Suggested Budget Template 2021.05.07.xlsx

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Improving Community Health through Microbial Source Tracking
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EPA-GM-2021-MIST
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1. Budget Guidelines

BUDGET GUIDELINES
In addition to the budget information required on the SF-424A, applicants must provide the following three elements as part of the budget submission:
A.Summary Budget (using the OMB cost categories, see SF-424A)
B.Detailed Line Item Budget (Direct and Indirect Costs)
C.Budget Narrative
For EPA budget development resources, please see:
EPA RAIN-2019-G02
Interim General Budget Development Guidance for Applicants and Recipients of EPA Financial Assistance
Summary Budget (TAB 3, autofills from Tab "4. Detailed Budget")
Detailed Line Item Budget (TAB 4)
A budget table must be provided that identifies major costs associated with the application in an easily understandable format (in Microsoft Excel or similar spreadsheet format).
Where possible, the budget table should link expenses to tasks and deliverables from the project description.
Budget resources necessary for completing a QAPP, if applicable, sharing project information broadly, and reporting progress, should be included.
The budget should be for the entire project period. Successful applicants may be asked to provide a year-by-year budget breakdown for every budget category.
Utilizing the suggested budget table template is strongly encouraged or you risk the possibility of information being left out by you as the applicant, or overlooked, or not fully comprehended by the reviewers when the project is scored.

Tab 2 is an example of the required line item budget. To create your own line item budget, please edit Tab 4 to reflect all planned expenditures. Enter project specific information in the yellow cells and the spreadsheet will autocalculate. Additional lines are available in tabs 5 and 6 if needed.

Budget Narrative
The budget narrative should provide narrative description of costs not easily understandable in the budget table or that require additional information. Common examples where this is necessary are: 1) description of the roles and responsibilities of personnel, 2) description of what supplies will be used for, 3) description of why the purchase of equipment is preferable to rental of equipment 4) providing contract details such as whether it will be sole source or competed and why that choice was made; and 5) description of activities of a Subawardee, etc.

Sample language and other helpful hints below.

1. Personnel
EXAMPLE:
The Program Director will provide daily oversight of the grant, including fiscal and personnel management, community relations, and project development and evaluation during the project period.
The Program Coordinator will coordinate project activities, including training, communication, data collection, and information dissemination.
Insert additional project positions as needed.
2. Fringe Benefits
EXAMPLE:
Fringe Benefits: The fringe rate of ___% covers (insert what your fringe covers – ex. basic retirement benefits and workers’ compensation insurance) for the (insert positions here).
3. Travel
Describe additional travel details not included in the budget table. Include a brief description or reference to project narrative for which tasks/portions of the project the travel will support or why travel is required to accomplish specific project goals.
4. Equipment
Include a cost analysis that compares leasing, renting, or purchasing this type of equipment with rational on the most efficient use of resources.
EXAMPLE:
