CRF Budget Template

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Instructions for Organizations completing the CRF Budget Template

Only fill in the blue shaded areas in the Fiscal Yr 1 to Fiscal Yr  6 tabs.  The rest of the template will auto-fill and can be modified by your Program Officer (PO) as required.  If you have, any questions please contact your PO.

Budget Items

Fill in the title for each project expense under the appropriate category (Personnel, Transportation, etc).  For example, a Youth Worker would be under Personnel, and a Laptop Computer would be under Equipment.

Note: The budget item titles will automatically transfer to each subsquent year of the budget template.You will need to fill in the title for ALL project expenses in the Fiscal Yr 1 budget sheet. If you do not require a specific budget item in a future year, ensure the budget total in that year for that item is zero. If you require an additional budget line item in the budgets for fiscal years 2 - 6, you will need to add the item to the Fiscal Yr 1 budget for it to show up.

Note: Ensure budget items listed are EXPENDITURES not ACTIVITIES.  An example of an expenditure is "staff travel for Community of Practice meeting".  An example of an activity is "Community of Practice".

# Staff

Fill in the number of staff for each position.  Example: If you have 5 youth workers you would put a 5 in this column.

Cost per unit 

Fill in the cost per unit for this expense.  For example, if this is an expense in the Personnel category, then this box would contain the staff person's hourly wage.  If this is an Equipment expense, this box would contain the total amount each item costs. COST PER UNIT MUST NOT EXCEED TWO DECIMAL POINTS – for example $25.33, not $25.3334.

Number of Units/Items

Fill in the number of units/items for this expense.  For example, if this is an expense in the Personnel category, then this box would contain the number of hours per week that this person would work on the project.  If this is an Equipment expense, this box would contain the number of items your project requires.

Frequency 

Fill in the number of weeks/months/times (during the year, from April 1-March 31) that this expense will be incurred.  For example, if this is an expense in the Equipment category that will only occur once at the beginning of the project, the number to fill in the box would be one (1).  

Weeks/Months/Times

Fill in weeks, months, times, etc. to qualify the frequency identified in the previous column. For example, if this is an expense under the Rent category that will occur monthly for a full fiscal year (i.e. rent for project space), this box would contain the word "months".

Total

This column will fill in automatically based on the amounts in the Cost per unit, # of Units/Items and Frequency columns. In Personnel, the # of Staff is also used in this calculation.

Cash and In-kind Contributions

You must specify if a contribution from another source is cash or in-kind. Generally, a cash contribution would appear in the organization's ledger as revenue (cheque, transfer of funds, direct deposit, etc.). Once you have indentified if it is cash or in-kind, fill out the amount of each contribution towards this line item in the appropriate column.

You must also list the source of the contribution.  This would be the name of the person/ organization/ government who are contributing cash or in-kind resources to the project.

If more than one organization is contributing to a specific line item (for example 2 organizations are contributing to rental space each providing in-kind space) put the total amount being contributed in the column.  In the Source column list all organizations separating them with a comma.  Breakdown the amounts each organization is contributing to the project in the Notes section for that category.

Cash and In-kind contributions must be separated by the amounts contributed from an Other Government Source (including federal, provincial, municipal governments) or a Non-Government Source.  Ensure the source of funding listed is the complete legal name of the organization contributing to the project.

Only include cash/in-kind contributions that are confirmed.  This would be any contribution another source has indicated they will provide when/if the project takes place.  If contributions from other sources are not confirmed, they should not be included in the budget.

Public Safety Requested Contribution

This column auto-fills based on each expense total, minus contributions from other sources.

Notes

Each category has a notes section which is used to explain any budget items that may require additional information or to justify the relevance of the expense.

Project Expenses

Only expenses directly related to the proposed project activities are eligible. The expenses must be essential to the project's success.  The following outlines eligible and ineligible expenses.

Eligible costs

Salaries and Wages

Salaries and wages for permanent or temporary professional, clerical, technical and administrative services, including mandatory employment related costs;

Rent and Utilities

Rent, normal utilities such as electricity, heat, water and telephone, maintenance of offices and other buildings, insurance and taxes, conference room and meeting room rentals, where these expenses are directly related to the project and are not core or ongoing expenses;

Office Equipment

Office equipment and minor capital acquisitions net of disposal (less than $5,000 per acquisition);

Supplies, materials, etc. 

