FY 2023 Quarter 4 RSVP Sample Budget Narrative – Not for Replication Page 1 of 4

Fiscal Year 2023 Quarter 4 RSVP SAMPLE BUDGET NARRATIVE

(July 1, 2023 – March 31, 2024)

This resource is for reference only, not for replication.

Section I. Volunteer Support Expenses 

A. Project Personnel Expenses 

Position/Title -Qty -Annual Salary -% Time CNCS Share Grantee 

Share 

Total 

Amount 

Excess 

Amount 

Project Director - 1 FTE @ $56,000 annually x .75 (9 months): - 1 

person(s) at 42000 each x 100 % usage 42,000 0 42,000 0

Project Assistant - 0.25 FTE @ $33,800 annually x .75 (9 months): - 1 

person(s) at 25350 each x 25 % usage 6,338 0 6,338 0

Data Specialist - 0.6 FTE @ 38660 annually x .75 (9 months: - 1 person(s) 

at 28995 each x 60 % usage 17,397 0 17,397 0

Category Totals 65,735 0 65,735 0

B. Personnel Fringe Benefits 

Item -Description CNCS Share Grantee 

Share 

Total 

Amount 

Excess 

Amount 

FICA: 7.65% of 9-month compensation (65,735) 5,029 0 5,029 0

Health Insurance: PD - 11.4% of 9-month salary (4788), PA - 18.2% of 9-

month salary (1154), DS - 0% of 9-month salary (0) 5,942 0 5,942 0

Retirement: 5.5% of 9-month compensation 3,615 0 3,615 0

Life Insurance: $678 annual premium per person for basic benefit. 

(Employees cover costs for expanded coverage.) x 1.85 FTE x .75 (9 

months)

941 0 941 0

Workers Comp: Workers Comp: Based on 2.27% of 9-month compensation 1,492 0 1,492 0

Category Totals 17,019 0 17,019 0

C. Project Staff Travel 

Local Travel 

Purpose -Calculation CNCS Share Grantee 

Share 

Total 

Amount 

Excess 

Amount 

Staff travel for site visits, project material distribution, recruitment, etc: 

Average 200 mi/month x 9 months x $.55/mi (per organizational policy) 0 990 990 0

Category Totals 0 990 990 0

Long Distance Travel 

Purpose -Destination -Other Travel -Trans. Amount -Meals/ Lodging CNCS Share Grantee 

Share 

Total 

Amount 

Excess 

Amount 
FY 2023 Quarter 4 RSVP Sample Budget Narrative – Not for Replication Page 2 of 4

PD travel to CNCS-sponsored TTA: National ACS grantee training is 

generally held in late spring/early summer. Costs will be in FY 2024 

budget.- Meals/Lodging 0 Trans 0 Other 0

0 0 0 0

Category Totals 0 0 0 0

D. Equipment 

Item/Purpose -Qty -Unit Cost CNCS Share Grantee 

Share 

Total 

Amount 

Excess 

Amount 

Category Totals 

E. Supplies 

Item/ Purpose -Calculation CNCS Share Grantee 

Share 

Total 

Amount 

Excess 

Amount 

Basic office supplies, copier paper, toner and ink cartridges, folders, etc: 

Average $85 per month x 9 months based on historical data 0 765 765 0

Postage: Estimated 50 pieces per month (x 9 months) at .60 per piece 0 270 270 0

Laptop, mouse, keyboard, external monitor, printer for PD (last replaced in 

2016): estimated $750 1,000 0 1,000 0

Category Totals 1,000 1,035 2,035 0

F. Contractual and Consultant Services 

Purpose -Calculation CNCS Share Grantee 

Share 

Total 

Amount 

Excess 

Amount 

RSVP Volunteer Reporter database annual fee: $1000 annual fee x .75 (9 

months) - used for RSVP project only 750 0 750 0

Photocopier rental and maintenance contract: $136/month x .15 (1.85 FTE 

allocated to this project of 12 total staff) x 9 months 0 184 184 0

Payroll Services: $35 monthly fee to process payroll x .25 (3 individuals 

allocated to this project of 12 total staff - payroll based on individuals rather 