Equipment: _______ for one _______ to accomplish task 4.b. To accomplish this goal the equipment requires the following specifications... Three companies were found to have the product and specifications required. Costs were determined after requesting quotes from these companies including retal and leasing options. Equipment will be procured following organizations procurement guidelines by requesting quotes and allowing time for bids from multiple sources. Procurement of the _______ equipment will be in accordance with 2 CFR Part 200.
5. Supplies
Include a brief explanation of why the supplies proposed are necessary to the project. Categorize by major supply categories (e.g. Office supplies, computing devices, monitoring equipment). Services associated with supplies, such as rental costs for computing devices, should be included in the “Other” category.
EXAMPLE:
Supplies:
Office supplies (including paper, ink, etc) will enable _______
Education and outreach supplies (including ______ ) will enable
Water monitoring consumables (including buffer, etc) to complete water quality monitoring identified in task __
Sonde replacement tips (including pH, etc) to ensure functional tips for wq monitoring identified in task ___
6. Contractual
Recipients use procurement contracts to acquire property (including intellectual property such as software licenses) and services needed to carry out the EPA funded project or program.
Contractual services (including those provided by consultants) are those services to be provided by an individual or organization, other than the recipient’s own employees, that establish a contractual relationship as described at
2 CFR 200.330(b) and Appendix A of EPA’s Subaward Policy.
Transactions between recipients and for-profit firms or individual consultants are in almost all cases procurement contracts subject to the
2 CFR Part 200 Procurement Standards (2 CFR 200.317 through 200.326)
competition requirements rather than subawards, which generally may be awarded without competition.
Speaker fees (including “honoraria” and travel expenses for non-employees), standalone contracts for audio-visual services and costs for hiring transportation services (vehicles and drivers) at conferences, meetings, workshops and similar events should be classified as contractual.
Facility rental costs are classified as “Other” and may include audio-visual and catering services if these services are provided through the facility. Personal vehicle rental costs for employees in travel status are typically considered travel expenses.
The applicant’s work plan and budget narrative should explain why contracting is appropriate for the project.
a. The applicant should list the proposed contract activities along with a brief description of the scope of work or services to be provided, proposed duration, and proposed procurement method (competitive or non-competitive) in its budget narrative.
b. EPA does not require applicants to identify contractors (including consultants) in the work plan, and the terms of EPA’s competitive announcements warn applicants not to do so unless they have already complied with the 2 CFR Part 200 Procurement Standards. Refer to the Sole Source Guidance in Subsection C. 3. Of the
Interim General Budget Development Guidance for Applicants and Recipients of EPA Financial Assistance
EXAMPLE:
A ___ is needed to accomplish _____ in task 1.b. Costs in this category were determined based on several site visits with professionals, quote requests over the phone, consultation with local contractors who have performed similar projects, and online price sheets. Contractor will be selected in accordance with 2 CFR Part 200.
Non-competitive: ________ was selected as a sole-source recipient because it is the only organization in the area with the scientific credentials, staff, and mission that matches the needs of our project.
7. Construction
Construction costs are not allowable and should not be included
8. Other
This category must include only those types of direct costs that do not fit in any of the

