budget justification
Contents
1. 1 1 1 LL es uu H rows added formulas fo calculate need to be adjusted Totals for Other Funds will cell C27 H27 Oe Soran rere ee ee Parana e omm omi mie ai 4 fk pum wm pad gud uu dew 1 does caka automatically enfer fhe amount gt E rows added formulas fo totals may need fo be adjusted Totals for All Funding Sources will EL cell C28 H28 does calculate automatically enfer fhe amount 19 Budget Sheets MUST be Signed by your State Extension Director or Administrator iO COCOPERATET LETEA ee HELLE Y E SSTAAEEIEHE B 9 12 t D 4 1a M ul rra x M 2 Er M Hn x 20 Appendix Budget Justification Instructions General Instructions A budget justification is a narrative description of how the funds listed on your EFNEP budget sheet will be used Descriptions should be brief yet clear Expenses should all support the goals of EFNEP For each budget category please make sure you do the following 1 Match the budget figures in the justification to those on your budget sheet 2 Break expenses down by staff type for professionals expenses include for paraprofessi2. EX TEBSESCHA D F 1 COPE TRE lt gg Ie Eck ken Pr TEEF Total Peres An TAE E EAH VANHES CLASSE TE H5 10 Enter Current Allocation cell H6 Total Funds Available will Calculate 1240 4 i Be f 1 a does calculate automatically enfer fhe amount 11 Review Budget Category Descriptions Salaries amp Benefits The number of staff and the breakdown of Full Time Equivalents FTEs salaries and benefits Travel Funds used for local and out of state territory travel Expenses should be broken down by staff type Alltravel expenses should relate to meeting EFNEP s goals Equipment Single items costing over 0 Any piece of equipment costing lessthan 55000 should be included under Other Expenses Other Expenses Expenses such as materials and supplies publications curricula computers etc Please also include any intentional carryover Enter Professional FTE Salary and Expenses cells 14 614 COXOPIRATINT EX TEREION VIEN FAHAT 5 Pond acad Program SEP B WO
3. icon to cancel your submission Note The delete icon will only be visible if the file is still Pending Review you cannot cancel a submission if the status is Under Review Needs Revision or Approved Final Submission e Select Manage Budget Files Justifications from the WebNEERS Home Page e Inthe Submit Budget Documents for approval section click the FINAL tab Submit Budget Documents for Approval PRELIMINARY e Click Create Final Submission e Use the dropdown to select a Final Budget File and a Final Budget Justification CREATE ACTUAL SUBMISSION Final Budget File Final Budget Justification Select Comments Cancel Submit to Federal Enter any comments you have for the Federal Office in the Comments field or leave blank e Click Submit to Federal to submit the budget files to the Federal Office or click Cancel to cancel the submission e After you submit confirm that the submission has been added to the table Usethe iconto preview the names of the files and the comments you submitted o Usethe icon to cancel your submission Note You can only cancel a submission if the status is marked Pending Review Understand Submission Status After you submit your Preliminary or Final Budget and Justification to the Federal Office the status will be marked as one of the following e Pending Review This status indicates tha
4. support if applicable and how these funds are used to support EFNEP Explanation of Carryover Carryover funds should be factored into your overall budget and thus this section should simply provide a narrative description as well as budget figures to explain how they were factored into the other sections i e under Salary and Benefits you may have a statement that says Sxx from carryover funds was used toward Salaries Then under explanation of carryover you could say as indicated above Sxx was used toward Salaries If you have any intentional carryover captured under Other Expenses explain why funds are being carried over how long you expect to carry them over and your plan to spend them down in subsequent years If the National Office has requested a spend down plan due to excessive carryover include that here as well Note EFNEP funds are expected to be fully expended in the fiscal year of appropriation however funds may be carried over for up to four 4 years after the end of the year for which they were appropriated Note Carryover funds should be spent prior to spending new allocation amounts funds should be first in first out 22 Appendix Checklist to Avoid Common Mistakes Use this checklist to avoid some of the common errors we encounter during our review You should have YES selected for each item Any items marked NO should be corrected prior to submission BUDGET SHEET Did you use the EFNEP
