Rural Youth Development Grant Program

Budgets and Accounting

Nancy Valentine, Ed.D.National Program Leader, 4-H

Rural Youth Development Grantee TrainingJune 2011

Crowne Plaza at Historic Union Station

Adapted by National FFA 6/22/11

Budget Writing Tips (1 of 5)

• Use Budgetary Details Information Sheet• Explain budget requests in proposal narrative• Link budget requests to project outcomes• Provide more rather than less information• Cost must be reasonable• Include purpose, # people, # miles, unit cost, total cost, how often

Budget Writing Tips (2 of 5)

• Line items must add & multiply correctly• Categories must sub-total correctly• Sub-totals must add correctly• Correct sub-totals must transfer accurately to budget form• Use round numbers; .50 or more up; less than .50 down

Budget Writing Tips (3 of 5)

Group and explain itemsItems to establish a community garden5 garden rakes @$15.00 $75.00100 metal stakes @ $5.00 $500.0020 rolls wire fencing @ $20.00 $400.00Sub-Total $975.00

Budget Writing Tips (4 of 5)

Group and Explain ItemsFood Preservation Workshops•5 pressure cookers @ $30.00 $150.00•5 large canning kettles @ 15.00 75.00•5 food blenders @ $20.00 100.00Sub-Total $325.00Materials and Supplies Total $1,300.00

Budget Writing Tips (5 of 5)

Questions: National organization office first;

they can contact staff at NIFA

Budget Categories

Salaries (1 of 2)

• Show work by academic & summer or calendar months• Give total months--1 person 100% for 12 mos.; 1 person 50% for 6 mos. = 18 months• Salary & fringe only for project budget period• Salary cannot exceed regular rate of pay

Budget Categories

Salaries (2 of2)

• Not allowable at Chapter level•Include role, FTE%, how fringe was calculated• Secretarial staff must be significantly above regular duties to count on grant

Budget Categories

Nonexpendable Equipment (1 of 2)

• Items equal or more than $500 (lower than NIFA - $5,000) and useful for more than 1 yr.•Items less than $500 go in “materials & supplies”• Justification needed for similar equipment purchased before• Purchase early in the project

Budget Categories

Nonexpendable Equipment (2 of 2)

• Include descriptions, purpose, costs, time used• General purpose items (office equipment) not allowed

Budget Categories

Materials & Supplies• Materials & supplies to conduct community projects• Materials & supplies for learning activities at meetings (markers, notebooks, paper)• Curriculum• Give purpose, # youth & adults, cost per unit, # meetings

Budget Categories

Travel (1 of 2)

• Must relate specifically to grant• Youth travel needs measurable purpose & outcomes • Include number of people, costs, purpose, destination, dates, mode of transportation• Foreign travel needs prior NIFA approval

Budget Categories

Travel (2 of 2)

• Overnight should include per diem meals & lodging• Must follow organization’s written travel policies

Budget Categories

Formal Publications Costs• Publishing in journal or program related publication• Commercial printing for program materials• Give cost for layout, design, printing, #copies, purpose

Budget Categories

Student Assistance/Support• Training programs for youth & adult volunteers to implement program• Include purpose, # youth & adults, duration, location, travel, & all other costs

Budget Categories

Other Direct Costs-Equipment/Facility Rental

•Provide type of equipment/facility to be rented, purpose, length of time needed, rental rate, how rental rate was established

Budget Categories

Other• Used for other costs not listed above• Purpose and cost details are needed for each item

Budget Categories

Other—Communications• Mailings, postage, express mail, faxes, long distance phone

Other—Photocopying• In-house photocopying of materials

Budget Categories

Other—Conference/Meetings• Conference/meeting not related to training youth & adults• Includes facility rental, equipment, travel, per diem for participants• Include purpose, cost per item, # people, amount of time• Ex: Community education workshops on food preservation

Budget Categories

Other—Speaker/Trainer• Speakers are discouraged due to limited short-term impact

Other—Honorariums•For staff who are working in excess of salaried time; policies must allow