2025-JAII-04 Attachment C Budget Template.xlsx

Budget_Invoice_Reimb_Cost

&"Arial,Bold"&11Massachusetts Technology Collaborative

Grant Agreement Standard Budget and Invoice Template Invoiced Costs

Budget Assumptions Budget Assumptions -- Standard Budget Form

Budget Guidelines

PARTICIPANT BUDGET/INVOICE GUIDELINES

These guidelines apply to MassTech grants that require Participants to incur expenditures in line with approved budgets within their contracts. In developing these guidelines, MassTech has drawn heavily from the policies and practices applied by federal and other state agencies that also require adherence to grant budgets. Adherence to approved budgets ensures that MassTech is expending funds in a fiscally responsible manner and, managing to the legislation of the state appropriated funds. Grant Expenditure Categories:

• Labor: Direct labor at actual cost to the Participant, based upon an hourly rate, or percent effort of an annual base salary.

• Fringe: Benefits related to direct labor costs, can either be incurred as a direct expense or an allocated cost with an approved rate. Documentation of Participant approved rates should be submitted at the time of proposal.

• Consultants/Subcontracts: contracted services to perform a specific task related to the project or, subcontracts granting funds for performance of a key aspect of the project.

• Direct Materials: Materials and supplies needed in direct support of the project, in order to obtain the objectives as stated in the approved budget and contract.

• Other Direct Costs: This includes categories such as travel and materials.

• General & Administrative Expense/Overhead: An allocated cost that at their government-approved rate or at the Participant’s actual indirect cost rate calculated in accordance with the Participant’s applicable regulation.

Expenditure Guidelines:

• Participant may only be reimbursed for cost incurred and expenditures must be properly recorded and verifiable in the Participant’s records.

• MassTech may allow up to a 5% annual increase in the direct labor rates set forth in the budget to account for actual cost of living increases over multiyear reimbursement periods. This variance must be explained in the supporting schedule when invoicing and is subject to approval by the Program Manager.

• MassTech may allow up to a 20% variance from the rates on services/consultants if estimates where used in creating the budget. This variance must be explained in the supporting schedule when invoicing and is subject to approval by the Program Manager.

• MassTech may allow up to a 10% variance from cost categories set forth in the approved budget and explained in the supporting schedule when invoicing.

• Any variance greater than the thresholds listed above, must be formally approved by the Program Manager prior to invoice submission and may require formal amendment to the contract.

• Participant must incur costs within the grant period. Pre-award spending is only allowed when incorporated through a provision in the grant agreement.

• Participant may not be reimbursed for grant expenditures by any other source.

• Direct replacement of personnel with similar roles and rates should be explained in the supporting schedule. Any newly added staff/roles meant to be in addition to personnel identified in the approved budget must be approved by the Program Manager prior to invoice submission.

Participant Documentation Requirements:

• To the extent the Participant can produce accounting-system generated reports, deemed acceptable by MassTech, to verify expenditure amounts consistent with the budget categories that tie to invoice amounts and categories, they should be submitted with all invoices. MassTech reserves the right to request additional supporting documentation at any time.

• To the extent the Participant can’t provide, or MassTech does not accept the form of accounting-system generated reports, the Participant must provide supporting documentation that could include, but is not limited to, vendor invoices, labor reports listing hours and rates by employee.

• Participant must submit with its invoice, the certification relating to the appropriateness of the reimbursable costs and amounts of match costs, as attached to the contract, with a signature by an individual with knowledge of the information to which the certification relates and who is authorized to certify on behalf of the organization.