ATTACHMENT D CAPACITY BUDGET WORKSHEET_FINAL.xlsx
XLSX spreadsheet 37 KB Posted
- Attached to
- RFA for a Sponsoring Organization for the REN for the Willamette Valley and the South Coast
- Solicitation number
- S-58100-00016687
- Issued by
- Oregon
About this file
This is a Capacity Budget Worksheet template for the Regional Educator Network (REN) program in Oregon, specifically for Sponsoring Organizations applying to serve the Willamette Valley REN and South Coast REN regions for the 2026-2027 fiscal year (July 1, 2026 through June 30, 2027). The RFA seeks two separate Sponsoring Organizations to facilitate regional work aimed at improving systems that support educators. Applicants must complete the detailed budget template provided, breaking down all proposed costs by object code and expense type with accompanying descriptions of how amounts were determined. The budget must be organized into eight primary categories: salaries and benefits (100-270), instructional/professional/technical services (310-319), travel/communications/purchased services (320-359), tuition (370-374), non-instructional professional services (380-390), supplies and materials (400-459), non-consumable items and software (460-480), and other expenses (500-680), followed by indirect costs and leveraged resources.
Capacity Funds are limited to supporting Sponsoring Organization staffing and operational costs, with maximum allowable FTE not exceeding 2.5 and restricted to four defined positions: REN Supervisor, REN Coordinator, Data Coordinator/Support, and Administrative Support/Project Coordinator. Allowable costs include staff salaries and benefits, in-state travel reimbursement following GSA guidelines, office equipment, supplies, and software licensing for communications. Prohibited expenses include out-of-state travel, gift cards, pre-payment for events outside the performance period, ongoing training or coaching contracts, and data management services. Coordinating Body convening costs are permitted, including meals for meetings of three hours or longer, travel reimbursement for members, substitute teacher costs, and meeting venue rental when free ESD or school district spaces are unavailable. Indirect costs may be claimed at the organization's approved rate up to a maximum of 10 percent. The budget worksheet requires identification of all line items, total requested capacity funds, and any leveraged resources or in-kind contributions from other sources.
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Other files
| File | Type | Posted |
|---|---|---|
| ATTACHMENT B APPLICANT INFORMATION AND CERTIFICATION SHEET Returnable_FINAL.docx | DOCX document | |
| ATTACHMENT C FILLABLE APPLICATION FORM_FINAL.xlsx | XLSX spreadsheet | |
| ATTACHMENT A SAMPLE GRANT_FINAL.pdf | ||
| ATTACHMENT E EVALUATION CRITERIA RUBRIC_FINAL.xlsx | XLSX spreadsheet | |
| 2026 Regional Educator Network RFA_FINAL.pdf |
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Instructions
| RFA # S-58100-00016687 Att D |
| ATTACHMENT D CAPACITY BUDGET WORKSHEET |
| Using the template provided, include a proposedCapacity budget for the Sponsoring Organization that describes how Capcity funds would be spent throughout a one year period (July 1, 2026 through June 30, 2027). Please break down associated costs and do not roll up line items. For example, if there are multiple FTE, please separate each FTE into its own line item. Add additional rows if needed. As a resource, grantees may reference the 2023 Program Budgeting and Accounting Manual for definitions and descriptions for object codes. |
| Amounts. |
One year of funding (July 1, 2026 – June 30, 2027).
Complete the budget table on tab 2.
