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Learning Systems International

Best Practices in Budget Development FY22 ASN Tribal Grant Applicants

Thursday, March 10, 2022

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14:32:39 >> Welcome to today's webinar. On behalf of your AmeriCorps 

presentation team, I thank you for joining us. Before starting, let's review the 

event technology so you could get the most out of the session.

14:33:07 Audio for the event is broadcasting by phone and online. The event is 

lecture only, microphones are muted to reduce background noise. To adjust 

audio through computer, go to bottom left of the screen, click the small arrow 

next to audio settings and select a speaker, some viewers get better audio and 

streaming and others get better quality by phone so if you have any audio 

difficulties, you may want to try a different connection method.

14:33:25 There are several Zoom features we will use. At the top of the screen, 

click the options button and select exit full screen to display the chat panel on the 

right side of the slides. Use the chat panel to receive links and resource 

information from the panelists or respond to session activities.

14:33:38 When using the chat, select everyone from the drop-down menu so 

everyone could see your comments. Use the raise your hand feature if you have 

a technical issue and need assistance and I will contact you individually via chat 

to help you out.

14:33:55 Select the Q&A panel to ask questions during the event. The presenters

will pause intermittently to address questions. Make sure to answer the questions 

only in the Q&A panel and not in the chat.

14:34:08 Select the closed captioning icon for live captioning in English. If you 

wish to view captioning in Spanish, select the Stream Text link posted in chat to 

view in your browser.

14:34:20 We are recording this event. Let's start the recording and turn it over to 

Colleen, policy and procedure specialist with AmeriCorps State and National.

14:34:26 >> Thank you, Jeff.

14:34:30 >> Recording in progress.

14:34:37 >> Welcome everyone to Best Practices in Budget Development FY22 

ASN Tribal Grant Applicants.
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14:34:47 We are recording the webinar and we will post the session recording 

webinar slides in a sample budget on the competition funding page.

14:35:19 I am policy and procedure specialist at AmeriCorps State and National 

joined by my grant specialist, SATA, and we are excited to be here with our 

colleagues from office of grant administration, providing you with an overview of 

the opportunity. We have a detailed presentation along with links to resources we 

will provide in the chat.

14:35:28 We will provide opportunities for follow-up questions so if you think of a 

question today and if you don't have a question today but one comes up 

tomorrow, we are here to support you.

14:35:40 We encourage your engagement in the webinar. There are several 

opportunities for you to confirm your understanding of the various concepts by 

responding to the questions in the chat window.

14:35:56 We ask you to only use the chat for those responses and not to ask 

questions. We enable the Q&A feature for you to ask questions at any time. We 

may not respond immediately. My colleague and I will monitor the questions and 

we will pause intermittently to address your questions.

14:36:16 If you have any questions today that are not specific to budget 

development, please forward them to AmeriCorpsGrants@cns.gov or to the 

regional staff contact for your state or territory.

14:36:22 The regional contact list is shown here and available along with staff 

email contact information on the competition funding page.

14:36:29 I would like to turn the webinar over to the presenter, Lisa, Dir. of 

AmeriCorps of office of grant administration.

14:36:39 >> Thank you and thanks all of you for spending the next 75 minutes 

with us as we discuss ways to develop compliant and competitive AmeriCorps 

budget.

14:36:57 I'm joined by Bonnie Janicki, Senior grant management specialist and 

all around AmeriCorps budget group. We will keep our cameras off because 

slides have content and we want you to focus on that.
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14:37:07 Before we get started, I recommend you shut down any other windows 

you have open on computer and this will ensure you get optimal bandwidth and 

best audio experience and maximize your learning experience.

14:37:34 Thank you for responding to the poll questions as you waited for the 

session to start. It helps us focus on points relevant to you. Looks like we have 

quite a mix. I noticed some fixed award applicants are joining, welcome.

14:37:52 You should know majority of discussion focuses on budget submitted 

as part of cost reimbursement. [indiscernible] aren't subject to the same budget 

and cost principle requirement as cost reimbursement award recipients, this 

conversation will help all applicants,

14:38:08 To improve fiscal management responsibilities so even if you plan to 

submit fixed award application, you may find the information helpful and welcome 

to remain connected to the session and you are welcome to disconnect also.

14:38:30 We will pause to respond to questions today. We enable Q&A feature 

for your questions. Please don't enter questions into the chat. They get lost 

among the comments. You may ask a question by raising your hand by voice.

14:38:46 Be aware we won't address questions -- we will provide clarification to 

help you submit compliant budget. We will check your understanding of concepts 

by asking questions throughout the session.

14:39:12 Respond to the questions into the chat. Let's make sure we are clear. 

Q&A feature is where you ask questions. Chatbox is where you answer my 

questions to you. As we go through the budget narrative, examples which are are 

from sample budget. We will post sample budget on competition funding page. 

Along with recording of presentation and the slides.

14:39:17 We have a great deal of content to cover so let's get started.

14:39:42 Our goal is to ensure you have skills and knowledge you need to 

understand functional and develop effective AmeriCorps budget and narrative. 

Your submission of complete budget and budget narrative will help demonstrate 

you have capacity to manage AmeriCorps program.
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14:40:21 During this session I will review components of budget. Includes 

AmeriCorps resources which are referenced as CNCS share in the applicants 

matching resources. At the end of webinar, should understand how to do her --

how to determine if costs are [indiscernible] -- administrative requirements cost 

principle and audit requirements for federal awards and this is referred to as 

uniform guidance.

14:40:30 Using this information and the tips and best practices, you should be 

prepared to submit budget.

14:40:49 Because the budget and narrative becomes part of grant recipient 

contract with AmeriCorps, we want and expect applicants to present strong an 

accurate document. Approved budget will not only serve as financial guide for 

grant supportive activities, but helps to ensure terms and conditions of award.

14:41:08 Helping AmeriCorps monitor grant financial compliance, could serve as 

a tool for AmeriCorps and award recipients to measure progress toward the 

match requirements and monitor budgeted expenses to actual expenses as part 

of the budget process.

14:41:27 I want to point out budget development is one component of effective 

budget management process. Let's look at the full process. As you start to work 

on the application, you may have asked how do I design a strong budget?

