SSP Example Applicant Budget (Resource Only).xlsx

Tab 3 Budget Worksheet Fiscal Year 2023 (FY23) Shelter and Services Program

Instructions for Preparing the Application Budget Budget Narrative: Please state Budget Narrative information in the Item description fields below. Make sure to include a brief description of how your organization plans to use award funding to meet the goals and objectives of the program for each budget Category ("Activity" as referred to in FEMA GO) and each Line Item ("Cost Item" as referred to in FEMA GO). You should also include in the Item Description field the calculation you used in columns D–G to formulate your costs.

Budget Details: Make sure to clearly state quantities, unit prices, hourly rates, number of hours/days/months and any other descriptors that help account for the Category (Activity), Line Item (Cost Item), and total federal project costs as indicated below. For items that are for subrecipients, please identify the name (may be abbreviated, so long as it is identifiable) of the subrecipient for each line item associated with that subrecipient. (Example: "Subrecipient XYZ - Linen Sheets, QTY 50 per month, Funded for 6 months, subtotal: $3,000.00"). The more information that is included with each proposed line item, the more it will help determine allowable costs that align with the Shelter and Services Program guidelines.

Reminder: SSP makes federal funds available to enable non-federal entities to off-set allowable costs incurred for services associated with noncitizen migrant arrivals in their communities, within the project period, according to program requirements. All costs charged to awards covered by this NOFO must comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements at 2 C.F.R.

Part 200, unless otherwise indicated in the NOFO, or the terms and conditions of the award.

For more information on FY 2023 SSP program requirements, including allowable costs and funding use restrictions, please click here to find the following:

The Department of Homeland Security (DHS) Notice of Funding Opportunity (NOFO) Fiscal Year 2023 Shelter and Services Program https://www.fema.gov/grants/preparedness/shelter-services-program/

For SSP-specific questions or questions related to this application, please e-mail fema-ssp@fema.dhs.gov.

Shelter

Sample Budget Narrative Language: We will provide sleeping arrangements for 500 eligible noncitizen migrants, for 6 months, 7 nights a week. To accomplish this we need to purchase 500 beds at a cost of $100 a bed.

Entity uses two congregate shelters.

Shelter A can shelter a maximum of 150 asylum seekers per night. Entity has budgeted allowable primary shelter costs at $13,051/month. This monthly total is based on recent actuals, detailed by line item in the table below.

Shelter B can shelter a maximum of 350 asylum seekers per night. Entity has budgeted allowable primary shelter costs at $136,914/month. This monthly total is based on recent actuals, detailed by line item in the table below.

In addition to the two congregate shelters listed above, Entity will use available non-congregate hotel/motel shelter support. Entity will ensure it complies with the not to exceed (NTE) 5% rate of total funding allocation as stipulated in Notice of Funding Opportunity. Entity will also comply with NTE room rates set by the U.S. General Services Administration (GSA). Because 2024 rates are not yet available, Entity used the NTE GSA 2023 rates to forecast NTE GSA 2024 hotel room rates.

Requirements for Overnight Congregate Facility Allowable Costs:

Per diem per noncitizen migrant sheltered in an overnight congregate facility; applicants can request full per diem on the first and last days of any multiday stay (rate cannot exceed $12.50 per noncitizen migrant per day) OR rental costs of real property used for providing services covered under SSP.

Requirements for Hotel/Motel Allowable Costs:

Hotel/motel service provided for 45 days per individual or family (hotel/motel service cannot exceed 10% of the total funding requested by the applicant).

Hotel/motel room costs used to provide services should be reasonable based on the rate set by the U.S. General Services Administration (GSA) for the location plus necessary taxes and fees, or to the extent the costs do not exceed charges normally allowed by the applicant in its regular operations.)

