ABCDEFGHIJKLMNOPQRSTUVWXYZ
1
2
BUDGET REMINDER CHECKLIST
3
4
General Information:
5
✅ Complete all fields in red
6
✅ Complete all budget tabs including the narrative section providing a justification for all planned expenditures
7
✅ Ensure that the total program amount equals the amount awarded (or requested)
8
🚫 Do not edit formulas or other calculated fields
9
10
11
✏️ Note: budgets must adhere to the 2 CFR 200 Uniform Guidance. Examples of unallowable costs include entertainment, food or alcohol, and capital expenditures or equipment.
12
13
Step 1
14
1. Budget Cost Detail
15
◻Fill in header box with vendor and grant information.
16
 Personnel:
17
◻Enter the amount of time (hours or payroll periods) charged to the grant by each staff member.
18
◻Indicate if roles are Full Time (FT) or Part Time (PT)
19
◻Do not round salary rates.
20
◻Ensure that the type of pay period listed matches your agency's payroll system and supporting documentation.
21
 Fringe:
22
◻Enter the percentage of fringe for Full Time (FT), Part Time (PT), and Youth employees.
23
 Participant Payments:
24
◻Youth Payments must follow the guidance outlined in the OWD Incentive and Stipend Policy
25
✏️ Note: If providing payments to participants, Programs must have a written policy on the rules regulating the distribution of participant payments that is shared with all participants receiving payments, and submitted with your budget.
26
 Travel: List any travel related expenses, including MBTA passes or mileage costs.
27
✏️ Note: Mileage reimbursement for travel must use IRS' business mileage rate for the current calendar year.
28
Supplies: Supplies are those items considered tangible, expendable, personal property.
(eg general office supplies, postage costs, meeting costs/supplies, copies, printing costs and materials)
29
◻Include purchased supplies charged at their actual amount paid, after any discounts or applied credits.
30
◻Withdrawals from existing inventory should be charged at their actual net cost under any recognized method of pricing inventory. Care should be taken to identify those supplies directly tied to the program.
31
✏️ Note: funds may not be used for Equipment (defined as any items of tangible personal property having a per-unit cost greater than $10,000 and a useful economic life of more than 3 yrs). Any items not meeting this definition, under $10,000, should be included in supplies with an explanation of the purpose.
32
Contractual: Include all services or products provided by non-employees in this section. This could include consultants who provide advice and expertise in a specific program area.
33
Other: Any expenses not covered in any of the previous budget categories should be included here.
(eg. occupancy costs, the lease or rental of equipment, maintenance costs, security costs, telephone costs, dues, subscriptions, utilities, insurance costs not included in the fringe benefits, and where applicable, indirect costs)
34
 Indirect Cost Rate:
35
◻The de minimis indirect cost rate of 15% may be used for organizations that do not have a negotiated indirect cost rate.
36
37
Indirect Cost Rate
38
• Department of Labor (DOL) Indirect Cost Rate Determination Guidance
39
• If the applicant has a federally-approved rate, a copy of the approved rate agreement must be submitted.
• costs included in the indirect cost pool cannot also be charged as direct costs.
• All requests for indirect charges are examined on a case-by-case basis, and may be funded in whole, in part, or not at all depending on the procurement, source of funds and agency involved.
• Recognizing that not all agencies, particularly smaller ones, can request or obtain a federally-approved rate, other requests will be reviewed and considered if they are clearly substantiated, preferably by a third party, independent accounting professional, or as specifically allowed by the funding source.
• Organization may request a de minimis rate of up to 15% of "modified total direct cost" (which is defined in detail in the policy, there is a cap of $25,000 of each subaward, and some expenses are excluded such as stipends)
40
41
✏️ Note: The cost detail worksheet will round to the nearest dollar calculations for personnel, fringe & indirect.
If you choose to round totals for these items, ensure that you are consistent in rounding for all values.
42
43
Step 2
44
2. Budget Narrative
45
◻Provide description including the purpose and cost of the item(s).
46
47
Step 3
48
3. Budget Summary
49
Monthly Expenditure: Estimate your approximate monthly expenses, reflecting planned programming and expenditure timelines.
50
◻Sign Budget Summary page
51
✏️ Note: E-signature is allowed!
52
Step 4
53
Supporting Documentation
54
Please provide the following documents as applicable based on the items included in your budget:
55
◻Negotiated indirect cost rate letter
56
◻Signed contract with any contractors included in budget
57
◻Resume of any staff included in the budget
58
◻Participant payment policy
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100