Developing Transparent Grant Budgets to Make Your Applications Shine (Dec. 2, 2021)

Developing Transparent Grant Budgets
to Make Your Applications Shine
Thursday, Dec. 2, 2021 - Noon-1:15 pm (U.S. Central Time)

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Land Acknowledgement
We collectively recognize that our homes and community spaces sit
on traditional Native American homelands, water, and resources.
We acknowledge the 11 Tribal Nations and the 165,000+
Native People currently living in Minnesota.

Aaron Carapella, Cartographer – Lands circa 1480

Bois Forte Band of Chippewa - https://boisforte.com/
Fond du Lac Band of Lake Superior Chippewa - http://www.fdlrez.com/
Grand Portage Band of Chippewa Indians -
https://www.facebook.com/GrandPortageBandofLakeSuperiorChippewa/
Leech Lake Band of Ojibwe - http://www.llojibwe.com/
Lower Sioux Indian Community - http://lowersioux.com/
Mille Lacs Band of Ojibwe - https://millelacsband.com/
Prairie Island Indian Community - http://prairieisland.org/
Red Lake Band of Chippewa Indians - https://www.redlakenation.org/
Shakopee Mdewakanton Sioux Community - https://www.shakopeedakota.org/
Upper Sioux Community - http://www.uppersiouxcommunity-nsn.gov/
White Earth Nation - https://whiteearth.com/home
An Invitation to Learn More
About Minnesota’s Tribes &
Native People
Check out the websites for Minnesota’s
11 Ojibwe and Dakota Sioux Communities

Learn More about
North Dakota Tribes
Sisseton-Wahpeton Oyate Nation -
https://www.swo-nsn.gov/
Spirit Lake Nation -
http://www.spiritlakenation.com/
Standing Rock Nation -
https://www.standingrock.org/
MHA Nation (Three Affiliated Tribes -
Mandan, Hidatsa, and Arikara Nations) -
https://www.mhanation.com/
Turtle Mountain Band of Chippewa –
https://tmchippewa.com/

Learn More About
South Dakota Tribes
Cheyenne River Sioux Tribe -
https://www.cheyenneriversiouxtribe.org/
Crow Creek Sioux Tribe -
http://www.crowcreekconnections.org/
Flandreau Santee Sioux Tribe - https://fsst-nsn.gov/
Lower Brule Sioux Tribe -
https://www.lowerbrulesiouxtribe.com/
Oglala Sioux Tribe - www.oglalalakotanation.org
Rosebud Sioux Tribe - https://www.rosebudsiouxtribe-nsn.gov
Sisseton-Wahpeton Sioux Tribe - https://www.swo-
nsn.gov/
Yankton Sioux - https://www.yanktonsiouxtribe.net
Standing Rock Sioux Tribe -
https://www.standingrock.org

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Chapter Co-Hosts
Please feel free to reach out and connect with us
Kathy Ahlers − Email: ahle0009@umn.edu
https://www.linkedin.com/in/kathyahlers/
Becky Schueller − Email: Becky@bemidjiconsulting.com
https://www.linkedin.com/in/rebecca-becky-schueller-133510a8/
Mary Ann VanCura − Email: maryann.vancura@yahoo.com
https://www.linkedin.com/in/maryannvancura/

Please Introduce
Yourselves in Chat
Share:
Your Name & Position
Your Organization & Location
 Your biggest frustration with
developing grant budgets &
 Any resources you’d like to share with
your colleagues today

PLEASE FEEL FREE TO CONTACT ME
Becky Schueller
Landline: (218) 333-3832
Email: Becky@bemidjiconsulting.com
Website: www.bemidjiconsulting.com
Linked In: https://www.linkedin.com/in/rebecca-
schueller-133510a8/

About Your Trainer:
Becky Schueller − Bemidji, Minn./USA
 30+ Years Working with Nonprofits
 Nonprofit Executive Director for 16 years
 Resource Development Lead for 25 years
 Former HUD CoC Coordinator for 12 counties in NW Minnesota
 Experience: women’s organizations, refugee services, housing &
homelessness, high risk youth & families, and fundraising for
international social and community development projects
…………………………………………………………………………………………………
Training & Consulting Business: Opened in 2017
Clients: Nonprofits, tribes, counties, schools, small businesses
Consulting: executive & supervisory coaching & mentoring, board
support, strategic planning, meeting facilitation
Signature Training: Supervision & Performance Appraisal,
Grant Writing Readiness, Ethical Conflict Management &
Communication Skills, Developing Exceptional Customer Service
Skills, Strategies to Onboard, Support, & Retain Your New
Executive, Preparing the Board for the Executive Director’s Annual
Evaluation

