Annex F - Budget Narrative Example (1).docx

Annex F: BUDGET NARRATIVE EXAMPLE

A. Salaries This project will require human resources from the local office with approximately 1,236 days of the projected staff time devoted to program purposes (design and implementation) and to administrative purposes (e.g. normal due diligence, project administration, monitoring, and project evaluation). The listed personnel below are current project staff. The level of effort budgeted for these personnel does not exceed 100% across all federal assisted programs, including contracts.

Field Office Staff

· 4.62% (36 days/780 days) are budgeted for XXX, Country Representative. XXX will provide strategic direction and oversight for the project, including negotiating memoranda of understanding with the government ministries involved. Calculation: Year 1(or base period, please adjust accordingly) =12 days x $486.80 = $5,842; Year 2=12 days x $511.14 ($486.80 x 1.05=$511.14) = $6,134; Year 3 = 12 days x $536.70 ($511.14 x 1.05 = 536.70) = $6,440. Total is $18,416 = $5,842 + $6,134 + $6,440.

· 27.87% (217.41 days/780 days) are budgeted for XXX, Program Advisor. XXX will be responsible for day-to-day management of project activities, staff, and partners, and M&E of project activities. Calculation: Year 1=72.50 days x $336.13 = $24,369; Year 2 = 72.50 days x $352.93 ($336.13 x 1.05) = $25,588; Year 3 = 72.41 days x $370.58 ($352.93 x 1.05) = $26,833. Total is $76,790 ($24,369 + $25,588 + $26,833)

· 13.85% (108 days/780 days) are budgeted for XXX, Finance & Operations Manager. XXX will ensure financial management of the project and conduct due diligence of partners. Calculation: Year 1 = 36 days x $120.67 = $4,344; Year 2 = 36 days x 126.70 ($120.67 x 1.05 = $126.70) = $4,561; Year 3 = 36 days x $133.03 ($126.70 x 1.05=$133.03) = $4,789. Total is $13,694 ($4,344 + $4,561 + $4,789)

· 18.46% (144 days/780 days) are budgeted for XXX, Finance Officer. XXX will provide finance support to the project. Calculation: Year 1 = 48 days x $62.85 = $3,017; Year 2 = 48 days x $66 ($62.85 x 1.05 = $66) = $3,168; Year 3 = 48 days x $69.30 ($66 x 1.05=$69.30) = $3,326. Total is $9,511 ($3,017 + $3,168 + $3,326)

· 7.31% (57 days/780 days) are budgeted for XXX, Law Program Officer. XX will support project activities focused on awareness raising, capacity building, and training, working closely with legal aid providers, shelters, district and provincial DOJ, and concerned stakeholders such as MoPS and LWU. Calculation: Year 1 = 19 days x $82.40 = $1,566; Year 2 = 19 days x $86.52 ($82.40 x 1.05 = $86.52) = $1,644; Year 3 = $19 days x $90.85 ($86.52 x 1.05) = $1,726. Total is $4,936 ($1,566 + $1,644 + $1,726).

· 86.54% (675 days/780 days) are budgeted for new TBD Senior Program Officer. The Senior Program Officer will support project activities focused on awareness raising, capacity building, and training, working closely with legal aid providers, shelters, district and provincial DOJ, and concerned stakeholders such as MoPS and LWU. Calculation: Year 1 = 225 days x 82.40 = = $18,541; Year 2 = 225 days x $86.52 ($82.40 x 1.05 = $86.52) = $19,468; Year 3 = $225 days x $90.85 ($86.52 x 1.05) = $20,441. Total is $58,450 ($18,541 + $19,468 + $20,441).

Salaries are stated in terms of daily rates that are calculated by dividing each employee’s annual salary by 260 (52 weeks x 5 days per week). Salaries include base salary and projected salary increases. Allocation of salary is based on submission of bi-weekly timesheets.

B. Benefits The organization does not use a pooled fringe rate for its expatriates or local staff, instead the actual benefit cost for each employee is allocated based upon actual days worked. For budgeting purposes, a benefits rate is calculated by dividing fringe benefits for each employee by their estimated total worked days per year, calculated by subtracting paid time off days from 260 days. Paid time off days may include but are not limited to vacation days, legal holidays, sick leave and home leave. Each person's benefits rate varies depending upon their family circumstances, length of employment and current assignment location.

Local payroll staff Benefits for local staff may include but are not limited to: 1) paid time off; 2) applicable taxes; 3) medical and health reimbursement; 4) insurance; 5) pension; and 6) other legally required or customary benefits.

Total benefit amount is calculated by multiplying the numbers of days to each staff’s daily benefit rate. An annual escalation of five percent has been included in years two through three. Each staff’s daily benefit rate is shown in the tables below.

