Budget Preparation Worksheet Sample Project Budget Or 196163

Budget Preparation Worksheet Sample Project Budgetorganization

Budget Preparation Worksheet Sample Project Budgetorganization, Budget Preparation Worksheet Sample Project Budget Organization: ___________________________ Grant Period: (from_________ to _________) Budget Period: (from________ to ________) Project Year(s): _________________________ Missouri Department of Health and Senior Services I Community Health Improvement Resources Capacity I. Personnel Total i. Position Principal Investigator Project Staff Project Staff 2 (as needed) Administrative Staff Administrative Staff 2 (as needed) Other Staff 1 Other Staff 2 (as needed) Base Salary % of Effort Project Salary Fringe % Fringe Amount (Project Salary + Fringe Amount) Fringe Benefits (_____ %) Total Personnel Expenses: _________________ II. Other Direct Costs i. General Office Supplies/Materials Office Operations Equipment ii. Intervention Materials Incentives/Promotions Surveys Other intervention materials iii. Meeting and Intervention Activity Space iv. Transportation/Travel Personnel Travel Expenses Intervention Participants Travel Expenses v. Other Total Direct Costs: _________________ III. Purchased Services i. Consultants ii. Contracts iii. Technical Assistance Total Purchased Services: ________________ TOTAL DIRECT COSTS: ________________ IV. Indirect Costs (% X Total Direct Costs) V. Grand Total Missouri Department of Health and Senior Services Organization: Grant Period from: to: Budget Period from: to_2: Project Years: i Position: Base SalaryPrincipal Investigator: of EffortPrincipal Investigator: Project SalaryPrincipal Investigator: Fringe Principal Investigator: Fringe AmountPrincipal Investigator: Project Salary Fringe AmountPrincipal Investigator: Base SalaryProject Staff: of EffortProject Staff: Project SalaryProject Staff: Fringe Project Staff: Fringe AmountProject Staff: Project Salary Fringe AmountProject Staff: Base SalaryProject Staff 2 as needed: of EffortProject Staff 2 as needed: Project SalaryProject Staff 2 as needed: Fringe Project Staff 2 as needed: Fringe AmountProject Staff 2 as needed: Project Salary Fringe AmountProject Staff 2 as needed: Base SalaryAdministrative Staff: of EffortAdministrative Staff: Project SalaryAdministrative Staff: Fringe Administrative Staff: Fringe AmountAdministrative Staff: Project Salary Fringe AmountAdministrative Staff 2 as needed: of EffortAdministrative Staff 2 as needed: Project SalaryAdministrative Staff 2 as needed: Fringe Administrative Staff 2 as needed: Fringe AmountAdministrative Staff 2 as needed: Project Salary Fringe AmountAdministrative Staff 2 as needed: Base SalaryOther Staff 1: of EffortOther Staff 1: Project SalaryOther Staff 1: Fringe Other Staff 1: Fringe AmountOther Staff 1: Project Salary Fringe AmountOther Staff 1: Base SalaryOther Staff 2 as needed: of EffortOther Staff 2 as needed: Project SalaryOther Staff 2 as needed: Fringe Other Staff 2 as needed: Fringe AmountOther Staff 2 as needed: Project Salary Fringe AmountOther Staff 2 as needed: undefined: Fringe Benefits: II Other Direct Costs: i General Office SuppliesMaterials: Office Operations: Equipment: ii Intervention Materials: IncentivesPromotions: Surveys: Other intervention materials: iii Meeting and Intervention Activity Space: iv TransportationTravel: Personnel Travel Expenses: Intervention Participants Travel Expenses: v Other: III Purchased Services: i Consultants: ii Contracts: iii Technical Assistance: IV Indirect Costs X Total Direct Costs: undefined_2: Organization_2: Grant Period from_2: to_3: Budget Period from_2: to_4: Project Years_2: i Position_2: Base SalaryPrincipal Investigator_2: of EffortPrincipal Investigator: Project SalaryPrincipal Investigator_2: Fringe Principal Investigator_2: Fringe AmountPrincipal Investigator_2: Project Salary Fringe AmountPrincipal Investigator_2: Base SalaryProject Staff_2: of EffortProject Staff: Project SalaryProject Staff_2: Fringe Project Staff_2: Fringe AmountProject Staff_2: Project Salary Fringe AmountProject Staff_2: Base SalaryProject Staff 2 as needed_2: of EffortProject Staff 2 as needed: Project SalaryProject Staff 2 as needed_2: Fringe Project Staff 2 as needed_2: Fringe AmountProject Staff 2 as needed_2: Project Salary Fringe AmountProject Staff 2 as needed_2: Base SalaryAdministrative Staff_2: of EffortAdministrative Staff: Project SalaryAdministrative Staff_2: Fringe Administrative Staff_2: Fringe AmountAdministrative Staff_2: Project Salary Fringe AmountAdministrative Staff_2: Base SalaryAdministrative Staff 2 as needed_2: of EffortAdministrative Staff 2 as needed: Project SalaryAdministrative Staff 2 as needed_2: Fringe Administrative Staff 2 as needed_2: Fringe AmountAdministrative Staff 2 as needed_2: Project Salary Fringe AmountAdministrative Staff 