• Below are some tips to keep in mind when writing your budget:

    • Show the basis for your calculations. Instead of writing: Books = $200, specify which books or what types of books you will purchase.
    • Include a budget narrative immediately following your budget figures to explain any unusual expenditures (i.e., how you calculated personnel salaries or the need for five color laser printers)
    • If you have received other funding, say so. It will enhance your credibility.
    • Some grant budgets require matching funds (also called cost sharing). These are costs that your organization will contribute to the project. The matching funds could be cash – actual dollar amounts you will be able to show as “purchasing” a part of the budget or it could be in-kind – which are donated goods and services. Providing space, personnel (even if it is a percentage of their time), volunteer time and/or supplies are all examples of in-kind matching. Not all funders will agree to accept matching as in-kind, so be sure and check before designing your budget. If you are required to provide matching funds, you must identify where those matching funds will be obtained and consult with that Budget Manager in advance for approval.
    • All costs must be incurred during the project period. You cannot prepay someone for follow-up work that will be done before or after the grant.
    • Budgets should be close approximations of what you plan to spend. “Fluff” (excess funds for the “just in case”) is easily recognized by funders. Research your costs and if, upon grant award, the costs have gone up, most grantors will understand and will make adjustments.
    • The purpose of grant funds is to supplement current funding, not supplant (replace) it. It is illegal to use grant funding to cover an existing expense so that current funds can be diverted to another purpose. If the grantor determines that you have been supplanted, all grant funds will have to be returned, including funds already spent.
    • All requests for technology must be in accordance with the district’s technology policies. If you are requesting technology, please review your budget with purchasing and the Technology department before submitting your application.
    • When completing your budget, here are some fixed costs to keep in mind:
      • Extra duty pay for teaching staff - determined by the school district  
      • Extra duty pay for support staff – regular pay rate up to 40 hours;  after 40 hours, pay 1.5 times the hourly rate
      • Fringe benefits – 18% of salary
      • Fringe benefits for extra-duty pay – 15% of salary
      • Indirect cost rate- contact Trini Mendoza to get the current rate.
      • Substitute –  rates vary based on college hours/degrees/certifications