than FTE) x 9 months

0 79 79 0

Category Totals 750 263 1,013 0

I. Other Volunteer Support Costs 

Item CNCS Share Grantee 

Share 

Total 

Amount 

Excess 

Amount 

Criminal Background Check: 0 0 0 0

National Service Criminal History Checks for 2 new staff - $56 each 

(existing staff member has current and complete NSCHC): 112 0 112 0

Technology: office phones, internet, cell phone service @ $360/month x 

.15 (1.85 FTE allocated to this project of 12 total staff) x 9 months: 0 486 486 0

Office space rent at $766 x .15 (1.85 FTE allocated to this project of 12 

total staff) x 9 months: 0 1,034 1,034 0
FY 2023 Quarter 4 RSVP Sample Budget Narrative – Not for Replication Page 3 of 4

Space provided to project by stations and community partners avg value 

$10,500, based on historical costs x .75 (9 months): 0 7,875 7,875 0

Volunteer engagement (recruitment, management) workshops for 2 staff 

($250/pp): 500 0 500 0

Category Totals 612 9,395 10,007 0

J. Indirect Costs 

Calculation -Rate Type -Rate -Rate Claimed -Cost Basis CNCS Share Grantee 

Share 

Total 

Amount 

Excess 

Amount 

Provisional: Total Direct Costs: Provisional rate of 20% of total direct costs 

(191,621); claiming 18% of total direct costswith a rate of 20 and a rate 

claimed of 18

6,410 28,082 34,492 0

Category Totals 6,410 28,082 34,492 0

Section Totals 91,526 39,765 131,291 0

PERCENTAGE 69.71% 30.29%

Section II. Volunteer Expenses 

A. Other Volunteer Costs 

Item -Description CNCS Share Grantee 

Share 

Total 

Amount 

Excess 

Amount 

Meals: Rate at four local sites for meals to volunteers following service, 

based on historical costs (avg $6/meal x 28 vols x 100 meals/year x .75 (9 

months)

0 12,600 12,600 0

Uniforms: branded uniforms and ID badges for 130 volunteers (avg $11 

each) 1,430 0 1,430 0

Insurance: required volunteer insurance, cost based on prior year's 

premiums (4237) x .75 (9 months) 3,178 0 3,178 0

Recognition: January 2024 lunch event: for 130 volunteers: Facility rental: 

$400, Meals: $22.75/person, Gift: $20/volunteer 2,600 3,358 5,958 0

Volunteer Travel: Volunteer mileage reimbursement at .55 per mile (per 

organizational policy) with a cap of $55 a month x 130 volunteer x 9 

months

28,075 36,275 64,350 0

Program Supplies: RSVP program materials for service delivery (avg cost 

$50/month per site x 13 sites x 9 months 0 5,850 5,850 0

Criminal History Checks for new volunteers (historical records show that an 

average 20% will be new volunteers): 26 new volunteers x $56/each 1,456 0 1,456 0

Category Totals 36,739 58,083 94,822 0

Section Totals 36,739 58,083 94,822 0

PERCENTAGE 38.75% 61.25%

Budget Totals 128,265 97,848 226,113 0

PERCENTAGE 56.73% 43.27%
FY 2023 Quarter 4 RSVP Sample Budget Narrative – Not for Replication Page 4 of 4 

Required Match 30.00%

Source of Funds 

Section Description 

Section I. Volunteer Support Expenses 

$31,890 in secured cash resources is provided by the (private) legal applicant's general 

operating funds. $7,875 in secured in-kind resources is provided by the (private) volunteer 

stations and community partners.

Section II. Volunteer Expenses 

$45,483 in secured cash resources is provided by the (private) legal applicant's general 

operating funds. $12,600 in secured in-kind resources is provided by the (private) volunteer 

stations.