Uniform Grant Budget Template Instructions

Download the Uniform Grant Budget Template

This form is used to apply to individual State of Illinois discretionary grant programs. If the applicant organization is eligible to apply for 3 years of funding, it should provide the budget information for each year of the multi-year funding request. Applicants should submit budgets based upon the total estimated costs for the project including all funding sources.

Pay attention to applicable program specific instructions, if attached. The applicant organization may access requirements from 2 CFR 200, "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards" cited within these instructions at: http://www.illinois.gov/sites/GATA/Pages/ResourceLibrary.aspx/  

You must consult with your Business Office prior to submitting this form for any restrictions, limitations or requirements when filling out the narrative and Uniform Budget Template.

Section A - State of Illinois Funds

All applicants must complete Section A and provide a break-down by the applicable budget categories shown in lines 1-17. Eligible applicants requesting funding for only one year should only complete the column under "Year 1." Eligible applicants requesting funding for multi-year grants should complete all applicable columns. Note

Revenues

Provide a total requested State of Illinois Grant amount for each year in the Revenue portion of Section A. The amount entered will equal the total amount budgeted on Line 18 of Section A.

Budget Expenditure Categories1

All applicants must complete Section A and provide a break-down by the applicable budget categories shown in lines 1-17.  Each line also includes the specific 2 CFR 200 reference concerning the respective topic.

  • Lines 1-17, columns (Year 1 -Year 3; if applicable): For each project year for which funding is requested, show the total amount requested for each applicable budget category.
  • Lines 1-17, "TOTAL" Column: Show the multi-year total for each budget category. If funding is requested for only one project year, leave this column blank.
  • Line 18, columns (Year 1 - Year 3; if applicable): Show the total budget request for each project year for which funding is requested.
  • Line 18, "TOTAL" Column: Show the total amount requested for all project years. If funding is requested for only one year, leave this space blank.

Note that the budget form includes separate work-sheet templates for all 17 categories.  These are located toward the back of the template.  Following the completion of the worksheets, the Budget Narrative Summary should be completed for each category, providing the amounts for State, Non-state and Total amounts.

Section A -continued- Indirect Cost Information: (This information should be completed by the applicant's Business Office). If the applicant is requesting reimbursement for indirect costs on line 17, the applicant's Business Office must select one of the options listed on the Indirect Cost Information page under Section-A Indirect Cost Information (Options 1-4).

  • Option (1): The applicant has a Negotiated Indirect Cost Rate Agreement (NICRA) that was approved by the Federal government. A copy of this agreement must be provided to the State of Illinois' Indirect Cost Unit for review and documentation. This NICRA will be accepted by all State of Illinois Agencies up to any statutory, rule-based or programmatic restrictions or limitations. If this option is selected by the applicant, basic information is required for completion of this section. See bottom of "Section-A Indirect Cost Information"

    NOTE: The applicant may not have a Federally Negotiated Indirect Cost Rate Agreement. Therefore, for the applicant to be reimbursed for Indirect Costs from the State of Illinois, the applicant must either:

    1. Negotiate an Indirect Cost Rate with the State of Illinois' Indirect Cost Unit with guidance from our State Cognizant Agency on an annual basis.
    2. Elect to use the de minimis rate of 10% modified total direct cost (MTDC) which may be used indefinitely on State of Illinois Awards.
    3. Use a Restricted Rate designated by programmatic statutory policy. (See Notice of Funding Opportunity for Restricted Rate Programs)
  • Option (2): The applicant currently has a Negotiated Indirect Cost Rate Agreement with the State of Illinois that will be accepted by all State of Illinois Agencies up to any statutory, rule-based or programmatic restrictions or limitations. The applicant is required to submit a new Indirect Cost Rate Proposal to the Indirect Cost Unit within six (6) months after the close of each fiscal year (2 CFR 200 Appendix IV (C)(2)(c). Note: If this option is selected by the applicant, basic information is required for completion of this section. See bottom of "Section-A Indirect Cost Information"

    Option (3): The applicant currently does not have a Negotiated Indirect Cost Rate Agreement with the State of Illinois. The applicant must submit its initial Indirect Cost Rate Proposal (ICRP) immediately after the applicant is advised that the State award will be made and, in no event, later than three (3) months after the effective date of the State award (2 CFR 200 Appendix IV (C)(2)(b). The initial ICRP will be sent to the State of Illinois' Indirect Cost Unit. Note: The applicant should check with the State of Illinois awarding Agency for information regarding reimbursement of indirect costs while its proposal is being negotiated

  • Option (4): The applicant has never received a Negotiated Indirect Cost Rate Agreement - either from the Federal Government or the State of Illinois.  The applicant elects to charge the de minimis rate of 10% modified total direct cost (MTDC) which may be used indefinitely on State of Illinois awards (2 CFR 200.414 (c)(4)(f) & (200.68). Note: The applicant must be eligible, see 2 CFR 200.414 (f), and submit documentation on the calculation of MTDC within your Budget Narrative under Indirect Costs. Note the applicant may only use the 10 percent de minimis rate if the applicant does not have an Approved Indirect Cost Rate Agreement. The applicant may not use the de minimis rate if it is a Local government, or if your grant is funded under a training rate or restricted rate program.
  • Option (5): If you are applying for a grant under a Restricted Rate Program, indicate whether you are using a restricted indirect cost rate that is included in your approved Special Indirect Cost Rate in your NICRA (2 CFR 200 Appendix IV (5), or whether you are using a restricted indirect cost rate that complies with statutory or programmatic policies. Note: See Notice of State Award for Restricted Rate Programs
  • Option (6):  No reimbursement of Indirect cost is being requested.  (Grantees are not required to receive a reimbursement of their Indirect Cost.)