14:42:26 There's no right or wrong answer but if you said how do I design a 

strong budget, type "me" in the chat feature. Whether you started the process 

with the question, it's likely your team has determined the need to want to 

address with resources, set up program project goals and objectives and decided 

on strategy to accomplish the goals.

14:42:40 To develop the budget, applicants must translate strategy into dollars to 

prepare budget aligned with program goals and objectives. And then Postaward 

grantees will manage budgets effectively by establishing budget control process, 

monitoring expenses, comparing budget cost to expenses to check for over and 

under spending, modifying budget if necessary with approval from AmeriCorps 

when required.
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14:43:06 Today's conversation will focus on budget preparation process. Let's 

talk about approved budget. Should be realistic. Should reflect expected 

revenues and expenses and capacity to carry out activities. Should be consistent 

and aligned with program's goals and objectives, should be flexible, project 

financial and operating circumstances often change in the budget must adapt to 

the changing circumstances.

14:43:28 Focus on realistic and consistent features as they relate to budget 

design right now. A few minutes ago I outlined the steps your team may have 

taken up as part of the process. AmeriCorps encourages all applicants to 

approach budget design is a team activity, engaging departments based on their 

expertise.

14:43:53 Use the chat feature to suggest departments or individuals who could 

support the endeavor. Note what they bring to the process. In the chat feature.

14:44:29 CFO, managers, what else? Who else would you want involved in 

developing a budget for AmeriCorps grant?

14:44:51 Other thoughts that you may want to consider is human resources who 

have salary, [indiscernible] and criminal history cost, program officer or program 

colleagues the cost for training members and delivering services to the 

community, accounting staff have historical spending rates for costs.

14:45:12 Grant staff should be able to review for compliance and then other staff 

on the team that could review budget for clarity. And then we realize if you're part 

of a small organization, you may not have all these resources available but you 

shouldn't undertake budget development in a vacuum without input from others.

14:45:21 Don't be afraid to involve as many others including government 

leadership to provide most realistic data in the budget to make your document 

aligns with programmatic goals and objectives.

14:45:47 AmeriCorps recommends applicants use historical information when 

possible. Your accounting department should have that information. Include 

information as appropriate as part of budget narrative descriptions.
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14:45:58 Strong budget design provides framework for effective budget 

management and ensures realistic scope, appropriate detail, competitive 

proposal, compliance, and effective delivery.

14:46:11 That is it serves as a guide for program implementation. In order to 

create budget that is strong, accurate, and requires minimal clarification, we 

encourage you to take your time and engage others in data collection and quality 

review.

14:46:43 One of the objectives for this session is to provide you with tips and 

tools for creating competitive budget narrative. The first tip is to read and follow 

instructions and then notice a fun opportunity or the notice and then application 

instructions where you find minimal maximum cost levels and required line items 

both of which we will discuss later in presentation.

14:47:10 Within the application instructions, you'll find detailed budget 

instructions for cost reimbursement grants and B and C and if you [indiscernible] 

grant applicant you will find detailed instructions to support you in attachment D 

and E. Strongest most budget narratives are in these documents and that saves 

us time and effort.

14:47:15 While we are discussing application instructions, I want to point out 

application instructions are relevant to various grant competitions. Make sure to 

review the notice for details on this competition.

14:47:35 I encourage you to become familiar with uniform guidance and only 

include those costs that are allowable, reasonable, necessary and allocable. You 

could find this online with the address on the screen and then it's in the chat.

14:48:03 It is under title II, grants and agreements. After you and your team 

estimate financial resources you need to achieve stated program goals, you'll 

organize them into narratives budget categories. Following guidance in the notice 

and application instructions.

14:48:24 As you develop narrative, provide adequate descriptions and clear 

calculations. EGrants will populate budget summary and budget narrative report 
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that should be able to serve as a standalone document without the need to 

reference application narrative for additional explanation.

14:48:25 For this reason, I recommend having somebody outside budget develop 

a team review the document. To check for holes and inaccuracies.

14:48:45 Uniform guidance as well as the notice of application instructions 

specify costs unallowable such as lobbying, entertainment, alcoholic beverages 

and fundraising. AmeriCorps strongly encourages applicants to review uniform 

guidance to avoid including unallowable costs in your proposed budget.

14:49:14 Other unallowable costs include those not necessarily to meet program 

objectives for example budgeting AmeriCorps symposium travel expenses for 

staff when only 4 are included in the budget is not allowable and could be waste, 

fraud or abuse.

14:49:16 And other examples budgeting $5000 for landscaping equipment and 

materials for a literacy program. These are costs that would be considered 

unreasonable from prudent person perspective or have no logical basis for 

inclusion in the budget.

14:49:47 Is important to remember the cost is unallowable as part of AmeriCorps 

share, it's also allowable as part of the grantee share or required match. As 

shown on visual, grantee's share of total cost increases over time. First time 

successful applicants are required to match 24% for the first three year funding 

period.

14:49:50 Beginning in year number four, match requirement increases each year 

to 50% or minimum dollar for dollar match by year number 10.

14:50:20 Cash and in-kind contributions are acceptable match when they are 

necessary and reasonable for proper and efficient accomplishment of project or 

program objectives, allowable under uniform guidance, the notice and application 

instructions, included in the approved budget allowable under program guidance, 

and not paid for by the federal government under another federal award except 

when authorized by federal statute.
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14:50:48 Also acceptable and they are compliant with terms and conditions of 

award and uniform guidance. Verifiable from organizations records, the matching 

resources must be treated the same as AmeriCorps share inconsistent treatment 

includes complete and accurate documentation.

14:50:55 Frequently heard phrase in world of grants management is if it is a 

document, it didn't happen so please be sure to document all expenses.

14:51:00 Let me go back to the point that matching resources are allowable 

when not paid for by the federal government under another federal award except 

when authorized by federal statute.

14:51:35 Public law 93 638 allows tried to use federal funds to meet cash or inkind requirements for grants from federal agency. Entities applying on behalf of a 

federally recognized tribe must obtain approval from other agency to use these 

funds as match and know that you must report the funds other federal funds 

under federal financial reports to AmeriCorps and not a closeout -- and closeout.