2 as needed_2: Base SalaryOther Staff 1_2: of EffortOther Staff 1: Project SalaryOther Staff 1_2: Fringe Other Staff 1_2: Fringe AmountOther Staff 1_2: Project Salary Fringe AmountOther Staff 1_2: Base SalaryOther Staff 2 as needed_2: of EffortOther Staff 2 as needed: Project SalaryOther Staff 2 as needed_2: Fringe Other Staff 2 as needed_2: Fringe AmountOther Staff 2 as needed_2: Project Salary Fringe AmountOther Staff 2 as needed_2: undefined_3: Fringe Benefits_2: Total Personnel Expenses: II Other Direct Costs_2: i General Office SuppliesMaterials_2: Office Operations_2: Equipment_2: ii Intervention Materials_2: IncentivesPromotions_2: Surveys_2: Other intervention materials_2: iii Meeting and Intervention Activity Space_2: iv TransportationTravel_2: Personnel Travel Expenses_2: Intervention Participants Travel Expenses_2: v Other_2: Total Direct Costs: III Purchased Services_2: i Consultants_2: ii Contracts_2: iii Technical Assistance_2: IV Indirect Costs X Total Direct Costs_2: undefined_4: , Budget Preparation Worksheet Budget Explanation When creating your intervention budget, take into consideration that your budget and allocation of funds may vary from year to year. For example, in Year 1, many of your funds may go into buying supplies or investing money in materials for start-up. In Year 2 and beyond, you may be spending most of your budget disseminating your intervention materials or on evaluation efforts. It is important to create your yearly intervention budget to reflect these changes. I. Personnel: Personnel refers to all staff members who will be involved in the various intervention activities. Others helping with the intervention, such as consultants or technical assistance, are not considered Personnel, but are rather included in the Purchased Services Total. Remember: When creating Year 2 and beyond budgets, it is important to adjust for Personnel salaries based on increases in cost of living. When calculating Personnel- • Base Salary: For each personnel position, state the base salary for the position (before benefits or other compensation amounts). o Example: Principal Investigator -$75,000 • % of Time: For each personnel position, determine the percent of that person’s total time that will be used to work on the intervention project. o Example: A Principal Investigator may only contribute 25% of his/her time to oversee the project, while interns or research assistants may be using 100% of their time on intervention activities. • Project Salary: For each personnel position, determine the project salary by multiplying base salary by % of time. o Example: Principal Investigator [$75,000 (Base Salary) X 25% (% of time) =$ 18,750 (Project Salary)] • Fringe Benefit %: Fringe benefits include all taxes, as well as health insurance, paid time off, retirement, and other benefits provided. Fringe benefits may or may not be offered to all employees. Fringe benefit %s are at the discretion of the organization based on amount of funding and what it offers its employees in terms of benefits. Fringe benefit for a graduate research assistant may be a little as 3% perhaps providing worker’s compensation only, as opposed to 20- 40% for senior full time employee of the project receiving full benefits. o Example: Full time employees may receive a fringe benefit rate of 30% • Fringe Amount: To determine fringe amount, multiple the fringe benefit percentage rate by the project salary amount. (Remember: {Base Salary} X {% of Time} = {Project Salary}) 1 o Example: Principal Investigator [$18,750 (Project Salary) x 30% (Fringe Benefit %) = $5,625(Fringe Amount)] • Total: To determine the total cost of each personnel position, add the project salary + the fringe amount. o Example: Principal Investigator [$18,750 (Project Salary) + $5,625 (Fringe Amount) = $24,375 (Total Salary Cost)] i. Principal Investigator: Includes project time associated with such positions as project direct, principal investigator, or any co-principal investigators that provide the main leadership to the project. ii. Project Staff: Includes salary costs of the project staff such as project manager, project coordinator, or senior staff, who directly work on the project. Project staff can also include nurses, statisticians, researchers, graduate assistants, epidemiologist or any other staff with roles directly related to aspects of the project. iii. Administrative Staff: Includes any staff providing administrative support, such as secretaries, administrative assistant, bookkeeper, data entry staff or any staff used for this type of work. iv. Other Staff: Any other staff not included in the other personnel categories, such as a stipend or salary for interns or fellows. Total (Project Salary + Fringe Amount) $24,375 II. Other Direct Costs: These are direct non-personnel cost of any materials and resources