Other allowable lodging related activities/costs include:

• Cots and beds, including pillows

• Temporary structures (e.g., tents)

• Linens (e.g., sheets, towels, wash cloths)

• Overnight shelter utilities (electricity, gas, water) (rate cannot exceed $10 per noncitizen migrant served per day)

• Non-overnight facility utilities (electricity, gas, water) (rate cannot exceed $5 per noncitizen migrant served per day)

• Maintenance and housekeeping (e.g., repair and cleaning supplies, shower maintenance)

• Contracted Services (e.g., security, laundry, trash pickup, cleaning services)

Subtotal Requested Amount for Other Allowable Lodging Related Activities

Food

Covers both direct food/meal-supportive purchases for noncitizen migrants recently released by DHS and indirect support of noncitizen migrants recently released by DHS by giving food/meal supportive items to other agencies that provide the direct services. Please indicate "Direct" or "Indirect" in the item description.

Other allowable Food related activities/costs include:

• Storage containers to separate bulk food purchases.

• Utensils (e.g., plates, forks, knives).

• Cookware (e.g., pots, pans).

• Maintenance and housekeeping (e.g., repair and cleaning supplies).

• Contracted Services (e.g., security, trash pickup, cleaning services).

Subtotal Requested Amount for Other Allowable Food Related Items/Costs $ 201,040.00

Transportation

TRANSPORTATION SUBCATEGORY: TRANSPORTATION FROM DHS RELEASE LOCATION TO SHELTER

AND SERVICES PROVIDER LOCATION

Entity procures transportation services to provide transport for asylum seekers. For FEMA-SSP subcategory costs detailed in the three tables below, please note that our vendors use charter buses (up to 56 passengers), converted school buses (up to 47 passengers), mini coaches (up to 37 passengers), or minivans (up to 17 passengers), depending on what pick-up numbers are communicated by DHS agencies to Entity. Please also note that each of the three tables below provide details for three different pick-up routes that fall within the definition of the SSP NOFO transportation subcategory. Entity procures transportation services to provide transport for asylum seekers. For FEMA-SSP NOFO transportation subcategory costs detailed in the table below, note that vendors use charter buses (up to 56 passengers), converted school buses (up to 47 passengers), mini coaches (up to 37 passengers), or minivans (up to 17 passengers), depending on the number of asylum seekers transported. TRANSPORTATION SUBCATEGORY: TRANSPORTATION FROM SERVICE PROVIDER TO TRANSPORTATION HUB Entity provides its public bus transportation service to help transport asylum seekers to Airport each day. The buses pick up asylum seekers at our two congregate shelters as well as hotels. SUBCATEGORY: TRANSPORTATION FROM SERVICE PROVIDER TO TRANSPORTATION HUB Entity procures transportation services to provide transport for asylum seekers. For FEMA-SSP NOFO transportation subcategory costs detailed in the table below, please note the Entity uses a competitively procured taxi service to facilitate transport to transportation hubs including the Airport. TRANSPORTATION SUBCATEGORY: ONWARD TRAVEL The total onward travel budget in the table below is less than the NTE 10% ceiling. Additionally, the airfare cost detailed complies with the NTE 5% threshold.

Eligible transportation expenses from DHS facility to shelter include charter bus, taxi, mileage, etc. (mileage rate cannot exceed current GSA federal rate).

Rental/lease of multi passenger vans used only for the purpose of transportation of noncitizen migrants from DHS facility to shelter and service provider location.

Long distance transportation includes air, bus, or train expenses to move families and individuals within 45 days of their release by DHS to another city or state.

Only coach class fares are eligible when providing long distance transportation.

If tickets are purchased for individuals, airfare cannot exceed $700 per ticket.

• Transportation used must be the most cost-effective form

• Any form of contracted transportation services must meet the procurement standards in 2 C.F.R. Part 200.

• International transportation is not eligible to provide services for families and individuals within 45 days of their release by DHS, only services provided within the United States are allowed.

• Charter bus and other forms of grouped transportation should operate at a minimum of 75% capacity.

• Rideshare expenses may be included to move families and individuals between recipients even if not to their onward destination.

