 I also want to invite you to learn more about Minnesota's tribes and native people, and there's usually very interesting history on the tribal websites, and I've listed them here for Minnesota. And also, I've listed them here for North Dakota, and then for South Dakota as well so I encourage you based on where you are please, please do avail yourself of that history it's very interesting, and it's good stuff. So then I want to talk a little bit about the TechSoup chapter because can I just ask is TechSoup new to many of you or are you all familiar with the TechSoup connect events. You can put a green checkmark or red effects in your box from the reactions toolbar or you cannot if you're showing video. I just want you all to know that it's free and techies and non techies are welcome technology is not my first language and so I love the resources TechSoup makes available, and you can attend as many or as few events, if as you wish so even if you joined the chapter doesn't mean you have to attend all the chapter events. But I hope you're able to give yourself some time to follow the links to learn more about the TechSoup connect free events because their chapters all over the country and I think internationally to I've been on several calls that were international. And then, if you want to get more notices of these events please feel free to join the Minnesota and Dakota chapter to get updates. And I want to make sure that everybody knows there are great equipment and software discounts available through TechSoup. And I hope that your organizations take, take advantage of those when I was an executive director, which I was for 16 years I love the discounted licenses available through TechSoup it's a great service to nonprofits. And I want to just briefly introduce the chapter co hosts and say please feel free to reach out and connect with us. If you find what the chapters doing interesting and if you'd like to be involved, or recommend topics or that kind of thing. So, Kathy is on with us and Kathy do you want to unmute and just give a 30 second introduction. Thanks Becky, I am the past organizer for Eli's meetup group on TechSoup called that squared here in the Twin Cities. So welcome to anybody who made the jump and the leap over into TechSoup connect. Yay. I have been involved in all volunteer nonprofit organizations since the, a long time ago late 70s, when I was a college student. And it continues to be one of my primary interests. Thanks so much. Thanks Kathy and Mary and welcome. I'm glad to have Mary and services today she's kind of helping co facilitate and watch the chat and make sure we record and that kind of thing. Hi y'all it's been really a privilege to work with these two and and with TechSoup. It's like you never have enough resources to do your job and I really appreciate the continuing education and the support network so it's wonderful to be here with y'all today. Thank you Mary Ann, and then Eli I'm sorry I didn't put you on the slide but did you want to say anything to the group. Sure, well there. Hi my name is Eli I'm here in Vancouver Canada and I get to be the cheerleader and support person for you and Kathy and Mary Ann. You're going to be the public faces you know building this community and I'll be the person telling you that you're doing an amazing job. As you go through that so I work for TechSoup, and I support actually before the other chapters who are doing similar kinds of community events. For those of you who maybe are coming from other cities or other states. Go to events.techsoup.org and see if you will find a community that's closer to your backyard. Otherwise, you should also stay here because this is going to be a fabulous event and I'm delighted to have all of you here with us. Thanks Eli. Okay, so now I'm going to do some TechSoup announcements and one of them is I want you all to save the dates we have a few other upcoming events for our chapter they're not online yet but so this is hot off the press you're the first to get these dates. So the next one will be Thursday February 3 and it's challenges of all volunteer nonprofits with Kathy. And then on April 7, we will be doing a session on using video to tell your story. And that's going to be with Shane adjourns of storyhouse. And all of our sessions just so you know we're hoping will be from noon to 115 central because we want them to be doable for you and most people do take a lunch. So we're looking on first Thursdays and for 2022. We're looking at a schedule of February 3, April 7 July 7 October 6 and December one. And if you can mark your calendars because what doesn't hit our calendar we tend not to do that would be great. And I want just to make sure you know that TechSoup can connect you with a variety of donated and discounted products in addition to the software. There's some hardware some projectors hot spots refurbished hardware and much more. And you can visit TechSoup. There are links in your PowerPoint which you'll be receiving at about 1215 Mary and we'll send it to you in the chat. And here are some of the brands and companies that TechSoup works with that they can help make software and equipment available through. And again this will be in your packet that you'll receive. And then this is just an example of some of the cost savings that you can achieve through TechSoup and I thought this was a nice slide to include, because today's budgeting and most nonprofits are always looking for additional resources. And then there are also forums available through TechSoup where you can help get answers to some of your questions. And again, you don't have to scramble to write this down it'll be in the packet that Mary Ann is going to send to you. So I now want to invite all of you to introduce yourselves in chat. We have limited time just for the topic today. So I do though like it when we can build community and I think all of these calls provide an opportunity to do that. I would like to share your name and position and your organization and location. And if you feel like it, your biggest frustration with developing grant budgets. And then if there are any resources that you've used that you think are particularly helpful that you would like to share with your colleagues on the call today, please feel free to do that. I'm going to share resources at any point and we will have a one minute announcements where I'm going to ask you to unmute and share announcements at the end after we do Q&A. So I will briefly introduce myself now, as I said I'm Becky Shuler with Rebecca Shuler training and consulting. When I train for my own business and also as I train for TechSoup, one of the things I like people to know is you're always welcome to outreach me if you have questions and if I can't answer them, I'll be blunt and let you know, or I'll try to refer you to somebody who I think can. But the easiest way to reach me is always email. I have a 1910 farmhouse with metal siding and a metal roof so the cell connection doesn't work so great, but I've given you my landline here in case you have a really quick question and you're in a crisis trying to get something together and need to ask so feel free to do that. And I've been in the nonprofit sector for 30 years. In fact, I was just posting something on LinkedIn this morning and nonprofits are my professional passion, and I was a nonprofit executive director for 16 years. For those of you in the housing world I was also a COC coordinator a continuum care coordinator for HUD for the 12 counties in Northwest Minnesota so I have a lot of experience with rural nonprofits. And my background is I spent about 15 years going to school then living and working in Chicago. And while I was there I worked with women's organizations and in refugee, excuse me and refugee services. And I did fundraising for some international social and community development projects. And then since I've been in Minnesota, I've been in the housing and homelessness world and also working with high risk youth and families. I