SNAP Outreach BudgetJustification & Details
FFY 2016 (October 2015 – September 2016)
Purpose:Provide a budget narrative that explains and justifies each cost and clearly describes how the amount for each line was determined. Each expense detail and narrative will consist of the following:
- Total Expense associated with supporting SNAP outreach/application assistance. This amount must be the same as the total on the SNAP Outreach Line Item Program Budget (Excel format)
- Description of how the expense benefits/supports the program and methodology for calculation. Ensure that these descriptions justify exactly the cost and calculation for why expenses requested are needed. This is a narrative description, do not use symbols in this section.
- Calculations showing how the expense was computed. Use only the following acceptable symbols:X # $ %, = + - (X is capital only)
All budget documents must be submitted using documents provided.
Format must remain consistent with original form to include (Word document in Arial, 11 font)
Organization Name: Partner Extraordinaire (Example)
- Personnel:Staffing Detail Document Attached. Specific information regarding staff names and salary are to be included on Staffing DetailDocument. Do not include staff names on this document.
Please pay special attention to the lines bolded in red below.
- Explain in detail how this organization will track time and activity spent on SNAP activities for all staff:
Staff will fill out a daily time log with hours (in 15 min increments) spent on SNAP allowable activities. The log will include a space to record activities, as well as equipment used. These logs will be electronic and used for monthly invoice calculations.
- Total SNAP Expense:$ 113,277
- Description of SNAP related duties (and location when multiple sites are assigned to organization) for each position as noted on SNAP Outreach Staffing Detail
(Do not use symbols in your description):
EXAMPLE:
The Executive Director will contribute 5 percent of her time to oversee and ensure SNAP program compliance and present SNAP information to the community as needed.
One Benefits Coordinator will contribute 80 percent of her time to the SNAP program, providing direct services to clients through application assistance, prescreening, documents assistance and community outreach.
A second Benefits Coordinator will be hired to increase SNAP outreach and application assistance in conjunction with our expansion project and to include evening hours for reaching families in need. Additional space will allow for expanded SNAP programming. This position will contribute 80 percent of her time to theSNAP program, providing direct services to clients through application assistance, prescreening, documents assistance and community outreach.
The Program Operations Manager will contribute 15 percent of her time to ensure SNAP program compliance at the two satellite sites.
The CAP Manager will contribute 15 percent of his time to supervise staff and volunteers at the two satellite sites and to help incorporate SNAP applications at local Volunteer Income Tax Assistance (VITA) sites.
Four Eligibility Specialist I will contribute 15 percent of their time to do SNAP eligibility prescreening and application assistance with clients, and outreach as needed.
The Senior Accounting Associate will contribute 10 percent to complete SNAP program reimbursement reports for program compliance.
The Administrative Assistant will contribute 20 percent of her time to support theSNAP program by preparing copies of outreach information, making reminder appointment calls, and assisting clients with copying, printing and faxing documents and contacting DES by phone.
If your organization is requesting SNAP FTE at a percentage greater than 50% for any position, please explain thoroughly why this is the case.
The reason why the two benefits coordinators are expected to spend 80 percent of their time on SNAP allowable activities is because they will be the leads on the SNAP program. While other eligibility specialists and staff may assist with occasional SNAP appointments for application assistance, the benefits coordinators will schedule the majority of all SNAP appointments. They will also spend a large amount of time doing outreach in the community with school, shelter, food bank, and health care partners and at home visits for populations without transportation. Their position will focus mainly on SNAP outreach and application assistance.
- Copying/Printing/Materials:
- Total SNAP Expense:$ 2,659
- Describe how the figures in the line item budget were calculated.
(Do not use symbols in your description):
EXAMPLE:
Staff copies materials for both SNAP outreach and application activities. The staff uses the in-house copiers and printers to make flyers for presentations and also copy applications for individuals for whom applications are submitted. Staff will make approximately 23,850 copies per year for the SNAP program. Approximately, 30 percent of the maintenance cost for the copiers and printer are included in this line item.
- Show Calculations as described in #1: (acceptable symbols: X; #; $; %, =; +; - )i.e.:
(# of units X $ cost/unit= $Total Cost of line item hand(Total Cost.X SNAP Activities % =$Cost) = Total Expense)
EXAMPLE:
Copies: 23,850 X $0.05=$1193 (100 percent cost for SNAP)
Maintenance: $4887 X 30% SNAP cost = $1,466
($1193 + $1,466 = $2,659)
- Internet/Telephone:
*See DES memo for allowable cost limits *
- Total SNAP Expense:$ 2,320
- Describe how the figures in the line item budget were calculated. (Do not use symbols in your description)
EXAMPLE:
Costs associated with 2 work stations 80 percent dedicated to SNAP application assistance and 4 work stations dedicated to SNAP activities 15 percent. Wireless hot spot service for two laptops used remotely for twelve months; benefits coordinators will do outreach remotely to reach populations in rural areas. Two cell phones for remote visits and one toll free phone line dedicated to SNAP outreach and calls.
