROJECT TITLE

Budget Narrative

Project Dates

(NOTE: It is suggested that all members of the collaboration use the following categories to estimate their costs. Funders may only require this specific information from the lead agency, however, in the development of a proposal, the total expenses of all members must be considered. If a grant is awarded and Memoranda of Understanding (MOUs) are signed, then each agency will already have its respective budget negotiated based on its role.)

PERSONNEL

Personnel and other costs were calculated based on [Name of Agency]’s fiscal year. [Name of Agency]’s fiscal year is Month – Month. [Depending on funding cycle add]: This project spans two or three [Name of Agency]’s fiscal years [and explain what these are].

The project will be staffed by [# how many] people totaling the following FTE levels: [insert combined FTE levels] Name, Title, Role on this project. His/her salary is XXX. [If project spans more than one fiscal year for your agency and a salary increase is planned, be sure to include this in your calculation and explain it. Repeat for each key staff person that will charge to this grant.]

Total salary = $XXX.

FRINGE BENEFITS

[Agency Name] has an auditor-approved fringe benefit rate of XX%.

The fringe benefit is XX% and calculated as shown below: [Note: Your finance office can tell you how they calculate fringe. The categories below may not exactly match those of your agency; you may have more or fewer, or different ones.]

Health Insurance X%

Pension Benefits XX%

SS & Medicare XX%

Life & Disability Insurance XXX%

The base is [personnel total] budgeted for staff compensation.

Total fringe benefits = $XXX.

Total for personnel expenses = $XXX.

TRAVEL

[Name of agency] uses the following cost factors when budgeting for travel expenses: airfare ($XXX round trip); lodging ($XXX per night); per diem ($XXX per day); and local transportation ($XXX per day).

[Name of agency] is budgeting travel in [month, year] for [specify number of trips, number of staff, number of days and write out how the total costs were calculated. Give a brief explanation for the purpose, especially outcome, of each trip.]

Total travel = $XXX.

Be sure to include local travel for outreach and community meetings.

RENT

1.  The total for rent is $XXX. [Give mathematical justification. E.g. staff time in FTE as percentage of rent charge to these position's use of space or some other approved method. Include sub-offices and anticipated sub-offices.]

  1. Storage space for extra file cabinets and archived cases retained per state bar policy
  2. Space for child-care/play area [for families coming to receive services. Consider paid or volunteer cost for this service and insurance coverage.]

4.  [Include rent for special events such as community meetings, fundraising events, parties, training, group application workshops, etc.]

EQUIPMENT

[Name of agency] is budgeting for equipment expenses including: [insert items by number, cost per unit, total, short description of purpose and outcome for program and/or immigrants. Read funder restrictions or ownership policy for equipment purchases using their funds.]

Equipment to consider includes:

·  Additional network server capacity for increased users and files [web-based system helps alleviate in-office server demands. See below.]

·  Web-based, case management software (start-up costs including migrating data, monthly maintenance. Include training for this in the training and/or travel budget.)

·  Website upgrades with latest technology for voice and video capacity.

·  Cell/smart and desk phones [multiple prompts and multiple language options to maximize communication efficiency for callers to receive information].

·  Portable, high-speed, color printers with scanners (multiple units) with on-the-spot maintenance contracts for emergencies.

·  TV and DVD equipment with streaming capability [for public information events].

·  Projectors and screens.

·  Public address system: wireless microphones and speakers (multiple units).

·  Wireless connections for use at different service locations.

·  Laptops/netbooks/tablets for staff, volunteers and create laptop kiosks for administrative relief applicants who can use on-line application tools [do research with IT and legal expert help to determine the best device for mobile forms filling activities by current staff and volunteers and anticipated increase in both so the number might be purchased at a reduced, bulk rate].

·  Filing cabinets (be sure they lock).

·  Desks and chairs [staff and volunteers].

·  Postage machine.

·  Miscellaneous: electrical equipment [cords, surge protectors, wireless “hot spots”], set up and maintenance of sustainable wireless connections where hot spots are not the best option, child-care equipment and play items, etc.