14:51:51 Keep in mind you may not use other AmeriCorps resources like VISTA 

or AmeriCorps Senior resources as match or AmeriCorps award. Because 

applicants must demonstrate adequate plan for non-AmeriCorps support, they 

are required to include the source of match in the budget narrative.

14:52:12 Entering description of the source along with the amount, cash or inkind classification, type of match source that is state or local government, federal 

funds or private donations, and then confirmation of whether the sources of 

match are secured or proposed.

14:52:17 You don't need to secure 100% of match prior to submitting application 

but anticipated match must be included in the total in this section must equal 

amount of match shown in budget.

14:52:37 EGrants [indiscernible] budgeted match up to the nearest percentage 

so example, budget with 49.7% match will appear to match at 50% even though 

it's not dollar for dollar match.

14:52:39 I recommend you calculate percentage outside of eGrants to ensure 

you meet or exceed required percentage.
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14:53:03 I want to note there are no match acquirements for fixed amount grants, 

applicants are required to enter the source of matching funds. If you are applying 

for any type of fixed amount award, make sure to complete this section to show 

how you are covering program costs beyond those provided by AmeriCorps.

14:53:14 Let's pause and see if there are questions. If you have a question 

related to content I just shared, enter it into the Q&A panel.

14:53:26 >> Question -- can we apply to the fixed and cost reimbursement 

grants?

14:53:35 >> I believe you have to submit separate applications but Bonnie, do 

you know the answer?

14:53:54 >> One note is if you are a brand-new applicant, you can't actually 

apply for a fixed cost grant. That's only for re-competes.

14:54:12 If you have two different unique proposals, you could apply for both but 

you can't put the same application and, in multiple different places and apply for 

the same funding under different streams.

14:54:17 >> Any other questions?

14:54:29 >> Question -- is it only federal funds that need permission for the 

match? Does state money overlap AmeriCorps grant funding?

14:55:08 >> With matching funds, you want to make sure you have permission 

to use the funds no matter what it is, but with federal funds, you want that explicit 

permission so that's why we always make sure that you have that explicit 

permission because a lot of times federal funds are not allowable to use as 

match on other agreement -- on other grants but we have that exception on our 

rules.

14:55:20 At any time, you want to have permission to use it but that is where you 

explicitly need it.

14:55:33 >> Question -- are the matching funds competitive and what are some 

examples of matching funds?

14:56:00 >> Matching funds are part of the funds that are not AmeriCorps funds, 

that support your program. What is competitive is entire program and entire 
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budget. Your matching funds, funds that you raised to support what you need 

beyond what we give you.

14:56:13 Those would be the funds -- matching funds are additional support. 

Matching funds are part of program design.

14:56:43 >> Thank you for the question. Question -- we may need clarification 

but the question is, is there a difference with chromosomes -- [indiscernible].

14:56:49 >> I don't know the answer at all.

14:56:59 >> Jeff, can we unmute Kevin so he could explain more about what 

he's looking for?

14:57:03 >> Yes, should be able to unmute.

14:57:16 >> Kevin, do you want to tell us about the question with the promise 

zone.

14:57:28 >> We are part of the promise zone so we have a VISTA program so 

for us it's complex because we're not tribal program but all the dollars were 

released to tribal programs with VISTA programs, we collaborate with them 

under my office which is regional equity.

14:57:50 Regional equity as part of promise zone Obama put in place in 2010 I 

believe and we have four more years left on it but when it comes to things like 

this, grants and our VISTA program, because we were in a promise zone, there 

was special conditions in place for VISTA programs that were set within promise 

zones.

14:58:01 I guess that is where I'm at with that so I'm wondering if there are 

special conditions still apply when going for the grant dollars.

14:58:07 >> You are asking if you're eligible to apply because you are within a 

promise zone?

14:58:39 >> I guess I'm asking if there's a special conditions for these dollars. I 

heard you say match requirements. And then also on top of that, I note we qualify 

because we are working with the tribe with the resolution but that was what I was 

wondering if there are different -- if there are different or special conditions if 
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there are any other accommodations you guys make with these grant dollars 

coming through for tribal VISTA programs?

14:59:08 >> This one is a state and national tribal program. We do have 

maximum flexibility that we give to all of our tribal programs as outlined in the 

application instructions, so if you have anything special you're looking at, it will be 

in the application instructions will look it up there.

14:59:16 >> That was a link you sent? I believe there was a link that talked 

about tribal applications specifically.

14:59:22 >> Yes, we have specific instructions for tribal applications.

14:59:36 >> Thank you.

14:59:57 >> We also have AmeriCorps VISTA projects which sounds like you 

are involved and they have different requirements so that's why reading whatever 

notice for that project are critical and we try to stress that with applicants because 

it's confusing. We know it is in there and they are different but go to this Notice of 

Funding Opportunity and application instructions.

15:00:23 >> I see the last question about including in matching funds so we 

have ability to include in-kind contributions.

15:00:40 >> Thank you. I have a couple questions. Question -- must grantees 

meet the exact match each year or is the match cumulative over the three year 

award?

15:01:09 >> The regulatory match is cumulative amount so AmeriCorps 

monitors match contributions to semiannual federal financial support admissions, 

not required to meet the contribution to close out. Grantees meet in the budget 

areas as long as minimum match of 24% for the first three years and increasing 

minimums in the year after are maintained and Bonnie do you want to add to 

that?

15:01:32 >> That's great, no, thank you.

15:01:33 >> There was another question?

15:01:45 >> Question -- I know AmeriCorps issued fiscal year 2021 match 

waiver in response to CoVid 19 challenges. If a grantee is currently operating 
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with a match waiver, is it okay for them to submit fiscal year 2022 application 

without matching resources assuming the waiver will continue into fiscal year 

2022?

15:02:12 >> It's true that AmeriCorps issued blanket match waiver for FY 2021 

grants as well as for most FY 2019 and 2020 grants. In late 2021, AmeriCorps 

issued guidance stating economic conditions that provided blanket match waiver 

authority did not exist as it previously did because the current impact of the 

pandemic and recovery is uneven at the cross communities, it works individual 

consideration so we are not issuing FY 2022 blanket match waiver.

