Budget Narrative: SAMPLE for FY 2023 AmeriCorps State and National, Native Nations applicants page 1

This is a sample operational grant budget. Planning grant budgets follow the same format, excluding member-related costs, 

which are designated with an asterisk (*).

Budget Narrative: SAMPLE for FY 2023 AmeriCorps State and National, Native Nations applicants

Not intended for replication.

This is a sample operational grant budget. Planning grant budgets follow the same format, excluding 

member-related costs, which are designated with an asterisk (*).

Section I. Program Operating Costs

A. Personnel Expenses

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

Executive Director 1 $65,000 8.5% $5,525 $0 $5,525 

Project Director 1 $35,000 100% $35,000 $35,000 $0 

Project Assistant 1 $25,000 100% $25,000 $0 $25,000 

Subtotal 3 $125,000 $65,525 $35,000 $30,525 

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%

$2,411 $0 $2,411 

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

7.65%, retirement – 6.15%

$12,618 $12,618 $0 

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

7.65%, retirement – 22%

$12,975 $0 $12,975

Subtotal $28,004 $12,618 $15,386

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)

$1,465 (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

estimated 35 trips, avg 32.4 miles 

round trip @ $0.67/mile (mileage 

rate determined by organizational 

policy)

$760 $0 $760

Regional training conference 

(PD and PA)

$977 (airfare - $450, Lodging -

$132/night, 2 nights, per diem -

$71/day, 3 days, ground 

transportation - $50) x 2 staff

$1,954 $977 $977 

Subtotal $5,644 $3,907 $1,737

Table 3 Sample budget narrative Section I.C.1.
Sample only Not intended for replication

Budget Narrative: SAMPLE for FY 2023 AmeriCorps State and National, Native Nations applicants page 2

This is a sample operational grant budget. Planning grant budgets follow the same format, excluding member-related costs, 

which are designated with an asterisk (*).

2. Member Travel*

Purpose Calculation Total Amount CNCS Share Grantee 

Share

Member Training - Travel 38 members using 10 vehicles (95.5

miles round trip @ $0.67/mile 

(mileage rate determined by 

organizational policy)

$640 $640 $0 

Member Training – Lodging 

(5 nights) 

38 members, 5 nights @ $85/night, 

(double room)

$8,075 $0 $8,075 

Member Training – Per diem 38 members, 6 days @ $51/day $11,628 $0 $11,628 

Member Travel as part of 

workday (between worksites)

Avg 19.1 mi/week, 50 weeks, 38 

members, $0.67/mile (mileage rate 

determined by organizational policy)

$24,320 $1,665 $22,655 

Subtotal $44,663 $2,305 $42,358

Table 4 Sample budget narrative Section I.C.2.

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

AmeriCorps member service gear 

(includes the AmeriCorps logo)*

38 members, 3 shirts @ 

$26/shirt

$2,964 $2,964 $0

Office Supplies Avg $40/month $480 $0 $480

Computers for new staff (laptop, 

external monitor, external 

keyboard, and mouse)

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

Member Supplies* Avg $185/member, 38 

members

$7,000 $2,800 $4,200

Subtotal $12,644 $6,864 $5,780

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 $125 per 

individual x 41 (38

members* and 3 employees)

$0 $5,125 $0 $5,125

Subtotal $5,125 $0 $5,125

Table 7 Sample budget narrative Section I.F.
Sample only Not intended for replication

Budget Narrative: SAMPLE for FY 2023 AmeriCorps State and National, Native Nations applicants page 3

This is a sample operational grant budget. Planning grant budgets follow the same format, excluding member-related costs, 

which are designated with an asterisk (*).

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

consultant (3 days)

Program Director $275 $825 $0 $825

Subtotal $ 825 $ 0 $ 825

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

2. Member Training*

Purpose Calculation Daily Rate Total Amount CNCS Share Grantee 

Share

Leadership training consultant 

(for 10 members)

1 day prep, 3 days 

of training

$700 $2,800 $2,800 $0

Subtotal $2,800 $2,800 $0

Table 9 Sample budget narrative Section I.G.2.