5. Budget Sheet excel Did you follow the instructions for completing the Budget Sheet Did you enter the correct allocation amount see RFA Instructions Appendix A Did you enter the correct fiscal year Did you include carry over funds Did you allocate at least 60 of your total funds to Paraprofessionals and their support costs see EFNEP Program Policy Document Does your Total Amount equal your Total Funds Available Did you enter equipment costs correctly see Budget Justification Instructions a Single items costing 5000 or more should be listed under Equipment b All others should be listed under Other Expenses Do the amounts entered in your Budget Sheet match the amounts listed in your Budget Justification 10 Is the Budget Sheet signed by your Extension Director or Administrator 11 Did you save the Budget Sheet as a PDF document BUDGET JUSTIFICATION Did you follow the instructions for completing the Budget Justification Do the amounts listed in your Budget Justification match the amounts entered in your Budget Sheet Did you break expenses down by staff type Did you provide a brief explanation of each of the items in your budget sheet including sufficient justification for any large or unusual expenses Did you include funding for the EFNEP Coordinator or his her designee to attend the National EFNEP Conference Did you report equipment costs correctly see Budget Justification Instructions a Single it
6. Em 7a RJ TOTAL OTSER FLED TOTAL ALL pc nap is Full Time Equialent One 2080 hrs per year 12 Professional Total Amount will eee cell H14 does calculate automatically enfer fhe amount Enter Paraprofessional E cells C15 G15 H B RE 18 43 l 3 LE m Hn n M 2 5 0 n Nx 4 FTE stands for Full Time Equivalent One FTE 2080 hre per year 13 Paraprofessional Total Amount will calculate automatically cell H15 PINE mri Med lee Eres etian Pe ac TI Sadr 7 1 Brill iid 7 Foe Enders erpeernieew 4 TT IP TEE EX TEBSESOHA VACHES T DERE CT Ze OU HINT Cel aye T5 audomatically divides amour for Paraprafessianals by Tala Funds Avallable E 15 less 00 Hw fum red indicating bugget needs fo be revised NOTE Total Amount for the Paraprofessional line must be at least 60 of the Total Funds Available If it is not your budget will not be accepted EFHEP Program Policy states At least sixty 60 percentor the total annual Federal appropriation to each
7. F click Upload New File Note we recommend saving a copy of the editable budget spreadsheet in case revisions are needed Use the Browse button to locate your PDF must be 3MB or smaller ADD BUDGET FILE File Type Budget Sheet File Browse Cancel Save Select the file you wish to upload and click Open Click Save and confirm that the file has been added to the table Usethe iconto preview your file Use the icon to delete your Note The delete icon will only be visible if the file is not part of a submission you cannot delete a file if it has been submitted to the Federal Office Note You can upload multiple files if needed but you can only select one for submission Budget Justification Login as Institution Level user e Select Manage Budget Files Justifications from the WebNEERS Home Page e Inthe Create Budget Documents section click the BUDGET JUSTIFICATIONS tab Create Budget Documents BUDGET SHEET e Use the instructions in Appendix B of this document to complete the budget justification Note We highly recommend consulting the Budget Justification Instructions each time you complete your budget justification to prevent you from having to revise your files after submission e Click Add Budget Justification to create a new budget justification file e Create a File Name example Clemson University Budget Justification e Ent
8. WebNEERS Supplemental Instructions EFNEP Budget amp Budget Justification Contents Add a New User to Handle Budget Requirements ccccccccsecccesecccsececsceceuscsceecseeecseeueeeeeuceseuecseeeeseseueseeeaeeeees 2 Create a New USG H 2 CONU PETE 3 Cregte BU Eer Blo le 0 a 4 4 TSE 5 Determine Submission Type see also 8 under 6 Submit Budget Documents for 6 PEAR 69 old REESE 6 EEE UM da Edd sn 7 Understand Submission Status OE OE Eo Umm 7 Resubmit Budget and or Justification Files 22 1 1444 8 PCAC WES E T 8 Appendices Appendix Budget 5 Cuv Ea emp PV TI OVE Ya See Vafpus 9 Appendix B Budget Justification INStrUCtiONS cccccccssccceeececenecscenscecenesceuscsceueceeeeceeeueeseusceseuecsteueseeeeeeeensess 21 Appendix C Checklist to Avoid Common 4 23 Add a New User to Handle Budget Requirements Starting in FY2013 the EFNEP Budget and Budget Justification will be submitted through the Web based Nutrition Education Evaluation and Rep
9. eadline will vary from year to year It may or may not coincide with the Capacity Request for Application RFA When allocation amounts are published an announcement will go out over the NIFA listservs and will include the submission deadline Final budget information should reflect the actual allocation amount for the fiscal year Appendix A Budget Sheet Instructions Open the Budget Sheet in Excel amp Enter your 5 State or Territory cell C5 wor STATI LOS rati Ln Far Brem EI TEE ENEH WHEN DERE CT CLASSE 16 21 rd re M 25 EI 27 F H anm A A LI toe ide eee MO TEE EX TEBESCOH VACHES k 1 ad RI Enter Estimated Carryover E 7a i 14 4 LI riu Za Enter the Fiscal Year cell 7 lt p E F H EENE Pe Food and Butritien Program Total unim COOPER