15:02:54 We hope applicants will take every possible effort to show how they 

support the program beyond AmeriCorps resources, there are options available 

for match relief. Applicants may qualify for alternative match schedule that 

increases match overtime to 35% rather than 50%. Applicants for which -- who 

wish to request the match schedule, they will submit at the time of application 

and then attachment G of the application instructions. Applicants may request 

individual match waiver following guidance

15:03:24 When requesting alternative match schedule or waiver, applicants may 

submit budgets with less than full required match included. Additionally, as 

referenced in the notice and supplemental information, applicants may request 

cash match replacement and if requesting this, indicate your intent to do so and 

clarification information of the application narrative as directed and include 

amount of requested cash match replacement and the source of fund section of 

the budget.

15:03:34 We will look an egg at an example. The cash match replacement funds 

will be added to the CNCS share of your budget. When added to those funds, 

they may not result in budget exceeding maximum cost for MSY.

15:03:41 We will share link for that as well.

15:03:57 Let's move along. As you enter data into budget narrative, it includes 

AmeriCorps and grantee share a project cost.
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15:04:28 Budget classifies cost into direct or indirect or admin cost categories. 

Direct cost includes program and member cost which budget breaks into major 

categories that may include line items like those on the slide.

15:04:31 These costs are allocable to the grant that is associated with grant 

activities. General or centralized organizational expenses spread across the 

entire organization or indirect or admin costs.

15:04:45 As a AmeriCorps applicant develop budget management system and 

the budget control process, you'll want to establish policy and procedures for 

tracking and documenting these expenses.

15:04:59 We will review the budget categories and the related guidance in 

AmeriCorps application instructions now beginning with section number one, 

program operating costs.

15:05:11 Category A personal expenses, you will list each staff position 

supported by grant and provide annual salary and level of effort as percentage of 

full-time equivalent devoted to this award.

15:05:25 Remember to only include position supported by application narrative 

and make sure not to include value of direct community service performed by 

volunteers unless it's for organizational function like accounting, auditing or 

training.

15:05:53 If you have multiple AmeriCorps grants, it's good to confirm you are not 

over budgeting. Including more than 100% of staff time on budget. You could do 

this by including statement on each line at the end of category that states 

percentage of time allocated to budgeted staff does not exceed 100% across all 

AmeriCorps grants.

15:06:12 You should confirm salary information you provide is consistent across 

multiple grants. It may be appropriate to budget Executive Director salary at 

89,001 application and 99,000 on application you submitted six months later, you 

could add explanation that higher salary reflects cost-of-living and performance 

related salary increase for additional clarification.
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15:06:40 Category B, personal fringe benefits, you'll identify type of fringe benefit, 

examples, FICA, workers comp, retirement, state unemployment, health and life 

insurance, IRA, 401(k), and the cost for each [indiscernible]. Fringe benefits cost 

should align with salary lines. Category should only include staff included in 

personal expenses category.

15:07:15 If benefit amount is more than 30% of salary cost, list covered benefits 

separately and justify the cost. You may state health insurance is provided at 

24%, retirement 10%, FICA at 7.65%, rather than have single line item showing 

fringe benefit at 41.65%.

15:07:37 Category C, travel, include purpose of cost and type of travel costs, 

could be air, ground, lodging, and Perdiem. Number of trips and staff or members 

traveling, make sure this calculation is clear and follows.

15:07:38 Note AmeriCorps sponsor technical assistance is expectation of all 

state commission and national direct [indiscernible] and it should be budgeted for 

new grantees and staff of existing grantees to attend AmeriCorps symposium 

preconference event.

15:07:49 Take care to separate staff and member travel costs and ensure 

training costs are not included in these categories and travel costs are including 

in training lines.

15:08:20 You may budget mileage at a higher rate than federal reimbursement 

rate which is 58.5 cents per mile as of January 1, 2022. As long as it follows your 

organization's policy. If so, make a note it does in the budget narrative.

15:08:21 Member travel may include expenses for members to travel outside 

service location or between sites. Costs associated with local travel like bus 

passes, mileage reimbursement or use of a car should not be included.

15:08:45 Category D is equipment, equipment defined as tangible, 

nonexpendable personal property having useful life of more than one year and 

[indiscernible] cost of $5000 or more per unit.
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15:08:58 If less, expense goes into supplies category. Equipment is limited to 

10% of total AmeriCorps funds requested. You must show unit cost the number 

of units with purpose of equipment in budget.

15:09:13 Next is category E and that supplies. These are consumable supplies 

and materials including member service gear. AmeriCorps identity items like 

clothing with logo is required budget expense and may be charged to 

AmeriCorps share only if it includes AmeriCorps logo.

15:09:15 Applicants should make a note in budget narratives when items include 

the logo

15:09:34 . You may charge a safety gear to AmeriCorps share regardless of 

whether it has logo or not.Organizations must -- must purchase all member 

service gear with non-AmeriCorps funds. Supplies, make sure to list any single 

items costing $1000 or more.

15:09:54 Category F, contractual consultant category, include all services except 

training and evaluation consultants while AmeriCorps does not impose a 

maximum daily rate, we ask include basis of which you determine expense which 

may be daily rate.

15:10:07 Do not include value of direct community service performed by 

volunteers, here or in personal expenses category unless it's for organizational 

functions like accounting, auditing or equipment maintenance.

15:10:26 Category G is training. This includes expenses related to staff and 

member training. Staff training enhance staff skills for budget -- for budget 

implementation. Member training may include life after AmeriCorps training.

15:10:35 Be sure to include daily rate for consultants if used and if not use some 

type of detail to justify cost.

15:10:58 Category H is evaluation includes project evaluation cost, additional 

staff, consultants, evaluation instruments. This is not for assessing progress to 

performance measures but evaluation of community impact and assessment of 

program design or systems.
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15:11:05 Include daily rate for consultants if used in this category.

15:11:32 Category I is other program costs, a bit of a catch all for those projected 

expenses that don't fit into other categories. In this category, include National 

Service criminal history check cost for members and employees who receive 

salary, education award, living allowance or stipend. If not included, explain how 

the costs are covered and confirm how the checks are completed.