Budgets must be organized as follows and include a description for each item:
| Object Code Groups | Expense Type | Description |
| 100-270 | Salaries and Benefits | Salaries, wages, and benefits for staff performing work directly connected with the proposed project. Includes direct services, supervision of direct service delivery, and staff involved in data collection and reporting |
| 310-319 | Instructional, Professional, and Technical Services | Service costs for instruction which by their nature can be performed only by persons with specialized skills and knowledge. Included are the services of teachers, teaching assistants, teacher aides, mentors, trainers, etc. |
| 320-359 | Travel, Communication, and other Purchased Services | Reimbursement for travel expenses to and from project/program activites (must use GSA guidelines), costs related to project/program events, printing, postage, etc |
| 370-374 | Tuition | Tuition paid on behalf of an educator to a higher education institution for training and/or career advancement (i.e., degree, endorsement, or certification) |
| 380, 390 | Non-instructional Professional and Technical Services | Service costs for non-instructional activies which by their nature can be performed only by persons with specialized skills and knowledge. Included are translators, data contractors, facilitators, etc |
| 400-459 | Supplies, Books, Materials, Etc. | Program materials, supplies, instructional resources, food (must use GSA guidelines) |
| 460-480 | Non-consumable Items, hardware, software | Expenditures for equipment, published computer software ( licensure and usage fees for software), hardware |
| 500-680 | Other Expenses - Please describe | Potential expenses might be dues and fees for professional memberships required by project/program that were not already required by job position, licensing fees associated with a project/program such as teacher licensing with TSPC |
| Capacity Funds: Allowable Uses |
| Purpose: Capacity Funds may be used to support Sponsoring Organization organizational costs associated with hosting Regional Educator Network staff and services. |
| Rule: OAR 581-012-0013 | |
| Sponsoring Organization Staff | Capacity Funds shall be used for salaries, wages, and benefits for Sponsoring Organization staff performing work for the REN. This includes direct services, supervision of direct service delivery, and staff involved in data collection and reporting. The maximum amounts of FTE for staff positions funded with Capacity Funds shall not exceed 2.5 FTE and are identified below. Any other FTE must be funded with Formula Funds as part of the budget of a Professional Learning Plan. |
| Allowable Costs shall include: | |
| · FTE for REN Supervisor - Sponsoring Organization leadership that guides vision and strategy of regional implementation, advances policy agenda and strategic direction, champions the REN across regional and state partners to build coalition and leverage resources | |
| · FTE for REN Coordinator - Facilitates implementation of REN Coordinating Body and Member Organization membership and engagement, including protocols and processes for collaboration and communications; coordinates implementation of regional services supported by the REN; primary point of contact for EAC and collaboration across all 10 RENs | |
| · FTE for Data Coordinator/Support - Coordinates collection, analysis, and interpretation of regional and local data that informs REN needs and priorities; provides Technical Assistance as needed to REN Member Organizations and teams to build data capacity | |
| · FTE for Administrative Support/Project Coordinator- Supports fiscal and business processes, communications, data collection, etc. related to operationalizing the REN within the Sponsoring Organization and across the region | |
| Sponsoring Organization Staff Travel, Transportation, Supplies and Equipment | Costs to Sponsoring Organization for Sponsoring Organization staff performing work for the REN. |
| Allowable costs shall include: |
| · Mileage reimbursement for staff to travel to REN Member Organization sites, EAC required meetings, statewide convenings, conferences or other REN-related in-person activities and events. |
| · Lodging, meals and mileage reimbursement for staff. Mileage and meal reimbursements must follow GSA rates. Lodging reimbursement must be within reason. As a point of reference, the GSA rates may be used as a guideline for what constitutes as within reason. When lodging expenses exceed the GSA rate due to circumstances such as conference hotel requirements or limited availability, the Sponsoring Organization must document and provide justification to the Agency as requested. |
| · Office equipment required for staff work (non-consumable items such as computers, printers, and other devices required for staff work). |
| · Supplies and materials required for staff work, including office supplies, postage, printing, software licensing fees, worksite and safety materials. |
| Sponsoring Organizations may allocate up to $5,000 per year to purchase promotional or branded materials. |
| o Please note that any items gifted to public employees may NOT exceed $50.00. |
| Costs not allowed: | |
| · Capacity Funds shall not be used for out-of-state travel. | |
| · Capacity Funds shall not be used to purchase gift cards. | |
