Budget Preparation   /  Typical Budget Items
Frequently Overlooked Costs  /  MSDE Budget Form

Budget Preparation

The budget should include all costs for the project.  It should be realistic, itemized and justifiable.  Always follow the funder's guidelines for presenting the budget.  Think carefully about your project's real expenses.  Some costs are frequently overlooked during the budget preparation process.  And, of course, check carefully for calculation errors.

Your budget should be prepared after you have developed the project.  At this point, you will know all of the personnel and all of the activities.  You will need to include all anticipated costs in your budget.  Costs change each year.  Contact us for the most recent cost figures.    

Typical Budget Items

Salary. The Grants Office compiles a list of average salaries for AACPS personnel.  If you don't know exactly who will be hired for the project, you should use these figures as you develop your budget.  Do not "guestimate" cost figures; you may find later that you don't have enough money to cover costs. You will also want to consult with Human Resources as you develop job descriptions.  All grant-funded personnel decisions must conform to AACPS hiring/employment guidelines and regulations.

Fixed Costs.  Fixed costs are required costs in addition to salary.  Fixed costs include social security, workman's compensation, and unemployment insurance.  Fixed costs vary for part-time vs. full-time employees.  They also vary for contractual employees and change from year to year.  Contact the Development Office to find out what fixed cost calculation you should use for your specific grant request.

Fringe Benefits.  Fringe benefits are "optional" costs in addition to salary.   Fringe benefit costs cover insurance and retirement.  Both fringe benefits and fixed costs must be included for full-time employees.  Contact the Development Office for the correct amount to use for your specific grant request.

AACPS Administrative Fee.  The administrative fee for grants is 2-4% of the total cost of the grant.  This fee covers the added administrative cost to AACPS to maintain and administer grant programs.  This is an AACPS requirement for all grants.

Equipment, materials and supplies.  Examples are office supplies, test materials, desks, computers, copying costs, postage, shipping and handling, and publication of materials for distribution.   Please note that all equipment, materials and supplies must be purchased through regular AACPS purchasing procedures.

Travel.  Examples include travel reimbursements for personnel traveling to and from schools, travel to conferences or professional meetings, and local travel related to grant activities.  Call the Development Office for information about the current mileage.

Other Costs.  Examples include building renovations; telephone and fax costs; installation of cables for computers, service contracts, custodial services, and installation of equipment.  We can assist in directing you to the appropriate personnel who can provide accurate cost figures for your budget.  Each funder will have their own guidelines as to what are allowable costs.  The Development Office will be able to help you determine what these are. 

Cost-Sharing.  Cost-sharing is the contribution which AACPS makes to the cost of the grant-funded project.  This contribution might include salary, equipment and facilities use, and materials. Some grants require a cost-share, others do not.  Occasionally it is appropriate to include a cost-share budget even if it is not required by the funder, to show actual contributions by AACPS.  Keep in mind that because it is a real cost to AACPS, all cost share must be approved. 

Frequently Overlooked Costs.   As you prepare your budget, consider every activity and every detail.  Don't forget any cost, including the following frequently overlooked expenses:

• PC support
• repairs, servicing
• internet service costs
• phone line installation
• telephone charges
• infrastructure modifications, including electrical outlets, plumbing, carpentry, HVAC modifications, asbestos removal, and painting
• transportation for students 
• custodial assistance
• travel costs to and from grant sites

MSDE Budget Form.   If your project is funded through the Maryland State Department of Education, you will probably need an MSDE budget form (otherwise known as a C-125). This form is usually included in the RFP (request for proposals) from MSDE.  The Development Office maintains this form in Microsoft Excel, although it may need to be modified slightly depending on your specific grant.