15:11:43 You may include office space, utilities, phone and Internet and similar 

expenses provided that the expenses are not included as part of organizations 

improved indirect cost rate. And that they are prorated and appropriately 

allocated to the project.

15:11:55 You may include member recognition costs which are allowable if 

appropriately justified and they exclude gifts and food provided in entertainment 

setting.

15:12:07 Multistate applicants may include sub- grants indicating approximate 

number average amount of [indiscernible] awards. Show required subgrantee 

match in the grantee share column.

15:12:19 Let's pause to check for questions and if you have a question about 

section number one, enter it into the Q&A panel now.

15:12:44 >> Question -- are the matching funds competitive and what are 

examples of matching funds? That was left over from earlier slides.

15:13:17 >> We look at entire application for competitive grant process includes 

what people propose to do using our funds as well as their own matching funds. 

Examples could include private foundation may be individual donor and also 

could include in-kind's space where members may be serving so could run the 

gamut and make sure it's noted in the source of funds section. Bonnie, any other 

examples that may be helpful?

15:13:44 >> Absolutely. There was the question about in-kind and the labor so 

there is the donation of time from your accounting services if they want to donate 

time for that and they provide services to you.
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15:13:57 Or staff time if the organization is covering the staff time, that could be 

considered in-kind donation as well.

15:14:03 >> Any other questions?

15:14:13 >> Question -- can you review what are acceptable travel expenses?

15:14:50 >> We have seen audit findings around travel expenses so what you 

want to make sure you are doing when you charge your travel expenses is that 

they are direct expenses and for the purpose of the grant and necessary and 

reasonable for the grant. Normally it would be travel, local travel or travel to come 

to Washington DC to be a part of symposium or something.

15:15:09 We would expect you to bring one person or two people whatever we 

outline would be the reasonable cost, necessary cost and then the travel to 

program sites and those things would be reasonable and necessary if you could 

charge it directly.

15:15:23 >> I do not see any other questions in the Q&A at this time.

15:16:10 >> Ones that I want to mention around food that could be allowable 

and that's if it's justified. Justification for food is when is provided by 

disseminating information such as training event, breaking and having 

participants go off-site for food, food could be allowable cost. That would be 

important to note situations like this as justification in budget narrative so it 

doesn't look like you're buying meals for people.

15:16:43 Another thing we see is if there's 20 line items in personal expense 

category, do they need 20 separate fringe benefit lines if they calculate all staff 

fringe benefit the same so we have seen this before as well. Most applicants 

enter each listed in category 1 A with perspective fringe benefit. If it's consistent 

for all staff, applicants enter costs as staff salaries such as fringe calculated 31% 

of all personal expenses.

15:17:04 They could enter the type of fringe benefits such as health insurance or 

retirement on each line as percentage of all personal expenses like health 

insurance 20% of each salary, retirement 14% and so on so a couple other 

things we wanted to highlight as we move out of section number one.
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15:17:19 Let's review budget narrative sample entries and talk through common 

clarification issues that applicants can avoid.

15:17:43 This staff travel category includes number of errors. Use the chat 

feature to note the ones that you see.

15:18:27 Here's a few to call out. Applicant included AmeriCorps sponsor grantee 

training but did not include cost calculation to explain how they determined the 

charge. This may not meet the standard but what if the training was in 

Washington DC and the travelers were located in Northern Virginia, with the cost 

to be reasonable

15:18:53 ? Second line item, applicant proposed mileage rate higher than the 

federal rate and this is allowable providing it aligns with organizations policy. This 

applicant could avoid having to clarify the rate by making budget narrative 

notation that this follows the travel policy of the organization.

15:19:18 They could avoid to clarify the rate by making budget narrative notation 

that follows it and included in last line of category. Third line item shows applicant 

didn't double check calculations for accuracy. Details in the description total 

$2050 rather than budgeted 1954. This often results when applicants revised 

budget category which is why you cannot double check enough.

15:19:42 Last line in category includes costs for member travel. Member travel is 

allowable and this is appropriate detailed entry, there are -- there is category. 

Please check to make sure you enter the line items in appropriate category.

15:19:48 Example at bottom shows correct entry. Adequate detail included for 

each line item including number of individuals traveling, number of travel days or 

miles traveled and mileage rate all calculations total budgeted amounts and no 

erroneous costs included in the category.

15:19:54 The second version is ready for submission to AmeriCorps.

15:20:26 Here's a sample from supplies category of budget narrative. Take a 

moment to consider which if any of costs shown here may require clarification 

after AmeriCorps reviews the line items and post your findings in the chat 

feature.
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15:21:04 A few to call out on the first line, applicant provided average monthly 

cost of office supplies but calculation is incorrect. Appears to be based on 10 

months of cost. Computers line item budgeted 2200 and includes no detail. How 

many computers are they proposing to buy? Is this line just for computers or 

other items? Without this detail we can't determine if cost is reasonable and 

necessary.

15:21:06 Application instructions state applicants must list all single supply items 

with a cost of more than $1000 per unit.

15:21:37 Member supplies category includes cost per member and number of 

members which is great but when you calculate this, it totals a bit higher than 

what is budgeted. Total is $7030. Because AmeriCorps budget reviews includes 

assessment of calculation accuracy, I recommend adding the term like average 

or approximate in this description like included in the office supply line to provide 

flexibility.

15:21:55 Any required budget items missing from this category? What about 

AmeriCorps member service gear?

15:22:16 The second version includes member gear with appropriate detail. 

Additional revisions include corrected office supplies calculation, details about 

the computers and the term average in the member supply line. This is much 

better and more compliant budget narrative category.

15:22:29 Any questions related to section 1 of the budget before we discuss 

section 2?

15:23:04 >> Question -- are there any restrictions on type of equipment? I 

would be happy to take that question. When you think about equipment that you 

will be using on the grant, you want to make sure it's reasonable and necessary. 

These grants are not about capacity building. They are about providing service 

so if you need equipment to provide service, if you could make the case for 

reasonable and necessary, you could put it in.
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15:23:24 There's a 10% cap on dollars we give for equipment. In terms of 

equipment you could use, it needs to be reasonable necessary for this program 

objective.