opened my consulting business in 2017. And I primarily work with nonprofits and tribes and counties, and that's all I will say, I don't want to do a long boring introduction but I just wanted to give you a little bit of brief background. Oh, one thing I should say I was the primary resource development lead at three different organizations for 25 years. And so that's how I come to some of my grant writing background and I was involved in federal grants and state grants and also private Foundation grants as well as local United Way and other community and faith based organizations smaller grants. So, our learning objectives for today. I hope that you will learn at least one new tool that you can bring back and use in your organizations as you budget. And I hope that maybe you can connect with at least one other individual maybe from something you see an interesting comment in chat, who you might want to network with or learn from. I much hope that you will leave with some basic concepts for formulas and cost calculations. And if you're a very advanced grant writer, this might not help you quite as much but I do have some grant writers who I've trained who have said the budgeting piece was very helpful for them, which is why I wanted to offer this through TechSoup. And then I do hope you'll leave with at least one new resource for your continuing learning and professional development and I will talk about a few resources at the very end. Oops, excuse me, I didn't mean to chewed. So as we move into this discussion of budgets and budget narratives, one of the things I like to say is that if you can develop your grocery budget for the week and go to the store when you're not hungry and stick to your budget, you can do grant budgets to they're just more zeros. And some people think that's too simplistic but I really think that it's just like anything else in life, the more you practice, the better you'll get. And so I'm happy for those of you who are totally beginners who are starting today. And I want to note that Mary and just posted a comment in chat that she sent out the PowerPoint handout for today so it is in the chat box and I'll leave the chat box up for a few minutes. After the end of the session today for anybody who isn't able to download it easily. So the first rule for budgets and really my number one rule for budgets is everything has to be 100% transparent. And that's because mysteries in budgets create problems. What that means is when reviewers are going through the budget and trying to decide if they're going to fund you or not or how many points they're going to give you for the budget section of your grant, they will doc you points if things aren't clear enough. So one of the tips that I always offer is spell out your formulas for your cost calculations, even if you simply take an annual cost for something like postage or office supplies and divide it by 12 to show the cost per month over 12 months. It's very important that you include at least some type of a cost calculation or formula. And I have a few planning tips. One of the things that's enormously helpful is to make sure you know what types of expenses are eligible meaning what is your funder going to allow you to charge to the grant. And you, of course, in your organizational budget have many, many kinds of costs, but some of these costs your funder won't pay for. And others, they might be very willing to pay for and yet others you might be able to call them and make the case for why they should pay for that cost and they might, they might say, Okay, you can include it. We also need to know what time period the grant covers. Unfortunately, our funders play this game of funding Sudoku where they don't always have timelines for their grants that match our fiscal years and the budget year for our individual programs. It's really important that you know, not only what are the costs that are eligible what is the time period the grant will cover, but actually when will the grants be available right so if you submit on December 31, and it takes three months before it means to review, and then it takes a month after that for them to get announcements out. That means you might not be starting until mid April or the beginning of May and so you always want to know what's the period of time over which you're going to pro rate those costs. And one of the things I like to share is that budgeting is really a team sport. And for those of us who have spent a lot of our careers as solo practitioners. That's a little bit of a rude awakening, but it's really important that we know what program costs are needed. And it's very helpful to talk to the line staff who run the program, as well as the program director to really get a sense of what would you like to see included if there's enough money. Let's figure out everything we need and then figure out where it might come from. And then power costs allocated in your organization is there a certain. Percent that will be automatically assigned to your grant for say the audit, or your overhead or that type of thing. And so then that was that last point is, how will those administrative costs be prorated. And will you put them in administrative percentage or will you find a way to direct allocate them in your grant meaning specifying them in individual line items. And then the last thing I wanted to share, excuse me for my froggy throat today is that grant budgets must balance. Okay. Your organizational budget or your program budget may or may not balance because there might be other considerations that you're taking into account but usually the funder needs to see their budget that you submit to them balance and I'm going to show you two different kinds of budgets today. And in both cases the grant budget balances, although the program budget might show a small surplus. And I want to just stop I feel a little like a talking head here. Are there questions so far is there anything I've said so far that has lost those of you who are very new to this. Any questions. I have a question Becky, this is. When you said that it's a good idea to include your formula for cost calculations, for example, a postage example you gave is that so it doesn't look like blue sky you're just pulling a number out of the hat for like, you know, $80 a month or something like that. So it shows how you got that figure. And it's so the funder can kind of assess do I think this is a reasonable cost for the program as described in the narrative. Because ultimately your budget is there to back up your narrative and justify the request you're making to the funder. So that's a great question Kathy thank you for for that one. Anyone else any questions. Marianne you're muted if you were meaning to say something. I think Joe has his hand up. Oh, okay Joe go ahead and ask I'm sorry I'm not seeing that on my screen but okay. No actually I think the question that was just answered addressed what I was going to ask which was cost allocations and this reporting them in the breakdown so I think that. Thank you I'm good right now. Okay, excellent, excellent and I apologize yeah I just did not see a note on my screen that you were asking a question. So, we're going to do two basic definitions and this might seem too basic to those of you who have experience but because we have a wide range of folks on the call we're just going to do it and Joe Dale can I call on you would you mind reading this definition of the grant budget for us. And whenever I asked you to read if you'd prefer to pass just say pass grant budget. When operating budget details your expected revenue and expenses for the coming year a grant budget outlines the costs associated with the project you're seeking to fund for the period of time the grant covers. Thank you Joe del I figured being in the accounting world this was a good one for Joe del and then my addition to this definition is it's eligible costs for the project that we're concerned about when we're talking about grant. budget because we know we have many other