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21 st CCLC. Budget Examples. Budget Summary and Payment Schedule Attachment 8. See Appendix C of RFP for function and object descriptors. Total of each function and object must be entered onto Attachment 8 without using decimals or dollar signs. Be sure that budget has no math errors.

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21 st cclc
21st CCLC

Budget Examples

budget summary and payment schedule attachment 8
Budget Summary and Payment ScheduleAttachment 8
  • See Appendix C of RFP for function and object descriptors.
  • Total of each function and object must be entered onto Attachment 8 without using decimals or dollar signs.
  • Be sure that budget has no math errors.
budget narrative attachment 9
Budget Narrative Attachment 9
  • The following are examples of how to complete the budget narrative portion of the budget.
  • Making errors will not disqualify a budget but making a good budget will help chances of being funded.
  • Most important is to be sure that budget costs are reasonable, feasible, and appear cost effective.
instructional salaries 1000 100
Instructional Salaries, 1000, 100
  • Positions here MUST spend majority of their time in direct instruction of students.
  • Employees of the Fiscal Agent
      • Teachers
      • Teacher aides
      • Tutors
      • Others who may teach or lead activities
instructional salaries 100
Instructional Salaries, 100
  • 10 teachers (5 math, 5 reading) X $25 hr X 2 hrs/wk X 28 wks--$70,000
  • 5 math tutors X $10/hr X 2hrs/wk/28 wks = $2800
  • 5 recreation leaders X $15 hr X 1hr/wkX28 wk= $2100
benefits examples 200 300
Benefits Examples, 200 & 300
  • 200
    • 10 teachers TRS
    • 5 tutors IMRF
    • 10 recreation leaders/tutors FICA
  • 300-- (Considered employers’ insurance)
    • 10 Rec Leaders/tutors Workers’ comp
    • 10 Rec Leaders/tutors Unemployment comp
purchased services 1000 300
Purchased Services 1000, 300
  • Workers’ compensation
  • Unemployment compensation
  • Fees for presentations to students
  • Field trip entrance fees
  • Software license fees
  • Salaries of those not employed by fiscal agent
    • Agencies who provide instruction
    • Teachers, tutors, etc
    • Rec Leaders from YMCA
supplies and materials 1000 400
Supplies and Materials1000, 400
  • It is not enough to put supplies and materials on the budget and provide a total amount
  • Examples must be given—supplementary reading books, folders, flip charts, art supplies, educational software
  • No equipment is allowed—even if under $500
  • Incentives—(must include what is to be used)
    • No t-shirts or other clothes; No cash
    • Reasonable/feasible based on total budget
    • Example: 25, $20 gift cards to Barnes and Noble=$500
guidance services 2210
Guidance Services, 2210
  • 100--Guidance salaries (fiscal agent employees)—use same format for all salaries
  • 200--Benefits except unemployment and workers’ compensation—list each benefit to be paid
  • 300--Unemployment and workers’ compensation; guidance salary of a contracted counselor
  • 400--Guidance supplies (list examples)
    • File folders, ink cartridges
improvement of instruction 2210 professional development
Improvement of Instruction, 2210 (Professional Development)
  • 100 Stipends for those attending professional development outside regular work hours
    • 10 teachers stipend to attend reading workshop; 10 X $100=$1000
  • 100 Substitute teachers’ fees (if PD held during regular work hours) 10 subs @ $25/hr X 50 hrs= 12,500
  • 200 Benefits on stipends
  • 300 Fees for conferences (list conference if known), per diem, hotel expenses, consultant fees*; Out of state travel must receive approval by ISBE
  • 400 Books and journals for those attending professional development training
assessment and testing 2230
Assessment and Testing, 2230
  • 100--Salary paid specifically for someone who

performs testing (employee of fiscal agent)

    • Test administrator—20hrs X$30=$600
  • 200--Benefits on salary (always list separately)
  • 300--Salary for contracted assessment; unemployment and/or workers‘ comp
    • Contractual fee for testing 100 students = $2500
  • 400--ACT/PSAE test prep materials or other pre/post assessments
general administration 2300
General Administration, 2300
  • Administrative Positions
    • Project Director
    • Project Coordinator
    • Grants Coordinator
  • Person must be considered an administrator to have salary here
  • All 2300 costs limited to 5% of budget total
administrative examples
Administrative Examples
  • 100--Salaries
    • Project Director--.25 FTE= $15,000
    • Project Coordinator -- .5 FTE=$15,000
  • 200--Benefits for these positions (list)
  • 300--Workers comp, unemployment comp, postage, travel costs between projects, audit (prorated)
    • Travel between sites=$500
    • Pro-rated audit= $500
  • 400--Supplies—general office supplies
operations and maintenance 2540
Operations and Maintenance, 2540
  • 100--Janitor salary for cleaning after school areas

used (employee of fiscal agent)