Program supplies and materials (less than $5,000 per acquisition);

Travel

Reasonable travel and living expenses related to the delivery of the project, including transportation rental feeds, in accordance with Treasury Board guidelines;

Training 

Training (including conferences) and costs related to project development  e.g. consultations, professional development, data collection, committee meetings, and site visits;

Audit and Evaluation Expenses

Costs associated with the evaluation of the project such as Consultant Fees, Travel, Participant Incentives and Administrative expenses directly related to the evaluation activities. The costs associated with the evaluation should be determined in consultation with the Senior Evaluation Analyst.

Honoraria

Honoraria, defined as time-limited remuneration for service or participation in a project that is consistent with, and essential to the attainment of, the project's objectives. This can include but is not limited to, volunteer services, guest speakers, and Elder honoraria; but cannot be provided for individuals whose participation in a project is already being compensated (e.g. by their employer) or is being accrued as part of an in-kind contribution;

Computer Services, Library Expenses, etc. 

Computer services, library expenses, documentary research costs and collection and analysis of data and / or statistics;

Public Awareness 

Public awareness and educational costs consistent with the project's objectives

Translation

Translation and simultaneous interpretation activities

Meals and/or Refreshments

Meals and/or refreshments for participants in activities and workshops directly related to the project, which are deemed reasonable through the detailed budget review and not to exceed the maximum NJC guideline amount

Culturally Appropriate Expenditures

Culturally appropriate expenditures including gifts (for a maximum of $100), community feasts, ceremonies and ceremonial meals, gatherings, and circles, in accordance with NJC guidelines.

Administrative Expenses

Administrative expenses should be clearly defined and should not exceed 15% of the total funding agreement;

Fiscal Year 1

Organization Name: Type Organization Name Here  File No.:  ####-X##   Budget for the period of:     To:         
Project Title: Type Project Title Here                      
              CASH Contributions from Other Sources IN-KIND Contributions from Other Sources      
Budget Items # Staff  Cost per unit
($/Hr, $/Km) 
# of Units
(# Hrs, Kms)
Frequency (weeks / months / times)  Total Cost of Budget Item   Amount from Other Government Source  Name of Other Government Source  Amount from Non-Government Source  Name of Non-Government Source  Amount from Other Government  Name of Other Government Source  Amount from Non-Government  Name of Non-Government Source Public Safety Canada Requested Contribution    
Salaries and Wages       # Units                   -           0.00    
                              -           0.00    
Salaries and Wages Notes      
Rent and Utilities                             -           0.00    
                   -                           -           0.00    
Rent and Utilities Notes      
Office Equipment                             -           0.00    
                   -                           -           0.00    
Office Equipment Notes      
Program Supplies and Materials                             -           0.00    
                   -                           -           0.00    
Program Supplies and Materials Notes      
Honoraria                             -           0.00    
                   -                           -           0.00    
Honoraria Notes      
Computer Services, library expenses and research costs                             -           0.00    
                   -                           -           0.00    
Computer Services, Library expenses, research costs Notes      
Public Awareness and Educational Costs                             -           0.00    
                   -                           -           0.00    
Public Awareness and Educational Costs Notes      
Translation and Simultaneous Interpretation Activities                             -           0.00    
                   -                           -           0.00    
Translation and Simultaneous interpretation Activities Notes      
Audit and Evaluation                             -           0.00    
                   -                           -           0.00    
Audit and Evaluation Notes      
Training (including conferences)                             -           0.00    
                   -                           -           0.00    
Training (including Conferences) Notes      
Reasonable Travel and Living Expenses                             -           0.00    
                   -                           -           0.00    
Reasonable Travel and Living Expenses Notes      
Meals/Refreshments for Participants                             -           0.00    
                   -                           -           0.00    
Meals/Refreshments for Participants Notes      
Culturally Appropriate Expenditures                             -           0.00    
                   -                           -           0.00    
Culturally Appropriate Expenditures Notes      
Subtotal                           -                              -      
    Percentage 0      
Adminstrative Expenses                             -           0.00    
                   -                           -           0.00    
Administrative Expenses Notes      
 BUDGET TOTAL                            -                              -      
                                   