| · Capacity Funds shall not be used to pre-pay travel for events that will occur outside of the grant performance period. Travel must occur during the performance period of the current grant agreement. | |
| Professional Services, Contracted Services and Fees | Includes contracted services provided by an outside entity to the Sponsoring Organization for facilitation or support for Regional Plan or Professional Learning Plan implementation. Costs associated with contracted staff not directly employed by the Sponsoring Organization should be included here. Sponsoring Organizations may only enter into vendor contracts as approved by the EAC in the EAC- approved Regional Plan. |
| Allowable costs shall include: | |
| Registration costs or fees for in-state travel to conferences, trainings or workshops for staff to build capacity to enhance the Network and/or provide technical assistance to Member Organizations or Design Teams Evaluation, data or reporting services | |
| · Software licensing or fees limited to: | |
| Facilitation of REN communications (i.e. newsletters, surveys, videoconferencing etc.) | |
| Costs not allowed: | |
| · Capacity Funds shall not be used to contract for services that provide ongoing or individual training, coaching or support services for Sponsoring Organization staff | |
| · Capacity Funds shall not be used for communications or marketing services | |
| · Capacity Funds shall not be used for data management services or data dashboards | |
| · Capacity Funds shall not be used to pre-pay contracts for goods or services in future biennium. Goods and services must be provided and implemented during the current performance period. | |
| Coordinating Body Expenditures | Costs of convening the Coordinating Body. |
| Allowable costs shall include: |
| · Food for Coordinating Body meetings. |
| o Food may only be purchased for Coordinating Body meetings that are at a minimum three hours (i.e. full day meetings). |
| o Food purchases must follow GSA rates. |
| · Travel reimbursement for Coordinating Body members: |
| o Coordinating Body members may be reimbursed for lodging, meals, and mileage to attend Coordinating Body meetings. Meals and mileage reimbursements must follow GSA rates. Lodging reimbursement must be within reason. As a point of reference, the GSA rates may be used as a guideline for what constitutes as within reason. When lodging expenses exceed the GSA rate due to circumstances such as conference hotel requirements or limited availability, the Sponsoring Organization must document and provide justification to the Agency as requested. |
| · Actual costs of hiring substitutes for teachers to attend Coordinating Body meetings. |
| · Meeting venues: |
| o Sponsoring Organizations are expected to utilize ESD and/or school district spaces that are free of cost as a first option for Coordinating Body meetings. |
| o For larger convenings, or if there is no available venue offered for free, funds may be used within reason to pay for a venue. Consult with Agency on venue rentals to ensure they are within reason. |
| Costs not allowed: | |
| · Capacity Funds may not be used to pay stipends to Coordinating Body members solely for attendance at or participation in Coordinating Body meetings, subcommittee meetings, or workgroup meetings. | |
| · Capacity Funds may not be used to purchase gift cards. | |
| Indirect | The expenses of doing business that are not readily identified with a particular grant, contract, project function or activity, but are necessary for the general operation of the organization and the conduct of activities it performs (i.e. rent, utilities). Indirect costs are allowable at sponsoring organization’s approved indirect rate, up to 10 percent. |
https://www.gsa.gov/travel/plan-book/per-diem-rates?gsaredirect=portalcontent104877https://www.gsa.gov/travel/plan-book/per-diem-rates?gsaredirect=portalcontent104877https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2025&state=OR&city=&zip=https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2025&state=OR&city=&zip=https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2025&state=OR&city=&zip= REN Plan Budget Table
| ATTACHMENT D CAPACITY BUDGET WORKSHEET | |
| Using the drop down menu, identify what REN you are applying for. | Applicant Organization Name: |
| Object Code | Expense Type | |
| Add neccesary items within the named budget categories. | Description | |
| Briefly describe the service, support, FTE, etc. and how the amount in each line item of the budget was determined. For vendor contracts please use the vendors business/LLC name and not personal/individual names. Please also break apart food, venue and materials costs in separate line items. | Total Budgeted Amount for 2026-2027 | |
| 100-270 | Staff Salaries and Benefits |
310-319 Instructional Professional and Technical Services
320-359 Travel, Communications, and other Purchased Services
370-374 Tuition
380, 390 Non-instructional Professional and Technical Services
400-459 Supplies, Books, Materials, Etc.
460-480 Non-consumable Items, hardware, software
500-680 Other Expenses - Please describe
| Subtotal Costs |
| Indirect Costs (cannot exceed 10%) |
| Other leveraged resources |
| REN - Resources contributed from other programs (eg Title funds, GYO funds, district or ESD contributions, etc.) |
| REN - FTE or in-kind services contributed by other sources |
| Total Contributions |
| Total Requested |
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