H. Evaluation

Purpose Calculation Daily Rate Total Amount CNCS Share Grantee 

Share

Independent evaluator 15 days $700 $10,500 $0 $10,500

Subtotal $10,500 $0 $10,500

Table 10 Sample budget narrative Section I.H.

I. Other Program Operating Costs

Purpose Calculation Total Amount CNCS Share Grantee Share

Staff criminal history checks (1 

staff returning with completed 

check)

2 @ $50 - FBI, $24 - state $148 $148 $0

Member criminal history checks* 38 @ $50 - FBI, $24 - state $2,812 $2,812 $0

Subtotal $2,960 $2,960 $0

Table 11 Sample budget narrative Section I.I.

Subtotal:

Total Amount CNCS Share Grantee Share

$178,690 $66,454 $112,236 

37% 63%

Table 12 Sample budget narrative Section I subtotal
Sample only Not intended for replication

Budget Narrative: SAMPLE for FY 2023 AmeriCorps State and National, Native Nations applicants page 4

This is a sample operational grant budget. Planning grant budgets follow the same format, excluding member-related costs, 

which are designated with an asterisk (*).

Section II. Member Costs*

A. Living Allowance

Item # Mbrs

w/ Allow

Allowance 

Rate

# w/o 

Allow

Total Amount CNCS Share Grantee 

Share

Full Time (1700 hrs) 38 $21,500 0 $817,000 $612,750 $204,250

Three Quarter Time slots (1200 hours) $0 $0 $0

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

2-Year Half Time (1st Year) $0 $0 $0

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

Abbreviated Time (100 hours) $0 $0 $0

Subtotal 38 $21,500 0 $817,000 $612,750 $204,250

Table 13 Sample budget narrative Section II.A.

B. Member Support Costs

Purpose Calculation Total Amount CNCS Share Grantee Share

FICA for Members: 7.65% of total member 

living allowances

$62,500 $46,875 $15,625 

Health Care offered to all full-time members 

(provided by Indian Health Services)

covered off budget $0 $0 $0 

Worker’s Compensation 2% of total member 

living allowances

$16,340 $12,253 $4,087

Subtotal $78,840 $59,128 $19,712

Table 14 Sample budget narrative Section II.B.

Subtotal:

Total Amount CNCS Share Grantee Share

$895,840 $671,878 $223,962

75% 25%

Table 15 Sample budget narrative Section II subtotal

Section III. Administrative/Indirect Costs

A. Corporation Fixed Percentage 

Item Calculation Total Amount CNCS Share Grantee Share

Corporation Fixed Amount Total program costs x 10% (claiming 

6%); CNCS: total CNCS costs x 5.26% 

$103,308 $38,836 $64,472

Subtotal $103,308 $38,836 $64,472

Table 16 Sample budget narrative Section III, using option A
Sample only Not intended for replication

Budget Narrative: SAMPLE for FY 2023 AmeriCorps State and National, Native Nations applicants page 5

This is a sample operational grant budget. Planning grant budgets follow the same format, excluding member-related costs, 

which are designated with an asterisk (*).

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

Subtotal:

Total Amount CNCS Share Grantee Share

$103,308 $38,836 $64,472

38% 62%

Table 18 Sample budget narrative Section III subtotal

Total $1,177,838 $777,168 $400,670

66% 34%

Table 19 Sample budget narrative total

Total MSYs 38

Cost/MSY $20,452 

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) $164,283 Cash Other

Professional services donation (secured) $11,325 In Kind Other

Ford Foundation (secured) $90,000 Cash Private

State Criminal Justice Institute grant (proposed) $65,000 Cash State/Local

AmeriCorps Cash Match Replacement (proposed) $70,062 Cash Federal

Subtotal $400,670

Table 21 Sample budget narrative Source of Funds