ICJIA Sample Uniform Budget / Instructions 032817 GENERAL
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State of Illinois -- Uniform Budget Template (updated by ICJIA) -- GATA General Instructions Section A – Budget Summary FEDERAL/STATE FUNDS All applicants must complete Section A and provide a break-down by all applicable budget categories. Please read all instructions before completing form. FEDERAL/STATE GRANT FUNDS Provide a total requested ICJIA Grant amount for each year in the Revenue portion of Section A. The amount entered in Line (a) will equal the total amount budgeted on Line 18 of Section A. BUDGET SUMMARY – FEDERAL/STATE FUNDS All applicants must complete Section A and provide a break-down by the applicable budget categories. E For each project year for which funding is requested, show the total amount requested for each applicable budget category. Please see detail worksheet and narrative section for further descriptions and explanations of budgetary line items PL Section A - Indirect Cost Information: (This information should be completed by the applicant’s Business Office) . If the applicant is requesting reimbursement for indirect costs on line 17, the applicant’s Business Office must select one of the options listed on the Indirect Cost Information page under Section-A Indirect Cost Information (1-4). M Option (1): The applicant has a Negotiated Indirect Cost Rate Agreement (NICRA) that was approved by the Federal government. A copy of this agreement must be provided to the State of Illinois’ Indirect Cost Unit for review and documentation. This NICRA will be accepted by all State of Illinois Agencies up to any statutory, rule-based or programmatic restrictions or limitations. If this option is selected by the applicant, basic information is required for completion of this section. See bottom of “Section-A Indirect Cost Information” SA NOTE: The applicant may not have a Federally Negotiated Indirect Cost Rate Agreement. Therefore, in order for the applicant to be reimbursed for Indirect Costs from the State of Illinois, the applicant must either: A) Negotiate an Indirect Cost Rate with the State of Illinois’ Indirect Cost Unit with guidance from our State Cognizant Agency on an annual basis. B) Elect to use the de minimis rate of 10% modified total direct cost (MTDC) which may be used indefinitely on State of Illinois Awards. C) Use a Restricted Rate designated by programmatic statutory policy. (See Notice of Funding Opportunity for Restricted Rate Programs) Option (2a): The applicant currently has a Negotiated Indirect Cost Rate Agreement with the State of Illinois that will be accepted by all State of Illinois Agencies up to any statutory, rule-based or programmatic restrictions or limitations. The applicant is required to submit a new Indirect Cost Rate Proposal to the Indirect Cost Unit within six (6) months after the close of each fiscal year (2 CFR 200 Appendix IV (C)(2)(c). Note: If this option is selected by the applicant, basic information is required for completion of this section. See bottom of “Section-A Indirect Cost Information” OR Option (2b): The applicant currently does not have a Negotiated Indirect Cost Rate Agreement with the State of Illinois. The applicant must submit its initial Indirect Cost Rate Proposal (ICRP) immediately after the applicant is advised that the State award will be made and, in no event, later than three (3) months after the effective date of the State award (2 CFR 200 Appendix IV (C)(2)(b). The initial ICRP will be sent to the State of Illinois’ Indirect Cost Unit. Note: The applicant should check with the State of Illinois awarding Agency for information regarding reimbursement of indirect costs while its proposal is being negotiated Budget Instructions (General) Option (3): The applicant elects to charge the de minimis rate of 10% modified total direct cost (MTDC) which may be used indefinitely on State of Illinois awards (2 CFR 200.414 (c)(4)(f) & (200.68). Note: The applicant must be eligible, see 2 CFR 200.414 (f), and submit documentation on the calculation of MTDC within your Budget Narrative under Indirect Costs. Note the applicant may only use the 10 percent de minimis rate if the applicant does not have an Approved Indirect Cost Rate Agreement. The applicant may not use the de minimis rate if it is a Local government, or if your grant is funded under a training rate or restricted rate program . Option (4): If you are applying for a grant under a Restricted Rate Program, indicate whether you are using a restricted indirect cost rate that is included on your approved Indirect Cost Rate Agreement, or whether you are using a restricted indirect cost rate that complies with statutory or programmatic policies. Note: See Notice of State Award for Restricted Rate Programs Section B - Budget Summary MATCH FUNDS E MATCH FUNDS: If the applicant is required to provide or volunteers to provide cost-sharing or matching funds or other non-ICJIA resources to the project, the applicant must provide a revenue breakdown of all Match funds in lines (b)-(d). the total of “Match Funds” should equal the amount budgeted on Line 18 of Section B. If a match percentage is required, the amount should be