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How to write a grant budget

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This is a basic reminder about what readers are looking for when receiving a budget accompanying a grant proposal

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How to write a grant budget

  1. 1. ELAINE HEUMANN GURIAN TyPA, BUENOS AIRES, ARGENTINA 31 August 2008
  2. 2. BE AWARE OF THE READER <ul><li>TEST OF REASONABLENESS </li></ul><ul><li>TOTAL ALL COLUMNS THE READER SHOULD NOT HAVE TO DO WORK </li></ul><ul><li>PERCENTAGES OF TIME WITH A TIMELINE HOW TO FIGURE OUT PERCENTAGE OF TIME FOR PERSONNEL </li></ul><ul><li>WHAT IS MATCHING FUNDS, NEW MONEY, OPERATING MONEY, IN KIND. </li></ul><ul><li>YOU HAVE TO COST THE MATERIAL AND YOU HAVE TO OUTLINE THE EQUIPMENT. () </li></ul><ul><li>THE BUDGET HAS TO MATCH THE LANGUAGE OF THE PROPOSAL </li></ul>
  3. 3. INCOME AND EXPENSE <ul><li>INCOME: ALL SOURCES OF REVENUE </li></ul><ul><ul><li>EARNED, UNEARNED, SOFT, NON-RECURRING, VALUE OF INKIND </li></ul></ul><ul><li>EXPENSE: ALL COSTS </li></ul><ul><ul><li>DIVIDED INTO: </li></ul></ul><ul><ul><ul><li>PERSONNEL (SALARIES AND BENEFITS) </li></ul></ul></ul><ul><ul><ul><li>NON-PERSONNEL (EVERYTHING ELSE) </li></ul></ul></ul>
  4. 4. INCOME CATEGORIES <ul><ul><li>Grants </li></ul></ul><ul><ul><li>Contracts </li></ul></ul><ul><ul><li>Corporate contributions </li></ul></ul><ul><ul><li>Membership </li></ul></ul><ul><ul><li>Individuals </li></ul></ul><ul><ul><li>Fees for services </li></ul></ul><ul><ul><li>Fundraisers, events, sales </li></ul></ul><ul><ul><li>Endowment </li></ul></ul><ul><ul><li>Interest income </li></ul></ul><ul><ul><li>Miscellaneous </li></ul></ul><ul><ul><ul><li>Total     </li></ul></ul></ul><ul><ul><li>In-kind     </li></ul></ul><ul><ul><ul><li>Total Revenue </li></ul></ul></ul>
  5. 5. EXPENSE CATEGORIES <ul><li>Staff salaries and wages </li></ul><ul><li>Fringe benefits </li></ul><ul><ul><li>PERSONNEL SUB-TOTAL </li></ul></ul><ul><li>Occupancy and utilities </li></ul><ul><li>Equipment </li></ul><ul><li>Supplies and materials </li></ul><ul><li>Printing and copying </li></ul><ul><li>Telecommunications </li></ul><ul><li>Travel and meetings </li></ul><ul><li>Marketing and advertising </li></ul><ul><li>Personnel training </li></ul><ul><li>Contract services </li></ul><ul><li>Miscellaneous </li></ul><ul><ul><li>OTHER EXPENSES Subtotal </li></ul></ul><ul><li>General operating (indirect) </li></ul><ul><ul><li>PROJECT COSTS Subtotal </li></ul></ul><ul><li>In-kind expenses </li></ul><ul><ul><li>TOTAL PROJECT COSTS </li></ul></ul>
  6. 6. TOTAL AND SUB-TOTALS <ul><li>MAKE THE BUDGET CLEAR </li></ul><ul><li>PUT IN TOTALS AND SUB-TOTALS IN USEFUL PLACES </li></ul>
  7. 7. COLUMNS <ul><li>MAKE COLUMS SO THAT THE REVIEWER CAN EASILY READ: </li></ul><ul><ul><li>WHAT YOU ARE ASKING FROM THE GRANT </li></ul></ul><ul><ul><li>WHAT YOU ARE CONTRIBUTING FROM OTHER SOURCES OF INCOME </li></ul></ul><ul><ul><li>THE TOTAL COST OF THE PROJECT. </li></ul></ul>
  8. 8. What are useful columns <ul><li>3 COLUMNS </li></ul><ul><ul><li>TOTAL PROJECT COSTS </li></ul></ul><ul><ul><li>REQUESTED COSTS </li></ul></ul><ul><ul><li>CONTRIBUTED, MATCHING COSTS </li></ul></ul>
  9. 9. ADDITIONAL INFORMATION <ul><li>THE GRANT MAY ASK FOR: </li></ul><ul><ul><li>ANNUAL OPERATING BUDGET </li></ul></ul><ul><ul><li>ACTUAL EXPENSES (1-3 YEARS) </li></ul></ul><ul><ul><li>AUDITED REVIEW OF BOOKS AND RECORD KEEPING. </li></ul></ul><ul><ul><li>FUNDRAISING HISTORY </li></ul></ul><ul><ul><li>OVERHEAD COSTING </li></ul></ul><ul><ul><li>HISTORY OF INSTITUTION </li></ul></ul>
  10. 10. INTERNET FREE FORMATS FOR NON-PROFITS <ul><li>http://www.nonprofitworks.com/downloads/default.asp </li></ul>

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