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

Repeat for fiscal years 2-6

Annex B - Fiscal Year 1

Repeat for fiscal years 2-6

Annex B Budget Summary

Date modified:

2017-10-30