Exhibit_N_-_Itemized_Service_Budget__ISB_.xlsx
XLSX spreadsheet 92 KB Posted
- Attached to
- Master Agreement AZ|CTR066287
- Contract number
- CTR066287
- Issued by
- Arizona
About this file
This document is an Itemized Service Budget (ISB) form for an Emergency Solutions Grants (ESG) program contract, designed for a state-level agency (ADES - Arizona Department of Economic Security) covering the contract period from July 1, 2023, through June 30, 2024. The ISB provides a comprehensive budgeting template for homeless services organizations to detail their anticipated expenses and revenue sources across multiple service categories.
The contract covers four primary service codes: Street Outreach (O), Emergency Shelter (S), Rapid Re-housing (R), and Homeless Prevention (HP). The budget template allows organizations to itemize costs across nine distinct categories, including personnel expenses, housing vouchers, stabilization assistance, essential services, shelter operations, HMIS expenses, and indirect costs. The document enables providers to break down total service costs and specific costs to be charged to ADES, with a requirement to account for all revenue sources. The form is designed to ensure costs are allowable, allocable, reasonable, and eligible, with specific guidelines for each budget category and provisions for local governments to request up to 7.5% in administrative costs.
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ISB Instructions An Itemized Service Budget (ISB) for the first contract period anticipated from July 1, 2023 through June 30, 2024, as follows:
* Utilize the ISB form to identify Total Service Costs and ADES Costs allocated to the Service Delivery Area. Total Service Cost column is to be utilized to account for all expenses involved in carrying out the service. ADES Cost column is to be utilized to account for only the expenses that an Offeror will be charging to ADES to carry out the service.
* Ensure that costs are allowable, allocable, reasonable, and eligibile for the delivery of the service(s) (See Scope of Work, Section 7 Payment for Services);
* Place a zero (0) in the column(s) for any budget category where no costs are anticipated;
* Breakout the costs under each budget category;
* Identify all revenue sources (Offeror is to list out all the revenue sources include ADES and the amounts they are receiving from each source to provide this service); and
* Utilize the information in the following table to determine appropriate costs for each budget category.
| BUDGET CATEGORY | ALLOWABLE TYPES OF COSTS |
| 1. Total Personnel & Employee Related Expenses for Direct Services | · Compensation directly related to carrying out the activities of the identified Service Code as well as other costs such as insurance, workers compensation, etc. |
· FTE Level: Is the percentage of an employee's time that will be allocated to the contracted service. For example if you have an eligibility specialist that works with different programs, you may estimate as an example that the employee spends 30% of their time providing the contracted service, therefore the FTE level would be .3 on the budget.
· Applicant’s fringe benefits to employees, including but not limited to: Social Security (FICA); unemployment insurance; worker’s compensation; health and life insurance; and retirement (Apply only to that portion of employees’ salaries directly related to the agreement.)
| 2. Total Housing Vouchers For Rapid Re-Housing & Homeless Prevention | Short term rental assistance = Fair Market rent and utility payments up to 100 percent for up to three months. Medium-term rental assistance less up to 30 percent of client income, whichever provider payment is less, contingent upon quarterly client re-assessment and income verification. Payment of rental arrears consists of a one-time payment for up to 6 months of rent in arrears, including late fees. | |
| 3. Total Rapid Re-Housing and/or Homeless Prevention Stabilization & Financial Assistance | Housing inspections, assessment of housing in compliance with ESG requirements (i.e., FMR/rent reasonableness, habitability standards, lead based paint evaluation), rental application fees, security deposits, last month's rent, utility deposits, payments of utility arrears for up to six (6) months, legal fees for landlord/tenant matters, credit repair, transportation, miscellaneous moving expenses to include truck rental, to support homeless individuals and families in order to move participant as quickly as possible into permanent housing and to achieve stability in that housing or achieve stability in current housing. These are non-employee expenses. | |