- Show Calculations as described in #1: (acceptable symbols: X; #; $; %, =; +; - )i.e.:
(Total Cost of line item i.X SNAP Activities % = $Cost)and (# of units X $Cost/unit = Total Expense)
Phone: $17 X 4 work stations X 12 months X 15% SNAP = $122
$17 X 2 work stations X 12 months X 80% SNAP = $326
Wireless hot spot: $45/month X 2 X12 = $1080
Cell phones: $25 X 2 X 12 = $600
Toll free phone line: $16 X 12 = $192
($122 + $326 +$1080 + $600 + $192 = $2,320)
- Equipment: List non-expendable items that will be purchased. Non-expendable equipment is tangible property having a useful life of more than two years.
- Total SNAP Expense:$ 5,095
- Describe how Equipment will be used to help to achieve program objectives.(Do not use symbols in your description)
EXAMPLE:
New Resource Center specific for SNAP outreach and faith community training on SNAP outreach. This center will be used to train additional organizations in a train the trainer model and will involve presentations to partnering organizations: This resource center will also house self service kiosks for applicants to come and use the computers at any time during open hours
- Show Calculations:(acceptable symbols: X; #; $; %, =; +; - ): i.e.:
(Total Cost of line item j.Xnumber of units X % of SNAP Activities = $Total Expense
Desktop, CPUs with software: $800 X 5 = $4000
Chairs: $50 X 40 = $200
Tables: $215 X 5 = $1075
($4000 + $200 + $1075 = $5,095)
- Supplies: Generally, supplies include any materials that are expendable or consumed during the course of the project:
- Total SNAP Expense:$ 2,400
- Describe how the figures in the line item budget were calculated. (Do not use symbols in your description)
EXAMPLE:
Supplies are budgeted on a monthly basisfor general office materials(pens and pencils, paper clips, sticky-notes, binders, file folders, etc.) to support the SNAP program administration, including application assistance, educating the community, preparing and distributing advertisements, etc.
- Show Calculations: (acceptable symbols: X; #; $; %, =; +; - )
i.e. (Total Cost of line item k. XSNAP Activities % =$Cost)and(# of units X $ cost/unit = $Cost)
Supplies ($200/mo. X 12 months = $2,400). 100% SNAP Cost
- Building/Space: The costs of publicly owned space may only be recovered with a depreciation schedule or use allowance, plus applicable charges for utilities, maintenance, and general upkeep. Cost for space owned by a public entity cannot be reimbursed based on private market rental rates, regardless of whether it is direct billed or donated. (OMB regulations at 2 CFR 225 (OMB Circular A-87), 2 CFR 220 (OMB Circular A-21), and 2 CFR PART 215 (OMB Circular A-110) and Departmental regulations at 7 CFR 3016. and FNS Policy Memorandum-March 9, 1998) Whether depreciation or a use allowance is used, SNAP outreach share of the costs should be calculated using the percentage of square footage used for outreach. In most cases, depreciation will be used. Use allowance is applied when the building is fully depreciated. Organizations may charge no more than two percent of the cost of the building per year. FNS has developed a standard cost of $5.31 for 1000 square feet in use for one hour. This breaks out into a $2.04 hourly charge for 1000 square feet of space and a $3.27 hourly charge for the same 1000 square feet for maintenance and utility cost.
- Total SNAP Expense:$ 7,457
- Describe how the figures in the line item budget were calculated. (Do not use symbols in your description)
EXAMPLE:
Space calculated at USDA standard. SNAP activities occupy 1,350 square feet to include the self service areas and cubicles where application assistance takes place. The resource center is 1000 square feet, and cubicles combined are 350 square feet.
- Show Calculations:(acceptable symbols: X; #; $; %, =; +; - ) i.e.
Formula: Square footage for SNAP outreach X $5.31 X hours/week X weeks/year = $Total expense.
SNAP Space: 1,350/1,000 = 1.35
(1.35 X $5.31 = $7.17)
($7.17 X 20 hours/week X 52 weeks/year = $7,457).
- Other: Provide details for what is included in the line labeled “other” on the line item budget.
- Total SNAP Expense:$ 6,200
- Describe program benefit and how the figures in the line item budget were calculated.
EXAMPLE:
Software user licenses for Health-e-Arizona application software for five to ten users for 12 months. Ten percent of actual costs of insurance, audit fees, accounting/payroll fees, licenses and fees, and dues and subscriptions.
- Show Calculations: (acceptable symbols: X; #; $; %, =; +; - ) i.e.