Learning Objectives: Learn at least one new tool to bring back and use
Connect with at least one other individual you
may wish to network with or learn from
Understand basic concepts for formulas and cost
calculations
Leave with at least one new resource for
continuing learning and professional
development

Everything must be 100% transparent
Mysteries in grant budgets
= problems
Translation: You lose points!
Tip: Spell out your formulas even if you
take an annual cost for something simple
like postage or office supplies and divide it
by 12 (to show the cost per month for 12
months).

Grant Budget Planning Tips
• What types of expenses are eligible and what time period does the grant
cover?
• When will the grant funds be available? i.e. what will the grant year be?
• Budgeting is a team sport! What program costs are needed? How
are costs allocated in your organization? How will administrative
costs be pro-rated?
• Grant budgets must balance – organizational budgets may or may not
balance

Grant Budget
“While an operating budget details your expected revenue
and expenses for the coming year, a grant budget outlines
the costs associated with the project you’re seeking to fund
for the period of time the grant covers.”
Becky’s Addition:
Eligible costs for the project
Source: https://www.enkel.ca/blog/accounting/prepare-budget-grant-proposal/#gref

Budget Narrative
Usually separate from your Narrative, the Budget Narrative is where
you explain exactly what you want to spend your grant funds on by
budget category as defined in the RFP. Some funders require a specific
form for this, while others allow you to create your own format as long
as you utilize the funder's budget categories. Be sure to present line
item detail that clearly shows how much each item costs, how many
units you want to purchase, and the total for the line, as well as
explaining what the item is and how it is important to project activities
and contributes to the achievement of project goals. Provide the total
for each budget category as well as the annual project totals. If the
grant you are applying for has a matching requirement, you should
also present a line-item matching budget by funder-defined budget
category. https://www.polar.com

Community Sunday Meal Ministry
Expense Line Items
Expense Line Items United
Way
Amount from
Agency & Other
Funders
Total
Cash Expenses
Food – Protein, dairy, fruits & veggies,+ $7,000.00 $9,804.00 $16,804.00
Paper Products $0.00 $1,560.00 $1,560.00
Cleaning/maintenance/sanitizing $0.00 $1,040.00 $1,040.00
PPE-Paper masks, gloves, aprons+ $3,000.00 $0.00 $3,000.00
Travel-Riverside Church van/ $0.00 $2,392.00 $2,392.00
Insurance (gen. liab. & auto) $0.00 $1,575.00 $1,575.00
Office supplies/postage $0.00 $600.00 $600.00
Volunteer acknowledgement $0.00 $250.00 $250.00
Subtotal Cash Expenses $10,000 $17,221 $27,221

Community Sunday Meal Ministry
Expense Line Items
Expense Line Items United
Way
Amount from
Agency & Other
Funders
Total
In-Kind Expenses
Volunteer Time $0.00 $178,090.00 $178,090.00
Bread (Donated) $0.00 $15,600.00 $15,600.00
In-Kind Space/Local Faith-Based Org. $0.00 $13,000.00 $13,000.00
USDA and Food Shelf Donated Food $0.00 $10,400.00 $10,400.00
Donated Masks $0.00 $300.00 $300.00
Subtotal In-Kind Expenses $0.00 $217,390 $217,390
GRAND TOTAL EXPENSES $10,000 $236,590 $246,590

The Current Estimated
National Value
of Each Volunteer Hour
Is
$28.54
Updated April 2021
Source: https://independentsector.org/value-of-volunteer-time-2021/