that are necessary for completing the research or intervention. i. General Office Supplies and materials: Includes any of the fixed costs of having your organization remain in operation. Office operations and equipment are included in this category. These categories encompass computers, software, office supplies/materials, telephones, copy machines, office furniture, postage, etc. You may spend more on office supplies and materials in your first year of the intervention than in subsequent years. Total 2,,000 1, $5,700 ii. Intervention Materials: Intervention materials are those that are needed to implement your program that are not already included general office 2 supplies and materials. Intervention materials include any money spent on incentives or promotions for intervention participants. This can also include the costs for materials such as pre/post surveys and copies, other intervention materials such as brochures, posters, or any other materials created to promote the intervention, including distribution costs of intervention materials. Intervention material costs may vary from year to year. Total $60 iii. Meeting and Intervention Activity Space: Includes cost for the use of meeting or intervention activity space. If these types of activities occur outside the office, you may need to rent a meeting room. Some places may also charge a fee for use of audio visual equipment, such as projectors or TVs. Food and drinks provided at the meeting should also be included in this category. Total $165 iv. Transportation/Travel: Refers to travel and transportation costs for project staff or consultants to perform intervention duties. This may include fees or stipends to attend professional meetings or perform interviews or surveys out-of-town. Transportation/Travel costs can also include those incurred by providing a means for participants to get to your intervention activities in order to increase participation. Total $ v. Other: Refers to any other costs not covered in the other direct costs. This might include workshop fees, data purchases, and subscriptions to journals or any other miscellaneous program costs. III. Purchased Services: This refers to fees paid to individuals or companies for a specific service, usually occurring temporarily during the intervention that is not completed by the regular project staff. Purchased services may vary from project year to project year. i. Consultants: Includes individuals providing expert or professional advice for an agreed per diem rate. Consultants could provide services such as proposal review, speaking engagements, or services for an advisory board/committee. Consultants are usually hired on an hourly or daily rate. When calculating consultant fees, include the hourly rate and how many hours you expect them to be needed for that project year. Total 300 $600 ii. Contracts: Includes agreements entered into with individuals or companies, to provide a specific service to the project. Contracts could include hiring a company to survey participants by phone or to design intervention materials. Contracts are usually negotiated for a set amount for the provided service. Total 800 $800 iii. Technical Assistance: Includes any fees for professional technical services, such as; setting up or maintaining computer systems, providing training on software programs, or providing repairs for office technology. Technical assistance can vary from company to company and by service, some may charge an hourly rate or charge a set amount for maintenance. Total 750 $ IV. Indirect Costs: This is a percentage that includes costs incurred by the organization as a result of the intervention, but that is not easily identifiable with any specific component of the intervention. Indirect costs are sometimes also referred to as facilities and administrative (F&A) costs. Indirect costs include building maintenance costs, utilities, property insurance, accounting, or legal expenses. If your intervention is being housed in university space, your indirect cost may be upwards of 30-60%, however if your space is in a community organization’s building, it may be much lower, for instance, 10-15%. Remember: Indirect Cost is a percentage that is multiplied by the total direct cost to determine your total project cost Total 165,% $16,565 V. Grand Total: Project budget total (Personnel Total + Other Direct Cost Total + Indirect Cost Total) for Year 1. Total 165,,565 $182,217 Remember that you are calculating your project budget by year or cycle, and that your expenses may fluctuate from year to year. You will need to take into consideration how your budget will change from year to year and what categories may need more or less money during the course of the intervention. It is also important to remember increases in cost of living for personnel salaries (typically 3%). *