program costs and organizational costs but when we submit the grant budget we are only submitting for eligible costs. And then this is a longer one Joe would you like to read for us. And it doesn't matter if you read perfectly or not just read as clearly as you can. I will do. Usually separate from your narrative the budget narrative is where you explain exactly what you want to spend your grant funds on by budget category, as defined in the RFP. Some funders require a specific form for this while others allow you to create your own format, as long as you utilize the funders budget categories. We're here to present line item detail that clearly shows how much each item costs, how many units you want to purchase, and the total for the line as well as explaining what the item is, and how it is important to project to project activities, and contribute and contributes to the achievement of project goals, provide the total for each budget category as well as the annual project totals. If the grant you were applying for has a matching requirement, you should also present a line item matching budget by funder defined budget category. Thank you so much Joe you are really good sport about that I'm sorry that was a long one I appreciate that you were willing to read that gives y'all a break from my voice. So, these are the definitions we are working with today are there questions about the definitions. No questions. Okay. So, we are going to start by reviewing a fictional budget for a community meal ministry and this is roughly based on an organization in the Bemidji area that took my grant training a year ago, and I realized that they were not valuing their volunteer costs. In other words they weren't putting a financial number on the hours of volunteer time that they received and that made the whole scope of their budget look very different. So, I didn't ask them for costs, I made up costs, and so just so you know this is a fictional budget. This is a budget they submitted to United Way at the beginning of COVID when there were some COVID emergency grants available. So what they're doing is they are showing a budget that shows their expense line items, how much they're requesting from United Way that first column next to the expense line item, and then the amount contributed from the agency and other funders, and then the total cost for their needs for the program. They have food, they have paper products, they're cleaning maintenance and sanitizing their personal protective equipment like masks and gloves and aprons. There's a van that the local church that hosts their food ministry allows them to use. They do have some insurance costs. Some of those are donated and some of those are cash costs, and they have office supplies and postage not a ton, but they do have some expenses. And then they have a small budget for volunteer acknowledgement which we always want to remember in our programs when we're working with volunteers is it's nice once a year to do something special to acknowledge our volunteers, even if it's just a small budget for craft supplies and program participants make some things that then we give to the volunteers. These, of course, are the cash expenses as it says at the top here. And as you see the total cash they're asking from United Way is $10,000. The total cash that they are receiving from their church I'm sorry I said agency I should say their faith based organization, and their other funders is 17,221. So total the cash budget they work with for the year is $27,221. That makes sense folks any questions so far. Am I going through this too fast. Or is this pace okay. Okay, I'll assume it's okay. Yes silence it means we are very happy go for it. Excellent. Okay, so then we have in kind expenses for the program. So, volunteer time is a whopping $178,090. That's a lot of money folks, it's a lot of money that they weren't adequately claiming credit for. So then there's donated bread and I'll show you some of the cost calculations okay that comes to $15,600. In kind space from the local faith based organization, which is in the center of town, where they actually hold the the food ministry program. So they're hosted by a church that's roughly 20 miles outside of town, but they they do the food ministry in town at another faith based organization. And that space comes to $13,000 a year. And again, I'll share that cost calculation. And then they get some donated food from the local Bemidji community food shelf and from the USDA commodity program. And then there are some donated masks that community members have made and donated that volunteers use and rewash and that saves on some of that PPE equipment. And the sub total for their in kind expenses as you see is $217,390. Again, that's a lot of money to not take credit for when you're going out and asking for funds, because what you want to let your funders know is their cash gift leverages a lot of money. And then the grand total for all of their expenses when we add cash and in kind together for United Way it's 10,000 again this grant budget submission is balancing the amount from the agency or excuse me that the faith based organization of volunteers is $234,611 and their total budget then comes to $244,611. Again, that's a lot of money that looks very different than the roughly $30,000 they usually report and cash expenses. Questions at this point. Okay, you might have them. I do have a question. Sorry, I've gotten some competing information I would love your point of view. I've heard in the past that a lot of donors do not want to be the sole donor for a project. So, like how do you go about report and I've also had some grants. I manage the grant writing but I don't do the grant writing directly. I've also had some grants where I've been told like no we should account for every dollar being offered on certain is it really a case by case basis or is there sort of a standard best practice for how we should approach a potential funder and requesting capital for a project. So, I'm sorry when you say capital for a project are you just using capital to mean money or do you actually mean a capital project. Just money, just money. Okay. Oh, no, no, that's fine Joe good questions. So, this budget that I'm presenting here is showing all the costs for this food ministry program okay, and it's also letting the funder know hey this is the money we're requesting from you, and these are the line items we're going to spend it on this, and then next to it this is the money that our host faith based organization and other funders are contributing and these are the line items will spend it on and here's the total. So, I think it's fine to do a budget like this that shows the total but you don't have to if it's not required, and if it doesn't add to the case you're making to the funder. I think it's really about what is going to be meaningful to the funder. And one of the things I always recommend is before you submit a grant, have a brief conversation with the program officer. And this is one of the things you can ask them. What, what's the kind of information that you would find most compelling what what level of detail do you want to see in the budget. Do you want to see the total program costs do you just want. Wham bam thank you ma'am it's our money only what what do you want and I think that's a great question to ask funders. I want to ask you hold the second half of your question. Until we look at these two budgets and then ask it again. Okay, if you still have it at that point, because I think oops excuse me I didn't mean to do that. I think that some of some of these next couple slides might answer some of that. So, one of the things I want to do is I want to pause for just a sec and say, when I valued their volunteer I did it at $28 and 54 cents an hour because that is the current estimated national value value of volunteer time and the sources at the bottom here. That's from the independent sector. Okay, so you are welcome to unless your volunteers have a specific kind of