Exhibit B - Budget Template.xlsx

XLSX spreadsheet 326 KB Posted

Attached to
FY26;Cash;CJ Prevention Persistent Drunk Driver; RFP
Solicitation number
RFP IBEH 2026000213 1
Issued by
Denver County, Denver City, Colorado

About this file

This is a budget template instruction document issued by the Colorado Department of Human Services, Behavioral Health Administration (BHA) for state and local contract opportunities related to behavioral health programming. The template provides comprehensive guidance for agencies to develop budgets that align with proposed work plans and deliverables. The document includes detailed instructions for all expenditure categories including personnel services (salaried and hourly employees), contractors/consultants, subawards, travel, and supplies and operating expenses. The template requires agencies to document the role and expected contribution of budgeted personnel, justify time commitments, and calculate costs using prescribed formulas. A completed budget example is provided for the FY26-FY27 contract period (July 1, 2026 through June 30, 2027), demonstrating how agencies should structure their budget submissions with appropriate narrative justifications for each line item.

The budget template requires submission in a specific Excel format using the naming convention "Agency Name_BHA Program_FYxx_BHA Annual Budget" and must be sent to an appointed BHA contact person. Agencies must calculate indirect costs using either a federally negotiated indirect cost rate, a state-negotiated indirect cost rate, or the de minimis rate of 15 percent of Modified Total Direct Costs (MTDC). The template specifies that subcontracts must follow a cost reimbursement structure and cannot be pre-paid, with subawards exceeding $50,000 excluded from the indirect cost base. All contract billing operates on a cost reimbursement basis for actual expenses incurred. The example budget provided shows total direct costs of $285,917, modified total direct costs of $225,917, indirect costs of $33,888 at the 15 percent de minimis rate, and a total contract request of $319,805. The instructions emphasize alignment between budget requests and deliverables, with provisions for agencies to request clarifications and modifications if alignment issues are identified.

View the file

Other files

On GovTribe

Work with this file

  • Download the original file
  • Contacts named in this file
  • Similar government files
  • Ask GovTribe AI about this file

Text version

Instructions Colorado Department of Human Services - Behavioral Health Administration (BHA)

Budget Template Instructions

General Instructions:
The Budget Template should be used to explain how an agency plans to use BHA funds consistent with the proposed Work Plan. The Budget Template includes two worksheets: Instructions and Budget Template. The budget example does not reflect the actual dollar amount available for this contract. Please confirm this amount from your Program or Fiscal contact. Budget requests and their associated deliverables need to be in alignment and provide a consistent, logical picture of what is to be accomplished, by whom, and the associated costs. In the event that this alignment does not occur, agencies, may be contacted with requests for clarifications and/or modifications. Additional information regarding Direct and Indirect Costs, Modified Total Direct Costs and unallowable costs can be found in the OMB Super Circular.
Refer to the Behavioral Health Accounting and Auditing Guidelines 2022
https://hcpf.colorado.gov/sites/hcpf/files/2022%20Behavioral%20Health%20Accounting%20and%20Auditing%20Guidelines_0.pdf

The budget categories in the template are provided for guidance purposes only. Contractors are not required to address each budget category if it is not applicable to the proposal.

Save this template with the following naming convention Agency Name_BHA Program_FYxx_BHA Annual Budget. Send all completed Annual Budgets to the appointed person.

The information contained in each expenditure category helps BHA understand the budget. Please provide narrative for each category in the "Description of Work" or the "Description of Item" section.

The form is an Excel worksheet that includes instructions in various cells that can be viewed by hovering the computer mouse over the cells. The instructions below give additional guidance.