specific budget categories. Examples of costs that may be in this category are:

1. Insurance and indemnification 2 CFR 200.447.

2. Telephone service and utilities.

3. Occasional document reproduction at local copying centers.

4. Capitalization funding for revolving loan programs.

5. Third party in-kind contributions towards cost share 2 CFR 200.306.

6. Tuition remission and scholarships under agreements with educational institutions.

7. Transactions between recipients and Federal agencies.

8. Rental/lease of equipment, office space, and meeting or conference facilities (additional guidance in Subsection C, below).

9. Participant support costs (additional guidance in Subsection D, below).

10. Subawards (additional guidance in Subsection E, below).

11. Land acquisition costs when authorized under the financial assistance program.

Additional guidance on the types listed above may be found in Section VIII of the
Interim General Budget Development Guidance for Applicants and Recipients of EPA Financial Assistance
Items should be grouped by type (listed above).
Each sub-award (or sub-grant) should be described (i.e., description of activities to be performed, method of selection) and the amount of award included.

Definition of Participant Support Costs: Participant support costs means direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences, or training projects. Please see EPA’s Interim General Budget Development Guidance for more information.

EXAMPLE:
Subaward - ________ will receive a sub-award and will be responsible for the activities identified in Tasks ___ & _____. Sub-award will be managed in accordance with 2 CFR Part 200.
Participant support costs are requested, including:
· refreshments and meals for training events: (specify amount for each training event and estimated number of individuals)
· transportation of participants to training: (specify type of transportation, amount and estimated number of individuals that will be covered)
Printing - Printing of outreach and communications materials at local copying center

http://www.ecfr.gov/cgi-bin/text-idx?SID=13ba9427d76d0457687883925c3868e9&mc=true&node=se2.1.200_1330&rgn=div8https://www.ecfr.gov/cgi-bin/retrieveECFR?gp=&SID=59c61d73f2f2c154641e7339a7ea5360&mc=true&n=pt2.1.200&r=PART&ty=HTMLhttps://www.epa.gov/sites/production/files/2019-05/documents/applicant-budget-development-guidance.pdfhttps://www.epa.gov/grants/rain-2019-g02https://www.epa.gov/sites/production/files/2019-05/documents/applicant-budget-development-guidance.pdfhttps://www.epa.gov/sites/production/files/2019-05/documents/applicant-budget-development-guidance.pdf