Section B - Non-state of Illinois Funds

If the applicant is required or volunteers to provide cost-sharing or matching funds or other non-State of Illinois resources to the project, the applicant must provide a revenue breakdown of all Non-State of Illinois funds in lines (b)-(d). the total of "Non-State Funds" should equal the amount budgeted on Line 18 of Section B. If a match percentage is required, the amount should be entered in this section.

Budget Expenditure Categories - Non State of Illinois Funds 1

If the applicant is required to provide or volunteers to provide cost-sharing or matching funds or other non-State of Illinois resources to the project, these costs should be shown for each applicable budget category on lines 1-17 of Section B.  The 2 CFR 200 reference is identified in each line.

  • Lines 1-17, columns (Year 1- Year 3; if applicable): For each project year, for which matching funds or other contributions are provided, show the total contribution for each applicable budget category.
  • Lines 1-17, "TOTAL" Column: Show the multi-year total for each budget category. If non-Federal contributions are provided for only one year, leave this column blank.
  • Line 18, columns (Year 1-Year 3; if applicable): Show the total matching or other contribution for each project year.
  • Line 18, "TOTAL" Column: Show the total amount to be contributed for all years of the multi-year project. If non-Federal contributions are provided for only one year, leave this space blank.

Signature Page

The Chief Financial Officer and the Executive Director must both sign the page certifying the report to be true and accurate.

FFATA Data Collection 

Identifying information is collected in this area including organization or applicant's name, address, congressional district, DUNS, any DBA (doing business as) references, etc.  Two questions are required, with additional information if they apply. 

For State Use Only

These page will be completed by the State Agency. 

§200.308 Revision of budget and program plans

(e) The Federal/State awarding agency may, at its option, restrict the transfer of funds among direct cost categories or programs, functions and activities for Federal/State awards in which the Federal/State share of the project exceeds the Simplified Acquisition Threshold and the cumulative amount of such transfers exceeds or is expected to exceed 10 percent or $1,000 per detail line item, whichever is greater of the total budget as last approved by the Federal/State awarding agency. The Federal/State awarding agency cannot permit a transfer that would cause any Federal/State appropriation to be used for purposes other than those consistent with the appropriation.

1Notes concerning the Budget Expenditure Categories

  1. Provide an itemized budget breakdown, and justification by project year, for each budget category listed in Sections A and B.
  2. For non-State of Illinois funds or resources listed in Section B that are used to meet a cost-sharing or matching requirement or provided as a voluntary cost-sharing or matching commitment, you must include:
    1. The specific costs or contributions by budget category;
    2. The source of the costs or contributions; and
    3. In the case of third-party in-kind contributions, a description of how the value was determined for the donated or contributed goods or services. [Please review cost sharing and matching regulations found in 2 CFR 200.306.]
  3. If applicable to this program, provide the rate and base on which fringe benefits are calculated.
  4. If the applicant is requesting reimbursement for indirect costs on line 17, this information should be completed by the applicant's Business Office. Specify the estimated amount of the base to which the indirect cost rate is applied and the total indirect expense. Depending on the grant program to which the applicant is applying and/or the applicant's approved Indirect Cost Rate Agreement, some direct cost budget categories in the applicant's grant application budget may not be included in the base and multiplied by your indirect cost rate. Please indicate which costs are included and which costs are excluded from the base to which the indirect cost rate is applied.
  5. Provide other explanations or comments you deem necessary.

Keep in mind the following:

Although the degree of specificity of any budget will vary depending on the nature of the project and State of Illinois agency requirements, a complete, well-thought-out budget serves to reinforce your credibility and increase the likelihood of your proposal being funded.

  • A well-prepared budget should be reasonable and demonstrate that the funds being asked for will be used wisely.
  • The budget should be as concrete and specific as possible in its estimates. Make every effort to be realistic, to estimate costs accurately.
  • The budget format should be as clear as possible. It should begin with a budget narrative, which you should write after the entire budget has been prepared.
  • Each section of the budget should be in outline form, listing line items under major headings and subheadings.
  • Each of the major components should be subtotaled with a grand total at the end.

Your budget should justify all expenses and be consistent with the program narrative:

  • Salaries should be comparable to those within the applicant organization.
  • If new staff is being hired, additional space and equipment are considered, as necessary.
  • If the budget lists an equipment purchase, it is the type allowed by the agency.
  • If additional space is rented, the increase in insurance is supported.
  • If an indirect cost rate applies to the proposal, the division between direct and indirect costs is not in conflict, and the aggregate budget totals refer directly to the approved formula. Indirect costs are costs that are not readily assignable to a particular project, but are necessary to the operation of the organization and the performance of the project (like the cost of operating and maintaining facilities, depreciation, and administrative salaries).

While budget adjustments are sometimes made after the grant award, this can be a lengthy process. It's best to be certain that implementation, continuation, and phase-down costs can be met with the budget you submit with the proposal.