| A | B | C | D | E | F | G | H | I | J | K | L | M | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | There are three tables in this spreadsheet: 1) the Project Budget Table, 2) the Personnel Detail Table and 3) the Leverage Table. Please complete all three tables. | ||||||||||||
| 3 |
Project Budget Table Instructions: 1. This budget table includes cells for entering numbers and cells for entering text descriptions. 2. Each row represents a category of expense (cost). Costs can be entered for project timeframes of up to 3 years for small grants and up to 5 years for large grants. For each category of expense, there are cells for entering costs and cells for entering a brief description about what the funds will pay for. Examples and further descriptions are provided for each row in Column B. 3. When you are entering costs for each category of expense, only include the amount that will be paid for with PCEF dollars. Any costs paid for by another source goes in the Leverage Table. For example, if your project includes the purchase of 100 trees for $2,500 and PCEF funds will pay for $1,500 of the total, you would enter $1,500 in the table as "equipment, supplies and materials” and the remaining $1,000 would show up in your leverage/match contribution. 4. Enter information in the clear cells for which your project has an expense. If your project does not have any expenses in a certain category leave that cell blank. Do not enter information into shaded cells. 5. Overhead expenses are capped as follows: 10% on contracts, travel, and equipment/supplies/material; 20% on personnel and other. An error message will appear if your entry exceeds the cap. 6. Fiscal Sponsor fee is capped at 10% of total project expenses before applicant overhead is applied. An error message will appear if your entry exceeds the cap. If you do not have a fiscal sponsor leave this field blank. 7. Applicant overhead plus fiscal sponsor fee should not exceed 25% of project expenses unless appropriate justification is provided. Cell C16 will be highlighted in red if you exceed the cap. 8. The personnel costs in the Project Budget Table should equal the total personnel costs in the Personnel Table (below); check to be sure this is correct. 9. The value for match resources will carry over from the total calculated in the Leverage Table (below); be sure to check that this value is correct. |
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| 5 | PROJECT BUDGET TABLE | ||||||||||||
| 6 | Explanations for rows. | Total (D+F+H+J+L) | Year 1 Costs | Description of Year 1 project costs. See instructions for this row in Column B. | Year 2 Costs | Description of Year 2 project costs if applicable. See instructions for this row in Column B. | Year 3 Costs | Description of Year 3 project costs if applicable. See instructions for this row in Column B. | Year 4 Costs | Description of Year 4 project costs if applicable. See instructions for this row in Column B. | Year 5 Costs | Description of Year 5 project costs if applicable. See instructions for this row in Column B. | |
| 7 | Personnel (staff of your organization working on the project) | This row describes the personnel from your organization that will be working on the project, broken out by year. The costs are calculated below in the personnel table. The description say what is being funded either as FTE (Full Time Equivalent) or total hours over the life of the project. For example, 0.5 FTE outreach coordinator (1040 hours), 0.25 FTE program manager (520 hours) Year One, 0.20 FTE outreach coordinator (416 hours), 0.40 FTE program manager (832 hours) Year Two. | $ - | $ - | $ - | ||||||||
| 8 | Travel | This row describes project-related travel expenses. Examples include travel to meetings or conferences, accommodations and per diem if the conference or meeting is out of the area. The description should include enough detail to understand the cost. For example, One round trip flight ($380), two nights hotel ($360), two per diem ($120), conference registration ($350), etc. | $ - | $ - | $ - | ||||||||
| 9 | Equipment, supplies and materials | This row describes purchases that are needed for the project. The description should provide enough detail to understand the cost. For example, room rental for three community meetings ($150 X 3 = $450), food and beverage for three meetings estimating around 50 people per meeting ($12/person X 50people X 3 meetings = $1,800), etc. | $ - | $ - | $ - | ||||||||
| 10 | Contracted work | This row describes payments to businesses or organizations to conduct work for the project. Examples might include nonprofit partners or for-profit businesses. The description should provide enough detail to understand the cost. For example, contract to weatherize 100 homes, estimating around $30,000 per home for $3 million total contract; facilitation consultant for three meetings total $5,000, etc. | $ - | $ - | $ - | ||||||||
