| A | B | C | D | E | F | |
|---|---|---|---|---|---|---|
| 1 | The sheet has two tables - Project budget and Personnel. Be sure to complete both tables. | |||||
| 2 |
Project Budget Table Instructions: 1. This budget table includes cells for entering numbers and cells for entering text descriptions. 2. Enter amounts into all of the clear cells for which the 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. 3. Each row represents a category of expense (cost). For each expense category (row), enter the total cost (column B) and provide a brief description about what the funds will pay for. Examples and further descriptions are provided for each row in Column B. 4. The personnel cost in the Project Budget Table is pulled from the Personnel Table below, be sure to check that the value is correct. 5. Overhead expenses are capped as follows: 10% on contracts, travel and equipment/supplies/material, and 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 cannot exceed 25% of project expenses. Cell B14 will be highlighted in red if you exceed the cap. |
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| 4 | PROJECT BUDGET TABLE | |||||
| 5 | Cost | Description | ||||
| 6 | Personnel (staff of grantee agency only) | $ - | This row describes the personnel from your organization that will be working on the project. The costs are calculated below in the personnel table. The description of what is being provided can be described as FTE (Full Time Equivalent). For example, 0.5 FTE outreach coordinator (1040 hours), 0.25 FTE program manager (520 hours) Year One. | |||
| 7 | 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. | |||
| 8 | 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 50 people X 3 meetings = $1,800), etc. | |||
| 9 | 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. | |||
| 10 | 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. | |||
| 11 | Subtotal | $ - | This row is automatically calculated. It is the total for rows 6-10. | |||
| 12 | Overhead/admin | 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. | ||||
| 13 | Fiscal sponsor fee | This row describes fees charged by your fiscal sponsor. Fiscal sponsor fees cannot exceed 10% of the project budget. | ||||
| 14 | Percent total overhead/admin/fiscal sponsor fee (must not exceed 25%) | #DIV/0! | <--If RED, please adjust or provide a justification | Justification: | The maximum combined overhead of projects with a fiscal sponsor is 25%, though may exceed that amount if appropriate justification is provided. | |
| 15 | Total project budget | $ - | This figure is your request for PCEF funds. It includes your expense categories total, overhead, and fiscal sponsor charges (if applicable). | |||
| 17 |
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. 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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| 19 | PERSONNEL BUDGET TABLE | |||||
| 20 | Position Title | Hourly Rate |
Fringe (including Benefits & Payroll Taxes) |
Estimated Hours | Total Cost | |
| 21 | $ - | $ - | $ - | |||
| 22 | $ - | $ - | $ - | |||
| 23 | $ - | $ - | $ - | |||
| 24 | $ - | $ - | $ - | |||
| 25 | $ - | $ - | $ - | |||
| 26 | $ - | $ - | $ - | |||
| 27 | $ - | $ - | $ - | |||
| 28 | Total Personnel Cost | $ - | ||||
| 49 | $ - | |||||