Repeat for fiscal years 2-6

 

Annex B - Fiscal Year 1

               
Annex B      
Budget      
####-X## Type Project Title Here      
Type Organization Name Here      
      From: To:      
Project Budget and Eligible Expenses for fiscal year:          
Revenues:              
Government Funding (municipal, provincial and federal)   Amount       
Public Safety Canada  $                   -        
- source (Government funder name-cash )  $                   -        
   $                   -        
Subtotal – Cash  $                   -        
           
- source (Government funder name-in-kind)  $                   -        
   $                   -        
   $                   -        
Subtotal – In-kind  $                   -        
Total Government Funding  $                   -        
Government assistance (municipal, provincial and federal) cannot exceed 95% of eligible expenses 0      
               
Non-Government Funding        
- source (Non-Government funder name-cash )  $                   -        
   $                   -        
Subtotal – Cash  $                   -        
           
- source (Non-Government funder name-in-kind)  $                   -        
   $                   -        
Subtotal – In-kind  $                   -        
Total Non-Government Funding  $                   -        
        0      
Total Revenues  $                   -        
               
Expenditures:      
  Public Safety Canada Funding Other Government Funding Non Government Funding  TOTAL       
Detailed Eligible Expenditures by Category      
Cash       
Salaries and Wages      
Rent and Utilities       
Office Equipment      
Program Supplies and Materials      
Honoraria      
Computer Services, Library Expenses and Research Costs      
Public Awareness and Educational Activities      
Translation and Simultaneous Interpretation Activities      
Audit and Evaluation      
Training (including conferences)      
Reasonable Travel and Living Expenses      
Meals/Refreshments for Participants      
Culturally Appropriate Expenditures      
Administrative Expenses      
Subtotal – Cash       
               
In-kind       
Salaries and Wages      
Rent and Utilities       
Office Equipment      
Program Supplies and Materials      
Honoraria      
Computer Services, Library Expenses and Research Costs      
Public Awareness and Educational Activities      
Translation and Simultaneous Interpretation Activities      
Audit and Evaluation      
Training (including conferences)      
Reasonable Travel and Living Expenses      
Meals/Refreshments for Participants      
Culturally Appropriate Expenditures      
Administrative Expenses      
Subtotal – In-kind      
               
Total Expenditure       
Salaries and Wages      
Rent and Utilities       
Office Equipment      
Program Supplies and Materials      
Honoraria      
Computer Services, Library Expenses and Research Costs      
Public Awareness and Educational Activities      
Translation and Simultaneous Interpretation Activities      
Audit and Evaluation      
Training (including conferences)      
Reasonable Travel and Living Expenses      
Meals/Refreshments for Participants      
Culturally Appropriate Expenditures      
Administrative Expenses      
Total Expenditures      
               

Repeat for fiscal years 2-6

Annex B Budget Summary

Annex B Budget Summary    
####-X## Type Project Title Here    
 Type Organization Name Here     
                   
                   
Government Funding              TOTAL     
Public Safety Canada    
- source (Government funder name-cash )    
     
Subtotal - Cash    
                   
- source (Government funder name-in-kind)    
     
     
Subtotal - In-kind    
Total Government Funding  (%)    
            0    
                   
Non-Government Funding                  
- source (Non-Government funder name-cash )    
     
     
     
     
Subtotal – Cash    
                   
- source (Non-Government funder name-in-kind)    
     
Subtotal – In-kind    
Total Non-Government Funding (%)    
0 0 0 0 0 0 0    
                   
Grand Total    
                   
Summary by Budget Category    
Detailed Eligible Expenditures by Category                  
                 
             TOTAL     
Salaries and Wages   0
Rent and Utilities    0
Office Equipment   0
Program Supplies and Materials   0
Honoraria   0
Computer Services, Library Expenses and Research Costs   0
Public Awareness and Educational Activities   0
Translation and Simultaneous Interpretation Activities   0
Audit and Evaluation   0
Training (including conferences)   0
Reasonable Travel and Living Expenses   0
Meals/Refreshments for Participants   0
Culturally Appropriate Expenditures   0
Administrative Expenses   0
Grand Total   0
                   
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