expertise and regularly bill out at a certain amount of money per hour that they can document like a lawyer or an accountant or someone like that. And you can in general use 2854. Okay, so now let's talk about the revenue for the community meal ministry. So a lot of times when we do budgets we make the mistake of only showing expenses. And I think we want to show full revenue as well as expenses, and a lot of times funders will ask you for that. So in terms of the cash contributions because this is a budget where we're separating out the cash from the in kind contributions. They're showing United Way COVID-19 emergency funds $10,000. They have some faith outreach monthly offerings that come from just passing the basket at faith based organizations. On average it comes to about 10,000 a year. They have a federal emergency management assistance grant that's 3500 a year. They get donations from individuals and again this is based on historical patterns it comes to about $5,700 a year. So, again from United Way they're asking for 10,000 in cash. From their faith based hosts and other funders, they're getting 19,200 in cash for a total of 29,200 so just under $30,000. And when we add in these in kind contributions, again, you see we've got the volunteer time, we've got the food shelf and USDA donations, the bread donations, the donated church space, and the masks for volunteers. So this in kind total comes to, excuse me, $217,390. That's a lot of money. Okay. And then their revenue total becomes overall for the program $246,590. And you can see there's a small budget surplus. And sometimes people ask me, can you have a surplus in your budget or is it better to zero it out. And so I'm going to use Kate Barr from Propel Nonprofits, her advice, your grant budget usually needs to zero out, but your overall program budget can have a little bit of a surplus or a little bit of a deficit. And I think that when we're dealing with some projected costs that are based on historical averages, and when we're in the middle of a pandemic, some of these costs like the faith monthly outreach offerings and donations from individuals, your funder is going to understand that those costs will vary a little bit and might not exactly come in at the target. So I don't think they're going to have a major problem with that. I want to stop and again ask if there are questions. How are you all doing with this so far. Does this make sense. Okay, our accounting person is nodding that's good. Anybody else. Any questions at this point, this is a good time for questions, because I don't want to confuse you. Okay. This is Kathy again. Yes, I just wanted to ask you to perhaps clarify. When, when you're talking about a budget for a project grant proposal. This is not your accounting system you are not putting the in kind contributions into the accounting system is that correct or maybe I'm happy such a question such a question. Okay. Here is the answer. This is the budget you're submitting to your funder. And ideally, you want the line items to line up with your agency's chart of accounts and how come that is. Jodell, why do we want the grant budget to line up with the agency's chart of accounts in terms of line items and the order we put them in. Because we want to make your life easy. Okay, we have to report on this grant at some point, and the funders going to expect us to report kind of similarly to the budget we initially submitted so our agencies chart of accounts is substantially different, that's going to cost some problems, and someone's going to need to spend some extra time massaging those categories to get them in the right order for that found that foundation or grant report. So we want to make sure that we are able to submit a grant budget with line items in the order that matches our chart of accounts, or if the funder has a different order of line items we want to always call that funder in advance, and ask permission, not forgiveness, okay, that we be able to use our own chart of accounts we want to assure them. We will help line up the titles of each of the line items so it's very clear how it corresponds to the line items in their budget. And Kathy, the second part of your question is, this is for the budget, it's not something the agency tracks, I want to tell you the standard answer you'll get from auditors. Your auditors are going to tell you that if you report monies in a grant budget, you should be tracking those monies in your agency. So you should be issuing receipts to donors for in kind gifts, and you should be putting it in your books. Now, that is more in depth than I was going to get into with everybody today. So I'm going to leave that explanation there, but I want to promise you that I have a resource at the end. I have an excellent resource for you to talk to you about some of these questions. Let me pause, I want to do a new share, I'm going to bring up an Excel spreadsheet. Let's just see if zoom is happy with me today. Okay, so sorry, let me do a share again because I know that it's showing a pause resume share. Okay, are you all seeing an Excel spreadsheet here. Okay, and it's probably really tiny isn't it folks. Okay, so let's do you let's do zoom and let's see if we can go to 200%. Okay, and I know I need to now move the screen over so alrighty, and let's go to the top. So, this is an example of the, again, the Community Sunday Mail Ministry, and it's a little more in depth. What I always recommend is that you do your budgets and Excel first, and then convert them to word if you need to or whatever other format, your funders asking for them and so again this should mimic the budget we just looked at right. So here's United Way. Here's the food ministry and other funds and their total costs. And you can see, I'm giving the cost calculation assumptions, because this United Way grant is a little simpler than some other grants applied for but we're saying here, our annual costs for protein are at 3,900 dairy at 3,900 fruits and veggies at 6,800 and then rice potatoes noodles and baking supplies at 2,600. What do you think. Yeah, so I, I did a few count oops excuse me. Let me, okay. So, if you look at the meat, for example, if you look at this formula bar, you can see that I'm saying, I'm sorry you might not be able to see that because it might be too small but it's $5 a pound times 15 pounds a week of meat that times 52 weeks in the year because they serve every week of the year people, people don't stop being hungry on the holidays and other, you know, events so they serve 52 weeks a year and then for dairy I'm showing again, five bucks a pound times about five pounds a week because dairy isn't the main thing they serve it's to you know, thickened sauces and gravies and using baking and that kind of thing times 52 weeks a year, plus a little extra. And then vegetables you can see again I have a calculation so I have some reasonable financial numbers in there. And then when we go down to paper products we're saying it's $30 a week times 52 weeks. And this is for things like napkins and paper towels and aluminum foil and to go containers and all the other things that we need. And again so a funder can kind of figure out from that well I know that when I buy tin foil it's about five bucks a roll yeah this kind of seems reasonable. Then the cleaning and maintenance and sanitizing costs you can see again, we're giving a number per week it's 20 bucks a week times 52 weeks. When we talk about the PPE. We're going to be a little more specific we're going to say hey those gloves are expensive and they're about 10 bucks a box. We need about 24 boxes during the year. We need masks for guests because we can't always get our guests to return the donated cloth masks so that we can wash them and reuse them. And those masks are 60 cents each time 60 people a week we serve times 52 weeks. So you can see we're giving some decent detail. And then here's where I messed up on this travel line item. I'm sorry I gave you an old mileage rate and I have a new one