Budget Examples

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Budget Examples

  1. 1. 21 st CCLC <ul><li> </li></ul><ul><li>Budget Examples </li></ul>
  2. 2. Budget Summary and Payment Schedule Attachment 8 <ul><li>See Appendix C of RFP for function and object descriptors. </li></ul><ul><li>Total of each function and object must be entered onto Attachment 8 without using decimals or dollar signs. </li></ul><ul><li>Be sure that budget has no math errors. </li></ul>
  3. 3. Budget Narrative Attachment 9 <ul><li>The following are examples of how to complete the budget narrative portion of the budget. </li></ul><ul><li>Making errors will not disqualify a budget but making a good budget will help chances of being funded. </li></ul><ul><li>Most important is to be sure that budget costs are reasonable, feasible, and appear cost effective. </li></ul>
  4. 4. Instructional Salaries, 1000, 100 <ul><li>Positions here MUST spend majority of their time in direct instruction of students. </li></ul><ul><li>Employees of the Fiscal Agent </li></ul><ul><ul><ul><li>Teachers </li></ul></ul></ul><ul><ul><ul><li>Teacher aides </li></ul></ul></ul><ul><ul><ul><li>Tutors </li></ul></ul></ul><ul><ul><ul><li>Others who may teach or lead activities </li></ul></ul></ul>
  5. 5. Instructional Salaries, 100 <ul><li>10 teachers (5 math, 5 reading) X $25 hr X 2 hrs/wk X 28 wks--$70,000 </li></ul><ul><li>5 math tutors X $10/hr X 2hrs/wk/28 wks = $2800 </li></ul><ul><li>5 recreation leaders X $15 hr X 1hr/wkX28 wk= $2100 </li></ul>
  6. 6. Benefits Examples, 200 & 300 <ul><li>200 </li></ul><ul><ul><li>10 teachers TRS </li></ul></ul><ul><ul><li>5 tutors IMRF </li></ul></ul><ul><ul><li>10 recreation leaders/tutors FICA </li></ul></ul><ul><li>300-- (Considered employers’ insurance) </li></ul><ul><ul><li>10 Rec Leaders/tutors Workers’ comp </li></ul></ul><ul><ul><li>10 Rec Leaders/tutors Unemployment comp </li></ul></ul>
  7. 7. Purchased Services 1000, 300 <ul><li>Workers’ compensation </li></ul><ul><li>Unemployment compensation </li></ul><ul><li>Fees for presentations to students </li></ul><ul><li>Field trip entrance fees </li></ul><ul><li>Software license fees </li></ul><ul><li>Salaries of those not employed by fiscal agent </li></ul><ul><ul><li>Agencies who provide instruction </li></ul></ul><ul><ul><li>Teachers, tutors, etc </li></ul></ul><ul><ul><li>Rec Leaders from YMCA </li></ul></ul>
  8. 8. Supplies and Materials 1000, 400 <ul><li>It is not enough to put supplies and materials on the budget and provide a total amount </li></ul><ul><li>Examples must be given—supplementary reading books, folders, flip charts, art supplies, educational software </li></ul><ul><li>No equipment is allowed—even if under $500 </li></ul><ul><li>Incentives—(must include what is to be used) </li></ul><ul><ul><li>No t-shirts or other clothes; No cash </li></ul></ul><ul><ul><li>Reasonable/feasible based on total budget </li></ul></ul><ul><ul><li>Example: 25, $20 gift cards to Barnes and Noble=$500 </li></ul></ul>
  9. 9. Guidance Services, 2210 <ul><li>100--Guidance salaries (fiscal agent employees)—use same format for all salaries </li></ul><ul><li>200--Benefits except unemployment and workers’ compensation—list each benefit to be paid </li></ul><ul><li>300--Unemployment and workers’ compensation; guidance salary of a contracted counselor </li></ul><ul><li>400--Guidance supplies (list examples) </li></ul><ul><ul><li>File folders, ink cartridges </li></ul></ul>