2. Detailed Budget Example

LINE ITEM BUDGET
Gulf of Mexico Division
RFA Example Budget
12/1/20 - 12/30/22
Unit CostRequested Federal FundsRequested Federal Funds
UnitNumberAmountRateBaseRate
APersonnel Positionunit name# unitssalary per unit% effortBFringe Benefits
A.1Year 1B.1Year 1
A.1.1Principal Investigatormonths5.5$ 4,592.30100.0%$ 25,257.65B.1.1Principal Investigator$ 25,257.6528.00%$ 7,072.14
A.1.2Co-PImonths2$ 7,459.00100.0%$ 14,918.00B.1.2Co-PI$ 14,918.0028.00%$ 4,177.04
A.1.3Technicianmonths12$ 3,632.0030.0%$ 13,075.20B.1.3Technician$ 13,075.2039.00%$ 5,099.33
A.1.4Graduate Studentsmonths12$ 2,392.00100.0%$ 28,704.00B.1.4Graduate Students$ 28,704.0018.40%$ 5,281.54
A.1.5$ - 0B.1.50$ - 0$ - 0
A.2Year 2B.2Year 2
A.2.1Principal Investigator (3%COLA)months5.5$ 4,729.76100.0%$ 26,013.68B.2.1Principal Investigator (3%COLA)$ 26,013.6829.90%$ 7,778.09
A.2.2Co-PI (3%COLA)months2$ 7,682.77100.0%$ 15,365.54B.2.2Co-PI (3%COLA)$ 15,365.5429.90%$ 4,594.30
A.2.3Technician (3%COLA)months12$ 3,740.9630.0%$ 13,467.46B.2.3Technician (3%COLA)$ 13,467.4640.00%$ 5,386.98
A.2.4Graduate Students (3%COLA)months12$ 2,463.76100.0%$ 29,565.12B.2.4Graduate Students (3%COLA)$ 29,565.1218.60%$ 5,499.11
A.2.5$ - 0B.2.50$ - 0$ - 0
A.3Year 3B.3Year 3
A.3.1$ - 0B.3.10$ - 0$ - 0
A.3.2$ - 0B.3.20$ - 0$ - 0
A.3.3$ - 0B.3.30$ - 0$ - 0
A.3.4$ - 0B.3.40$ - 0$ - 0
A.3.5$ - 0B.3.50$ - 0$ - 0
Total Personnel (tab 4. Additional Lines)$ - 0Total Fringe (tab 4. Additional Lines)$ - 0
Subtotal Personnel$ 166,367Subtotal Fringe Benefits$ 44,889
CTravelunit# unitsunit costtotal per triptrip multiplierDescription of multiplierTotal
C.1Travel to attend technical meeting in Gulfport, MS to meet with stake holders and present project findings
C.1.1AirfareFlights1$ 300.00$ 300.0033 plane tickets$ 900.00
C.1.2Meals and Incidentalsdays4.5$ 60.00$ 270.0033 people$ 810.00
C.1.3Lodgingnights4$ 160.00$ 640.0022 hotel rooms$ 1,280.00
C.1.4Other (registration fee)n/a1$ 150.00$ 150.003registration fees for 3 people$ 450.00
C.1.5Other (registration fee)$ - 0
C.2Travel within project area
C.2.1Ground Transportation (round trip)Miles200$ 0.58$ 116.008Quarterly mileage for 2 years (4*2)$ 928.00
C.2.2Meals and Incidentals$ - 0$ - 0
C.2.3Lodging$ - 0$ - 0
C.2.4Other, e.g. registration fee$ - 0$ - 0
C.2.5Other$ - 0$ - 0
Subtotal Travel (tab 5. Additional Lines)$ - 0
Subtotal Travel$ 4,368
DEquipment (>$5,000 per unit)# unitsunit cost
D.1Multiparameter sonde2$ 10,000.00$ 20,000.00
D.2$ - 0
D.3$ - 0
Subtotal Equipment (tab 5. Additional Lines)$ - 0
Subtotal EquipmentSub Total Equipment$ 20,000
ESupplies (< $5,000 per unit)# unitsunit cost
E.1Outreach supplies (Task 3.a and 4.c)5$ 250$ 1,250.00
E.2Water testing kits (Task 2)40$ 75$ 3,000.00
E.3$ - 0
E.4$ - 0
E.5$ - 0
E.6$ - 0
E.7$ - 0
E.8$ - 0
E.9$ - 0
E.10$ - 0
E.11$ - 0
E.12$ - 0
E.13$ - 0
E.14$ - 0
Subtotal Supplies (tab 5. Additional Lines)$ - 0
Subtotal SuppliesSub Total Supplies$ 4,250
FContractual (indicate competitive bid or sole source)# unitsunit cost
F.1ABC, Inc. (Sole-source, patented restoration technique specific to this habitat type, Task 4)1$ 75,000$ 75,000
F.2Marketing (competative, manage outreach campaign, Task 3)1$ 25,000$ 25,000
Subtotal Contractual (tab 5. Additional Lines)$ - 0
Subtotal Contractual$ 100,000
GConstructionNot Allowable
HOther Direct Costsunit# unitsunit cost
H.1Boat Rental (Task 4)Days41,000$ 4,000.00
H.2Subaward to XYZ for Task 2 and 3.b.n/a175,000$ 75,000.00
H.3$ - 0
Subtotal Other Direct Costs (tab 5. Additional Lines)$ - 0
Subtotal Other Direct Costs$ 79,000
ITotal Direct Costs$ 418,874
JTotal Indirect CostsbaseNICRA %
NICRA Predetermined, MTDC equals the total direct cost less equipment and the subaward amount over $25,000.$ 348,87421.95%$ 76,578
KTotal Project Cost(must match award amount)$ 495,452

