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Grant Writing: Budgets, Evaluations, and Reporting

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Rachael Crane

on 31 October 2013

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Transcript of Grant Writing: Budgets, Evaluations, and Reporting

October 31st, 2013

1:30 PM -4:30 PM

Grant Writing: Budgets, Evaluations, and Reporting
Rachael Crane
BAUP, University of Illinois
Urban Planner, Homer L. Chastain & Associates
Executive Director, Arcola Chamber of Commerce
Freelance Grant Writer
Overview of workshop
The Budget Process
Effective Grant Evaluation
The Reporting Process
Project Ideas
Tips for Success
Schedule for tonight's workshop:
Why are you taking this course?
What is your grant experience to date?
Are you or have you attended any of the other workshops?
Learn to anticipate and develop funding needs into a clear budget
Plan for effective evaluation and reporting processes
Workshop Overview
Serves as a blueprint for spending the project's funds
Must give an accurate assessment of all cost items and cost amounts
Will become the financial plan used by the funding agency to provide support
The Purpose of a Budget
Types of Budgets
Cost reimbursements
Grantor reimburses the grantee for the actual costs of a project
Project expenditures are strictly limited to the items authorized by the approved project budget
Expense items not included in the budget are disallowed unless the grantor revises the budget in writing
Fixed Price
Funding agency obligates a fixed sum of money
If the project's expenses exceed the fixed sum, the grantor is not obligated to provide additional monies
Often the grantor requests and itemized budget to justify the fixed-price amount
Getting Started...
Know your limits
-types of expenses
-spending caps
-overall funding

Identify all the costs necessary and reasonable
Overhead/Indirect Costs
Determining Fringe Benefit Costs
Creating the Budget
Non-Personnel Costs
The Budget Process
What Exactly is the Budget?
Financial portion of the proposal package

-Shows the sponsor how much funding you need
and in what areas
Equally as important as other aspects of the proposal package
-Requires ample research and information
-Usually left until the end of the proposal
Accuracy is key to covering all intended costs of
the project
Group costs into major categories of expenses
-Personnel and Non-Personnel
Group costs into subcategories
~Materials and supplies
~Other Pertinent categories
Fringe benefit costs should be illustrated in the budget and include any taxes and benefits
(Health, life, dental insurance; payroll taxes,
retirement or OASDI, income taxes, medicare, etc.)

Fringe rates are determined by taking the organization's spending on these benefits and dividing it by the overall payroll amount

Fringe benefits are typically figured as a percentage of the salary
-i.e., A staff person paid 100% with grant funds
a salary of $45,000 and fringe benefit rate of

$45,000 x .25=$11,250 in fringe benefits costs

$45,000 + $11,250 = $56,250 for total for
salary/wages & benefits
Materials and Supplies


~Lodging, per diem, airfare, mileage, and other
misc. fees such as parking, taxis, or tips

Other pertinent categories
~Meeting/Conference/Workshop expenses
~Other (always list what these items are)
Incurred during the normal operations of the project, but not for the express benefit of the project

Costs required to run the organization overall, not just the project itself

Amount your organization spends on these costs is a good estimate of overhead rate
Tips Regarding Overhead/Indirect Costs
Some sponsors limit the amount you can assess in overhead
~Most foundations provide 10-20% of indirect costs,
but some disallow it entirely.
~Check solicitation or call sponsor if unsure

Federal funders require a negotiated rate agreement unless the RFP specifies a specific rate
~Obtaining a federally negotiated rate can be a long
process. Start early!
The Final Product
The budget is a best-faith estimate
~Remember to account for inflation and cost-of-

Unexpended funds typically must be returned to the sponsor
~You may have to report how the funds were
spent throughout and at the end of the project

Using an Excel spreadsheet or similar program is helpful as a reminder of how figures in the budget were calculated

Show funding from other sources if applicable
~Breakdown is not necessary, total contributution
How to Write a Budget Narrative
Tells the sponsor in narrative form for what the funds will be used

Should match what you request in your budget

Include a concise, but detailed explanation for each subcategory, for example:

~What positions, what purpose will they serve on the project, how
much time will they spend on the project?
~What is the fringe benefit rate?

~Travel costs - Where? Why? How long?
~Materials - What materials? How much? What purpose?
~Equipment - What purpose?
~Other - What is included in this category?
Support and Revenue Statements
Only necessary if grant support has already been awarded or if project activities are expected to generate income

Itemize grant support which has been received or committed, then deduct this amount from the "Total Expenses" line on the expense budget to give you the "Amount to be Raised" or the "Balance Requested

Earned income anticipated should also be estimated on the support and revenue statement. For example:

If 50 people are expected to attend at $10 per ticket and you hope that 20 will purchase the $5 souvenir book, you would show two lines of income:

Ticket Sales - $500
Souvenir Book Sales - $100

Keep backup worksheets
The Budget Narrative
Explains any unusual line items in the budget and are not always necessary

Can be structured in one of two ways:

~Notes to budget - with footnote-style numbers
on the line items in the budget keyed to
numbered explanations

~Budget narrative as straight text...about the
budget only!
Handout #1:
Budget Terms Glossary
Handout #2
Sample Grant Budget
Handout #4:
Sample Budget With Notes

Handout #3
Budget Planner
Handout #5:
Sample Budget Narrative

Personnel Costs
Costs for the staff and/or consultants
May include:
~Full time - up to 100% of salary
may be charged
~Organizational (full time staff
person working part-time on project)
- a percentage of salary may be

E.g., 25% of the salary of a full-time
organizational staff member working
10 hours per 40 hour work week.

External persons are paid a flat
fee or honorarium
Evaluating Your Project
The success of the project should be evaluated throughout the life of the project and at the completion of the funding period

Determine if the evaluation will be completed internally or externally
-Consider factoring consultant payments in budget, if
-Have evaluator involved in the proposal process if

Determine if data needs to be obtained throughout the course of the project or only at the conclusion
Process Evaluations
Assessments of the project components and their success

Allows for modifications and corrections throughout the project in order to better function at achieving objectives
Outcome Evaluations
Assessments of the program effectiveness and overall impact on populations served
Steps of the Process Evaluation Logic Model
Define the problem

Define the root causes of the problem

Define the intervention

Your goal

Handout #6
Sample Logic Model
Handout #7
Developing the Process Evaluation Plan
List the major objectives of the grant (as indicated in your original grant application) and indicate the ways that they were achieved

If the grant did not achieve any of the objectives listed above, explain

Attach the original grant proposal budget and indicate actual income and actual spending, including other funding sources received for the project/program

If this project or program is expected to be an ongoing effort, how do you plan to fund it in the future?

Indicate number of individuals served

Additional comments or information
Grant Outcome Evaluation Report
Typically the sponsor requires a report through the life of the project with a final report at the end

Reporting requirements may or may not be mentioned in the funding solicitation, but will be included in the grant agreement

Quarterly or annual reports that are terms of the grant agreement are legally required

Sponsors may request receipt of funds or will withhold subsequent funds if reports are not received on time
Handout #8
Grant Reporting Tips
Handout #9
Sample Grant Progress Report
Thank you for attending Grant Writing: Budgets, Evaluations, and Reporting and good luck on your next grant proposal!
Making an Evaluation Plan
-What data will you collect?

-What are the Grantor's evaluation requirements?

-How will you measure the project's success and track its outcomes?

-What are the "critical success factors" for the project?
Full transcript