Contact Information
Complete the top portion of the form by providing Agency Name, Budget Period, Project Name, and Contact Information for both Program and Fiscal contacts.
BHA Program: Enter BHA Program NameProgram Contact Name, Title, Phone and Email
Agency Name: Enter agency's nameEnter agency's program contact information here
Budget Period: Enter budget/ project period datesFiscal Contact Name, Title, Phone and Email
Project Name: Enter the project nameEnter agency's fiscal contact information here
Date Completed
Enter the date this budget was completed and submitted to BHA
Personnel Services (Salaried Employees and Hourly Employees)
It is BHA's expectation that agency employees included in this section will complete all of the work related to the project/contract.
Column A: Position Title
Example 1:Project Coordinator (salaried)
Example 2:Project Administrator (hourly)
Column B: Description of Work
Use the "Description of Work" column of the budget template to address the role and expected contribution of budgeted personnel. The time commitment of each individual should be justified as a reasonable estimate for the work to be performed. A description of how fringe benefits are projected and what components are included in the calculation (insurance, paid time off, pension, etc.) must be included. For hourly employees, please include hourly rate, hourly fringe and the number of hours budgeted.

Columns D-F (salaried employees): Gross or Annual Salary / Fringe / Percent of Time on Project

Enter the Gross or Annual salary, Fringe, and the Percent of Time Spent on Project for each employee that will work on the project. (If your contract is less than 12 months, enter the amount that the employee would receive for the time period)
For example: A full-time salaried employee is paid $60,000 a year; their fringe benefits rate is 22%; they plan to spend approximately 100% of their time on the project. Their total contribution to the Work Plan is calculated as follows:
ENTER ON FORM:
$ 60,000*Gross Annual Salary
22%Fringe %
$ 13,200*Fringe ($60,000 x 22%)
$ 73,200Annual Salary + Fringe ($60,000 + $13,200)
100%*Percent of Time on Project
$ 73,200Amount Requesting from BHA (automatically calculates)

*Enter into the Budget Template

Columns D-F (hourly employees): Hourly Wage / Hourly Fringe / Number of Hours on Project