for you. I had calculated it at 80 miles a week times 0.575 times 52 weeks a year. Okay. So you see that for all of these costs, I'm giving a calculation. So I'm not leaving it out because I'm not sure what it is, or because I'm like well gosh I don't know what I'll say you have to figure out what you're going to what you're going to base the costs on. So for office supplies and postage, it's very simple $50 a month times 12 months and any funder can look at that and say, Oh yeah, I guess that makes sense given the number of donations they're bringing in and everything else. And again, for the in kind costs, I'm also explaining so it's 15 volunteers a week times eight hours a week each times 2854 an hour which is that national valuation on volunteer time times 52 weeks a year and this is for shopping and meal prep and meal set up and clean up and cleaning and the administrative volunteers as well who run and coordinate the program. So then bread assumes they get 100 loaves a week donated times three bucks a loaf times 52 weeks. And there's some extra bread if they're roughly serving 60 people a week and that extra bread goes home with the people who come to eat during the meal ministry. And then they have costs that they're showing for the donated space right and so the local Methodist church in town rents that space at $250 a day prep and feeding takes a full day times 52 days a year, and that's how we come up with that number. And for us da and food shelf donated food we didn't have a great calculation we just said it's approximately $200 and food. If we had to go out and buy that food that's what we'd be paying every week based on what we get from us da commodities and the food shelf, and then donated masks, it's an average cost of six bucks a mask. If you go out to buy a homemade mass somewhere it's about $6 times 50 masks for volunteer use, and then they launder and reuse the masks. Okay. So how are you all doing so far. Is this reasonable. Am I losing anyone with anything. I have a couple questions if you don't mind, certainly I don't mind. So we're going so I'm about two and a half months into my role here at my job and one of the things that I've encountered is that we're transitioning our chart of accounts to something that I think is based on the United Way. Is there like a standard for how your chart of accounts should be presented. I know the one, the previous organization I was at had something similar to I think what the United Way is and that there's a code number and then a definition. Whereas previously for this organization that I'm in currently, we had just sort of like a very basic verbal description is there a preferred way or is there a standard we should use. I say the standard you should use is the standard that works best for your organization, and I know that's kind of a vague answer Joe and I apologize. I want to say, if United Way is your single biggest funder, then maybe it's appropriate to use the United Ways chart of accounts. If they're not, or if you have multiple other funders who you also approach, you might want to use a chart of accounts that's a little more standard because as I remember United Way. It's more in depth than some other charts of accounts. And I'm going to tell you, I am ultimately not the right person to answer this question. And the right person you will find at propel nonprofits and propel is currently advertising some free training and also some trainings that I'm going to encourage for, and I'm going to give you all that link at the end of this, at the end of this presentation because I always say go to the best for your financial information and when it comes to finances the best is not me and I just like to be transparent about that. I also have one more question if you don't mind, I'm sorry. Looking at the volunteer line where we're a dance company we have a dance studio as part of our company. We've done work study and scholarship students who have supported us like running the front desk or doing class support. Looking at the volunteer line. Do we calculate that time because they are in some ways compensated because they get classes for free for the volunteering or the question is who does that compensation come from. It comes from your organization or organization. Okay, so the work study to that money comes from your organization or that comes from their university. That's a good question I believe it. I believe it's coming from us. The work study typically the way that I understand it is that someone is a teenager and wants to be part of the youth company. We have them work on a Saturday and then they can take a class during the week for free basically. That's a good question because that volunteer is getting some compensation in exchange for their time. That's a question and I want to make sure that I say this really clearly. That is definitely a go ask your auditor question. Okay, because for every organization, it might be handled slightly differently, but I would ask your auditor how they are going to make you report that. And generally the rule of thumb is if the value of what you get from them in terms of labor exceeds the value of what you give them in terms of a donated class or a free class. Then you can count the difference between those two numbers does that make sense. Okay, okay. So, coming back to this budget, I won't be labor it I just wanted to show you all this is what your budget looks like in Excel and of course you're going to restate your costs a little bit but for a simple budget for a small grant from United Way. It's possible to get away with this as a budget narrative and of course you're you're basically putting your line item budget and your narrative together here with this column that I called. What did I call it, I call it something that cost calculation assumptions. Okay. So this is because it's a relatively simple budget, even though there's a lot of backup for the numbers. So you can see, it comes up to quite a substantial amount of money over just the cash costs, which are formerly all that this organization was counting. And this is an incredible number to show your funders that you are leveraging in the way of support right. And it also gives a much different sense of the scope of the operation you're running right this is not a small potatoes operation. When we're talking about 246,590 dollars a year. So, I also you can see, I didn't put these in the budget but I was just running for my own purposes a few numbers I tried to figure out what's their cost per meal, including some of the to go meals they have 60 people on site. Plus they sent some meals home, you know, what's the total number of meals they were providing. Anyway, that's just one of the things that Excel makes it easy to do is calculate some of those things. So I want to take this down now is that okay with everybody, or does anybody else have questions about this. Okay, so let's take this down. I'm going to try to go back to the regular presentation. Okay, and are you seeing that again. Are you well somebody nod your head are you seeing. Okay, excellent. Thank you so much. All right. So, now we're going to talk about a different kind of program this is a more complex program. And this is the cast lake home visiting program which is a home, a program that sounds home visitors to meet with women and children when they have left the local domestic violence shelter okay so it's an aftercare support program. And these are the expense line items and this is a budget they're submitting to a foundation. They already got a grant for this from the Minnesota Department of Health. But we are going to start with the expense line items. So you see we've got salary and benefits, then we've got contractual and travel, blah, blah, blah, blah, blah, all the way down to evaluation and reporting. So I hope you all can see this bottom line I'm sorry I just realized it's cutting off a little bit, but for the ABC Foundation, you can see that the salary and benefits they're charging come to $66,674 right. And the amount they're getting from their agency and other funders, including the Minnesota Department of Health for this program is $62,215. Then they have their contractual and you can also see the amount they're getting from their agency and other funders okay, and the total, the same with travel, all the way down. Now, I want you all to take a look at this very bottom line item you see this evaluation and reporting line item, and you see how there's a zero under ABC Foundation. That's because they are showing match for some costs for this line item instead of charging it to the grant. And it's all coming out of their agency budget and the Minnesota Department of Health monies. Okay. So, when we subtotal the other expenses for the foundation we come up with 33,326. So the total grant, and again I apologize I hope you can see this very bottom line is the total grant they're seeking from the ABC Foundation is $100,000. The amount of money they're showing in match from other funders and their agencies is 111,214. So the total program is valued at $211,214. Questions. That makes sense to you all. I'm showing you a way of reporting your budget to the foundation that also lets them know the other monies that are going into the program, as well as explicitly what you're charging to them for each line item. And sometimes we don't do that sometimes we just submit an expense budget to a foundation and we say, we need $10,000, or whatever we need you know this grants for $10,000, but we don't explicitly say to the foundation. And that's what we're going to use your money for. And I always advise doing that because a lot of times different funders will have different eligible costs and they want to make sure you're not spending their money on ineligible or disallowed costs. Um, I'm sorry, let me go back for a minute. Okay. I want to again do a new share and this time I want to bring up a budget narrative for you for this program and then we'll go back and look at revenue and that kind of thing. So, let me just see, are you all. Are you all seeing cast lake home visiting program. Okay, and that's because I need to I'm sorry I need to resume share how about now are you all seeing cast lake home visiting program. Okay, thank you appreciate the head nods. Okay. So one of the things you can see we're doing is we're titling this is the cast lake home visiting program which again is fictitious. And this is the budget narrative for their health outreach program for January to December of 2021. They're identifying that the proposal is submitted to the ABC foundation. And they're giving a little summary right. The cast lake home visiting program is requesting $100,000 for 2021 to implement an outreach based aftercare program using a registered nurse and outreach specialists. Okay, and the grant represents just under 50% of the total project budget, and I'm sorry I updated that number it's it's closer to 211 or 12,000. But you see we're trying to position it for the foundation we're letting them know how much their grant is going to make up responding to Joe's question earlier versus how much is going to come in from other funders. So, I don't want to kill anyone with detail here, but we will just take a quick look at a couple of costs. So one of the first things we want to identify is, what are we charging for personnel. So you can see that we have 3.07 staff charged to the program. So these 1.57 direct service full time equivalent staff are charged to the grant. And then below in the evaluation line item we're going to charge some other staff costs but we're going to show it as match, we're not going to charge it to the grant. So for these outreach specialists, we have 2.0 full time equivalents and an annual salary of 32,000 each 50% of each FTE is charged to the grant. So that formula is two staff times $32,000 times 0.5 because only 50% of each is charged to the grant means a total of 32,000 for those two staff are charged to the grant. And then we're showing match of 32,000 as well. So again, we're showing this foundation match and the same line item where we're charging the grant expense. And then there's a receptionist slash client greeter this is a 1.0 full time equivalent position and annual salary of $27,000. And we're only charging 50% to this grant, which comes to 13,500 annually, and we're providing the same amount in match. Okay, although you don't always have to provide exactly the same amount in match, you can vary it by line item. And then there's a program director right there's a 1.0 full time equivalent program director who has an annual salary of $50,000, and we're only charging 7% of this person's time to the grant for staff supervision and program oversight and supervision of that contracted registered nurse and client safety calls and staff evaluations. And that means that we're charging 3500 for that program director to the grant. So these salaries if I did my math right should add up to $49,000. And as match we're showing 45,500. So the reason I'm sorry, thank you for bearing with me through this, what I want to show you is we're being very explicit about the cost calculations Okay, we're not leaving anything up to guest work we don't want those foundation staff reading our budget and scratching their heads and saying, what, what are they trying to show us right, we want to make it very explicit. So I'm going to go down to next to our contractual. Okay, so let's use the example of an audit. Okay, so the total agency audit costs are 10,000 for the year, and that's for a total agency budget of $1 million. Okay, this is only one program of that budget keep in mind. And this grant comes to 21% of the total agency budget. So the amount charged to the grant is going to be 10,000 which is the full audit costs for the year times 21% or point to one, which comes to $2,100. So we're not providing match on audit fees, and we're just being explicit here with the funder. We're not doing a match for this particular line item. And then. So what I wanted to point out with the way we calculated this audit cost is there are a couple of different ways you can show formulas for cost calculations. One of them is you can simply multiply your total annual cost by the percent of your budget the grant comprises. Okay, just like we did here at this using this 21% number. And then there's another way we can do things. Okay, so another way to cost allocate your costs is to say for landline and internet, we have total phone costs of 3200 a year for the agency. We have nine total full time equivalent staff so we divide 3200 by nine, and that comes to 356 per full time equivalent staff or annually, or $559 for the 1.57 direct service FTEs were charging to the grant. Okay, so that's another way to do it. And then you see here under cell phones, we're saying we mandate that our staff have cell phones when they are doing their work for our agency. It's needed for safety and to reach their clients. So we have 1.57 staff charged to this grant. It's 30 bucks a month that's the stipend we provide for cell phone use times 12 months. Okay. And this is a very simple formula so we don't have a very complex formula here for office supplies we're simply saying we're charging 100 bucks a month times 12 months, and it's for these kinds of things. Okay. And then as we scroll down and look at occupancy down here this third highlighted section you're seeing on the screen. Rent is 600 bucks a month times 12 months, and that $7200 a year for 2500 square feet of space. Now that's used by all of the staff who contribute to the program 3.07 total staff. So there's total rent of 12,700 a year for the agency that's divided by nine FTE staff. For an average per staffer of 1411 annually, and we're multiplying that times all 3.07 full time equivalent staff charged to the grant. And this gives us the total number we're going to charge to the grant for rent, which is $4,332. Okay. How are you all doing. Have I lost anybody. Jodell you look like you have a headache. Are you