  10. 10. Improvement of Instruction, 2210 (Professional Development) <ul><li>100 Stipends for those attending professional development outside regular work hours </li></ul><ul><ul><li>10 teachers stipend to attend reading workshop; 10 X $100=$1000 </li></ul></ul><ul><li>100 Substitute teachers’ fees (if PD held during regular work hours) 10 subs @ $25/hr X 50 hrs= 12,500 </li></ul><ul><li>200 Benefits on stipends </li></ul><ul><li>300 Fees for conferences (list conference if known), per diem, hotel expenses, consultant fees*; Out of state travel must receive approval by ISBE </li></ul><ul><li>400 Books and journals for those attending professional development training </li></ul>
  11. 11. Assessment and Testing, 2230 <ul><li>100--Salary paid specifically for someone who </li></ul><ul><li>performs testing (employee of fiscal agent) </li></ul><ul><ul><li>Test administrator—20hrs X$30=$600 </li></ul></ul><ul><li>200--Benefits on salary (always list separately) </li></ul><ul><li>300--Salary for contracted assessment; unemployment and/or workers‘ comp </li></ul><ul><ul><li>Contractual fee for testing 100 students = $2500 </li></ul></ul><ul><li>400--ACT/PSAE test prep materials or other pre/post assessments </li></ul>
  12. 12. General Administration, 2300 <ul><li>Administrative Positions </li></ul><ul><ul><li>Project Director </li></ul></ul><ul><ul><li>Project Coordinator </li></ul></ul><ul><ul><li>Grants Coordinator </li></ul></ul><ul><li>Person must be considered an administrator to have salary here </li></ul><ul><li>All 2300 costs limited to 5% of budget total </li></ul>
  13. 13. Administrative Examples <ul><li>100--Salaries </li></ul><ul><ul><li>Project Director--.25 FTE= $15,000 </li></ul></ul><ul><ul><li>Project Coordinator -- .5 FTE=$15,000 </li></ul></ul><ul><li>200--Benefits for these positions (list) </li></ul><ul><li>300--Workers comp, unemployment comp, postage, travel costs between projects, audit (prorated) </li></ul><ul><ul><li>Travel between sites=$500 </li></ul></ul><ul><ul><li>Pro-rated audit= $500 </li></ul></ul><ul><li>400--Supplies—general office supplies </li></ul>
  14. 14. Operations and Maintenance, 2540 <ul><li>100--Janitor salary for cleaning after school areas </li></ul><ul><li>used (employee of fiscal agent) </li></ul><ul><li>200--Associated benefits (list) </li></ul><ul><li>300--WC,UC; rent for use of a site to provide instruction ( cannot be owned by fiscal agent or rent paid to fiscal agent); contracted janitorial for school site </li></ul><ul><li>400--General cleaning supplies </li></ul>
  15. 15. Pupil Transportation, 2550 <ul><li>100--Bus drivers’ salaries (provide same detail as for all salaries) </li></ul><ul><li>200--Benefits—list each separately </li></ul><ul><li>300--Benefits for own workers; contractual bus service </li></ul><ul><ul><ul><li>150 days at $200 per day= $30,000 (contract) </li></ul></ul></ul><ul><ul><ul><li>WC, UC </li></ul></ul></ul><ul><li>400--Gas, oil= $4000 (if grantee is paying; these are usually included in a contract) </li></ul>
  16. 16. Food Services, 2560 <ul><li>100--Cafeteria workers salaries to serve snacks </li></ul><ul><ul><ul><li>2 workersX$10/hrX5hrs/wkX 28wks=$2800 </li></ul></ul></ul><ul><li>200--IMRF, insurance </li></ul><ul><li>300--WC; UC </li></ul><ul><li>400--Food handling supplies—gloves, utensils, etc </li></ul>
  17. 17. Planning, Research and Evaluation, 2620 <ul><li>100--If employees of fiscal agent do this internally </li></ul><ul><ul><li>2 employees X 100 hours X $50=10,000 </li></ul></ul><ul><li>200 and/or 300--Benefits--list </li></ul><ul><li>300--Contractual Evaluation </li></ul><ul><ul><li>Contracted evaluation services-- PDI--10,000 </li></ul></ul><ul><ul><li>If paid to public entity, budgeted in 4000, 300 </li></ul></ul>
