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Welcome to Managing Your Budget!!!!. Moderated by Tonya Jenkins & Ayanna Campbell Williams. Sample Budget Summary. Personnel. Includes employees, volunteer time and over-time Gross Pay, FICA & Fringe benefits (e.g. Retirement) Amount claimed this period

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welcome to managing your budget

Welcome to Managing Your Budget!!!!

Moderated by

Tonya Jenkins &

Ayanna Campbell Williams


Includes employees, volunteer time and over-time

Gross Pay, FICA & Fringe benefits (e.g. Retirement)

Amount claimed this period

Gross pay x % of time = amount claimed

($1000 x 80% = 800.00)

Volunteer time valued at $12 per hour

Volunteer dollars recorded in “Volunteer” column carried over from Volunteer Monthly Time Record

a 1 personnel salaries
A. (1) Personnel/Salaries

Position Title/Name of EmployeeCalculationBudget

Victim Advocate $30,285 x 100% VOCA $30,285

(Annual Salary $30,285)

Part-time Victim Advocate $13.00/hr x 29 hrs x 31 wk $11,687

(13.00 per/hour)

VWAP Coordinator $50,000 x 20% VOCA $10,000

($50,000 Annual Salary)

Volunteer Hours (In-Kind MATCH) 320 hrs x $12/hour $3,840

TOTAL: $55,812

a 2 personnel fringe benefits
A. (2)Personnel/Fringe Benefits

Position Title/Name of EmployeeBenefit TitleCalculationBudget

Victim Advocate Retirement $30,285 x 14.64% $4,434

FICA $30,285 x 7.65% $2,317

Health Ins. 90% of 7,051 $6,346 Worker’s Comp 2.52 x $30,285 $763

SUTA .0623 x $8,000 $529

VWAP Coordinator Retirement $10,000 x 14.64% $1,464

FICA $10,000 x 7.65% $765

TOTAL $ 16,618

equipment expenses
Equipment Expenses

Item must cost $5,000 or more to be considered as equipment

Copy of invoice for equipment must be attached to the reimbursement

Equipment inventory list maintained

Equipment purchases must be approved before purchasing

Cost of equipment not exclusively used for VOCA activities must be prorated

c equipment
C. Equipment


Tracking Data Collection $6,000 x 1 unit $6,000


TOTAL $ 6,000


Description of expense

“Office supplies” – listed in budget detail


All “equipment” under $5,000

Receipts for expenses must be maintained at your agency

d supplies
D. Supplies


General Office Supplies 12 months x $200 $2,400

(pens, paper, printer cartridge, etc.)

Postage 12 months x $100 $1,200

TOTAL $ 3,600

travel expenses employee travel expense statement
Travel Expenses – Employee Travel Expense Statement

Must abide by State of Georgia Travel Regulations/Local/Federal Travel Regulations

Prior approval for out-of-state travel

Lodging, airfare, transportation/cab fare and meals

Mileage – show number of miles x approved rate

Expenses must be supported with receipts

Record Mileage log

Training related expenses – all trainings for which you would like to be reimbursed submitted 30 days prior to paying registration

b travel
B. Travel


GA Family Violence Conference Macon, GA Hotel: $110.00 x 3 days $330

One Person Meals: $40/day x 3 days $120

NOVA Conference Austin, TX Airfare: $401 $2,776

Two People Hotel: $147.30 x 5 days

Meals: $50/day x 5 days


Victim Advocate Brunswick 1000 miles x $0.51 per mile $255

Part-time Victim Advocate Judicial Circuit

TOTAL $ 3,481

printing media

Acknowledge funding source

Wording located in subgrantee manual – may depend on whether entire publication or only portions are funded --“This project is supported by Award No. _____ awarded by the Office for Victims of Crime, office of Justice Programs and administered by the Criminal Justice Coordinating Council”

Provide example 30 days before purchase for budget approval

Submit copy of final brochures, etc with request for reimbursement

e printing
E. Printing


Brochures 100 @ 5.01 $501

TOTAL $ 501


Rent, Local/Long distance, Cell phone, Utility bill (time periods should be noted in description)

Copy of contractual/consultant agreement should be submitted to CJCC and kept on file

f 1 other miscellaneous
F. (1)Other/Miscellaneous


Rent for project staff $300/mth x 7 months $2,100

Rent for project staff $250/mth x 5 months $1,250

Utilities for project staff $100/mth x 12 months $1,200

Cell phone $80/mth x 12 months $960

TOTAL $ 5,510

contractual consultant policies
Contractual/Consultant Policies

Fees cannot exceed $450/day or $56.25/hour

Written contract

Services to be performed

Rate of compensation – should be reasonable according to past billing history or market rate (submit samples to CJCC)

Length of time services will be provided

Payment for services rendered

Services during contract period

f 2 other consultants
F. (2) Other/Consultants

a. Consultant Fees

NameService ProvidedCalculationBudget

D&K Therapeutic, Inc. Counseling/Therapy $50 per session $1,000

(20 sessions)

TOTAL $ 1,000

matching funds voca
Matching Funds - VOCA

Same use as federal funds

Expended/obtained during contract period

Records of match maintained



Period used

Contracts should be current

matching funds voca only
Matching Funds – VOCA ONLY

20 % of Total Project Cost

Cash – any allowable item or service paidfor by the agency.

In-Kind – a donation of tangible expendable goods, services or work space including allowable volunteer time.

unallowable expenses
Unallowable Expenses

Non-budgeted items


Entertainment (including food)



Non-grant related Accounting/Bookkeeping expense

Renovations/construction – unless making services ADA compliant (e.g. wheelchair ramp)

subgrant adjustment requests sar when should an sar be submitted
Subgrant Adjustment Requests [SAR] :When should an sar be submitted?

Submit a formal request when requesting revisions for the following:

Project Officials/Addresses

Project Personnel

Goals and Objectives

Change in Program Activities

Change in Signature Authorization for grant

Change in E-Mail addresses for agency point of contact

subgrant adjustment requests sar when should an sar be submitted cont
Subgrant Adjustment Requests [SAR] :When should an sar be submitted? (cont.)

All requests should be submitted 14 calendar days after the effective date of the change

No budget adjustments may be submitted during the last 60 days of the subgrant period (per your special conditions)

Submit SAR #1 with your Award Package

Attach a corrected Detailed Budget (form on website)

subgrant adjustment requests supporting documents
Subgrant Adjustment Requests:Supporting Documents
  • Supporting Documents Should be Included with your Adjustment:
      • Personnel Action Forms/Salary Authorization Forms
      • Revised Detailed Budget (if requested)
      • Effective Date of the Change
      • Updated Designation of Grant Officials Form
      • Updated Signature Authorization Form

Provide as much detail as possible!!

thank you for your time
Thank you for your time!!
  • Please feel free to contact us with any questions:
  • Tonya Jenkins, Grant Specialist
  • 404.657.1998
  • Tonya.Jenkins@cjcc.ga.gov
  • Ayanna Campbell Williams, Grant Specialist
  • 404.657.2078
  • Ayanna.Campbell@cjcc.ga.gov