• If rideshares are purchased for individuals, total mileage cannot exceed 50 miles per ride

• All fares must be coach class on a commercial airline or train; any form of “luxury” transportation is not eligible (e.g., business or first class, limousine services, etc.).

• Parking (e.g., local street, airport).

• Interstate bus chartering is defined as the contracting of transportation, typically a bus, travelling from one state to another state. While this resource has the potential to be used effectively, interstate bus chartering can present severe humanitarian challenges for families and individuals released by DHS if implemented improperly and may result in transport to other states with no information or support, severe medical challenges, or misinformation about available resources at their destination.

o For interstate bus chartering to be considered an eligible expense, applicants must provide documentation of coordination, communication, and affirmative confirmation with a receiving jurisdiction or organization.

o Coordination includes, but is not limited to, a minimum of 48-hour (distance permitting) notice before arrival.

o An identified arrival time and location that is suitable for the receiving jurisdiction.

o A certification that all passengers are noncitizen migrants who have been released by DHS within the preceding 45 days.

o The identification of any critical unmet needs.

• The chartering of aircraft, watercraft, or other vehicle not specifically stated in this guidance is ineligible.

• If an individual within 45 days of their release by DHS presents themselves or is observed to have acute or severe medical issues, those must be addressed before engaging in long-distance travel or the associated charter will be considered ineligible.

Acute Medical Care

Examples of DME include: bariatric cots, wheelchairs, wheelchair ramps, walkers, commodes, toilet seats, IV-Poles, canes, crutches, handheld shower, shower chair, transfer boards, gait belt, gravity feeding set, assistive listening devices, headset, magnifying glass, communication cards, adaptive eating devices, bedside commode, elevated toilet seat, 3-in-one commode, shower mat non-slip, digital infrared thermometer, seated (Bariatric) walker, comfort box, small refrigerator for medications.

Subtotal Requested Amount for Lab testing

Personal Hygiene Supplies

Labor for Primary Services

Personnel necessary to manage cases to provide these services (coordinating initial transportation and onward destination movement).

Training for primary services (e.g., CDL-P training).

Staff time for primary services.

Secondary Services: Renovations or modifications to existing facilities

• Applications that include funding requests for renovations or modifications to existing facilities cannot exceed $250,000 for the entire application budget.

• SSP funding may only be used for those parts of the facility that are directly associated with providing services to noncitizen migrants released from DHS custody.

• Funding can be used for:

o Improvements to expand capacity and services and to address safety concerns. Renovations and modifications to existing facilities cannot change the existing footprint of the facility.

• Repairs to facilities to provide services (e.g., update bathroom/renovate kitchen) to make them safe and sanitary or compliant with local codes.

• Planning costs to support the SSP renovations or modifications to existing facilities are allowable. These planning activities include the following:

o Develop plans, protocols, or procedures for the operation and use related to new capabilities as a result of the renovations or modifications to existing facilities;

o Conduct physical security assessments;

o Analyze design and implementation of protection system (e.g., fire protection and suppression, atmospheric filtration, explosives mitigation) for renovations or modifications to existing facilities.

• Obtaining permits and completing inspections which are necessary for specified improvements.

Secondary Services: Clothing

Secondary Services: Outreach Information

Secondary Services: Translation Services

Secondary Services: Labor for Secondary Services

• Training for secondary services

• Staff time for secondary services

Management and Administration

(FEMA GO Crosswalked to Secondary Services: Other) **Please note Management & Administration is not a secondary service but should be entered into FEMA GO as a secondary service cost.**

Budget Narrative: Please describe how the funding will be used across the budget line items. Make sure to account for quantities, unit prices, hourly rates, number of hours/days/months and any other descriptors that help account for the overall cost.

Management & Administration costs are allowable and do not count as a primary or secondary service.

mailto:fema-ssp@FEMA.dhs.gov?subject=SSP%20Application%20Questionshttps://www.fema.gov/grants/preparedness/shelter-services-program/fy-23-nofohttps://www.fema.gov/grants/preparedness/shelter-services-program/