(Total Cost of line item m..X SNAP Activities % =$Cost)and (# of units X $Cost/unit = Total Expense)
Health-e-Arizona Monthly Subscription: $100 X 12 = $1200.00
Other fees above: $50,000.00 X 10% SNAP = $5,000.00
($1,200 + 5,000 = $6,200)
- Long Distance Travel (out of state):Itemizetravelexpensesofpersonnel/volunteersbypurpose(e.g.,stafftotraining,field interviews,advisorygroupmeeting,etc.).Showthebasisofcomputation(e.g.,sixpeopleto3-day trainingat$Xairfare,$Xlodging,$Xsubsistence).**Conference agendas must be submitted to justify the percentage of time these conferences will be spent on allowable SNAP activities**
1.TotalSNAP Expense: $XX,XXX
2.PurposeofTravel:
EXAMPLE:
Expenses related to the Executive Director, or Assistant Director and/or the Resource Center Director for one trip to Washington DC for XYZ Conference. Flight and hotel costs may vary depending on time of scheduled trainings.
3.Show Calculations:(acceptable symbols: X; #; $; %, =; +; - )
Destination:
Airfare (Average Cost X # of People X # of Trips
Lodging(Average Cost X # of People X # of Trips
Per Diem(Average Cost X # of People X # of Trips
Ground Transportation (Average Cost X # of People X # of Trips
= $Total Program Cost
Total Cost of line item o.X % of cost allocated to SNAP Outreach = $Expense
- Local Travel (in Arizona state)
1.TotalSNAP Expense:$5,586
2.PurposeofTravel:(Do not use symbols in your description)
EXAMPLE:
Expenses for staff to attend and conduct SNAP outreach activities, Mileage rate of $.445 per mile
3.Show Calculations:(acceptable symbols: X; #; $; %, =; +; - )Reimbursement rate of 0.445/mile:
Destination X Total Round Trips X Roundtrip Mileage X $0.445 = $Total SNAP Expense
Supervisor Trips to Flagstaff Areafor training and networking meetings (100% SNAP)
(6visits per year X 392 miles roundtrip X $0.445 = $1,047)
Benefits coordinators trips to home visits in Kingman
(4 visits per month X 100 miles roundtrip X 12 months X $0.445 = $ 2136
Benefit coordinators trips to outreach in Ash Fork
(3 visits per month X 150 miles roundtrip X 12 months X $0.445 = $2403)
Total: $1047 + $2136 + $2403 = $5,586
- Contractual:Provideadescriptionoftheproductorservicestobeprocuredbycontractandanestimate ofthecost.Describeindetailthepurposeofeachcontracttocarryouttheobjectivesoftheprogram.
1.Total SNAP Expense: $2,100
2.Description of service provided and how it will benefit program: (Do not use symbols in your description)
Example:
Contracts with two individuals that is essential to the operation of the SNAP activities. Accounting: Ten percent of accounts time will be directed toward tracking expenses, requesting reimbursements and appropriating funds for the SNAP program
The second contract for I.T. support for our computers, network, Internet connectivity and phone system; all used by the SNAP program as well as other Resource Center activities. 50 percent of the time will directly support the SNAP initiatives and activities.
3.Show Calculations: (acceptable symbols: X; #; $; %, =; +; - )i.e.
(Total Cost of line item r. X SNAP Activities % = $Cost) and (# of units X $ cost/unit = $Cost
Accounting Service: $12,000/year X 10%=$1,200.00
I.T. Support: $1,800.00/year X 50% = $900.00
($1,200+900.00=$2,100)
- IndirectCosts:Indirectcostsareallowedonlyif permittedbythegrantprogram. Ifthe applicant has a federally-approved indirect cost rate, a copyoftherateapproval(afullyexecuted,negotiated agreement)mustbeattached.Iftheapplicantdoesnothaveanapprovedrate,an indirect cost rate of 10% may be used, or the applicant can request a federally-approved indirect cost rateby contactingtheapplicant’scognizantfederalagency. The cognizant federal agency willreviewalldocumentationandapprovea ratefortheapplicantorganization. Iftheapplicant does not choose to use an indirect cost rate and the applicant’saccountingsystempermits,costsmaybe allocatedinthedirectcostscategories.
1.Total Expense for Indirect Cost: $17,357
2.Description:**When the ICR is federally-approved, organization must attach a copy of the fully executed and negotiated ICR agreement.
Example:
The Partner Extraordinairehas a federally approved indirect cost rate of 11.8 percent of all program expenses. (Partner Extraordinaire must attach copy of fully executed and negotiated ICR agreement).
3.Show Calculations: (acceptable symbols: X; #; $; %, =; +; - )
(Indirect Cost Rate X Total Direct Cost of all other line items= $Indirect Cost
11.8% rate X $147,094 (Total program costs)=$17,357
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Budget Narrative FFY 2016