entered in this section. PL BUDGET SUMMARY – MATCH FUNDS If the applicant is required to provide or volunteers to provide cost-sharing or matching funds or other match resources to the project, these costs should be shown for each applicable budget category of Section B. M For each applicable budget category for which matching funds are provided, show the total contribution. Only use those categories that are visible. Please see detail worksheet and narrative section for further descriptions and explanations of budgetary line items SA Section C - Budget Worksheet & Narrative [Attach separate sheet(s)] Pay attention to applicable ICJIA-specific instructions. All applicants are required to submit a budget narrative along with Section A and Section B. The budget narrative is sometimes referred to as the budget justification. The narrative serves two purposes: it explains how the costs were estimated and it justifies the need for the cost. The narrative may include tables for clarification purposes. The State of Illinois recommends using the State of Illinois Uniform Budget Template worksheet and narrative guide provided. 1. Provide an itemized budget breakdown, and justification by project year, for each budget category listed in Sections A and B. 2. For match funds or resources listed in Section B that are used to meet a cost-sharing or matching requirement or provided as a voluntary cost-sharing or matching commitment, you must include: a. The specific costs or contributions by budget category; b. The source of the costs or contributions; and c. In the case of third-party in-kind contributions, a description of how the value was determined for the donated or contributed goods or services. Budget Instructions (General) [Please review cost sharing and matching regulations found in 2 CFR 200.306.] 3. If applicable to this program, provide the rate and base on which fringe benefits are calculated. 4. If the applicant is requesting reimbursement for indirect costs on line 17, this information should be completed by the applicant’s Business Office. Specify the estimated amount of the base to which the indirect cost rate is applied and the total indirect expense. Depending on the grant program to which the applicant is applying and/or the applicant’s approved Indirect Cost Rate Agreement, some direct cost budget categories in the applicant’s grant application budget may not be included in the base and multiplied by your indirect cost rate. Please indicate which costs are included and which costs are excluded from the base to which the indirect cost rate is applied. 5. Provide other explanations or comments you deem necessary. E Keep in mind the following— Although the degree of specificity of any budget will vary depending on the nature of the project and State of Illinois agency requirements, a complete, well-thought-out budget serves to reinforce your credibility and increase the likelihood of your proposal being funded. PL •A well-prepared budget should be reasonable and demonstrate that the funds being asked for will be used wisely. •The budget should be as concrete and specific as possible in its estimates. Make every effort to be realistic, to estimate costs accurately. •The budget format should be as clear as possible. It should begin with a budget narrative, which you should write after the entire budget has been prepared. •Each section of the budget should be in outline form, listing line items under major headings and subheadings. M •Each of the major components should be subtotaled with a grand total at the end. Your budget should justify all expenses and be consistent with the program narrative: •Salaries should be comparable to those within the applicant organization. SA •If new staff is being hired, additional space and equipment are considered, as necessary. •If the budget lists an equipment purchase, it is the type allowed by the agency. •If additional space is rented, the increase in insurance is supported. •If an indirect cost rate applies to the proposal, the division between direct and indirect costs is not in conflict, and the aggregate budget totals refer directly to the approved formula. Indirect costs are costs that are not readily assignable to a particular project, but are necessary to the operation of the organization and the performance of the project (like the cost of operating and maintaining facilities, depreciation, and administrative salaries). §200.308 Revision of budget and program plans (e) The Federal/State awarding agency may, at its option, restrict the transfer of funds among direct cost categories or programs, functions and activities for Federal/State awards in which the Federal/State share of the project exceeds the Simplified Acquisition Threshold and the cumulative amount of such transfers exceeds or is expected to exceed 10 percent or $1,000 per detail line item, whichever is greater of the total budget as last approved by the Federal/State awarding agency. The Federal/State awarding agency cannot permit a transfer that would cause any Federal/State appropriation to be used for purposes other than those consistent with the appropriation. Budget Instructions (General)
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