Assistance with grant budgeting

Budget preparation

The budget should include all costs for the project. The budget should be realistic, itemized and justifiable. Always follow the funder's guidelines for presenting the budget. Think carefully about your project's real expenses. Some costs are frequently overlooked during the budget preparation process. And, of course, check carefully for calculation errors.

Your budget should be prepared after you have developed the project. At this point, you will know all of the personnel and all of the activities. You will need to include all anticipated costs in your budget. Costs change each year. Contact us for the most recent cost figures.

Typical budget items

Salary

The Budget Services Office compiles a list of average salaries for FCPS personnel. If you don't know exactly who will be hired for the project, you should use these figures as you develop your budget. Do not "guestimate" cost figures; you may find later that you don't have enough money to cover costs. You will also want to consult with Human Resources as you develop job descriptions. All grant-funded personnel decisions must conform to FCPS hiring/employment guidelines and regulations. The FCPS Board of Education has to approve job descriptions and create the position.

Fixed costs

Fixed costs are required costs in addition to salary. Which include social security, worker's comp, and unemployment insurance. Fixed costs vary for part-time vs. full-time employees. They also vary for contractual employees and change from year to year. Contact the Grants Accounting Office to find out what fixed cost calculation you should use for your specific grant request.

Fringe benefits

Fringe benefits are "optional" costs in addition to salary. Fringe benefit costs cover insurance and retirement. Both fringe benefits and fixed costs must be included for full-time employees. Contact the Grants Accounting Office for the correct amount to use for your specific grant request.

FCPS indirect costs

Indirect costs are difficult to itemize, because they are a part of normal operating budget. Often this cost is negotiated between FCPS and the funding agency. This is an FCPS requirement for all grants that will allow indirect costs in the budget. Contact the Grants Accounting Office for the percentage to use for your specific grant request.

Equipment, materials and supplies

Examples are office supplies, test materials, desks, computers, copying costs, postage, shipping and handling, and publication of materials for distribution. Please note that all equipment, materials and supplies must be purchased through regular FCPS purchasing procedures.

Travel

Examples include travel reimbursements for personnel traveling to and from schools, travel to conferences or professional meetings, and local travel related to grant activities. Call the Grants Accounting Office for information about the current mileage reimbursement rate.

Other costs

Examples include building renovations; telephone and fax costs; installation of cables for computers, service contracts, installation of equipment. We can assist in directing you to the appropriate personnel who can provide accurate cost figures for your budget. Each funder will have their own guidelines as to what are allowable costs. The Grants Accounting Office will be able to help you determine what these are.

Cost-sharing

Cost-sharing (also known as the match) is the contribution that FCPS makes to the cost of the grant-funded project. 

ALL COST-SHARING (MATCH) must be approved by the Superintendent before it can be included in the application. Please contact the Grant Accountant for assistance in this. 

This contribution might include salary, equipment and facilities use, and materials. Some grants require a cost-share/match, others do not. Occasionally it is appropriate to include a cost- share/match budget even if the funder does not require it, to show actual contributions by FCPS. Keep in mind that because it is a real cost to FCPS, all cost share/match must be approved and documented utilizing the cost sharing match form and/or time effort timesheet. Please contact the Grants Accounting Office for forms and instructions.

Frequently overlooked costs

As you prepare your budget, consider every activity and every detail. Don't forget any cost, including the following frequently overlooked expenses:

• PC support
• repairs, servicing
• phone line installation
• telephone charges
• transportation for students
• custodial assistance
• travel costs to and from grant sites
• health insurance on federal funded grants

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Last update: 2/20/2004 4:01:24 PM