International expatriates (US/TCN) Benefits for international expatriate staff may include but are not limited to: 1) paid time off; 2) applicable taxes; 3) workers’ compensation insurance; 4) group health, disability and life insurance; and 4) pension.

Allowances Overseas allowances such as post differential, education allowance and living quarter allowance are provided to Foundation staff posted to field offices from the U.S. or another country, not to exceed U.S. Department of State’s allowances.

Other Allowance

C. Travel The budget includes travel to provide technical assistance, financial monitoring and training as needed, and program oversight. Budgeted costs are based on average rates, the organization’s project experience and negotiated rates with hotels, car agencies, etc. The organization’s policy requires staff travel expenses to be reimbursed at actual costs, not to exceed published US government rates.

C1. International Travels – Not Applicable

C.2 Domestic Travels Activity 1.1: Improve targeting of TIP awareness campaigns through joint research Survey on how population accesses information Budgeted travel costs at $34.88/ppl ($17 for accommodation, $17.88 for M&IE) for 3 trips with 4 staff each trip. One trip will take for 10 days. Total cost is $4,186 (4ppl x 10 days x 3 trips x $34.88).

Survey on new trends of TIP in provinces that have borders Budgeted travel costs at $34.88/ppl ($17 for accommodation, $17.88 for M&IE) for 4 trips with 6 staff each trip. One trip will take for 10 days. Total cost is $8,372 (6ppl x 4 trips x 10 days x $34.88).

Activity 1.2: Train VDRCs to identify and address instances of trafficking in their communities through proper referrals Develop/revise/adopt training manual Budgeted travel costs at $34.88/ppl ($17 for accommodation, $17.88 for M&IE) for 2 trips with 20 people each trip. Each trip will take 5 days. Total cost is $6,977 (20 ppl x 5 days x 2 trips x $34.88). In addition, ground transportation is budgeted for participants at $407 (5 vehicles x 35 liters x 2 trips x $1.16 = $407)

TOT to provincial and district trainers in 4 target provinces Budgeted travel costs at $34.88/ppl ($17 for accommodation, $17.88 for M&IE) for 4 trips with 20 people each trip. One trip will take for 5 days. Total cost is $13,953 (20ppl x 5days x 4 trips x $34.88). In addition, ground transportation is budgeted for participants at $814 (5 vehicles x 35 liters x 4 trips x $1.16 = $814)

Train village mediation group in 4 target provinces Budgeted travel costs for participants and trainers at $662.79/training for 49 trainings in 4 provinces. Total cost is $32,477 (49 trainings x $662,79 = $32,477). Details are below.

TOT to provincial and district trainers in 4 target provinces Budgeted car rental cost at $139.53/day for 4 trips for 5 days per trip. The total cost is $2,791 (4 trips x 5 days x $139.53 = $2,791)

Activity 1.3: Train police and frontline officials on the approved victim ID guidelines TOT training to 10 national trainers by international and national experts Budgeted travel costs at $34.88/ppl ($17 for accommodation, $17.88 for M&IE) for one workshop with 15 participants. The cost budgeted is for 7 days. Total cost is $3,663 (15 ppl x 7 days x 1 workshop x $34.88). Ground transportation is also budgeted for participants at $203 (5 vehicles x 35 liters x $1.16 = $203)

Three-day training on TIP victim ID for 4 target provinces (provincial & district) Budgeted travel costs at $34.88/ppl ($17 for accommodation, $17.88 for M&IE) for 4 workshops with 20 participants. Total cost is $13,953 (20 ppl x 5 days x 4 workshop x $34.88). Car rental was budgeted at $139.53 for 2 cars for 2 trips. Total cost is $2,791 (2 cars x 5 days x 2 trips x $139.53). Petrol is budgeted for participants at $407 (5 vehicles x 35 liters x 2 trips x $1.16 = $407)

Activity 1.4: Train communities through referrals to law enforcement and legal aid Train CPN in 4 target provinces Budgeted travel costs for participants and trainers at $662.79/training for 49 trainings in 4 provinces. Total cost is $32,477 (49 trainings x $662.79 = $32,477). Details are below.

Activity 1.5: Support shelters to improve identification of and support for TIP victims and those at risk of TIP, including through legal assistance Assist push-back cases to go back home Budgeted travel at $29.07 (17 for accommodation, 12 for M&IE) for 150 victims (cases) per year. The total cost is $13,081 (150 victims x 3 years x $29.07 = $13,081)

Train shelters staff on different topics to build their capacity Budgeted travel costs at $34.88/ppl ($17 for accommodation, $17.88 for M&IE) for 3 trainings with 20 participants. The cost is budgeted for 7 days. Total cost is $14,651 (20 ppl x 7 days x 3 trainings x $34.88 = $14,651). Ground transportation is budgeted for participants at $610 (5 vehicles x 35 liters x $1.16 x 3 trainings = $610).