15:23:34 >> Question -- shouldn't there be description of member supplies?

15:23:41 >> That's the sample you just gave, Lisa, do you want to handle that?

15:23:58 >> It would be good to know what it is and it does give average per 

member and number of members so you could back into the calculation but the 

more details under purpose section, the better because it makes it easier for 

review.

15:24:17 You want budget narrative to standalone you want application narrative 

to standalone so whatever the member supplies are, are they reasonable and 

necessary to accomplish objectives of the project. Bonnie, what do you think?

15:24:30 >> I like that we always say the more the better so I like more of a days 

-- I like more of a description so I agree with you, Lisa.

15:25:15 >> You want your budget narrative to tell the story of what you're trying 

to accomplish and that's why the match is important. It's a requirement and it 

represents expenses that you need to accomplish no one could do everything 

they need to do on our grants justifying what they get from us so tell us the story 

through budget narrative what you're trying to do and how you expend the money 

like the travel example, the devil is in the details how far are you going, what type 

of travel, we want to

15:25:21 Bonnie, do you want to add anything?

15:25:29 >> You hit it right on the head, Lisa, so thank you.

15:25:34 >> Any other questions?

15:25:36 >> There are no others right now.

15:25:45 >> I will turn it over to Bonnie to walk us through section 2 and section 

3.

15:26:05 >> Let's move on to section 2 focusing on member cost, member living 

allowances and support costs, be aware if you are applying for a planning grant, 

your budget will not include any member cost.
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15:26:27 The Notice stipulates minimum and maximum living allowances and 

shows full-time living allowance ranges between 16 502 and 33.4 per member. 

Only required to provide living allowances for full-time members and if a program 

chooses to provide living allowance to less than full-time members, it must 

comply with maximum limits in the Notice.

15:26:47 There is no minimum living allowance amount for member types other 

than the full-time. Budget narrative will identify number of members in each 

category and living allowance amount they will receive.

15:27:12 Member support costs must follow the laws of the states where 

members serve. FICA unless exempted by IRS is 7.65% of the total living 

allowance. You must offer healthcare to all full-time members. Programs may not 

pay healthcare benefits to less than full-time members with grant funds unless 

those less than full-time members are serving in a full-time capacity for sustained 

period of time such as in a full-time summer program.

15:27:32 In that case you should know in the budget narrative. Please include 

number of members receiving the benefit and a per person cost in the cost 

calculation. If you calculate cost based on percentage of members that 

historically has accepted or you anticipate will accept the benefit, make sure you 

note in the justification.

15:27:55 Tribal applicants may use Indian health service coverage is to provide 

healthcare to full-time or less than full-time members serving in a full-time 

capacity. When doing so, know that these costs may not be included as part of 

your match. Instead, you may use Indian health services coverage to provide 

healthcare to full-time members.

15:28:13 You should in your budget narrative state that you are providing the 

benefit through IHS and enter zero as the cost. You may include Worker's 

Compensation cost if the state where members are serving requires it.

15:28:31 It's not required if it's not required programs must obtain occupational 

accidental death and dismemberment coverage for members and be aware that 

it's the applicant's responsibility to check with the Department of Labor to 
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determine if you're required to pay Worker's Compensation and if so at what 

level.

15:28:46 Unemployment insurance and other member costs must be included 

calculation details. You may not charge the cost of unemployment insurance 

taxes through the grant unless it's mandated by state law.

15:29:08 Let's consider sample member support costs section. Use the chat 

feature to identify errors in these member support line items. Do you see any 

errors?

15:29:14 I will talk through it. As you are putting into the chat.

15:29:33 The applicant included required FICA for members but calculated it on 

incorrect basis. They have it at 5%. According to application instructions, 

applicants must calculate FICA at 7.65% of total living allowance.

15:29:51 Healthcare line item, applicant is proposing to cover member healthcare 

cost what benefits from IHS. That is allowable and you may recall I said you 

cannot include those costs as part of your match.

15:30:27 The way that this applicant did that instead should be added to show 

applicant is providing required healthcare coverage but at it in as zero line -- as 

zero dollars line item. Any required line items missing Kiko workers comp? 

Applications -- instructions state it's a required line item and if state requires 

working -- if the state requires workers comp and if the state does not, one of 

these two costs must be in this budget.

15:30:48 Second example includes correct FICA calculation additionally 

healthcare line item was corrected to exclude actual cost of the coverage. Noting 

it's provided off budget in this example includes line item for required member 

Worker's Compensation cost. Second example is much more compliant and 

competitive.

15:30:58 Any other questions related to section 2?

15:31:03 >> I don't see any questions.

15:31:07 >> We will keep moving
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15:31:27 . This is my favoriteSubject, admin and indirect costs are general 

centralized cost support the budget. They don't include specific project costs. 

They may be included in organizations indirect cost rate agreement if one exists.

15:31:38 If you choose to include indirect costs in your budget, there are three 

methods of calculating indirect costs in section 3 of the budget regardless of the 

method, AmeriCorps share is limited to 5% of total AmeriCorps award funds 

expended.

15:32:14 Using the Corporation fixed percentage method, referenced as the 

510% fixed admit -- administrative costs, grantees could cause admin costs 

without federally improved -- approved cost rate without documentation to 

support allocations using this method applicants could allocate 5% of the 

AmeriCorps chair to AmeriCorps share administrative cost and 10% to all direct 

costs for the total of both AmeriCorps and grantee share.

15:32:50 Applicants should follow guidance of application instructed to calculate 

the maximum allowable and if allocating less than maximum allowed, note the 

percentage claimed in the budget narrative. If applicants have federally approved 

indirect rate, they must use this method and approved agreement constitutes 

documentation of admin costs. AmeriCorps share is limited to 5% of AmeriCorps 

funds.

15:33:06 Be sure to specify the cost type whether it's provisional, predetermined, 

fixed or final and supply the rate and based on which it is calculated, salaries, 

modified, total direct costs and so on and follow the guidance in the instruction to 

calculate maximum amount allowed.

15:33:18 If allocating less than maximum note the percentage. Applicants must 

enter details of approved negotiated indirect cost rate agreement in eGrants 

using guidance in the application instructions.

