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WMF Application Budget Guidelines & Instructions
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Overview
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The Budget Template for Wikimedia Funds is an essential component of the fund application process.
This document allows the reader to understand the grant spending plan and related details and have an overview about funding sources and history of the applicant.
Moreover, this document is a monitoring tool for grantees to provide financial reporting information during the grant period.

There are four sheets in this document as following:

Sheet 1: WMF Application Budget Guidelines & Instructions
Sheet 2: Application Budget Template and Financial reporting
Sheet 3: Funding Sources
Sheet 4: Multi Year Funding

Each sheet contains its purpose and an illustrated example of its use.

Please read below the document instructions per sheet :
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Sheet 1 : WMF Application Budget Guidelines & Instructions
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• The WMF Application Budget Guidelines & Instructions is intended to support you in the use of WMF budget template successfully for your application or/ and financial reporting.
• This sheet includes some general tips, guidelines, and instruction about each sheet
• In case you have any doubts, questions or inquiries please do not hesitate to contact your regional Program Officer

General Tips

1. Please provide the level of detail that you think is necessary to best understand your proposal and investments according to your context. Just as a recommendation, detailed costs may provide a better understanding of your strategy and also contextual needs and costs. This may facilitate proposal review and avoid future clarifications. You can adjust this template as you consider necessary, just make sure to copy it and give us access to your budget when you upload it to your application on Fluxx.

2. Greater equity is a Movement-wide goal. In the comments or descriptions columns please tell us if your investments are supporting greater equity. For instance, by incorporating services or support for underrepresented groups to reduce barriers and actively participate in a variety of ways (as contributors, in governance or advisory structures, etc), in staff compensation considerations (i.e diversity of staff, social security, etc), amongst other aspects.

3. We would like to make visible and value in-kind contributions. If relevant please include these in your budget. They can be in-kind contributions such as calculating the value of volunteering hours or in-kind contributions from partners or from your own organization.

4. When describing staff costs, please provide details about the role, experience and responsibilities, including working hours or type of contract. If you can also provide any references to local costs that would be useful.

5. If you are seeking to buy equipment, please explain why this is the best alternative to meet your needs and how you propose to manage the equipments after the completion of the fund to guarantee it use continues to benefit the Wikimedia communities.
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Sheet 2: Application Budget Template and Financial reporting
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• There are two parts in this Application Budget and Financial Reporting sheet:
o Part A: Application Budget Template: Applicant applying for any WMF Fund should ideally use this template to state the requested budget and spending plan details
o Part B: Financial Reporting WMF Grantees (applicants who received funds), will use this part to periodically report the financial progress and actual spending of the fund. If you are applying for a WMF Fund, please keep this part B empty.

General Tips

For Part A please make sure to use the below expenses categories and expenses items list as a references when filling in the budget.

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Expenses Categories - Expenses Items list
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Expense Categories Personnel related expensesAdministrativeEquipment and materialsServicesTravel and EventsCommunicationsLearning & EvaluationOther
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Expense Item examplesProject coordinator (lead)Bank feesIT equipmentInternet/ Data Access Venue rentalSocial media costsConsultants for learning and evaluationGrant (i.e. for third party)
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Program-specific StaffOther administrative feesAudio visual equipment (eg. cameras, tripod, lenses, mics, etc.)Software and Digital platform costos (eg zoom)Event bannersPress & Publicity profession servicesSurveys and data collection tools and logistical costs
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Other staffOffice space & FacilitiesOffice equipment & furnishingsAwards and prizesTravel & transportation for staffDesign & video production Communicational pieces to communicate results (video, articles, blog)
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FacilitatorsAccounting and legal feesOther equipmentTranslations costsTravel & transportation for volunteersOther communications costsOther learning and evaluation costs
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OrganizersOther rentals for administrative purposesOffice Materials & SuppliesConsulting and professional servicesAccomodation costs for Staff
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Consulting servicesContingency feesFliers/pamphlets/TagsTraining for staffFood and refreshments for Staff
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Interns & FellowFiscal sponsor FeeMerchandise & Gifts (eg. T-shirts & other branded materials)Training for volunteersAccomodation costs for volunteers
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Management staffPersonal Protective Equipment (eg. Facemasks)Other volunteer support services Food and refreshments for volunteers
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Benefits and social costsEvent fees
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Personnel related taxesScholarships
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Fundraising staff
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General & Administrative staff
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Sheet 3: Funding Sources
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The Funding Sources sheet allows the commitee members to have an overview about current and previous income sources.

 General Tips

* Please make sure to state clearly your current year income sources in Sheet 3, and then previous income sources for the previous three (3) years, if any.
* The financial years should begin with the current year (most recent year).
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Funding Sources Examples
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 Funds from other donors Grants ContributionsIn kind services or goods
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Equipment
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Venues
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Professional services
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Food and refreshments
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Transport
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Communications
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Other
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Donations
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Sheet 4: Multi Year Funding
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The Multi Year Funding sheet is intended to support you in providing an overview of your total budget (if you are applying for more than one year of funding) and to describe year to year variations
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