10. ems costing 5000 or more should be listed under Equipment b All others should be listed under Other Expenses Did you avoid using EFNEP funds for unallowable expenses a Did you avoid using EFNEP funds for marketing materials b Did you avoid using EFNEP funds for furniture costs YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES YES L L L NO NO Marketing materials in general are not considered allowable expenses educational materials used to introduce potential participants and partners to the program are 10 For any items the budget which are shared did you allocate EFNEP funds only proportion to the amount they will be used in support of EFNEP YES If you have large amount of carryover did you explain how you intend to spend it down YES Did you explain how much of the total for each budget category is supported by carryover funds yes Noll 24
11. er the appropriate Fiscal Year e Enter narrative descriptions for each of the budget categories Salaries and Benefits Travel Equipment Other Expenses Other Sources of Funding and Explanation of Carryover Be sure to follow the guidelines in the budget justification instructions o Type your text directly into the text boxes or copy and paste text from another file o Use the formatting bar found below each text box to stylize your text if desired e Use the checklist Appendix of this document to help you avoid common mistakes e Click Save and confirm that the file has been added to the table icon to preview your file o Usethe icon to edit your file or the Note You will see either the edit or the preview icon The edit icon will only be visible if the file 5 not part of submission If the file is part of a submission the preview icon will be visible You can only preview the file after it has been submitted to the Federal Office Usethe iconto duplicate your file Use the icon to delete your file Note The delete icon will only be visible if the file is not part of a submission you cannot delete a file if it has been submitted to the Federal Office Note You can upload multiple files if needed but you can only select one for submission Determine Submission Type see also 8 under Deadlines Preliminary Submissions are based on the previous year s allocati
12. et ee 1 9 OPA HITHER MRA Li ncs Pre m LEE HORT Pieced Varas 26 COOPERATIVE KITARE ee MAHAI RV C8 ATIOH um jaen sears onm List the Names of Other Sources of Fu nding cells A20 A26 add rows needed eI 8 I B l IE OPAN rms Pre m Vira ad 30 COOPERATIVE KITHA AAEE CHLIGCE CR AS A TEH Res 22 TOTAL ak m cL 81 a EET fiw ere er Foam num Cee rows are added formulas calculse need fo be adjusted 17 Enter Salary and Expenses for Other sources of Fu cells C G 20 26 HOSEI Curran Pala ad ica Total undm Bier LISLLLLLLLLI rows added formulas calculaie need fo be adjusted Total Amounts for Other Sources of Funding will calculate cell H20 H26 1 em LA tW BR t EE Ex Rc E
13. ill bring up permission 120 Manage Budget Files Justifications Select Permissions SEARCH 120 Manage Budget Files Justifications SHOWING 1 1 OF 1 ENTRIES FILTERED FROM 81 TO Click the checkbox in the Select all column for permission 120 to select the permission Delete the word Budget from the SEARCH box and confirm only permission 120 is selected If not repeat steps 1 3 Scroll to the bottom Click Save Note You can also create a user who has custom designed permissions has capabilities based on the permissions you select for them but this is only recommended for advanced WebNEERS users Example home screen for a user with Restricted Permissions Annual Update 5 Year Plan r 7 Manage Budget Files Justifications Summary Reports Adult Browse Adult _ This user only has Permission 120 and can only click on Manage Budget Files Justifications All other buttons are inactive Reporting Years pF Tables Data Management Reports e After you click Save the user will receive an email generated from the system with a link to register for WebNEERS For detailed instructions on registration see Section 2 the Approval Process for Users in the WebNEERS User Manual Confirm Permissions If you create a user with restricted permissions and want to make sure you did it correctly follow these steps Note this can only be done after the user registers for the system you canno
14. ogramming e g are you presenting on EFNEP Will the sessions focus on EFNEP related topics If costs are prorated because the conference event has goals related to other roles responsibilities of the attendee explain what proportion of the cost is paid for using EFNEP funds Equipment Equipment costs are uncommon only single items costing over 5000 should be included under equipment Any piece of equipment costing less than 5000 should be included under Other Expenses f you have equipment costs provide a narrative description as well as budget figures for each piece of equipment you plan to purchase with EFNEP funds Be specific in terms of why this item is needed and whether it will be used solely for EFNEP or prorated Other Expenses Include a narrative description as well as budget figures for other expenses such as materials and supplies publications curricula computers etc Descriptions should be specific in terms of how much funding is designated for various items e g SXXX for educational materials which will be used to 21 SXX for printing SXX for food supplies for demonstrations etc Please also include describe any amount you plan to carry forward in the event that the release of Federal funds is delayed intentional carryover Other Sources of Funding Include a narrative description as well as budget figures for other sources of funding such as university county non tax or other sources of additional
15. on Select this submission type when you are working on your Annual Update planning for the upcoming Fiscal Year or responding to a request from the Federal Office to provide draft budget information Final Submissions are based on the final allocation amounts for the fiscal year Select this submission type when you have received a notification from the Federal Office that the Federal budget has passed and the final allocation amounts for EFNEP have been published Submit Budget Documents for Approval Preliminary Submission Select Manage Budget Files Justifications from the WebNEERS Home Page In the Submit Budget Documents for approval section click the PRELIMINARY tab Submit Budget Documents for Approval PRELIMINARY FINAL Click Create Preliminary Submission Use the dropdown to select a Preliminary Budget File and a Preliminary Budget Justification CREATE PRELIMINARY SUBMISSION Preliminary Budget File Select One Preliminary Budget Justification Select Comments Cancel Submit to Federal Enter any comments you have for the Federal Office in the Comments field or leave blank Click Submit to Federal to submit the budget files to the Federal Office or click Cancel to cancel the submission After you submit confirm that the submission has been added to the table o Usethe iconto preview the names of the files and the comments you submitted o Use the
16. onals expenses include etc 3 Include budget figures and break down lump sums e g if 500 000 is allocated for supplies you need to state that Sxx is for food for demonstrations Sxx is for paper goods etc 4 Onlyallocate funds in the proportion they are used for EFNEP f you share expenses with other programs partners make sure your justification includes a statement to that effect 5 Explain how much of the total for that budget category is supported by carryover funds Explanation of Budget Categories Salaries amp Benefits Provide a 1 2 sentence narrative description of the staff type as well as budget figures for the number of staff and the breakdown of Full Time Equivalents FTEs salaries and benefits Do not include names or other Personally Identifiable Information Travel Provide a narrative description as well as budget figures for funds used for local and out of state territory travel Be specific in terms of how much funding is designated for various items e g SXXX for out of state conferences such as funds will cover costs for hotel mileage Make sure to include travel funds for the Coordinator or his her designee to travel to the National EFNEP Conference Other conferences with the exception of Regional EFNEP Conferences and the Society of Nutrition Education and Behavior SNEB Conference need additional justification Be clear how the conference relates to EFNEP and how attendance supports pr
17. orting System WebNEERS If the person who prepares and submits this information is not a WebNEERS user you can create an Institution Level account for him her using the instructions below Detailed instructions on users and permission management can be found in Section 2 of the WebNEERS User Manual Create a New User Login as an Institution Level user e Select Add User from the WebNEERS Home Page o Enter the new user s Email Address Create a Verification Code Note The verification code will need to be provided to the user in a separate email or alternative means of communication as the email generated by WebNEERS will not provide the verification code This is done to ensure the security of the system o Enter the user s First Name o Enter the user s Last Name o Inthe User Type drop down select Institute e Determine the level of permissions you want the user to have and follow the instructions below Create a user with full permissions User has full capabilities can access everything in the Institution Level System 1 Scroll to the bottom 2 Click Save Create a user with restricted permissions User has restricted capabilities cannot access anything except the budget section On the far right of the table click the checkbox next to Select all twice to deselect Select all 2 uncheck every option the Permissions table SHOW All Budget into the SEARCH box This w
18. state is to be used for paraprofessional personnel and their support costs 14 Enter Clerical amp Secretarial M and E cells C16 G16 is Full Time Equialent One 2080 hrs per year Clerical amp Secretarial Total Amount will calculate automatically cell H16 does calculate automatically enfer fhe amount 15 Column Totals will Calculate Automatically cells C17 H17 Cooreman SOA MENAT sranane Ll m 1 Lai bel om mmy ITE REISEN 1 1 does calculate automatically enfer fhe amount Verify that 7 Total Funds Availa ble uals cell H17 Total Amou nt CM RATNE ong ipit Epi rns Pre m 225 16 1 Cans rere i Le _ Hana Yaar Sepe T COOPERATIVE ee C8 A TH iamm ages fO una onam yum Nati HINT F Tota Funds Avallable does equal Amount red warning message wiU appear Indicating the budget needs tobe revised 16 List Other Sources of Funding i L s n
19. t confirm permissions if registration is pending e Select View Users from the WebNEERS Home Page e Locate the user in the table and click the icon the Options column next to his her name e Click the RIGHTS tab to access his her list of permissions INFORMATION Scroll through the list of permissions and confirm that the Select column only shows a checkmark next to permission s you selected If you followed the instructions above to create a user with restricted permissions only 120 should have a checkmark o If everything looks ok click Cancel to exit the user s record without making any changes o If something is wrong check or uncheck permissions as appropriate and click Save to update the permissions Saved changes will take effect immediately Create Budget Documents Budget Sheet Log in as an Institution Level user Select Manage Budget Files Justifications from the WebNEERS Home Page In the Create Budget Documents section click the BUDGET SHEET tab Create Budget Documents BUDGET SHEET BUDGET JUSTIFICATIONS Click Download Budget Sheet to download the budget spreadsheet Follow the instructions in Appendix A of this document to complete the budget justification Use the checklist in Appendix C of this document to help you avoid common mistakes After you have completed your budget had it signed by your Extension Director or Administrator and saved it as a PD
20. t you have submitted your files but the Federal Office has not reviewed them While your submission is Pending Review you can still cancel your submission e Under Review This status indicates that the Federal Office has begun reviewing your files While your submission is Under Revision you cannot cancel your submission e Incorrect Submission This status indicates that you submitted your files incorrectly To see why click onthe icon and review the Federal comments You will need to resubmit your files correctly see below for resubmission instructions Needs Revision This status indicates that the Federal Office has reviewed your files and discovered icon and review the Federal comments one or more issues To see what they are click on the You will need to address the issues and resubmit your files see below for resubmission instructions e Approved This status indicates that the Federal Office has reviewed your files and has approved your Budget and Budget Justification No further action is needed Resubmit Budget and or Justification Files If your Preliminary or Final submission Needs Revision you will need to review the comments from the Federal Office revise your Budget and or Justification based on those comments and create submit a new Preliminary or Final Submission e Revise Budget o Edit your Budget spreadsheet If you cannot find your original file download and complete new B
21. udget spreadsheet Print the revised Budget sheet have it signed and save it as a PDF Upload the revised file into WebNEERS using the instructions in the Create Budget Documents Section Note If you do not need to revise your Budget sheet you can attach the one you already have WebNEERS to your submission You do not need to create a new file e Revise Budget Justification o Follow the instructions in the Create Budget Documents Section to create a new Budget Justification or click the icon to duplicate your Budget Justification o If you duplicated your Budget Justification make edits save the revised file Note If you do not need to revise your Budget Justification you can attach the one you already have WebNEERS to your submission You do not need to create a new file Resubmit Follow the steps in the Submit Budget Documents for Approval section to create a new Preliminary or Final Submission Make sure you select your revised files Deadlines The Budget and the Justification are due annually on the following schedule e Preliminary Budget and Budget Justification Due November 1 on years an Annual Update is required Due July 15 on years a 5 Year Plan is required FY2016 FY2012 etc Preliminary budget information should be based on the previous year s allocation amount e Final Budget and Budget Justification Due 45 days after the final institution allocation amounts published The d
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