Sample Budget Workbook

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Overview

Explanation
Project Budget (Application)
Year 1 Budget
Year 1 Expenditures
Year 1 APR Projected Carryover
Revised Year 2 Budget

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Sheet 1: Explanation

[Explanation: This budget tool was created in response to feedback from our grantees who had difficulty completing their budgets in a Word document. For this past reporting period, this tool was provided as an optional resource that grantees could use, but were not required to use, for their budget reporting. All grantees chose to use the tool, resulting in fewer calculation errors from previous reporting cycles. Feedback from grantees on the tool was exceedingly positive. The tool will allow the grantees to track the budget over the life of the grant. An additional benefit of the tool is that it allows all grantee budget data, including any budget revisions, to be located in one file. Use of this Workbook will alleviate issues that arise when there is personnel turnover at the State Education Agency (SEA). New project directors will be able to easily locate not just current budget information, but have historical information as well on changes, approvals, etc. that will allow for a more seamless transition from one project director to the next.

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Sheet 2: Project Budget (Application)

	Year 1	Year 2	Year 3	Year 4	Year 5
Personnel	Brianas, Jennifer: Positions are budgeted by job classification, with 3% projected for annual cost of living and step increases.  1.00 FTE Literacy Coach Specialist (LCS). State of Minnesota Job Classification: Education Specialist II. A job description including duties and qualifications is attached to the application.  0.50 FTE Literacy Coach Specialist (LCS). State of Minnesota Job Classification: Education Specialist II. A job description including duties and qualifications is attached to the application.  1.00 FTE Family Engagement Specialist for Literacy (FESL). State of Minnesota Job Classification: Education Specialist II. A job description including duties and qualifications will be finalized. Proposed work is outlined in the application narrative.  0.05 FTE Grants Specialist (GS). An existing Grants Specialist in the Agency Finance division will work with the Directors of the Academic Standards and Instructional Effectiveness and Early Learning Services divisions to finalize 1,062,039.00
Fringe
Travel
Equipment
Supplies
Contractual
Construction
Other
Total Direct
Indirect Costs
Training Stipends
Total Costs

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Sheet 3: Year 1 Budget

	Brianas, Jennifer: The Year 1 Approved Budget should be identical to the Allocated Amounts in the KMS for Year 2. Year 1 Approved Budget	Brianas, Jennifer: For increases simply enter figures. For decreases put figures in parentheses. Changes 1.6.20	Year 1 Approved 1.6.20	Proposed Changes 3.20.20	Year 1 Approved 3.27.20
Personnel	$250,000.00	5000	$255,000.00	$0.00	$255,000.00
Fringe	$20,000.00	2000	22000	$0.00	22000
Travel	$30,000.00		30000	-$5,000.00	$25,000.00
Equipment	$0.00		0		0
Supplies	$25,000.00	-7000	$18,000.00		18000
Contractual			0		0
Construction	$0.00		0		0
Other	$350,000.00		350000		350000
Total Direct	$675,000.00		675000		675000
Indirect Costs	$7,500.00		7500		7500
Training Stipends	$0.00		0		0
Total Costs	$682,500.00		$682,500.00		$682,500.00
		Budget Narrative (1.6.20): The request is to increase Personnel by $5,000 and Fringe by $2,000 to account for changes to the states job series range of salary. The increase in these line items will be taken from Supplies. In order to fully support the planned activities under the Supplies line item the plan is to shift some resources to virtual thus cutting down on the costs of printing, distributing, etc.		Budget Narrative (3.10.20): The request is to reduce Travel by $5,000 due to lower than anticipated attendance at the kick-off meeting.

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Sheet 4: Year 1 Expenditures

Budget Categories	Allocation Amount	Quarter 1	Quarter 2	Quarter 3	Quarter 4	Balance
Personnel	$255,000.00	$15,000.00	$30,000.00	$60,000.00	$60,000.00	$90,000.00
Fringe	$22,000.00	$1,000.00	$2,000.00	$4,000.00	$4,000.00	$11,000.00
Travel	$25,000.00	$0.00	$0.00	$1,000.00	$8,000.00	$16,000.00
Equipment	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00
Supplies	$18,000.00	$0.00	$8,500.00	$4,500.00	$0.00	$5,000.00
Contractual	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00
Construction	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00
Other (Subgrants)	$350,000.00	$75,000.00	$75,000.00	$85,000.00	$85,000.00	$30,000.00
Total Direct Costs	$675,000.00	$91,000.00	$115,500.00	$154,500.00	$157,000.00	$152,000.00
Indirect Costs	$7,500.00	$1,875.00	$1,875.00	$1,875.00	$1,875.00	$0.00
Training Stipends	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00
Total Costs	$682,500.00	$92,875.00	$117,375.00	$156,375.00	$158,875.00	$157,000.00