Paper For Above instruction

Developing a comprehensive project budget is fundamental to the successful planning and implementation of community health interventions. It ensures the efficient allocation of resources, adherence to funding requirements, and enables ongoing evaluation of expenditures during project execution. This paper discusses the key components involved in preparing a detailed budget for a community health project, emphasizing personnel costs, direct costs, purchased services, indirect costs, and the importance of adaptable, year-specific budgeting.

The first essential element of a project budget is personnel costs. These expenses cover salaries and fringe benefits for all staff directly involved in intervention activities. Accurate budgeting must consider the base salary of each essential staff member, their percentage of effort dedicated to the project, and corresponding fringe benefits. For instance, principal investigators, project coordinators, administrative personnel, and other staff such as research assistants all require detailed salary calculations based on their roles, effort percentage, and applicable fringe benefit rates. Adjustments for inflation and increased cost of living are vital when planning subsequent years, typically around 3% annually. Proper calculation of personnel costs ensures the project is adequately staffed without overspending or underfunding personnel needs.

Next, the budget must include direct costs related to materials and operational expenses necessary for implementing community health interventions. General office supplies, specialized intervention materials, venue rentals for meetings, transportation, and miscellaneous expenses fall under this category. For example, intervention materials, including educational brochures and surveys, often fluctuate in cost depending on project stage and scope. Similarly, meeting spaces and transportation costs are essential to facilitate community engagement and staff activities. Precise estimation of these costs ensures effective resource utilization, promoting seamless operation throughout the project lifecycle.

Purchased services constitute another critical segment of the budget. These encompass fees paid to external consultants, contractual vendors, and technical assistance providers. Consultants might offer expert advice, while contracts could cover survey administration or intervention design, and technical assistance may include IT support. Accurate cost projection involves estimating hourly or per diem rates for consultants and these services' expected duration. Allocating appropriate funds for these items facilitates access to specialized expertise and enhances the quality and efficacy of community health initiatives.

Indirect costs, often referred to as facilities and administrative costs, reflect overhead expenses that support the project but are not directly assignable to specific activities. These costs include facility maintenance, utilities, insurance, and organizational administrative expenses. Organizations often apply a percentage rate based on their indirect cost agreement with funders, typically ranging from 10% to 60%. Incorporating indirect costs into the project budget ensures the organization’s capacity to sustain infrastructure and administrative support, which are critical for project continuity and compliance with funding regulations.

Effective yearspecific budget planning incorporates projected changes in expenses, adjusting for inflation, project scope shifts, and evolving resource needs. For example, initial startup costs for supplies and materials often dominate Year 1, whereas subsequent years may focus more on dissemination, data analysis, and evaluation. Using a flexible budgeting approach allows project managers to adapt to unforeseen expenditures and ensures ongoing alignment with project goals and available funding.

In conclusion, meticulous preparation of a comprehensive project budget encompassing personnel, direct costs, purchased services, and indirect costs is essential for the success of community health interventions. This process requires careful estimation, annual adjustments for inflation, and strategic allocation to ensure responsible resource use. Properly crafted budgets facilitate project sustainability, meet organizational and funder requirements, and ultimately contribute to improved community health outcomes by enabling effective intervention implementation and evaluation.

References

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  • National Institutes of Health. (2018). NIH Grants Policy Statement. Retrieved from https://grants.nih.gov/grants/policy/nihgps/
  • U.S. Department of Health and Human Services. (2016). Budget justifications and planning. HHS.gov.
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