15:33:39 The third calculation method is available to organizations who do not 

have federally negotiated indirect cost rate and who have received less than 35 

million in direct federal funding. It's the deminimis rate of 10% of modified total 
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direct cost.

15:33:59 If using this rate, applicants treated the same as federally approved 

indirect cost rates. It's important to note if this option is selected, organization 

must use consistently across all organizations federal awards. Like a federally 

approved indirect cost rate if you use this rate, enter the details under federally 

approved indirect cost rate heading in eGrants.

15:34:11 Guidance for calculating administrative costs using each method is in 

the application instructions. Please pay close attention to calculate and guidance 

to avoid having to correct calculations during the clarification process.

15:34:44 Now it's time to review indirect cost line items. This example shows 

calculating using Corporation fixed, [indiscernible] and that's the first one I talked 

about as demonstrated applicant is electing to claim full 5% of AmeriCorps share 

and less than the full 10% of grantee share and this is allowable and when done 

applicants state the rate

15:35:16 That they are claiming and the cost calculation as it's shown in the 

example. Second example shows applicant with federally approved indirect cost 

rate as requested in application instructions, they provided cost basis on which 

it's calculated, approved rate and the rate claimed. A detailed cost calculation 

and in this example, rate is based on total salaries and fringe benefits.

15:35:47 We didn't review calculation -- category a budget narrative, look at the 

sample budget that accompanies this training, you'll see those two budgets 

categories total $93,327. Applicant multiplied that by approved rate of 40.5% to 

get the maximum allowable indirect costs of $45,264.

15:35:57 In this example, applicant chooses to claim 45% for the budget for a 

total of $41,997. As with first example, applicant is claiming full 5% of 

AmeriCorps share using calculation provided in the application instructions.

15:36:27 If you have a negotiated indirect cost rate, or you are using 10% 

deminimis rate, enter details of the rate in eGrants using guidance in the 
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application instructions and make sure you calculate the cost using details of the 

rate.

15:36:31 I want to note if you apply for federally negotiated indirect cost rate and 

it hasn't yet been approved, you should use the Corporation fixed percentage to 

budget any indirect costs knowing you could revise the budget when negotiated 

rate is approved.

15:37:04 If you have approved rate that expired or will soon expire, you should 

note the new approval is pending and provide expended approval date and the 

budget narrative and if rate is not approved by the time of award, AmeriCorps 

may request to revise a budget using the fixed percentage rate and in rare 

circumstances, AmeriCorps may approve award with special condition and 

amend the budget upon approval of a new rate.

15:37:07 Let's take another pause to see if there's any questions related to 

indirect costs.

15:37:19 >> Question -- how does applicant get federally approved rate?

15:37:41 >> Federally approved indirect cost rate comes through your cognizant 

agency, whoever gives you the most federal dollars and you work with them 

directly to secure the rate.

15:37:54 >> Question -- are administrative costs calculated for each year or is 

that the total cost over the life of the grant?

15:38:13 >> When you apply each year you would do a 5% each year at time of 

application and then at the end of the day, at the end of the final grant, we look at 

it to make sure you have gotten the 5% at the end of the day.

15:38:17 Could you say more Lisa?

15:38:33 >> I would say because we award when your grants, they may have 

three year overall period but we award in increments of one year and we look for 

budget to reflect that year.

15:38:35 >> Thank you, Lisa.

15:38:43 >> Question -- what documentation must be supplied when using each 

of the indirect cost rates?
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15:39:26 >> When you are entering if you have a federally approved indirect 

cost rate, the application instructions guide you on how to enter your data related 

to the indirect cost rate and tells you exactly what you need to put into eGrants 

and that's the same with deminimis. Application instructions tell you what to put in 

for that. At the end of the day what you must have for documentation is if you 

have federally approved indirect cost rate, you need documentation for that. We 

won't ask to see it un

15:39:38 For the fixed 510 or deminimis, you will apply without needing 

documentation.

15:40:08 Let's move on. Let's talk about source of funds. The last section of the 

budget narrative is the source of funds section. In it you won't list budget 

categories or line items like we talked about, instead, you enter the source of the 

resources covering specific line items.

15:40:46 Under the budget section, 3 tab, you find a source like shown here. 

Once you click the link, new screen opens for you to enter the source and be 

sure to note the source of the match and whether resources are secured or 

proposed, amount of the match, classification of if it's cash or in-kind resources 

and the type of source, private, state, local or federal government in the 

appropriate field.

15:41:14 I want to caution you to update the section as well as indirect cost 

section after making any budget revisions so they reflect all the changes. Total in 

this section must equal total amount of the budgeted match exactly so we see a 

lot of applications that come in and at the end of the day they made adjustments 

in the budget they forget to adjust indirect cost section and the source of fund 

section so make sure that you come back and double check that before you 

submit.

15:41:45 When complete source of fund section might include content similar to 

this example. Note this example only includes source and match and not specific 

category or line items covered by the resources and provides required details 
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noting that the resources are secured or proposed, in-kind or cash donation and 

provided by private or government entity.

15:42:03 As you review the sample, you'll see AmeriCorps match replacement 

you'll see AmeriCorps match replacement that I mentioned. When you request 

cash match record -- replacement you enter amount of request as source of 

matching funds.

15:42:40 Remember when AmeriCorps issues a grant award, with cash match 

replacement, total of match replacement funds are added to AmeriCorps share of 

the funds and together the award amount may not exceed the maximum cost per 

MSY. Example from presentation and the sample budget narrative, total 

AmeriCorps share of the award is 6000 -- $667,470 and if we add this to the 126 

520 requested cash match to amount, total funds awarded is $793,990.

15:43:17 When we divide that by the amount of 38 MSYs, actual cost per MSY is 

$20,894 which is below this year's maximum of 21,600. When completing this 

section, take care as you use drop-down menus. It's easy to change selected 

classification of source incorrectly and train this information may result in 

additional clarification.

15:43:27 As long as we discuss matching resources, I want to remind you if a 

cost is unallowable as part of AmeriCorps share, it's also unallowable as part of 

the grantee share. If you aren't sure if the cost is allowable, uniform guidance is 

the best place to find the answer.