3. Summary Budget

SUMMARY BUDGET
Organization's Name
Project Title
Project Duration (i.e. October 1, 2015 - September 30, 2016)

Federal Funds

APersonnel0
BFringe Benefits0
CTravel0
DEquipment0
ESupplies0
FContractual0
GConstructionNot Allowable
HOther Direct Costs0
ITotal Direct Costs0
JTotal Indirect Costs0
KTotal Project Cost0

4. Detailed Budget

LINE ITEM BUDGET
Organization's Name
Project Title
Project Duration (i.e. October 1, 2015 - September 30, 2016)
Unit CostRequested Federal FundsRequested Federal Funds
UnitNumberAmountRateBaseRate
APersonnel Positionunit name# unitssalary per unit% efforttotalBFringe Benefitstotal
A.1Year 1B.1Year 1
A.1.1$ - 0B.1.10$ - 0$ - 0
A.1.2$ - 0B.1.20$ - 0$ - 0
A.1.3$ - 0B.1.30$ - 0$ - 0
A.1.4$ - 0B.1.40$ - 0$ - 0
A.1.5$ - 0B.1.50$ - 0$ - 0
A.2Year 2 (include % COLA)B.2Year 2
A.2.1$ - 0B.2.10$ - 0$ - 0
A.2.2$ - 0B.2.20$ - 0$ - 0
A.2.3$ - 0B.2.30$ - 0$ - 0
A.2.4$ - 0B.2.40$ - 0$ - 0
A.2.5$ - 0B.2.50$ - 0$ - 0
A.3Year 3 (include % COLA)B.3Year 3
A.3.1$ - 0B.3.10$ - 0$ - 0
A.3.2$ - 0B.3.20$ - 0$ - 0
A.3.3$ - 0B.3.30$ - 0$ - 0
A.3.4$ - 0B.3.40$ - 0$ - 0
A.3.5$ - 0B.3.50$ - 0$ - 0
Total Personnel (tab 4. Additional Lines)$ - 0Total Fringe (tab 4. Additional Lines)$ - 0
Subtotal Personnel$ - 0Subtotal Fringe Benefits$ - 0
CTravelunit# unitsunit costtotal per triptrip multiplierDescription of multipliertotal
C.1(Description/Purpose/Location)
C.1.1$ - 0$ - 0
C.1.2$ - 0$ - 0
C.1.3$ - 0$ - 0
C.1.4$ - 0$ - 0
C.1.5$ - 0
C.2(Description/Purpose/Location)
C.2.1$ - 0$ - 0
C.2.2$ - 0$ - 0
C.2.3$ - 0$ - 0
C.2.4$ - 0$ - 0
C.2.5$ - 0$ - 0
Subtotal Travel (tab 5. Additional Lines)$ - 0
Subtotal Travel$ - 0
DEquipment (>$5,000 per unit)# unitsunit costtotal
D.1(description, i.e. generators)$ - 0
D.2$ - 0
D.3$ - 0
Subtotal Equipment (tab 5. Additional Lines)$ - 0
Subtotal EquipmentSub Total Equipment$ - 0
ESupplies (< $5,000 per unit)# unitsunit costtotal
E.1(description, i.e. chainsaws)$ - 0
E.2.$ - 0
E.3$ - 0
E.4$ - 0
E.5$ - 0
E.6$ - 0
E.7$ - 0
E.8$ - 0
E.9$ - 0
E.10$ - 0
E.11$ - 0
E.12$ - 0
E.13$ - 0
E.14$ - 0
Subtotal Supplies (tab 5. Additional Lines)$ - 0
Subtotal SuppliesSub Total Supplies$ - 0
FContractual (indicate competitive bid or sole source)unit (sub, consultant)# unitsunit costtotal
F.1(description, i.e. consultants)$ - 0
F.2$ - 0
Subtotal Contractual (tab 5. Additional Lines)$ - 0
Subtotal Contractual$ - 0
GConstructionNot Allowable
HOther Direct Costsunit# unitsunit costtotal
H.1(description, e.g. rental fees, printing services, sub-award, participant support cost)$ - 0
H.2$ - 0
H.3$ - 0
Subtotal Other Direct Costs (tab 5. Additional Lines)$ - 0
Subtotal Other Direct Costs$ - 0
ITotal Direct Costs$ - 0
JTotal Indirect CostsbaseNICRA %total
(describe direct costs excluded from base and indicate NICRA Provisional, Final, Pre determined or 10% DeMinimus Rate based on MTDC)$ - 0
KTotal Project Cost(must match award amount)$ - 0

