Grant Budget Planner - nonprofit works
Budget Planner
Personnel-Related Expenses
• Salaries or wages for program — exclude costs included in general operating / administration costs
• Estimated cost-of-living (COLA) increases
• Estimated “merit” pay increases
• Bonuses
• Increase in legal minimum wage
• Union-management compensation agreements
• Fringe Benefits
• FICA (7.65%)
• State Unemployment Insurance (SUI)
• Health and dental insurance
• Life insurance
• Retirement (e.g., 401/K)
• Childcare allowances
• Other fringe benefits
• Uniforms and clothing / footwear, tools, safety equipment, etc.
• Hiring costs — employment ads, medical evaluations, drug screening, employment verification, license verification, background checks, etc
• Temporary, part-time or seasonal employees
• Consultants and contractors
• Volunteer costs
• Other personnel related expenses
Facility-Related Expenses
• Rent or mortgage payments — pro-rate as needed and remember to plan for increases
• Utilities — gas, electricity, water
• Telecommunications — phones, Internet, cellphones, projector
• Installation
• Equipment
• Monthly charges
• Long-distance costs
• Furnishings — Desks, chairs, lamps, file cabinets, tables, staff room (coffee maker, microwave, refrigerator, etc)
• Office supplies (consumables) — Paper, pens, folders, letterhead, envelopes, staplers, clips, etc
• Office equipment — computers and software, photocopier, printers and printing supplies (paper, ink cartridges), postage machine
• Inspection, maintenance, and repair of major mechanical systems — heating / cooling, plumbing, electric, fire and security alarms, elevator, etc
• Contracted services — janitorial, snow removal, accounting / payroll, window-washing, security, landscaping, etc
• Cleaning supplies
• Equipment lease fees and maintenance contracts, depreciation
• Subscriptions, memberships, dues
• Travel, mileage, parking
• Postage, packaging, shipping, courier services
• Professional development, staff training, technical assistance
• Meetings, meals, travel and accommodation, conferences
• Special events
General Operating / Administration (indirect expenses)
Expenses should be calculated on a fair (“market value”), logical, and consistent basis. Indirect expenses should be pro-rated or charged a flat rate (percentage).
• Executive and management staff
• Consultants
• Marketing and advertising — website design and maintenance, graphic design / production / publication, offset printing, video production
• Accounting and auditing
• Insurance
• Fundraising
• Evaluation
• Reports
• Front desk / reception
• Other
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