Enter the Hourly Wage, Hourly Fringe and the Total number of Hours on the Project that an employee will work on the project.
For example: An hourly employee is paid $15/hour with 25% fringe; their time on the project will be 20 hours/week for 39 weeks. Their total contribution to the Work Plan is calculated as follows:
20 hours/week x 39 weeks = 780 Hours
$15/hour x 25% fringe = $3.75/hour fringe
$15/hour + $3.75/hour = $18.75/hr.
$18.75/hour x 780 hours = $14,625
ENTER ON FORM:
$ 15.00*Hourly Wage
25%Fringe %
$ 3.75*Hourly Fringe ($15 x 25%)
$ 18.75Hourly Wage + Fringe ($15.00 + $3.75)
780*Total # of Hours on Project (20x 39 weeks)
$ 14,625Amount Requesting from BHA (automatically calculates)
*Enter into the Budget Template
Column G: Total Amount Requested from BHA
This column should reflect the amount(s) the agency is requesting from BHA for each employee working on the project.
Total Personnel Services (including fringe benefits)
This row should show the totals for each columns and reflect the total amount of Personnel Services costs the agency is requesting from BHA.
Contractors/Consultants (payments to third parties or entities)
This category should describe costs for subcontractors (persons not employed by the agency) needed to complete work on the Work Plan. This includes consulting and personal services subcontracts. The Description of Item should specify the need for the subcontractor, the selection process, the work to be performed, how costs were calculated and the expected deliverables. BHA may request copies of contractual and grant agreements or MOU/MOA's during the contract period. Subcontractors may not be pre-paid for services. All Subcontractor contracts must follow a cost reimbursement structure.
Column A: Contractor/Consultant
List the name of subcontractor
Example 1:New Hope
Column B: Description of Item
Example 1:New Hope: Project Towards No Drug Abuse Trainer
A contractor will be hired to conduct Project Towards No Drug Abuse training for 2 days with up to 15 participants from 3 area high schools. The contractor will be responsible for development and facilitation of training. A Request for Proposal will be developed to elicit contractors. Applications will be scored and selected based on reasonableness of cost and ability to meet stated criteria. The program staff members do not have the necessary skills to carry out the proposed work required as training skills are very specialized. Hiring a contractor is more feasible and cost effective than hiring a full-time employee for the first project year.
Column E: Rate and Column F: Quantity
Describe Rate in Column F and Quantity in Column G, if appropriate.
Describe rate in this column if appropriate.
RateQuantity
Example 1:New Hope$ 2,000.009
Column G: Total Amount Requested from BHA
This column should reflect the amount(s) the agency is requesting from BHA for each subcontractor.
Total
$ 18,000.00
Total Contractors/Consultants
This row should reflect the total amount of Contractors/Consultants costs the agency is requesting from BHA.
Total Request$ 18,000.00
Subaward
Per 2 CFR 200.92, “Subaward means an award provided by a pass-through entity to a subrecipient for the subrecipient to carry out part of a Federal award received by the pass-through entity. It does not include payments to a contractor or payments to an individual that is a beneficiary of a Federal program. A subaward is a legally binding agreement issued when a substantive portion of the sponsored project will be performed by another entity
This category is completed the same as Contractors/Consultants section above
Subawards in excess of $50,000 are to be modified from the Total Direct Cost
Travel
Travel expenses are allowable for only official functions. Reimbursement for such expense may not exceed economical and reasonable costs. Reimbursement may not exceed actual costs or per diem for staff members. Costs for official travel may not exceed the limits set by the Internal Revenue Services
Column A: Item
Example 1:Employee Training
Example 2:Community Meetings
Column B: Description of Item.
Example 1:CBT Training, 3 Staff (cost includes registration, training and transportation
Example 2:Meeting in the community as a resource for schools and shelters
Column E: Rate and Column F: Quantity
Describe Rate in Column E and Quantity in Column F, if appropriate.
RateQuantity
Example 1:Training$ 350.003
Example 2:Meeting$ 0.65400
Column G: Total Amount Requested from BHA
This column should reflect the amount(s) the agency is requesting from BHA for each travel line.
Total
Example 1:Training$ 1,050.00
Example 2:Meetings$ 260.00
Total Travel
This row should total Travel Expenses the agency is requesting from BHA.
Total Request$ 1,310.00
Supplies & Operating Expenses
Supplies and operating expenses may include, but are not limited to, rent, client costs, postage, office supplies, paid media, educational materials, and copying.
This column should list the item to be used in support of the Work Plan.
Column A: Item
Example 1:Employee Training
Example 2:Telephone/Internet
Column B: Description of Item
This is a description of the item(s) listed in Item Column. Use the Item Description Column to describe the rationale for the costs budgeted (how it will be used to advance the Work Plan) and how cost estimates are calculated.
Example 1:Employee TrainingCBT Training, 3 staff (cost includes registration, training and transportation)
Example 2:Telephone/InternetInternet/server access services and telephone services cost averages $206.19 per person x 1 staff.
Column E: Rate and Column F: Quantity
Describe Rate in Column E and Quantity in Column F, if appropriate.
RateQuantity
Example 1:Employee Training$ 350.003
Example 2:Telephone/Internet$ 206.1912
Column G: Total Amount Requested from BHA
This column should reflect the amount(s) the agency is requesting from BHA for each supply item.
Total
Example 1:Employee Training$ 1,050.00
Example 2:Telephone/Internet$ 2,474.28
Total Supplies & Operating Expenses
This row should total the Supplies & Operating Expenses the agency is requesting from BHA.
Requested Total$ 2,524.00
Total Direct Costs (TDC)
This row is the total of all Direct Costs the agency is requesting from BHA (Personnel Services, Contractors/Consultants, Travel and Supplies & Operating).
Modified Total Direct Costs (MTDC) per OMB 2CFR § 200
Modified Total Direct Costs are calculated by subtracting certain expenses from the TDC. This is calculated when a Contractor has selected the 15% Indirect Rate. Certain expenses include:
*Subcontracts in excess of $50,000: Include any dollar amount above $50,000 for one contractor.
*Rent: Include rent if listed under Operating as a direct expense.
*Equipment: Include equipment over $10,000 or with a long term lease.
*Other Unallowable Expenses: Include such items as tuition remission, charges for patient care, etc.…
Indirect Costs
Indirect costs will be paid according to the OMB Super Circular provision. Any non-federal entity (including a non-profit organization) shall use either the de minimis rate of 15% of modified total direct costs (MTDC) or an approved and negotiated indirect cost rate (federal or state approved rate.)
Column A: Item
Please reflect one of the Indirect Cost options for this section. Indirect Costs may be requested (1) using the agency's Federally Negotiated Indirect Cost Rate or (2) agency's State Negotiated Indirect Cost Rate or (3) 15%.
Column B: Description of Item (description is not necessary for the negotiated rate agreement)
Example: Using indirect cost rate that applies 15% of Modified Total Direct Costs.
Column F: Percentage
Enter the percentage that applies, the dollar amount will auto populate.
Total Request
This row should be the TOTAL of all expenses, revenue offset, including Indirect Costs that the agency is requesting from BHA for the project. The Total will round.