| 11 | Other | This row describes costs that do not fit within one of the categories above. The description should include enough detail to understand the cost. | $ - | $ - | $ - | ||||||||
| 12 | Expense Category Subtotals | This row is automatically calculated. It is the total for rows 5-9. | $ - | $ - | $ - | $ - | $ - | $ - | |||||
| 13 | |||||||||||||
| 14 | Overhead/indirect | This row is for overhead costs such as rent, utilities, administration, insurance, websites, etc. These are sometimes called indirect costs or admin costs. Overhead costs on PCEF projects cannot exceed 10% for travel, material, and contract costs and cannot exceed 20% for other costs including personnel. | $ - | ||||||||||
| 15 | Fiscal sponsor fee (if applicable) | This row describes fees charged by your fiscal sponsor. Fiscal sponsor fees cannot exceed 10% of the project budget. | $ - | ||||||||||
| 16 | Percent total overhead/admin/fiscal sponsor fee | The combined overhead of projects with a fiscal sponsor may exceed 25% if justification is provided. | #DIV/0! | <--If RED, include justification for exceeding 25% cap | Justification: | ||||||||
| 17 | PCEF Request | This figure is your request for PCEF funds. It includes your expense categories total, overhead, and fiscal sponsor charges (if applicable). | $ - | ||||||||||
| 18 | Match/leverage | This figure describes project funding from other sources (e.g., grants, donations, in-kind contributions). The figure entered here comes from the Leverage Worksheet. | $ - | ||||||||||
| 19 | Total Project Cost | This figure describes the project budget (total cost) and includes PCEF funds as well as other contributions to the project budget (e.g., grants, in-kind contributions). | $ - | ||||||||||
| 21 | PERSONNEL DETAIL TABLE | ||||||||||||
| 22 |
Personnel table instructions: 1. Include only personnel (staff) that work for your organization and that you will be paying directly using grant funds. Do not include persons being paid by your contractor(s); those costs are included under contracted work in the Project Budget Table. 2. List one position per row, providing the title of each staff position, hourly rate (amount per hour that someone is paid), hourly fringe rate (the non-wage hourly costs such as health insurance, vacation, and taxes), and estimated hours for each position. Do not include overhead costs as those are included in the Project Budget Table. Estimated hours should include the total hours across the life of the project (all years). For example, if the person will work 20 hours per week in year 1 and 40 hours per week in years 2 and 3 you would include the hours for all three years [(20 * 52) + (40 * 52* 2) = (1,040 + 4,160) = 5,200 hours]. Column E is calculated for you based on the number of hours (Column D) times the total wage cost (B + C or hourly + fringe). Note the following: A) If multiple people occupy the position and earn the same wage and fringe, these positions can be combined; B) If you are uncertain about specific staff who will work on the project you can use an estimated or blended hourly rate for each position; C) Add additional rows if needed. 3. Be sure that everyone paid using PCEF funds meets the program requirement to pay at least 180 percent of minimum wage. In addition, if your project will have personnel costs that last beyond the current State fiscal year (7/1/2022) remember to calculate for any increases in staff pay including raises required as part of the requirement regarding 180% of minimum wage https://www.oregon.gov/boli/workers/Pages/minimum-wage-schedule.aspx. |
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| 23 | Position Title | Hourly Wage Rate ($) |
Hourly Fringe Rate (including Benefits & Payroll Taxes) ($) |
Estimated Hours | Total Cost | ||||||||
| 24 | $ - | $ - | $ - | ||||||||||
| 25 | $ - | ||||||||||||
| 26 | $ - | ||||||||||||
| 27 | $ - | ||||||||||||
| 28 | $ - | ||||||||||||
| 29 | $ - | ||||||||||||
| 30 | $ - | ||||||||||||
| 31 | $ - | ||||||||||||
| 32 | $ - | ||||||||||||
| 34 | LEVERAGE TABLE | ||||||||||||
| 35 | This table provides information about the non-PCEF resources that you will use to complete the proposed project. Non-PCEF resources might include grants, donations, and in-kind contributions. You are not required to have non-PCEF resources to apply for or receive a PCEF grant. Add additional lines to the table below as needed. | ||||||||||||
| 36 | Funding source (choose from list) | Name of funding source | Type of resource (choose from list) | Is resource secured or planned for? (choose from list) | Value of resource ($ or equivalent) | If in-kind please describe | |||||||
| 46 | Total leverage/match | $ - | |||||||||||