Quantitative financial reports that use budget codes to track encumbered and spent funds are useful for ensuring drawdowns are being made and that expenditures assigned to your budget match the ledger your office is keeping in real time.
OMB Uniform Guidance, section 200.413(c), states that salaries for administrative and clerical staff who are shared across programs with different funding streams should normally be treated as Facilities and Administration (F&A, or indirect) costs. Salaries associated with routine services like making routine travel arrangements and typing reports shouldn’t be budgeted or charged as direct costs, even when there’s a direct benefit to the program. Administrative office supplies, postage, local telephone costs and memberships should normally be treated as administrative or indirect costs.
Costs that pass the "supplement versus supplant" test and follow Office of Management and Budget rules (e.g., supplies needed for activities or for operations).
Adjustments made to move money around within your budget and that may require a formal request, especially if above 10%; always check with your state coordiantor.
Maintaining detailed records of program expenditures.
Expenditures to acquire capital assets such as smart boards, computers and mobile labs.
Non-equipment items and supplies that are needed to meet project objectives and are typically purchased repeatedly as they get used up (e.g., pens, paper, markers, art supplies).
The portion of project costs not paid by federal funds and that may include the value of allowable third-party in-kind contributions.
Costs that can be identified specifically with and directly assigned to project activities (e.g., consumable and non-consumable supplies, and compensation and fringe benefit costs for full-time staff members who are paid by the 21st CCLC program).
Funds earmarked for expenses incurred, but not actually paid out yet.
Tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost which equals or exceeds the lesser of the capitalization level established by the non-federal entity for financial statement purposes, or $5,000. See 2 C.F.R. § 200.33.
A standard accounting practice that provides a summary of the program's financial income and expenditures.
Costs that remain the same regardless of the number of students served (e.g., salary and benefits for one full-time project director, travel budget for one site coordinator to attend state training). Also see "variable costs."
Contributions in the form of goods or services rather than money (e.g., donations of food or materials, volunteers, space).
A mechanism for determining fairly and conveniently, within the boundaries of sound administrative principle, what proportions of an organization's administrative costs each program should bear. Must be federally approved.
The expenses of doing business that are not readily identified with a particular grant, contract, project function or activity, but are necessary for the general operation of the organization and its activities. (e.g., percentage of the salaraies of the executive director and accounting staff, accounting fees, general liability insurance).
A record of expenditures made, including personnel expenses (e.g., number of hours paid for each staff member per pay period); often maintained in the form of a spreadsheet.
Creating detailed reports or documents that are typically used internally to help organizations make informed decisions.
Items that are reusable and last for a long period of time (e.g., musical instruments, manipulatives, printers, scissors).
The White House's Office of Management and Budget (OMB) oversees implementation of the President’s vision across the Executive Branch, including, but not limted to, coordination and review of federal regulations, such as the Uniform Grant Guidance.
For nonprofit organizations, overhead is generally defined as a combination of fundraising expenses (e.g., costs incurred to secure charitable contributions) and management and general expenses (all the other costs to operate the organization that are shared across programs). These categories of overhead costs are specified in IRS Form 990, the federal tax return for nonprofit organizations, and are used along with program expenses in a nonprofit independent audit report and on the annual IRS Form 990.
Policies and procedures that guide purchasing of supplies, materials and equipment.
An expense whose benefit can be specifically tied to the objectives of more than one funding source or program.
All tangible personal property other than that described in 2 C.F.R. § 200.33 as "equipment." A computing device is a supply if the acquisition cost is less than the lesser of the capitalization level established by the non-federal entity for financial statement purposes or $5,000, regardless of the length of its useful life. See 2 C.F.R.
Strategies carried out to continue all or part of a program after grant funding ends.
Per-student costs that change based on the number of students served (e.g., salary and benefits for instructional staff who implement activities, supplies for student activities). Also see "fixed costs."
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