15:43:49 Sample budget narrative from which I pulled examples in this 

presentation will be posted to the funding page. Feel free to use this as a 

resource when developing your own budget narrative. Let's take another pause 

to see if those questions related to source of funds section of the budget.

15:44:09 >> I don't see any questions. Let's pause for a moment

15:44:40 >> I want to stress the benefits of involving your team and someone 

outside of the team. In the budget development and review process. Strongly 

recommend using the tips on this visual and in budget checklist found in 
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attachment on application instructions to make certain you submit accurate 

budget narrative that meets AmeriCorps requirements.

15:45:01 Highlights budget checklist include confirmation that it meets 

AmeriCorps cost guidance. Is the full-time living allowance within maximum and 

minimum levels between 16,502 and 33,000, 42?

15:45:39 EGrants will calculate this for you and you could get a head start on 

determining cost per MSY by dividing total of AmeriCorps funds requested by 

total number of MSYs requested. If application is for $100,000 in AmeriCorps 

funds and 10 MSYs, cost per MSY is $10,000. The cost per MSY did not include 

childcare or the cost of single -- or the cost of the education award.

15:45:43 Does the budget meet or exceed the required match and is the source 

of matching funds section detailed and aligned with amount of budgeted match?

15:46:24 You may also want to check the budget includes all required costs such 

as member gear, National Service criminal history check, member FICA and fulltime member healthcare. Along with those costs that AmeriCorps encourages, 

applicants include AmeriCorps technical assisting events, new staff attendance 

at AmeriCorps symposium and preconference events. If you don't budget those 

costs, include explanation for how the cost will be covered in your budget.

15:46:40 As much as possible due to eGrants character limits, budget narrative 

should provide details including purpose and accurate calculations in whole 

dollars and exclude unallowable costs. Use zero dollars line items to enter 

additional information. Please check all calculations before you submit.

15:46:56 You should ensure that you align your budget narrative to the program 

goals and application narrative including miscellaneous, contingency or other 

undefined budget amounts may adversely impact your application stats.

15:47:29 Before submitting application, make sure your organization has active 

registration with System for Award Management. All applicants must register with 

this SAM, at the address in the chat and maintain active membership until 

process is complete. If applicant is awarded a grant, it must maintain active 

registration throughout the life of award.
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15:47:49 If you are applying to SAM for the first time, apply early because it may 

take a while to activate your registration. We recommend you apply for or renew 

your registration at least three weeks prior to the application deadline to allow 

time to resolve any issues that may arise.

15:48:13 Applicants must use their registered legal name and address on all 

applications at AmeriCorps. SAM is a free service. Never pay for a registration. If 

you are new or re-competing applicant, make sure you submit your operational 

and financial management survey as instructed in the notice.

15:48:34 Submit your mistress -- recent audit to the clearinghouse and form 992 

GuideStar and remember to enter your [indiscernible] negotiated cost in details if 

you have one in eGrants. Details for all these actions are on the funding page of 

AmeriCorps.gov.

15:48:54 AmeriCorps is aware on occasion applicants experience challenges 

with the eGrant system. EGrants automatically performs limited compliance 

check validating the budget and may result in warning or error message.

15:49:02 Some of these matches prevent you from submitting your application so 

you should be aware of the differences and related actions will stop for instance 

when you receive a warning, submit your application but the application or 

budget may not be compliant with the guidelines.

15:49:37 An error message will not allow you to proceed until you correct the 

error. You must resolve all errors before submitting application. If you experience 

a challenge, contact AmeriCorps hotline. The number is 800-942-2677 and a link 

to help request form is at the bottom of most eGrant pages. It's wise to forward a 

copy of the service ticket to AmeriCorpsGrants@cns.gov.

15:49:41 We have documentation of the problem.

15:50:09 I want to draw your attention back to these bullets I shared earlier. I 

encourage you to keep a checklist as you develop your budget and consult it as 

a budget development guide and quality assurance checklist. Many budgets 

require extensive revisions and part because applicants don't follow the points 
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outlined. You'll save yourself a great deal of follow-up by checking proposed 

budget against this checklist before submitting to AmeriCorps.

15:50:20 Let's pause for any final questions. Please enter them into the Q&A 

panel.

15:50:37 >> Question -- to the living allowances include the wages?

15:50:50 >> What you are allowed to provide is living allowance to your 

members so it's not considered a wage but it's a living allowance. Lisa, anything 

else to say on that one?

15:50:59 >> [Audio is choppy]

15:51:03 Members are not employees.

15:51:21 >> Yes, they are not employees. We don't want any supplementation 

or anything so there would not be wages because they aren't employees. They 

would just receive living allowance.

15:51:35 >> There are no other questions.

15:52:04 >> Before we end the webinar, I want to alert you to several additional 

technical assistance opportunities. If you have additional questions about the 

budget -related details and the NOFO, application instructions or this webinar, I 

want to invite you to join us for budget development office hour on March 24 from 

230 to 3:30 PM, Eastern time.

15:52:27 Registration link is on the competition. The funding page. And this slide. 

You can resubmit your budget of all my questions so that we can prepare to 

respond to them. Remember to use the same email address or email regional 

contact for your state or territory with non-budget related questions.

15:52:51 >> Can I add something? If you have not read the NOFO and 

application instructions, please review those in advance because you will ask 

better questions and understand what other people are asking so we can't plug 

enough to review this prior to the session if you haven't already.

15:52:58 >> Yes, absolutely. That's the best way to get the most out of the 

presentation.
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15:53:21 Let's talk about the upcoming webinars. I will remind you that our staff 

have a few more webinars over the coming weeks, registration is required for 

each of the sessions and links and details about each webinar are available on 

the funding page.

15:53:30 If you're unable to join the live webinars, like this webinar, we post the 

session recordings to the funding page about 10 business days after event.

15:54:01 We have reached the end of our time together and I appreciate you 

responding to the final poll. Let us know how helpful the session was for you and 

if there aren't any other questions, I thank you for your time and your interest in 

AmeriCorps and wish you all the best in the competition. This will conclude our 

webinar for today. You can disconnect now.

15:54:05 [End of session]T