Establish and maintain Legal Aid Clinic (LAC) of the shelter Travel costs (accommodation, M&IE and other transportation costs) to reach villages/people who needs support. Lumpsum at $200/quarter for four quarters per year for three years.

Supporting vocational training TIP victims and vulnerable groups Vocational training will be provided to TIP victims and vulnerable groups in the three shelters. The budgeted cost includes participant travel costs (meals and accommodation) at $23.256/person for 15 days for 20 participants for three shelters ($23.256 x 15 days x 20 ppl x 3 trainings = $20,934) and ground transportation (petrol) at $1.16/roundtrip ($1.16 x 10 liters x 5 cars x 20 trips = $1,163).

Monitoring and Evaluation Budgeted travel costs at $58.14/ppl ($17 for accommodation, $17.88 for M&IE and $23.26 for ground transportation) for five travels each year with 4 people. Total cost is $17,442 (4 ppl x 5 days x 5 travels x 3 years x $58.14 = $17,442).

D. Equipment (Not Applicable)

E. Supplies Two laptops will be procured for program manager and law program officer to support their work in this project. Each laptop cost at approximately $1,337.

Activity 1.5: Support shelters to improve identification of and support for TIP victims and those at risk of TIP, including through legal assistance Establishment and maintenance of LACs in the shelter Supplies/necessary office equipment for the LACs budgeted at $2,471/LACs in year one for three LACs. So total is $7,413 ($2,471 x 3 LACs). The supplies will be determined based on the clinic’s need.

F. Contractual

a) Subawards – not applicable

b) Independent Consultants The organization will recruit and mobilize experienced international/national independent consultants. Daily rates for these independent consultants are based upon relevant past work experience. These consultants include:

Activity 1.1: Improve targeting of TIP awareness campaigns through joint research with ministry Survey on how population accesses information

· Budgeted consultant fee at $350/day for one international and one national consultants for 15 days each. The total cost is $10,500 (2 consultants x 15 days x $350 = $10,500).

· Budgeted car rental cost at $139.53/day for 3 trips for 10 days per trip. The total cost is $4,186 (3 trips x 10 days x $139.53 = $4,186).

Survey on new trends of TIP in provinces that have borders

· Budgeted consultant fee at $350/day for one international and one national consultants for 20 days each. The total cost is $14,000 (2 consultants x 20 days x $350 = $14,000).

· Budgeted car rental cost at $139.53/day for 4 trips for 10 days per trip. The total cost is $5,581 (4 trips x 10 days x $139.53 = $5,581).

Activity 1.2: Train VDRCs to identify and address instances of trafficking in their communities through proper referrals Develop/revise/adopt training manual

· Budgeted consultant fee at $500/day for one international consultant for 10 days. The total cost is $5,000 (1 consultant x 10 days x $500 = $5,000).

· Budgeted car rental cost at $139.53/day for two trips for 5 days. The total cost is $1,395 (2 trips x 5 days x $139.53 = $1,395)

Activity 1.3: Train police and frontline officials on the approved victim ID guidelines TOT training to 10 national trainers by international and national experts

· Budgeted consultant fee at $680/day for one international consultant for 10 days each. The total cost is $6,800 (1 consultant x 10 days x $68 = $6,800).

· Budgeted car rental cost at $139.53/day for one trip for 7 days. The total cost is $977 (1 trip x 7 days x $139.53 = $977).

Activity 1.5: Support shelters to improve identification of and support for TIP victims and those at risk of TIP, including through legal assistance Train shelter staff on different topics to build their capacity

· Budgeted consultant fee at $500/day for one consultant for three times for 10 days each. The total cost is $15,000 (1 consultant x 3 times x 10 days x $500 = $15,000).

· Budgeted car rental cost at $139.53/day for two cars for two trips for 7 days per trip for three years. The total cost is $5,860 ($139.53/day x 2 cars x 7 days x 3 years= $5,860).

Supporting vocational training to TIP victims and vulnerable groups A trainer will be hired to conduct three vocational trainings to TIP victims and vulnerable groups. The budgeted cost includes trainer fee at $4.652/hour for eight hours for twenty days/training for three vocational trainings ($4.652 x 8 hours x 20 days x 3 vocational trainings = $2,233). The budgeted days include preparation and reporting.

Activity 2.2: Train LBA lawyers on victim-centered prosecution

· Budgeted consultant fee at $500/day for one consultant for three times for 10 days each. The total cost is $15,000 (1 consultant x 3 times x 10 days x $500 = $15,000).

· Budgeted car rental cost at $139.53/day for two cars for two trips for 7 days per trip for three years. The total cost is $5,860 ($139.53/day x 2 cars x 7 days x 3 years= $5,860).