| 4. Essential Services For Emergency Shelter | Case Management, child care, education services, emergency health and mental health services, employment assistance and job training, life skills training, transportation, Substance abuse treatment services and services for special populations (e.g., services for people living with HIV/AIDS, homeless youth, and victim services). These are non-employee expenses. | |
| 5. Essential Services for Street Outreach | Engagement, case management, emergency health and mental health services, and transportation. | |
| 6. Total Shelter Operations Expenses | Maintenance, rent, security, fuel, equipment, insurance, utilities, food, furnishings, supplies necessary for operation of a Emergency Shelter. Eligible costs may also include hotel/motel vouchers for individuals or families experiencing homelessness when congregant Emergency Shelter is unavailable. | |
| 7. HMIS Expenses | Purchasing or leasing computer system equipment, obtaining technical support; paying a portion of utilities, and high-speed data transmission necessary to operate or contribute data to the HMIS; paying salaries for operating HMIS, i.e. data entry, monitoring and reviewing data quality, and data analysis | |
| 8. Indirect Costs | Costs incurred for the benefit of multiple programs, functions, or other cost objectives, and therefore, cannot be identified readily and specifically with a particular program or other cost objective. Indirect costs typically support administrative overhead functions such as fringe benefits, accounting, payroll, purchasing, facilities management, utilities, etc. If the Offeror elects to use a federally negotiated indirect cost rate, they must provide a copy of the rate agreement with the ISB. If the subrecipient elects to use the 10% de Minimus rate for indirect costs, they must complete and submit the Certification of De Minimis Indirect Cost Rate form. | |
| 9. Admin Costs | ||
| **Local Governments Only** | Only Local Governments may request up to 7.5% in Administrative Costs. May use for the payment of administrative costs related to the planning and execution of ESG activities. This does not include staff and overhead costs directly related to carrying out activities eligible under § 576.101 through § 576.107, because those costs are eligible as part of those activities. Eligible administrative costs include: 1) General management, oversight and coordination, 2) Training on ESG requirements, 3) Consolidated plan, 4) Environmental review. For specific requirements and eligible costs, see 24 CFR Part 576.108 |
Budget
| EXHIBIT N |
| ITEMIZED SERVICE BUDGET |
| CONTRACT SERVICE(S): | ORGANIZATION: |
| CONTRACT PERIOD: 7/1/2023 - 6/30/2024 | CONTRACT NUMBER: TBD |
| SERVICE CODES: O = Street Outreach S = Emergency Shelter R = Rapid Re-housing HP = Homeless Prevention |
| 1) TOTAL PERSONNEL & EMPLOYEE RELATED EXPENSES FOR DIRECT SERVICES (One Service Code Per Line) | ||
| Compensation directly related to carrying out the activities of the identified Service Code as well as other costs such as insurance, workers compensation, etc. | ||
| TOTAL FTE Level | Service Code | |
| (O, S, R, HP) | Position Title & Description | |
| ONLY include personnel who provide direct services or support | TOTAL COST | ADES COST |
| TOTAL # of FTEs: | TOTAL: | 0.00 | 0.00 | ||
| 2) HOUSING VOUCHERS FOR RAPID RE-HOUSING & HOMELESS PREVENTION | |||||
| Short term rental assistance = Fair Market rent and utility payments up to 100 percent for up to three months. Medium term rental assistance less up to 30 percent of client income, whichever provider payment is less, contingent upon quarterly client re-assessment and income verification. Payment of rental arrears consists of a one-time payment for up to 6 months of rent in arrears, including late fees. | |||||
| Service Code | |||||
| (R, HP only) | Item/Basis | TOTAL COST | ADES COST |
| TOTAL: | 0.00 | 0.00 | |||
| 3) TOTAL RAPID RE-HOUSING AND/OR HOMELESS PREVENTION STABILIZATION & FINANCIAL ASSISTANCE: | |||||
| Housing inspections, assessment of housing in compliance with ESG requirements (i.e., rent reasonableness, habitability standards, lead based paint evaluation), rental application fees, security deposits, last month's rent, utility deposits, payments of utility arrears for up to six (6) months, legal fees for landlord/tenant matters, credit repair, transportation, miscellaneous moving expenses to include truck rental, to support homeless individuals and families in order to move participant as quickly as possible into permanent housing and to achieve stability in that housing or achieve stability in current housing. These are non-employee expenses. | |||||