  18. 18. Support Services, 2900 <ul><li>Site Coordinators Salaries go here </li></ul><ul><li>100--Salaries (employees of fiscal agent) </li></ul><ul><ul><li>Site coordinator @ Adams School--.4 FTE=$15,000 or </li></ul></ul><ul><ul><li>Using same example as for instructional salaries, if paid by the hour </li></ul></ul><ul><li>200--Benefits—list each separately with percents that apply and total </li></ul><ul><li>300--Salary if not employee of fiscal agent; UC </li></ul><ul><li>400--General office supplies=file folders, ink cartridges, paper, markers </li></ul>
  19. 19. Community Services, 3000 <ul><li>All payments related to parents/community </li></ul><ul><li>100-- Salaries paid for adult education (employees of fiscal agent); parent liaison. </li></ul><ul><ul><li>2 parent educators X $15/hr X 5 hrs/wk X 28 wks=$4200 </li></ul></ul><ul><li>200 --Benefits—list separately </li></ul><ul><li>300-- </li></ul><ul><ul><li>UC, WC </li></ul></ul><ul><ul><li>Contractual programs for adults </li></ul></ul><ul><ul><ul><li>Contract with NIU for GED classes = $5,000 </li></ul></ul></ul><ul><ul><li>Drug awareness counselor (contracted)—50 hours@$50=$2500 </li></ul></ul><ul><li>400 --Supplies— </li></ul><ul><ul><li>Art and craft supplies, books on parenting, take home reading kits, </li></ul></ul><ul><ul><li>food for parent meetings (not to exceed $10 per person) </li></ul></ul><ul><ul><li>2 meetings X 50 people X $10 =$1000 </li></ul></ul>
  20. 20. Indirect Costs( see Attachment 8) <ul><li>May not be used on initial budget unless are a university </li></ul><ul><li>University uses 8% </li></ul><ul><li>May not be used if anything is budgeted in functions 2520, 2570, 2640, 2660* </li></ul><ul><li>Indirect costs will be allowed on final budgets </li></ul>
  21. 21. Payment Schedules <ul><li>Payments must be requested in months as needed, based on projected dates of expenditures </li></ul><ul><li>Salaries and fringe benefits are paid in equal intervals and should be projected in this manner on a monthly basis </li></ul><ul><li>Supplies, materials, and contracted services should be requested in the month in which the expenditure is expected. </li></ul>
  22. 22. Common Errors <ul><li>Not enough detail </li></ul><ul><li>Using zeroes, decimals, etc., on Attachment 8 </li></ul><ul><li>Not scheduling payments when really needed (leads to excess cash on hand) </li></ul><ul><li>Not putting workers’ comp/unemployment comp in Object 300 </li></ul>
  23. 23. More Common Errors <ul><li>Not delineating supplies </li></ul><ul><li>Categorizing workers’ salaries in wrong place </li></ul><ul><li>2210—salary here cannot be for time with student contact </li></ul><ul><li>4000, 300—not putting payments to government entities, LEAs here regardless of service provided </li></ul>
  24. 24. More Common Errors <ul><li>Not having original signatures on budgets and grant agreements </li></ul><ul><li>Indirect cost rates </li></ul><ul><ul><li>Using wrong rates </li></ul></ul><ul><ul><li>Using in addition to budgeted costs that are considered part of indirect costs </li></ul></ul><ul><ul><li>Calculating indirect cost amount incorrectly </li></ul></ul><ul><li>Not establishing what end date is requested </li></ul>
  25. 25. More Common Errors <ul><li>Not submitting an original budget because believing continuation means automatic renewal </li></ul><ul><li>Not keeping copies of the final approved budget which may have changes made by ISBE </li></ul>
  26. 26. Resources <ul><li>www.isbe.net/funding/pdf/fiscal_procedure_handbk.pdf </li></ul><ul><ul><li>Fiscal Policies and Procedures Handbook </li></ul></ul><ul><li>www.isbe.net/21ccc </li></ul><ul><ul><li>RFP which has forms needed now </li></ul></ul><ul><ul><li>budget amendment forms </li></ul></ul><ul><ul><li>continuation applications </li></ul></ul>

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