G. Construction (Not Applicable)

H. Other Direct Costs

Activity 1.1: Improve targeting of TIP awareness campaigns through joint research with ministry Survey on how population accesses information

· Budgeted a packaged training cost that includes training materials, stationery and refreshments at $23.26/village for five villages during three trips. The total cost is $349 (3 trips x 5 villages x $23.26 = $349).

· Budgeted translation cost at $20/page for 100 pages training materials. The total cost is $2,000 (100 pages x $20 = $2,000).

Survey on new trends of TIP in provinces that have borders

· Budgeted packaged training costs that includes training materials, stationery and refreshment cost at $23.26/village for five villages during four trips. The total cost is $349 (4 trips x 5 villages x $23.26 = $349).

· Budgeted translation cost at $20/page for 100 pages training materials. The total cost is $2,000 (100 pages x $20 = $2,000).

Produce TIP related laws, regulations, guidelines dissemination materials (short videos, radios TV, brochures, KYR packages etc.)

· Budgeted short video competition cost at $500/ video for five videos each year for three years. The total cost is $7,500 (3 years x 5 videos x $500 = $7,500).

· Budgeted rental time for radio and television program for one hour for 52 weeks per year for three years at $23.26 per week. The total cost is $3,628 (52 weeks x 3 years x $23.26 = $3,628)

· Budgeted printing of 500 copies of eight brochures/posters for $1 per copy. Total cost is $4,000 (500 copies x 8 brochures/posters x $1)

Support TIP-Day event Budgeted packaged event cost that includes t-shirts. The total cost is $6,000. (400 T-Shirts x 3 events x $5 = $6,000).

Activity 1.2: Train VDRCs to identify and address instances of trafficking in their communities through proper referrals Develop/revise/adopt training manual

· Budgeted packaged training costs that includes venue, training materials, stationery and refreshments at $123.26/day for two 5-day workshops in year one and two. The total cost is $1,233 (2 workshops x 5 days x $123.26 = $1,233).

· Budgeted translation cost at $20/page for 50 pages training materials. The total cost is $1,000 (50 pages x $20 = $1,000).

ToT to provincial and district trainer in 4 target provinces Budgeted packaged training costs that includes venue, training materials, stationery and refreshments at $123.26/day for four five-day workshops. The total cost is $2,465 (4 workshops x 5 days x $123.26 = $2,465).

Train village mediation group in 4 target provinces Budgeted packaged training costs that includes training materials and refreshments during training at $87.21/training for 49 trainings for 30 participants per training. The total cost is $4,273 (49 workshops x $87.21 = $4,273). Breakdown of costs are listed below.

Activity 1.3: Train police and frontline officials on the approved victim ID guidelines TOT training to 10 national trainers by international and national experts

· Budgeted packaged training costs that includes venue, training materials, stationery and refreshments at $123.26/workshop for one seven-day workshop. The total cost is $863 (1 workshop x 7 days x $123.26 = $863).

· Budgeted translation cost at $20/page for 50 pages training materials. The total cost is $1,000 (50 pages x $20 = $1,000).

Prepare actual lesson plan Meetings will be conducted to work with national/assigned trainers to prepare actual lesson plan before conducting the trainings for province and district officials. Budgeted cost includes meals and refreshments during meetings for 13 persons for two meetings at $17.44 per person.

Five-day training on TIP victim ID for four target provinces (provincial & district) Budgeted packaged training costs that includes venue, training materials, stationery and refreshment cost at $123.26/training for five-day training in 4 provinces. The total cost is $2,465 (1 training/province x 4 provinces x 5 days x $123.26).

Activity 1.4: Train the CPN to identify and address instances of trafficking in their communities through referrals to law enforcement and legal aid Train CPN in 4 target provinces Budgeted packaged training costs that includes training materials and refreshments during training at $87.21/training for 49 trainings. The total cost is $4,273 (49 workshops x $87.21 = $4,273). Details of costs are listed below.

Activity 1.5: Support shelters to improve identification of and support for TIP victims and those at risk of TIP, including through legal assistance Providing some necessary supplies and materials for trained victim to set up business or career

· Budgeted supplies and materials at $500 for five victims each year for three years. the total cost is $7,500 (5 victims x 3 years x $500 = $7,500).

Train shelters staff on different topics to build their capacity

· Budgeted packaged training costs that includes venue, training materials, stationery and refreshments at $862.79/workshop for one seven-day workshop each year for three years. The total cost is $2,588 (1 workshop x 3 years x $862.79 = $2,588).

· Budgeted translation cost at $20/page for 50 pages training materials. The total cost is $1,000 (50 pages x $20 = $1,000)

I. Total Direct Charges - Sum of Categories A-H

J. Indirect Costs The organization does not have a NICRA and as such has budgeted a de minimis indirect cost rate @ 10% = $28,650. There are no exclusions to account for from the modified total direct costs (MTDC), as per 2 CFR 200.68