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Budgeting with multiple funding sources October 18, 2011, 3:30 – 5:00 pm

Budgeting with multiple funding sources October 18, 2011, 3:30 – 5:00 pm. Children’s Advocacy Centers of Texas. Budget Objectives. Be able to pay the bills Spend down all the grants…appropriately Enable strategic decision making Unhappy grantors make for unhappy grantees.

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Budgeting with multiple funding sources October 18, 2011, 3:30 – 5:00 pm

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  1. Budgeting with multiple funding sourcesOctober 18, 2011, 3:30 – 5:00 pm Children’s Advocacy Centers of Texas

  2. Budget Objectives • Be able to pay the bills • Spend down all the grants…appropriately • Enable strategic decision making • Unhappy grantors make for unhappy grantees.

  3. Evaluate Funding Sources • Review your government grants to determine if amounts or requirements are changing. Gather your grant applications/contracts to ensure compliance. • Review your foundation and/or United Way grants to evaluate likelihood of receiving and amount. • Individual Giving – is the trend increasing or decreasing? What risks are there?

  4. Grant Periods • Identify grants that do not match your fiscal year. • For example, you do your 990 on the calendar year, but the CACTX grant is on the state fiscal year (Sep – Aug). • Factor in assumptions on future amounts and the timing of non-routine costs.

  5. Individual Grant Quirks • How restrictive are the grants (allowable activities, match, etc.)? • What are the guidelines on moving funds around (10%...10% of what)? • What is your relationship with the grantor? • What did your narrative and budget look like? • Never forget that your timesheets need to match your allocations and be based on actual activity.

  6. Items to Consider Before Budgeting • How much unrestricted do you have to fill gaps? • When does the money come in? Do you have cash reserves? • How do you allocate non-personnel costs? • Do you have different “programs”? Umbrella programs need to pay particular attention to this.

  7. OAG Allocation Methodologies Keep in mind these are approved methods from the Office of the Attorney General and may not be acceptable by other funders.

  8. Payroll Budgeting/Actuals

  9. Budget Document (1 of 3)

  10. Budget Document (2 of 3)

  11. Budget Document (3 of 3)

  12. Board Approved Budget!!! • The Board approved the budget so now I can get back to my real job…sort of… • It is imperative that the budget progress be tracked through out the year (especially by grant). • Use a system that works well for you. • If something doesn’t feel right, it probably isn’t.

  13. Sample Budget Tracking Sheet • Make sure the amounts on the sheet match your accounting system.

  14. Final Tips • Grant writing – generic titles (program specialist, broader statements, leave off the little items) • Grant budgets – put the big stuff on the grant (personnel, audit, rent, etc.) • Consider doing estimated spending for grants with balances. • Review your grants contracts periodically.

  15. QUESTIONS?

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