  • 200--Associated benefits (list)
  • 300--WC,UC; rent for use of a site to provide instruction ( cannot be owned by fiscal agent or rent paid to fiscal agent); contracted janitorial for school site
  • 400--General cleaning supplies
pupil transportation 2550
Pupil Transportation, 2550
  • 100--Bus drivers’ salaries (provide same detail as for all salaries)
  • 200--Benefits—list each separately
  • 300--Benefits for own workers; contractual bus service
      • 150 days at $200 per day= $30,000 (contract)
      • WC, UC
  • 400--Gas, oil= $4000 (if grantee is paying; these are usually included in a contract)
food services 2560
Food Services, 2560
  • 100--Cafeteria workers salaries to serve snacks
      • 2 workersX$10/hrX5hrs/wkX 28wks=$2800
  • 200--IMRF, insurance
  • 300--WC; UC
  • 400--Food handling supplies—gloves, utensils, etc
planning research and evaluation 2620
Planning, Research and Evaluation, 2620
  • 100--If employees of fiscal agent do this internally
    • 2 employees X 100 hours X $50=10,000
  • 200 and/or 300--Benefits--list
  • 300--Contractual Evaluation
    • Contracted evaluation services-- PDI--10,000
    • If paid to public entity, budgeted in 4000, 300
support services 2900
Support Services, 2900

Site Coordinators Salaries go here

  • 100--Salaries (employees of fiscal agent)
    • Site coordinator @ Adams School--.4 FTE=$15,000 or
    • Using same example as for instructional salaries, if paid by the hour
  • 200--Benefits—list each separately with percents that apply and total
  • 300--Salary if not employee of fiscal agent; UC
  • 400--General office supplies=file folders, ink cartridges, paper, markers
community services 3000
Community Services, 3000
  • All payments related to parents/community
  • 100--Salaries paid for adult education (employees of fiscal agent); parent liaison.
    • 2 parent educators X $15/hr X 5 hrs/wk X 28 wks=$4200
  • 200--Benefits—list separately
  • 300--
    • UC, WC
    • Contractual programs for adults
      • Contract with NIU for GED classes = $5,000
    • Drug awareness counselor (contracted)—50 hours@$50=$2500
  • 400--Supplies—
    • Art and craft supplies, books on parenting, take home reading kits,
    • food for parent meetings (not to exceed $10 per person)

2 meetings X 50 people X $10 =$1000

indirect costs see attachment 8
Indirect Costs( see Attachment 8)
  • May not be used on initial budget unless are a university
  • University uses 8%
  • May not be used if anything is budgeted in functions 2520, 2570, 2640, 2660*
  • Indirect costs will be allowed on final budgets
payment schedules
Payment Schedules
  • Payments must be requested in months as needed, based on projected dates of expenditures
  • Salaries and fringe benefits are paid in equal intervals and should be projected in this manner on a monthly basis
  • Supplies, materials, and contracted services should be requested in the month in which the expenditure is expected.
common errors
Common Errors
  • Not enough detail
  • Using zeroes, decimals, etc., on Attachment 8
  • Not scheduling payments when really needed (leads to excess cash on hand)
  • Not putting workers’ comp/unemployment comp in Object 300
more common errors
More Common Errors
  • Not delineating supplies
  • Categorizing workers’ salaries in wrong place
  • 2210—salary here cannot be for time with student contact
  • 4000, 300—not putting payments to government entities, LEAs here regardless of service provided
more common errors1
More Common Errors
  • Not having original signatures on budgets and grant agreements
  • Indirect cost rates
    • Using wrong rates
    • Using in addition to budgeted costs that are considered part of indirect costs
    • Calculating indirect cost amount incorrectly
  • Not establishing what end date is requested
more common errors2
More Common Errors
  • Not submitting an original budget because believing continuation means automatic renewal
  • Not keeping copies of the final approved budget which may have changes made by ISBE
resources
Resources

www.isbe.net/funding/pdf/fiscal_procedure_handbk.pdf

  • Fiscal Policies and Procedures Handbook

www.isbe.net/21ccc

  • RFP which has forms needed now
  • budget amendment forms
  • continuation applications