Budget Instructions

Budget Instructions

&P of revised: 02_02_2023

&P of revised: 02_02_2023

Budget Example

EXHIBIT B, FYxx ANNUAL BUDGET

BHA Program Behavioral Health Administration Programing

Agency NameABC Health CenterProgram Contact Name, TitleJane Smith, Project Coordinator
Phone303-888-5555
Emailjane.smith@abchealthctr.org
Budget Period07/01/2025-06/30/2026Fiscal Contract Name, TitleJohn Williams, Finance Director
Phone303-888-5556
Emailjohn.williams@abchealthctr.org
Project NameXYZ ProjectDate Completed7/30/2024
All budget numbers are estimates. Contract billing will be on a cost reimbursement basis for actual expenses incurred.
EXPENDITURE CATEGORIES
Personnel Services / Salaried EmployeesAnnual Budget
Position TitleDescription of WorkGross or Annual SalaryFringePercent of Time on ProjectTotal Amount Requested from BHA
Case ManagerResponsible for in-reach to Mental Health Hospitals and other acute hospitals, to develop care plans with clients to support the successful transition of clients to community placements.$ 50,000.00$ 8,087.00100%$ 58,087.00
Peer Support SpecialistSupport clients in all programs assist the clients in achieving their goals identified during the person centered planning process and during transition to the community.$ 58,000.00$ 11,555.005%$ 3,477.75
Project DirectorOversee and guide program improvements and partnership development.$ 70,000.00$ 14,690.0030%$ 25,407.00
Project AccountantPrepare and submit timely invoicing and required documentation.$ 60,000.00$ 13,252.0010%$ 7,325.20
ClinicianLead therapy groups and individual services, including recruiting new clients and coordinating engagement services.$ 62,000.00$ 12,133.005%$ 3,706.65
ClinicianComplete training to lead therapy groups and individual services, including recruiting new clients and coordinating engagement services.$ 58,000.00$ 11,529.0045%$ 31,288.05
$ - 0
$ - 0
Personnel Services / Hourly EmployeesAnnual Budget
Position TitleDescription of WorkHourly WageHourly FringeTotal # of Hours on ProjectTotal Amount Requested from BHA
Project AdministratorSupports Project Director with program administration.$ 15.00$ 3.75780.00$ 14,625.00
$ - 0
Total Personnel Service (including fringe benefits)$ 143,917.00
Contractors/Consultants (payments to third parties or entities)Annual Budget
Contractor NameDescription of WorkRateQuantityTotal Amount Requested from BHA
ABC ContractorTraining sessions for clinical team ($1500 per session)$ 1,500.005$ 7,500.00
Total Contractors/Consultants$ 7,500.00
SubawardAnnual Budget
Therapy Referral Group Inc.Collaborate as a primary referral partner and in quality improvement efforts on care coordination$ 110,000.001$ 110,000.00
Total Contractors/Consultants$ 110,000.00
TravelAnnual Budget
ItemDescription of ItemRateQuantityTotal Amount Requested from BHA
MileageMileage for transportation $0.54/mile estimated at 500mi/month for 12 months$ 0.546000$ 3,240.00
Client transportation accessAccess to clients for transportation to appointments, group sessions, and other project activities. Including bus passes, ride share, and other options deemed necessary by the project team.$ 150.00100$ 15,000.00
$ - 0
$ - 0
Total Travel$ 18,240.00
Supplies & Operating ExpensesAnnual Budget
ItemDescription of ItemRateQuantityTotal Amount Requested from BHA
Cell phones, hotspotsCell phones, hotspots for connectivity to facilitate project work while in the community and/or at clinic sites. $105/month.$ 105.0012$ 1,260.00
IT supplies and softwareTableau software ($750 per license)$ 1,500.002$ 3,000.00
Training MaterialsTraining materials (e.g., manuals, books, handouts, web courses, fidelity monitoring assessments and documents)$ 1,000.001$ 1,000.00
Clinical MaterialsClinical materials (e.g., printing for group handouts/worksheets, group therapy materials)$ 1,000.001$ 1,000.00
$ - 0
$ - 0
Total Supplies & Operating Expenses$ 6,260.00
TOTAL DIRECT COSTS (TDC)$ 285,917.00
Exclustions from Indirect Cost Base expenses per OMB 2CFR § 200
Subaward in excess of $50,000$ 60,000.00
Rent$ - 0
Equipment (over $10,000)$ - 0
Other Unallowable Expenses$ - 0
Total Expenses per OMB 2CFR § 200$ 60,000.00
MODIFIED TOTAL DIRECT COSTS (MTDC)$ 225,917.00
Indirect CostsAnnual Budget
Indirect CostDescription of ItemPercentageTotal Amount Requested from BHA
Drop Down BoxDescribe what the cost includes and the use of allowance
15% De Minimis RateABC Contractor does have a federally negotiated rate and utilized the de minimis 15% rate. Indirect costs include human resources, information systems, accounting and finance, grant management, quality and informatics, compliance, and other administrative supports.15%$ 33,887.55
$ 0.15
Total Indirect$ 33,888.00
TOTAL$ 319,805.00
The Parties may mutually agree, in writing, to modify the Budget administratively using an BHA Budget Reallocation form

