Sample Budget Narrative for FY 2023 AmeriCorps State & National ARP Planning Grant applicants page 1

Not intended for replication.

Sample Budget Narrative for FY 2023 AmeriCorps State & National ARP Planning Grant applicants

(Not intended for replication.)

Section I. Program Operating Costs

A. Personnel Expenses

Position/Title Qty Annual Salary % Time Total Amount CNCS Share Grantee Share

Executive Director 1 $89,000 8.5% $7,565 $0 $7,565 

Project Director 1 $57,587 100% $57,587 $57,587 $0 

Project Assistant 1 $40,250 70% $28,175 $10,000 $18,175 

Subtotal 3 $186,837 $93,327 $67,587 $25,740

Table 1 Sample budget narrative Section I.A.

B. Personnel Fringe Benefits

Purpose Calculation Total Amount CNCS Share Grantee Share

Executive Director @ 43.63% health/life ins – 27.75%, FICA –

7.65%, retirement – 8.23%

$3,301 $0 $3,301 

Project Director @ 36.05% health/life ins – 22.25%, FICA –

7.65%, retirement – 6.15%

$20,760 $20,760 $0 

Project Assistant @ 51.90% health/life ins – 22.25%, FICA –

7.65%, retirement – 22%

$14,623 $5,190 $9,433 

Subtotal $38,684 $25,950 $12,734

Table 2 Sample budget narrative Section I.B.

C. Travel

1. Staff Travel

Purpose Calculation Total Amount CNCS Share Grantee Share

ED and PD travel to 

AmeriCorps-Sponsored 

Grantee Training (Washington 

DC)

$1465 per person (airfare - $600; 

Lodging - $177/night, 3 nights; per 

diem - $71/day, 4 days; 

ground transportation - $50) x 2 staff

$2,930 $2,930 $0 

Program site monitoring and 

oversight

40 trips, average 27.5 miles round 

trip @ $0.65/mile (mileage rate 

determined by organizational policy)

$715 $0 $715 

Regional training conference 

(PD and PC)

$977 per person (airfare - $450; 

Lodging - $132/night, 2 nights; per 

diem - $71/day, 3 days; 

ground transportation - $50) x 2 staff

$1,954 $977 $977 

Subtotal $5,599 $3,907 $1,692

Table 3 Sample budget narrative Section I.C.1.
Sample Budget Narrative for FY 2023 AmeriCorps State & National ARP Planning Grant applicants page 2

Not intended for replication.

2. Member Travel

Purpose Calculation Total Amount CNCS Share Grantee Share

Not applicable to Planning Grants.

Subtotal $0 $0 $0

Table 4 Sample budget narrative Section I.C.2. - Not applicable to Planning Grants

D. Equipment

Item/ Purpose Qty Unit Cost Total Amount CNCS Share Grantee Share

Subtotal $0 $0 $0

Table 5 Sample budget narrative Section I.D.

E. Supplies

Item Calculation Total Amount CNCS Share Grantee Share

Office Supplies Avg $42/month $500 $0 $500 

Computers for new staff (laptop, 

external monitor, external keyboard, 

wireless mouse)

2 @ $1,100/each $2,200 $1,100 $1,100 

Subtotal $2,700 $1,100 $1,600

Table 6 Sample budget narrative Section I.E.

F. Contractual and Consultant Services

Purpose Calculation Daily 

Rate Total Amount CNCS Share Grantee Share

Payroll Management 

Service

Annual rate of $420 per 

individual x 1.785 $0 $750 $0 $750

Accountant Approx. 35 hours @ $125/hour 

(historical use) $1,000 $4,375 $4,375

Subtotal $5,125 $0 $5,125

Table 7 Sample budget narrative Section I.F.

G. Training

1. Staff Training

Purpose Calculation Daily Rate Total Amount CNCS Share Grantee Share

New employee training (2 days) 2 staff (using agency 

resources)

$0 $0 $0 $0

Financial Management training 

(3 days)

Program Director $608 $1825 $0 $1825
Sample Budget Narrative for FY 2023 AmeriCorps State & National ARP Planning Grant applicants page 3

Not intended for replication.

