1. Walkthrough of Budget Forms and Process
2016 MFP Budget Process
Walkthrough of Budget Forms and Process
July 01, 2015
Presented by: Geoffrey Ntosi, OAGM
Monica Anderson, OAGM

2. Agenda Overview of Supplemental Application Forms
MFP Budget Narrative & Justification (provided for reference)
Q&A
Next Steps

3. Overview of Supplemental Application: My Grant List

4. Overview of Supplemental Application Forms: Checklist

5. Overview of Supplemental Application Forms: Online Forms
Application SF-424
Budget Information SF-424A (Consolidated) Online
Five More of the SF-424A Uploaded as Attachment
Assurances – Non-Construction SF-424B
Disclosure of Lobbying Activities

6. MFP Budget Narrative & Justification: Additional Information to be Submitted
Consolidated Budget Narrative Template (2016 – 2020)
Detailed Budget Narrative for 2016 Only
Worksheet for Proposed Budget (WFPB)
Maintenance of Effort (MOE)
Attachment A – Conference Request Form (All travel and conferences ≥ $20,000
Most Recent Approved Indirect Cost Rate Agreement
Misc. Uploads.

7. MFP Budget Narrative & Justification: Consolidated Budget

8. MFP Budget Narrative & Justification: Budget Summary
Do not enter information. Will be auto-populated with information from other tabs

9. MFP Budget Narrative & Justification: Personnel
Personnel is an employee of the grantee/awardee whose work is directly tied to the project.
List what Personnel are absolutely necessary for this specific activity by providing the: title, name, position status, annual salary, level of effort, costs, and roles and responsibilities.
Salary, effort, how it relates to MFP program goals
For all other new positions, please provide the Position Description and why the positions are necessary for the implementation of your project. Please include justification for why these positions are requested at 100%.

10. MFP Budget Narrative & Justification: Fringe Benefits
Fringe benefits: list all components of fringe benefits rate
How is fringe benefits calculated/based on what costs.
Fringe benefits may include contributions for social security, employee insurance, pension plans, etc. Only those benefits not included in an organization's indirect cost pool may be shown as direct costs. Attach your State Fringe benefit policy. If part of the overhead, please indicate
List all components of fringe benefits rate.

11. MFP Budget Narrative & Justification: Travel Cont’
What is the purpose of travel (Who, where, why)
How does it further the goals of your project
How are costs calculated
Elaborate and justify the necessity of the travel/training/conference
Conference/Meeting request over $20K - (Attachment A)
For each conference, please (1) provide a copy of the agenda/training syllabus, (2) Identify which staff will be traveling and (3) explain how this travel, conference, or training impact the implementation of the program?

12. MFP Budget Narrative & Justification: Travel Cont’
Is there a limit on the number of staff traveling?
For leasing of vehicles, please include the state policy.
Questioned costs – resort locations, food etc.
GSA rate should be used for all airfare (coach), hotel, and per diem unless state policy dictates otherwise
Please note that prior years’ approved travel does not necessarily mean it will be approved for the upcoming budget year
Terms and conditions require a travel log for the prior year

13. MFP Budget Narrative & Justification: Travel Cont’
If approved, a conference summary is required 30 days after the meeting date. The summary should respond to the following questions:
As a result of this training/conference, the following impact was made on our project
We anticipate these changes will affect our outcomes in the following ways (describe anticipated changes in the following areas):
The annual progress report should include follow-up information as to whether or not these changes were realized.

14. Budget Narrative & Justification: Equipment & Supplies
Equipment is classified as nonexpendable personal property having a useful life of more than one year and an acquisition cost of $5,000 or more
Unless a state policy classifies equipment at a lower threshold, all items under $5,000 should be in supplies
How did you come up with the amount being requested? Is it based on historical usage or state policy? Explain and/or attach policy.
What, how many, how much, purpose
No Food and conference registration fees in this category.

15. Budget Narrative & Justification: Equipment & Supplies Cont’
Helpful Hints:
For wireless service and cell phone plans, include the state policy showing the rates
Number of supplies should be reasonable to number of MFP staff (10 MFP staff does not equal 25 cellphones or laptops)

16. Budget Narrative & Justification: Contractual
The costs of activities to be undertaken by a third party should be included here as a single line item charge.
A separate itemization of the cost comprising the charge should be attached to the budget. If there is more than one contract, each must be budgeted separately and must have an attached itemization.
For Contracts/subcontracts that have not been arranged, please provide the expected Statement of Work, Period of Performance and how the proposed costs were estimated.
Is the request in line with State procurement policy?

17. Budget Narrative & Justification: Contractual Cont’
If the Quality of Life (QoL) Surveys are budgeted in the contractual line item, show the calculation based on the number of projected transitions (Baseline, 11 months and 24 months)
Questions:
How should states handle a contract that was approved in a 2014, but they are now in year 2 of the contract in 2015? Should the State re-submit the original contract SOW that was submitted last year in 2014? What if the SOW of work changes? A multi-year contract will require a multi-year budget. New budget requests to support contracts that differ from budget should be properly explained and documented.

18. Budget Narrative & Justification: Other - Services
How are qualified, demonstration and supplemental services costs calculated?
Does the service amounts match the benchmarks?
For each service, there must be a clear methodology that shows how the service cost was calculated.
Fee for service Vs Capitation rate; If you are using capitation show how requested cost is determined.
If contract cost include services cost, has adjustment been made in services category to adjust for this cost.

19. Budget Narrative & Justification: Indirect Cost Rate Agreements & Cost Allocation Plans
Does the state have an approved Indirect Cost Rate Agreement and/or a Cost Allocation plan?
The approved rate as shown in the Indirect Cost Rate Agreement must be the rate used in the calculation for the current year
Indirect Cost Rate Agreement must be submitted with the application.
Any Cost already in the Indirect cost pool cannot be claimed directly. Proof of Cost allocation plan must be included.

20. Q&A

21. Next Steps
Get started: Continue to gather information and engage partners
Submit additional questions to:
Attend webinars:
August 5: Q&A
Sept. 9: Q&A
Coordinate with PO and OAGM