PRINTING AND DUPLICATION

·  Photocopies of case file material [difficult volume to anticipate - dependent on program's case file construction policy for paper vs. electronic records.],

·  Flyers,

·  Posters,

·  Postcards, and

·  Other marketing materials.

[Please remember to carefully estimate the cost of copying. It can quickly add unexpected costs. For example:

If there are approximately 100 sheets of paper per applicant for the process (if complete applications consist of up to approximately 50 pages each, at 2 copies per page);

Amount per applicant (at approximately 25 cents per page) = $25;

Amount to serve 75 people is calculated as $25 x 75 people = $1,875

Please adjust the formula according to your own copy costs and estimated number of pages per client.]

SUPPLIES

·  Ink cartridges;

·  Paper;

·  Note pads;

·  Food and beverages;

·  Food service items: plates, cups, utensils, trash cans, trash bags, recycling containers;

·  File folders;

·  Pens and pencils;

·  Name tags; and

·  Other.

[List these by item name/type, cost per item, and total.]

Total for supplies = $XXX.

COMMUNICATIONS

[See Equipment and Contractual categories for related items.]

·  Other program communication costs per FTE or fixed cost.

POSTAGE, SHIPPING, AND FREIGHT

·  Postage for individual and bulk mailing of applications. [determine program policy for who mails applications under what service delivery model. Note: it is important to consider the provision of G-28s when setting the policy and budget for postage.]

·  Shipping and freight. [Note: Will expansion of space for service delivery require many moves of large office equipment?]

CONTRACTUAL

·  Web-based case management system.

·  IT consultants.

·  Website design.

·  Online meeting service.

·  Mass communication e.g. robocalls, mass texting.

·  Advertising agreements with local media outlets (TV, radio, newspaper). [Consider offer your program's legal expertise in the form of announcements, talk show appearances, written columns in exchange for free airing of your immigration program's services.]

·  Security guards.

·  Translation costs. [Is the client paying the translation cost? Even if your staff is doing the translation, it costs money in terms of their time. If your clients are having difficulty in meeting the cost of translation, then estimate the translation costs, explaining how the estimate was made, and see if a funder or donor would like to cover this expense.]

·  Interpreters. [Will the program have a contract with an over-the-phone interpreter service or local language bank and pay a flat fee per hour? Determine in advance which languages the program might serve that are not available on staff or through program-led volunteers.]

OUTREACH

[See other related categories. How are you advertizing your pre-screening and application services – free public PSAs on TV and radio, newspaper advertisements, flyers, public meetings, video webcast, etc.? What are the related costs per categories above? If any of these are provided free of charge, then list in the In-Kind Support category below.]

SUB-GRANTEES

Partner agencies in the regional collaboration and the amount they will receive can be listed here.

OTHER DIRECT COSTS

List any project costs that have not been covered in the categories above.

IN-KIND SUPPORT

  1. Describe if there is any. Do not include in the total requested.
  2. Be sure to calculate the volunteer support based upon hours and skill. Check with your parent agency to see how they calculate the value of volunteer hours so you are consistent. If there are no guidelines in your agency, then consult one of the following websites and be sure to document which guidelines you are using.

http://www.volunteeringinamerica.gov/index.cfm

http://www.independentsector.org/volunteer_time

3.  Funders often do not want to cover food expenses or basic supplies. Still, in a workshop setting, having food and supplies is important for your staff and volunteers. Consider having a donor cover the cost of food and supplies for a specific number of group application workshops.

INDIRECT COSTS

Use your agency’s federally approved, indirect cost rate agreement, if it has one. Seek advice from a local, a non-profit accounting consultant, and the federal department as your primary source of government revenue on how to apply and receive an approved rate. Otherwise, some funders will not allow this expense. If not approved, it is important to include as many of your direct costs as permitted by the funder.

TOTAL REQUEST FOR FUNDING

[Name of agency] requests $XXX for personnel costs with fringe, $XXX non-personnel costs, $XXX contractual costs [if any], plus the indirect of $XXX, equals a total request of $XXX.

Using in-cash and in-kind support the total project budget is $XXX.

CIR Regional Collaboration

Budget Narrative Template Page 7 of 7