doing okay. Okay. All right, so I want to scroll down. I want to stop going through some of those formulas, and I want to explain one other thing. The biggest problem I always had when I was writing grants was there was never enough money. Right, I could never claim all the costs I wanted and so I couldn't. I could never claim what I needed for essential positions. So one way to include some additional essential positions, which aren't maybe directly related to the program but you still need to run your program and to operate your organization is to include it under this evaluation and reporting line item. So I'm not going to do the executive director because that's pretty standard a lot of you will already try to claim your ED let's talk about your financial director. The executive director is responsible for budget budgeting and oversight of monthly financial statements and grant financial reporting and tracking matching funds Kathy and cost unit accounting. So 15% of that individuals time times an annual salary of $55,000 is, you know, 8,250, we're going to kick in taxes at 10% for another 825. We're going to kick in health insurance which is low at 600 a month times 12 months times that point one five FTE percentage of time, plus 3% for retirement times the percentage of salary being charged to the grant. And that comes up. That comes up to a total of $10,403 just for that position, which we are providing as match. But if you have a grant where there's enough money. It doesn't have to be matched. It can be a cost that you directly charged to the grant. And that's an example of a direct cost allocation to the grant for one of those positions that's typically covered by some as overhead, but which we know are essential to our organizations. And then I just want to point out if you see the footer ignore the Becky Shuler stuff. We always put a footer on our grants, the cast like home visiting program it's the 2021 budget, submitted to the ABC Foundation and this is page two of three. Again, we're being very explicit and transparent so they don't have to wonder, Oh, did we get the whole budget or are we missing something. Okay. And then I want to show you how we do this revenue summary. There's a very particular reason we're doing the revenue chart in this way. And I'm sorry folks I forgot to tell you. All this document is, is it's a table in word. Okay, and the beauty of tables and word are you can merge cells you can add rows and columns and that kind of thing and then it's converted to a PDF. A lot of times you're going to be asked by your funders is the funding from your other sources pending or confirmed. So you're listing each source, you're listing if it's pending or confirmed. You're listing the date you were notified or will find out, or you're listing. Okay, this is based historically on our ongoing annual donations. You're being specific about the amount from their foundation that's why it works as a budget for their foundation. And then you're talking about the amount you're getting from your agency and other funders okay so you see we also have 100,000 from MDH Minnesota Department of Health. We have local donations these are donated food and hygiene products and clothing that people give were 3000 and we have a golf tournament that usually nets about $9,000. So that brings our total budget. Or excuse me that brings our total revenue to about 112,000. Okay, from the agency and other funders so if we add in the foundation grant it brings total program revenue to 212,000, and then there's a small surplus. Okay, we're showing a small surplus of 786, which again is very reasonable given that we never know will we really get 9,000 from the golf tournament based on historical numbers we project that but that might vary a little same with some of these local donations for food and hygiene and clothing. Okay. I'm going to stop questions. Just a quick note Becky. My computer says it's 104. Thank you Kathy. Yeah I'm going to try to be efficient here. Okay, so we are going to go back to our main screen and just will you verify for me are you all seeing the main screen again. Okay. So, one of the things I wanted to say is there is a calculation here for calculating staff time. Sometimes that gets very confusing to us when we're doing grant budgets, partly because we're under the stress of the grant deadline. So for the different hours per week I've shown you what is the decimal equivalent and what is the FTE or the full time equivalent percentage okay. And I just want you to see the formula that's being used, and the way we might describe this some of the language at the bottom of the screen. Okay. And if there are questions about this I'm happy to take them after we are finished. So, I also want to make a note the current mileage rate so the mileage rate varies, and I think last year it was higher than it is this year, but this year it is 56 cents a mile for business use. I've given you a couple other numbers because there's a volunteer use number. But just note that the mileage rate is projected to increase for 2022 just like everything is going up. And I've given you the IRS source at the bottom of the slide. So, going back to our revenue line item this looks just like the chart we looked at on the budget narrative, it's no different. And again, it shows that small budget surplus at the end. Okay. Want to pause again, are there questions about this. Okay, I hope I didn't overwhelm anybody with some of those numbers. I want people to understand the importance of very specific cost calculations. So, a couple other grant budget development tips, we, I'm sorry, Marianne did you want to say something. Becky there was just a question about whether that staff slide is a part of your present of the slides up. Yes, Darlene it is thank you for asking. Again, I said this earlier but I want to reiterate it always contact your funder to ask permission to present your grant budget according to your organization's chart of accounts, if it's different than the way they lined up the line items. Okay, because again we want to make Joe Dell's life easy we want it to be easy when we have to report on the grant. We don't want someone have to spend a lot of extra time massaging the budget categories. So they work for the funder's chart of accounts. And then always, always, always prepare and edit your budget and Excel first, and then convert it to word for your budget narrative. Okay, I cannot overestimate how incredibly important this is, especially for people like me who sometimes struggle with. Okay, so do your budget always in Excel and do all your revisions in Excel before converting to word. And then you want to align your budget with your narrative so if you have some special costs in your program narrative that you're describing, make sure those are reflected in your budget because again, that's one of those things where if you've said, we're going to have a rental stipend of $800 to each family we serve, and it doesn't appear somewhere in your budget, your funder is going to be scratching their head and going, What is this Okay, so we always want our budgets and our narrative to align. And then we always want to include some costs for new staff and new projects or programs and sometimes as nonprofits, we do this thing where we say, Oh, we'll just get donated stuff. There are some things that's hard to find donated and sometimes it's hard to find a decent desk with working drawers. Sometimes, you know, you need a trash can you need software licenses sometimes you require that your staff have vaccinations that you pay for, and I'm even talking pre coven right flu vaccinations and hep C and some other things so make sure that you include those real costs in your budgets. So there are a few excellent financial management and budgeting resources, and I want you to know if you work in a nonprofit, and you do anything with budgets or grants, and you're not familiar with propel nonprofits. This is the all time best resource for you, we are blessed in