| Service Code | |||||
| (R, HP only) | Item/Basis | TOTAL COST | ADES COST |
| TOTAL: | 0.00 | 0.00 | |||
| 4) TOTAL ESSENTIAL SERVICES FOR EMERGENCY SHELTER | |||||
| Case Management, child care, education services, employment assistance, life skills training, transportation, and services for special populations (e.g., services for people living with HIV/AIDS, homeless youth, and victim services). These are non-employee expenses. | |||||
| Service Code | |||||
| (S only) | Item/Basis | TOTAL COST | ADES COST |
| TOTAL: | 0.00 | 0.00 | |||
| 5) TOTAL ESSENTIAL SERVICES FOR STREET OUTREACH | |||||
| Engagement, case management, emergency health and mental health services, and transportation. | |||||
| Service Code | |||||
| (O) only | Item/Basis | TOTAL COST | ADES COST |
| TOTAL: | 0.00 | 0.00 | |||
| 6) TOTAL SHELTER OPERATIONS EXPENSES | |||||
| Maintenance, rent, security, fuel, equipment, insurance, utilities, food, furnishings, supplies necessary for operation of a Emergency Shelter. Eligible costs may also include hotel/motel vouchers for individuals or families experiencing homelessness when congregant Emergency Shelter is unavailable. | |||||
| Service Code | |||||
| (S only) | Item/Basis | TOTAL COST | ADES COST |
| TOTAL: | 0.00 | 0.00 | ||
| 7) HMIS EXPENSES | ||||
| Purchasing or leasing computer system equipment, obtaining technical support; paying a portion of utilities, and high-speed data transmission necessary to operate or contribute data to the HMIS; paying salaries for operating HMIS, i.e. data entry, monitoring and reviewing data quality, and data analysis; training including costs of travel to attend HUD-sponsored and HUD-approved training on HMIS; paying participation fees charged by the HMIS Lead, if the subrecipient is not the HMIS Lead. | ||||
| Item/Basis | TOTAL COST | ADES COST |
| TOTAL: | 0.00 | 0.00 | |||
| 8) INDIRECT COSTS | |||||
| Please review HUD's Indirect Cost Toolkit for guidance on Indirect Costs and the Emergency Solutions Grants (ESG) program. Copy and paste the link into your browser: https://files.hudexchange.info/resources/documents/Indirect-Cost-Toolkit-for-CoC-and-ESG-Programs.pdf. Your agency is responsible for under-standing how Indirect Costs are calculated and charged under the ESG program. If your agency is billing a Federally-Negotiated Indirect Cost Rate, your agency must provide a copy of the rate agreement with the ISB. | |||||
| Service Code | |||||
| (O, S, R, HP) | Indirect Cost Rate | ||||
| 10% de minimus rate, Federally negotiated rate, or other | TOTAL COST | ADES COST |
TOTAL: 0.00 0.00
| 9) ADMIN COSTS **ONLY LOCAL GOVERNMENTS MAY REQUEST ADMIN - NOT REQUIRED** | |||
| Only Local Governments may request up to 7.5% in Administrative Costs; it is not required. May use for the payment of administrative costs related to the planning and execution of ESG activities. This does not include staff and overhead costs directly related to carrying out activities eligible under § 576.101 through § 576.107, because those costs are eligible as part of those activities. Eligible administrative costs include: 1) General management, oversight and coordination, 2) Training on ESG requirements, 3) Consolidated plan, 4) Environmental review. For specific requirements and eligible costs, see 24 CFR Part 576.108 | |||
| Admin % and Basis | |||
| (ONLY UP TO 7.5% OF THE AWARD) | TOTAL COST | ADES COST |
TOTAL: 0.00 0.00
Total Costs by Above Budget Categories 0.00 0.00
| TOTAL COST | ADES COST | ||
| 8) | Manually Calculate Total Street Outreach (O) COST |
9) Manually Calculate Total Shelter Operations (S) COST
10) Manually Calculate Total Rapid Re-housing (R) COST
11) Manually Calculate total Homeless Prevention (HP) COST
12) Total HMIS COST 0.00 0.00
13) **LOCAL GOVERNMENTS ONLY** Total ADMIN COST 0.00 0.00
14) TOTAL COSTS BY SERVICE CODES: 0.00 0.00
| 14) | REVENUE SOURCES: | TOTAL COST | ADES COST | |
| ADES-HOMELESS | 0.00 | 0.00 | ||
| Government Funding - City | 0.00 | |||
| Government Funding - County | 0.00 | |||
| Government Funding – State (Do not include ADES Homeless Program funding listed above) | 0.00 | |||
| Gov. Funding - Federal | 0.00 | |||
| Foundation & Corporate Support | 0.00 | |||
| United Way | 0.00 | |||
| Contributions / Donations | 0.00 | |||
| Special Events / Fundraising | 0.00 | |||
| Legacies / Bequests / Investments | 0.00 | |||
| Program Service Fees & Reimbursements | 0.00 | |||
| In-Kind Support | 0.00 | |||
| Other Revenue* | 0.00 | |||
| * Identify Other Revenue Sources Here | TOTAL REVENUE*: | 0.00 | 0.00 | |
| *Total Revenue must equal the Total Cost |
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