5. Additional Lines A-B

Additional Lines for Categories A and B
Organization's Name
Project Title
Project Duration (i.e. October 1, 2015 - September 30, 2016)
Unit CostRequested Federal FundsRequested Federal Funds
UnitNumberAmountRateBaseRate
APersonnel Positionunit name# unitssalary per unit% efforttotalBFringe Benefitstotal
A.1Year 1B.1Year 1
A.1.6$ - 0B.1.60$ - 0$ - 0
A.1.7$ - 0B.1.70$ - 0$ - 0
A.1.8$ - 0B.1.80$ - 0$ - 0
A.1.9$ - 0B.1.90$ - 0$ - 0
A.1.10$ - 0B.1.100$ - 0$ - 0
A.2Year 2 (include % COLA)B.2Year 2
A.2.6$ - 0B.2.60$ - 0$ - 0
A.2.7$ - 0B.2.70$ - 0$ - 0
A.2.8$ - 0B.2.80$ - 0$ - 0
A.2.9$ - 0B.2.90$ - 0$ - 0
A.2.10$ - 0B.2.100$ - 0$ - 0
A.3Year 3 (include % COLA)B.3Year 3
A.3.6$ - 0B.3.60$ - 0$ - 0
A.3.7$ - 0B.3.70$ - 0$ - 0
A.3.8$ - 0B.3.80$ - 0$ - 0
A.3.9$ - 0B.3.90$ - 0$ - 0
A.3.10$ - 0B.3.100$ - 0$ - 0
A.4Year 4 (include % COLA)B.4Year 4
A.4.1$ - 0B.4.10$ - 0$ - 0
A.4.2$ - 0B.4.20$ - 0$ - 0
A.4.3$ - 0B.4.30$ - 0$ - 0
A.4.4$ - 0B.4.40$ - 0$ - 0
A.4.5$ - 0B.4.50$ - 0$ - 0
A.4.6$ - 0B.4.60$ - 0$ - 0
A.4.7$ - 0B.4.70$ - 0$ - 0
A.4.8$ - 0B.4.80$ - 0$ - 0
A.4.9$ - 0B.4.90$ - 0$ - 0
A.4.10$ - 0B.4.100$ - 0$ - 0
A.5Year 5 (include % COLA)B.5Year 5
A.5.1$ - 0B.5.10$ - 0$ - 0
A.5.2$ - 0B.5.20$ - 0$ - 0
A.5.3$ - 0B.5.30$ - 0$ - 0
A.5.4$ - 0B.5.40$ - 0$ - 0
A.5.5$ - 0B.5.50$ - 0$ - 0
A.5.6$ - 0B.5.60$ - 0$ - 0
A.5.7$ - 0B.5.70$ - 0$ - 0
A.5.8$ - 0B.5.80$ - 0$ - 0
A.5.9$ - 0B.5.90$ - 0$ - 0
A.5.10$ - 0B.5.100$ - 0$ - 0
Total Personnel (tab 4. Additional Lines)$ - 0Total Fringe (tab 4. Additional Lines)$ - 0

6. Additional Lines C-H

Additional Lines for Categories C through H
Organization's Name
Project Title
Project Duration (i.e. October 1, 2015 - September 30, 2016)
CTravelunit# unitsunit costtotal per triptrip multiplierDescription of multipliertotal
C.3(Description/Purpose/Location)
C.3.1Airfare/Ground Transportation (specify R/T or otherwise)$ - 0$ - 0
C.3.2Meals and Incidentals$ - 0$ - 0
C.3.3Lodging$ - 0$ - 0
C.3.4Other (registration fee)$ - 0$ - 0
C.3.5Other (registration fee)$ - 0$ - 0
C.4(Description/Purpose/Location)
C.4.1Airfare/Ground Transportation (specify R/T or otherwise)$ - 0$ - 0
C.4.2Meals and Incidentals$ - 0$ - 0
C.4.3Lodging$ - 0$ - 0
C.4.4Other (registration fee)$ - 0$ - 0
C.4.5Other (registration fee)$ - 0$ - 0
Subtotal Travel (tab 5. Additional Lines)$ - 0
DEquipment (>$5,000 per unit)# unitsunit costtotal
D.4(description, i.e. generators)$ - 0
D.5$ - 0
D.6$ - 0
Subtotal Equipment (tab 5. Additional Lines)$ - 0
ESupplies (< $5,000 per unit)# unitsunit costtotal
E.15(description, i.e. chainsaws)$ - 0
E.16.$ - 0
E.17$ - 0
E.18$ - 0
E.19$ - 0
E.20$ - 0
E.21$ - 0
E.22$ - 0
E.23$ - 0
E.24$ - 0
E.25$ - 0
E.26$ - 0
E.27$ - 0
E.28$ - 0
Subtotal Supplies (tab 5. Additional Lines)$ - 0
FContractual (indicate competitive bid or sole source)unit (sub, consultant)# unitsunit costtotal
F.3(description, i.e. consultants)$ - 0
F.4$ - 0
Subtotal Contractual (tab 5. Additional Lines)$ - 0
HOther Direct Costsunit# unitsunit costtotal
H.4(description, e.g. rental fees, printing services)$ - 0
H.5(description, e.g. sub-award, participant support costs)$ - 0
H.6$ - 0
H.7
H.8
H.9
H.10
Subtotal Other Direct Costs (tab 5. Additional Lines)$ - 0

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