Minnesota to have propel here. And I know there are folks on from other states. There are a lot of other good resources nationally. And I want to say propel has some upcoming free trainings and you want to check their website and get those marked on your calendar. And then the National Council of nonprofits also has some really good resources, and it's definitely worth going to their website and checking it out. Mary Ann, thank you Mary Ann has again popped into the chat box, a copy of today's presentation because not everybody had joined us when she sent out the first version, and you don't sometimes get things in chat if you join a little later. Okay, so I want to just open it up again. Are there questions folks. Did I lose you on any of this. I'm just going to go back to the opening. Very thorough maybe overthrow for some of the grants that I've been seeing or dealing with, but I'm also doing. We're doing a bit of a capital, not a bit we are doing a capital campaign. So I'm also seeing some translation from what you presented here. I think there's a lot to bank or someone else that I think just in given the transparency and also knowing. I don't know if I would give all the same information but I think there's also just topics to touch on and themes to present. I think this has all been very useful thank you. You're very welcome thank you for the feedback Joe and I want to say you're correct you might not need to share all this information with some of your funders. So anything you'll figure out as you get more practice at this and as you have conversations with your funders so you might choose not to include some of this. I just think for us as nonprofit professionals and grant writers and financial staff. It's a mistake if we don't know our full program costs, right. So you might not show them all to the funder but you need to know what those are. So you're not short changing your organization in some of the grant budgets you're submitting. So, again, here's my contact information please do feel free to reach out for support or questions the easiest way to reach me is email. Okay, that's email. Feel free to reach out. And let's do some one minute community updates and for those of you who have to leave we understand. And then I do have just a few other tech soup resources to share but please feel free if you'd like to give a little update on something special your organization is doing. We've got had some good news if there's anything else interesting going on. So Joe where are, where's your organization based and what is the name of it, it's called Joe hall dancers and center we're based in Chicago, we are a 47 year old BIPOC founded queer led company that really focuses on African American dance and urban jazz in particular Joel Hall. He is a pioneer in that form. And yeah we've actually through the pandemic we shut we rented a studio that was, I think as many nonprofits might relate a bit of a money pit. We closed our doors and actually got connected or deepened our relationship with the Riva and David Logan Foundation who've given us a new building that an existing building that they purchased but we're responsible for the renovation of the interior so we're working very hard now to get the capital raised to do that to make our forever home a reality. So that's sort of the good news is that we have a home, the challenge is that we got a lot of money to raise to be able to live in it so. Right, right. Yeah, thank you for that update that's awesome Joe dealt you have some news you'd like to share are you with men cast as my remembering that right. I am with men cast. Yes. That's what men cast it is and tell us something new that's going on for you well, or whatever is most on your mind. We are basically a training and education, national resource for doing trainings on sexual violence. Yeah, good news. Hmm. My organization is doing so many good things right now I can't even pinpoint because most of them are all the program side and I'm the numbers punctures. Yeah, yeah, absolutely I understand that challenge. And then co do you want to share anything. So you're muted just so you know co if you're trying to talk. And I hope I'm pronouncing your name correctly don't let me rename you. Okay, Eli or Kathy or Mary and would any of you like to share anything. Okay I just want to say thank you sorry. Thank you so much. It's very helpful. Thank you. Good yeah that mute button is sometimes a little elusive I know that Mary and or Eli or Kathy anything you'd like to share. I'm going to dive in so hi Eli the TechSoup connect community support person. I think the thing I'm most excited about is I'm just about to launch a chapter in Syria, which is one obviously community that has been having a very difficult time for a number of years have they gone through some wars. And one of the things that I'm most excited about that which I'm excited about is it actually allows us to start creating Arabic language webinars that I can now bring out to Arabic speaking countries that TechSoup serves in other ways and we don't frankly produce a lot of content in that language. So one of the joys of working with a local volunteer team in some of these other language and regional areas is I get to uniquely serve people who otherwise don't get a lot of tech for good content. It's neat I just plugged a resource in the chat box for you Eli that might be able to help with that. And then Mary and or Kathy anything you wanted to share. So thank everybody for for coming and if you have an idea for a presentation that you would like us to consider offering or any other ideas for building our chapter please let us know get in touch. Mary and anything you'd like to share. I was taking notes I have a few ideas to bring back to the dog rescue group and we are not really tracking in kind data it's been on our, on our sort of desire list and just there's something about how you presented it that we've already started with having a chart of accounts that list in kind categories but but you stimulated my thinking about making it fat easier to. Thank you. And it is hard for small all volunteer groups to do that I want to just acknowledge that is difficult. So I just want to say here are some of the tech suit values, everyone is welcome, and we are here to support each other. We just want you to know that we welcome your involvement in the Minnesota and the Dakotas chapter or if you're calling from somewhere in your country or internationally, you're welcome to join a chapter closer to you, but we welcome you, and we in the Minnesota and the Dakotas chapter we're looking for a few good people so if you would like to join to get notice of events, if you'd like to ask topics or speakers you're interested in. You can contact Kathy or Mary Ann or myself. If you have some topic know how and would like to present on something you think would be helpful to others volunteer yourself let us know. And then when things get a little better with coven and we're not worried about health and safety. We'd love to have you organize a local event to bring tech soup chapter members together. You can do a coffee hour or a happy hour or a decadent desserts hour or whatever you enjoy. And we will help advertise it so it's not all on you, but we like to be able to bring people together in the different areas of Minnesota and the Dakotas. I just want to say we are what we repeatedly do. So excellence then is not an act but a habit and that's a quote from Aristotle. And so I hope you learned a few tips today that will help you establish some habits that stand you in good stead as you prepare budgets for excellence. And I hope you're able to get outside and take a walk, maybe eat a mango or if you don't like mango something else healthy like a salad, and give yourself some research time, stay safe, stay healthy, and you're free people here. Take good care. And again, if you still need to copy the PowerPoint from the chat I'll leave it up for for a few minutes. Thank you for your time today everyone.