Community Sunday Meal Ministry REVENUE
Revenue Line Items United
Way
Amount from Agency &
Other Funders
Total
Cash Contributions
United Way Covid-19 Emergency Funds $10,000 $0 $10,000
Faith Outreach Monthly Offerings $0 $10,000 $10,000
FEMA Grant $0 $3,500 $3,500
Donations from Individuals $0 $5,700 $5,700
Cash Contributions Subtotal $10,000 $19,200 $29,200
In-Kind Contributions
Volunteer Time (30 vols x 4 hrs/wk x
$28.54/hour x 52 wks) $0 $178,090 $178,090
USDA & Food Shelf Donations $0 $10,400 $10,400
Bread Donations $0 $15,600 $15,600
Methodist Church Space $0 $13,000 $13,000
Masks for volunteers (donated) $0 $300 $300
In-Kind Goods/Services Subtotal $0 $217,390 $217,390
REVENUE GRAND TOTAL $10,000 $236,590 $246,590
Surplus/(Deficit) $0 $1,979 $1,979

Cass Lake Home Visiting Program
Expense Line Items
Expense Line Items ABC
Foundation
Amount from
Agency & Other
Funders
Total
Salary $49,000 $45,500 $94,500
Benefits $17,674 $13,331 $31,005
Subtotal Personnel $66,674 $58,831 $125,505
Contractual $15,440 $14,260 $29,700
Travel $1,668 $907 $2,575
Program Supplies (& Client Needs) $7,200 $4,500 $11,700
Phone & Internet $1,124 0 $1,124
Office Supplies, Sm. Furniture, postage $2,000 $978 $2,978
Occupancy & Insurance $5,894 $5,634 $11,987
Evaluation & Reporting 0 $24,294 $24,294
Subtotal Other Expenses $33,326 $50,533 $83,859

Calculating Staff Time
Hours Per week *FTE Decimal FTE Percentage
40 hours/week 1.0 100% FTE
32 hours/week .8 80% FTE
25 hours/week .625 62.5%
20 hours/week .5 50%
15 hours/week .375 37.5%
10 hours/week .25 25%
5 hours/week .125 12.5%
Formula: 32/40 = .8  .8 x 100 = 80%
Salary: 1.0 FTE annual salary is $50,000 x .8 = $40,000 annual
Benefits: $8,500/package x .8 = $6,800
*FTE: Full-time equivalent, i.e., 1.0 FTE = 100%.

 The mileage rate is projected to increase for 2022
Source: https://www.irs.gov/newsroom/irs-issues-
standard-mileage-rates-for-2021
2021 Current Mileage Rate
Rate Purpose
56 Cents per mile Business use (including
nonprofits)
16 cents per mile Medical or Military moving costs
14 cents per mile “Driven in service of charitable
organizations” This is set by statute.
Refers to deductions volunteers may
take.

Cass Lake Home Visiting Program
Grant Budget Revenue Line Items
Revenue Sources ABC
Foundation
Amount from
Agency & Other
Funders
Total
ABC Foundation $100,000 $0 $100,000
Minn. Dept. Health $0 $100,000 $100,000
Golf Tournament $0 $5,500 $5,500
Local donations-
Food, Clothing,
Hygiene Products
$0 $4,500 $4,500
Grand Total Revenue $100,000 $110,000 $210,000
Surplus/(Deficit) $0 $636 $636

Grant Budget Development Tips
• Contact your funder to request permission to present your grant budget
according to your organization’s chart of accounts
• Always prepare and edit your budget in Excel first – then convert it to
WORD for the budget narrative
• Align your budget with your narrative
• Include costs for new staff and new projects/programs -
equipment, furniture, software licenses, vaccinations, etc.

Budgeting & Financial Management
Resources
Propel Nonprofits
*See Propel’s Upcoming Free Trainings
www.propelnonprofits.org
Accounting/Finance/Budgeting training
& related services
Minneapolis, MN
Tel: (612) 249-6700
National Council of Nonprofits
https://www.councilofnonprofits.org/too
ls-resources/budgeting-nonprofits
Washington, DC
Tel: (202) 962-0322

Reach Out for Support & Questions
•
Rebecca Schueller Training & Consulting
Becky@bemidjiconsulting.com
Landline: (218) 333-3832
Text: (218) 760-9470
https://www.linkedin.com/in/
rebecca-becky-schueller-
133510a8/
https://www.bemidjiconsulting.com/
resources

1 Minute Community Updates
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share announcements and
resources with your colleagues
Good News!

36
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Excellence, then, is not an act,
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Developing Transparent Grant Budgets to Make Your Applications Shine (Dec. 2, 2021)

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