Indirect cost/Administrative overhead - A simple formula without detailing all of your administrative cost and creating a percentage of that detailed cost for each grant received, is to take on average, 15% of your total funding source revenue and budget that amount for indirect cost. This is an acceptable practice as long as you are consistently using the above formula for all of your funding sources. Most federal grants will require that you use a federal indirect cost rate which has a special format and the indirect rate established is adjusted and reviewed annually by a special federal department.
2. Direct Salary cost for the program (administration salaries are covered in the above indirect cost/administrative overhead amount) - List each salary position that will work on the grant. Identify the base salary amount (formula - hourly rate X the # of hours worked per week X the number of weeks worked for the length of the grant). List each position title and the base salary a
a result of the above formula amount.
Fringe benefits - to simplify the process ( this is not a best practice) fringe benefits should have a percent of the direct salary range of 20 - 26%. The fringe benefits are a total the following categories; payroll taxes, state, federal, worker's compensation, health care and retirement cost.
Each one of these categories should have a calculated percentage that in total should not exceed the 20 - 26% range.
Add Direct salary cost and fringe benefit cost to achieve the total personnel cost for grant.
3. Template for standard budget line items, there are more possibilities. Please add or remove the line times that do not fit your grant:
Travel -- Mileage, transportation, ...
Training -- Instructors, registration, ...
Supplies -- Office and program supplies (their line items can be separated)
Advertising -- Classified adds, event listings,...
Printing & Duplicating -- Copying handouts, brochures, ...
Rent/Lease -- Office rent
Janitorial -- Cleaning services
Incentives -- Client incentives
Equipment Purchase -- computers, faxes ...
Equipment lease -- lease copiers
Building maintenance & repairs -- Office repairs
Communications -- Telephone, faxes, cell phones
Utilities -- garbage, water, electricity, gas
Insurance -- Liability, D&O, auto ...
Fund raising -- Rent booth ...
Memberships -- professional organizations that are program related
Educational supplies -- videos, books, ...
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