Subtotal $1,825 $0 $1,825

Table 8 Sample budget narrative Section I.G.1.

2. Member Training

Purpose Calculation Daily Rate Total Amount CNCS Share Grantee Share

Not applicable to Planning Grants.

Subtotal $0 $0 $0

Table 9 Sample budget narrative Section I.G.2. - Not applicable to Planning Grants

H. Evaluation

Purpose Calculation Daily Rate Total Amount CNCS Share Grantee Share

Not applicable to Planning Grants.

Subtotal $0 $0 $0

Table 10 Sample budget narrative Section I.H. - Not applicable to Planning Grants

I. Other Program Operating Costs

Purpose Calculation Total Amount CNCS Share Grantee Share

New staff background checks 

(agency requirement) 2 @ $74 $148 $148 $0

Subtotal $148 $148 $0

Table 11 Sample budget narrative Section I.I.

Subtotal:

Total Amount CNCS Share Grantee Share

$147,408 $98,692 $48,716

67% 33%

Table 12 Sample budget narrative Section I subtotal

Section II. Member Costs

A. Living Allowance

Item # Mbrs w/ 

Allow

Allowance 

Rate # w/o Allow Total Amount CNCS Share Grantee Share

Not applicable to Planning Grants.

Full Time (1700 hrs) $0 $0 $0

1-Year Half Time (900 hrs) $0 $0 $0

2-Year Half Time (1st Year) $0 $0 $0
Sample Budget Narrative for FY 2023 AmeriCorps State & National ARP Planning Grant applicants page 4

Not intended for replication.

2-Year Half Time (2nd Year) $0 $0 $0

Reduced Half Time (675 hrs) $0 $0 $0

Quarter Time (450 hrs) $0 $0 $0

Minimum Time (300 hrs) $0 $0 $0

Three Quarter Time slots (1200 

hours) $0 $0 $0

Subtotal $0 $0 $0

Table 13 Sample budget narrative Section II.A. - Not applicable to Planning Grants

B. Member Support Costs

Purpose Calculation Total Amount CNCS Share Grantee Share

Not applicable to Planning Grants.

Subtotal $0 $0 $0

Table 14 Sample budget narrative Section II.B. - Not applicable to Planning Grants

Subtotal:

Total Amount CNCS Share Grantee Share

Not applicable to Planning Grants.

$0 $0 $0

0% 0%

Table 15 Sample budget narrative Section II subtotal - Not applicable to Planning Grants

Section III. Administrative/Indirect Costs

A. Corporation Fixed Percentage 

Item Calculation Total Amount CNCS Share Grantee Share

Corporation Fixed Amount

Grantee: Total program costs x 10% 

(claiming 6%); CNCS: total CNCS 

costs x 5.26%

$14,035 $5,191 $8,844

Subtotal $14,035 $5,191 $8,844

Table 16 Sample budget narrative Section III, using option .A

B. Federally Approved Indirect Cost Rate 

Cost Type Cost Basis Calculation Rate Rate 

Claimed

Total 

Amount CNCS Share Grantee Share

Subtotal 

Table 17 Sample budget narrative Section III, option B unused
Sample Budget Narrative for FY 2023 AmeriCorps State & National ARP Planning Grant applicants page 5

Not intended for replication.

Subtotal:

Total Amount CNCS Share Grantee Share

$14,035 $5,191 $8,844

37% 63%

Table 18 Sample budget narrative Section III subtotal

Total $161,443 $103,883 $57,560

64% 36%

Table 19 Sample budget narrative total

Total MSYs 0

Cost/MSY $0

Table 20 Sample budget narrative MSY and Cost/MSY total

Source of Matching Funds

Match Description Amount Match Classification Match Source

Organization’s General Funds (secured) $27,088 Cash Other

Professional services donation (secured) $1,825 In Kind Other

Ford Foundation (secured) $28,647 Cash Private

Subtotal $57,560

Table 21 Sample budget narrative Source of Funds