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Sheet 5: Year 1 APR Projected Carryover

FY 20XX Grantee	Amount	Budget Line Item	Brianas, Jennifer: Please add lines a necessary for all project-funded activities. Sample Detailed Obligations and Expenditures
Brianas, Jennifer: Do not include any frontloaded funds Funds Awarded				Year 1 Award/Funds Allocated	Total funds obligated as of 3/31/2023	Total drawn-down as of 3/31/23	Total funds to be obligated 4/1/23 - 9/30/23	Difference
Year 1 Award Amount	$682,500	Other (subgrants)	Smith School District Subgrant	$200,000.00	$45,000.00	$17,000.00	$35,000.00	$120,000.00
			Jones School District Subgrant	$160,664.00	$14,000.00	$45,000.00	$82,836.00	$63,828.00
Total	$682,500	Personnel	Personnel	$150,000.00	$20,000.00	$35,000.00	$75,000.00	$55,000.00
		Fringe	Fringe	$35,000.00	$0.00	$10,000.00	$17,500.00	$17,500.00
Brianas, Jennifer: Please verify with your business office the total amount of funds drawn-down through April 1, 2020. Funds Drawn-down in G5 (through March 31, 2020)		Contractual	Contractual	$75,000.00	$75,000.00	$14,500.00	$0.00	$0.00
Total of G5 Draw-Downs	$250,000	Travel	Travel	$25,000.00	$0.00	$0.00	$0.00	$25,000.00
Balance	$432,500	Suppplies	Supplies	$25,000.00	$10,000.00	$5,000.00	$8,000.00	$7,000.00
		Indirect Costs	Indirect Costs	$11,836.00	$163.88	$163.88	$0.00	$11,672.12
Brianas, Jennifer: Your current balance in G5 does not reflect recently made obligations (e.g. subgrants, contracts, and/or binding legal agreements). Please list each obligation by noting the line item and activity. Obligations Incurred but not Drawn Down (through March 31, 2020)		Total	Total	$682,500.00	$164,163.88	$126,663.88	$218,336.00	$300,000.12
Personnel - Project Director Salary	$25,000
Fringe - Project Director Fringe	$10,000
Suppplies - Subgrant competition supplies	$7,500
Indirect Costs	$2,500
Total	$45,000
Balance	$387,500
Brianas, Jennifer: Please list any additional Year 2 obligations not captured above such as personnel, fringe, etc through September 30, 2020. Additional Obligations (through September 30, 2020)
Personnel - Project Director and Literacy Coach (1)	$40,000
Fringe	$10,000
Supplies - Subgrant competition and kickoff meeting supplies	$20,000
Travel - Per diem for kick-off meeting	$15,000
Indirect Costs	$2,500
Total	$87,500
Balance	$300,000
Project Carryover Into Year 2	$300,000
Please provide a detailed explanation for the use of carryover funds into Year 2:

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Sheet 6: Revised Year 2 Budget

	Year 1 Approved Budget	Year 1 Funds Expended	Year 1 Carryover	Year 2 Approved Budget	Carryover Plus Year 2 Budget	Proposed Increase/Decrease	Final Year 2 Budget
Personnel	$250,000.00	$75,000.00	$175,000.00	$50,000.00	$225,000.00	-$120,000.00	$105,000.00
Fringe	$20,000.00	$25,000.00	-$5,000.00	$20,000.00	$15,000.00	$5,000.00	$20,000.00
Travel	$30,000.00	$15,000.00	$15,000.00	$15,000.00	$30,000.00	$0.00	$30,000.00
Equipment	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00
Supplies	$25,000.00	$25,000.00	$0.00	$25,000.00	$25,000.00	$10,000.00	$35,000.00
Contractual			$0.00	$170,000.00	$170,000.00	$0.00	$100,000.00
Construction	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00	$0.00
Other (Subgrants)	$350,000.00	$20,000.00	$330,000.00	$5,000,000.00	$5,330,000.00	$160,000.00	$5,490,000.00
Total Direct	$675,000.00		$675,000.00	$5,280,000.00	$5,955,000.00	$0.00	$5,780,000.00
Indirect Costs	$7,500.00	$5,000.00	$2,500.00	$7,500.00	$10,000.00	$15,000.00	$25,000.00
Training Stipends	$0.00		$0.00	$0.00	$0.00	$0.00	$0.00
Total Costs	$682,500.00	$165,000.00	$517,500.00	$5,287,500.00	$5,805,000.00		$5,805,000.00
Year 2 Narrative: Please provide a detailed narrative explaining any increase and/or decrease: