Attachment D - Allowable Costs


To be reimbursable under DHS Grant Agreement, expenditures must meet the following general criteria:

a. Be necessary and reasonable for proper and efficient administration of the program and not be a general expense required to carry out the overall responsibilities of the agency.

b. Be authorized or not prohibited under federal, State or local laws or regulations.

c. Conform to any limitations or exclusions set forth in the applicable rules, program description or grant agreement.

d. Be accorded consistent treatment through application of generally accepted accounting principles appropriate to the circumstances.

e. Not be allocable to or included as a cost of any other State or federally financed program in either the current or a prior period.

f. Be the net of all applicable credits.

g. Be specifically identified with the provision of a direct service or program activity.

h. Be an actual expenditure of funds in support of program activities, documented by check number and/or internal ledger transfer of funds.

Examples of allowable costs include, but are not limited to, the following. Personnel Services:

Gross salary paid to employees directly involved in the provision of program services.

Employer's portion of fringe benefits actually paid on behalf of direct services employees; examples include FICA (Social Security), life/health insurance, Workers' Compensation insurance, unemployment compensation insurance and pension/retirement benefits.

Contractual Services:

  • Conference registration fees
  • Contractual employees
  • Repair & maintenance of furniture and equipment
  • Postage, postal services, UPS or other carrier costs
  • Software for support of program objectives
  • Subscriptions
  • Training and education costs
  • Allocation of the applicable portion of the following costs is allowable only if the allocation methodology is approved as part of the application process:
    • Rent or lease of space or facilities
    • Utility costs
    • Insurance
    • Copy machine rental or lease
    • Costs of improvements to real property
  • Travel:
    • Mileage (at State rate unless specifically noted otherwise)
    • Airline or rail transportation expense
    • Lodging
    • Per Diem or meal costs
    • Operation costs of vehicles
  • Commodities:
    • Office supplies
    • Medical supplies
    • Educational and instructional materials and supplies, including booklets and preprinted pamphlets
    • Household, laundry and cleaning supplies
    • Parts for furniture and office equipment
    • Equipment items costing less than $100.00 each
  • Printing
    • Letterpress, offset printing, binding, lithographing services
    • Photocopy paper, other paper supplies
    • Envelopes, letterhead, etc.
  • Equipment (requires prior written approval):
    • Items costing over $100.00 each, with useful life of more than one year. Costs shall include all freight and installation charges.
    • Office equipment and furniture
    • Allowable medical equipment
    • Reference and training materials and exhibits
    • Books and films
  • Telecommunications
    • Telephone services
    • Answering services
    • Repair, parts and maintenance of telephones and other communication equipment
  • Examples of non-allowable costs include, but are not limited to, the following.
    • Bad debts
    • Contingencies or provision for unforeseen events
    • Contributions and donations
    • Entertainment, alcoholic beverages, gratuities
    • Fines and penalties
    • Interest and financial costs
    • Legislative and lobbying expenses