EXHIBIT B

Page &P of revised: 04_12_2021

Page &P of revised: 04_12_2021

2 CFT § 200.92-Subaward means an award provided by a pass-through entity to subrecipient for the subrecipient to carry out part of a Federal award received by the pass-through entity . A subaward may be provided through any form of legal agreement, including an agreement that the pass-through entity considers a contract.

mailto:john.williams@abchealthctr.org Budget Exhibit B

EXHIBIT B, FY27 ANNUAL BUDGET

BHA Program

Agency NameProgram Contact Name, Title
Phone
Email
Budget Period07/01/2026-06/30/2027Fiscal Contract Name, Title
Phone
Email
Project NameDate Completed
All budget numbers are estimates. Contract billing will be on a cost reimbursement basis for actual expenses incurred.
EXPENDITURE CATEGORIES
Personnel Services / Salaried EmployeesAnnual Budget
Position TitleDescription of WorkGross or Annual SalaryFringe

ID#AAAAqs9XD14 Enter the total amount of fringe for the employee based on their annual salary. (2023-03-03 17:16:04) Do not use formula in cells Percent of Time on Project ID#AAAAqs9XD2Q Deborah J. Polk (2023-03-03 17:16:04) Enter the percentage of the employee's time spent on the project during the contract period.

ID#AAABHMzXV8U Jason Deal - BHA (2024-02-23 17:18:55) _Marked as resolved_ ID#AAABHMzXV8Y Jason Deal - BHA (2024-02-23 17:19:44)

_Re-opened_Total Amount Requested from BHA
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
Personnel Services / Hourly EmployeesAnnual Budget
Position TitleDescription of Work

ID#AAAAqs9XD18 Public Health & Environment (2023-03-03 17:16:04) Enter budget justification for the employee or position title. Justification should address the role and expected contribution of budgeted personnel.

If less than full FTE, indicate in the description the % FTE worked for your agency.

Describe how fringe is projected and what components are included (insurance, paid time off, pension, etc.). Hourly Wage ID#AAAAqs9XD2c Public Health & Environment (2023-03-03 17:16:04) Enter the employee's hourly wage.

Do not use a formula in this cell Hourly Fringe ID#AAAAqs9XD2I Public Health & Environment (2023-03-03 17:16:04) Enter the employee's hourly fringe amount (not the percentage). DO NOT use formulas in cells ID#AAAAqs9XD14 Enter the total amount of fringe for the employee based on their annual salary. (2023-03-03 17:16:04) Do not use formula in cells ID#AAAAqs9XD2Q Deborah J. Polk (2023-03-03 17:16:04) Enter the percentage of the employee's time spent on the project during the contract period.

ID#AAABHMzXV8U Jason Deal - BHA (2024-02-23 17:18:55) _Marked as resolved_ ID#AAABHMzXV8Y Jason Deal - BHA (2024-02-23 17:19:44)

_Re-opened_Total # of Hours on ProjectTotal Amount Requested from BHA
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
Total Personnel Services (including fringe benefits)$ - 0
Contractors / Consultants (payments to third parties or entities)Annual Budget
Contractor NameDescription of WorkRateQuantityTotal Amount Requested from BHA
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
Total Contractors/Consultants$ - 0
SubawardsAnnual Budget
Contractor NameDescription of WorkRateQuantityTotal Amount Requested from BHA
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
Total Subawards$ - 0
TravelAnnual Budget
ItemDescription of ItemRateQuantityTotal Amount Requested from BHA
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
Total Travel$ - 0
Supplies & Operating ExpensesAnnual Budget
ItemDescription of ItemRateQuantityTotal Amount Requested from BHA
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
$ - 0
Total Supplies & Operating Expenses$ - 0
TOTAL DIRECT COSTS (TDC)$ - 0
Exclusions from Indirect Cost Base expenses per OMB 2CFR § 200
Subaward in excess of $50,000$ - 0
Rent$ - 0
Equipment in excess of $10,000$ - 0
Other Unallowable Expenses$ - 0
Total Expenses per OMB 2CFR § 200$ - 0
MODIFIED TOTAL DIRECT COSTS (MTDC)$ - 0
Indirect Costs

ID#AAAAqs9XD2E Tatia M. Konnick (2023-03-03 17:16:04) Applicants requesting indirect must provide OBH with a copy of their Negotiated Federal Indirect Cost rate plan or their Negotiated State Indirect Cost rate plan or apply 15% to the Modified Total Direct Costs (MTDC).

OBH will honor federal negotiated rate agreements.

Refer to Cost Principles Exhibit and the OMB Super Circular for possible disallowed expenses.

ID#AAAAqs9XD18 Public Health & Environment (2023-03-03 17:16:04) Enter budget justification for the employee or position title. Justification should address the role and expected contribution of budgeted personnel.

If less than full FTE, indicate in the description the % FTE worked for your agency.

Describe how fringe is projected and what components are included (insurance, paid time off, pension, etc.).Annual Budget
Indirect CostDescription of ItemPercentageTotal Amount Requested from BHA
Drop Down BoxDescribe what the cost includes and the use of allowance
15% De Minimis Rateclient community room costs, other overhead - less than 15% to reach allowable amount$ - 0
ERROR:#DIV/0!
Total Indirect$ - 0
TOTAL Request$ - 0
The Parties may mutually agree, in writing, to modify the Budget administratively using an BHA Budget Reallocation form

Page &P of Revised: 04_06_2023

Page &P of Revised: 04_06_2023

2 CFT § 200.92-Subaward means an award provided by a pass-through entity to sub recipient for the sub recipient to carry out part of a Federal award received by the pass-through entity . A sub award may be provided through any form of legal agreement, including an agreement that the pass-through entity considers a contract.

Refer to Cost Principles Exhibit and the OMB Super Circular for possible disallowed expenses.

DO NOT use formulas in cells

Lkup

15% De Minimis Rate
Negotiated Federal Rate
Negotiated Colorado Rate
N/A

image1.png image2.png

File details come from the government source that posted it. Updated .