BUDGETING WITH MULTIPLE FUNDING SOURCES OCTOBER 18, 2011, 3:30 – 5:00 PM Children’s Advocacy Centers of Texas 1

Budget Objectives  Be able to pay the bills  Spend down all the grants…appropriately  Enable strategic decision making  Unhappy grantors make for unhappy grantees. 2

Evaluate Funding Sources  Review your government grants to determine if amounts or requirements are changing. Gather your grant applications/contracts to ensure compliance.  Review your foundation and/or United Way grants to evaluate likelihood of receiving and amount.  Individual Giving – is the trend increasing or decreasing? What risks are there? 3

Grant Periods  Identify grants that do not match your fiscal year.  For example, you do your 990 on the calendar year, but the CACTX grant is on the state fiscal year (Sep – Aug).  Factor in assumptions on future amounts and the timing of non-routine costs. 4

Individual Grant Quirks  How restrictive are the grants (allowable activities, match, etc.)?  What are the guidelines on moving funds around (10%...10% of what)?  What is your relationship with the grantor?  What did your narrative and budget look like?  Never forget that your timesheets need to match your allocations and be based on actual activity. 5

Items to Consider Before Budgeting  How much unrestricted do you have to fill gaps?  When does the money come in? Do you have cash reserves?  How do you allocate non-personnel costs?  Do you have different “programs”? Umbrella programs need to pay particular attention to this. 6

OAG Allocation Methodologies Keep in mind these are approved methods from the Office of the Attorney General and may not be acceptable by other funders. 7

Payroll Budgeting/Actuals 8

Budget Document (1 of 3) 9

Budget Document (2 of 3) 10

Budget Document (3 of 3) 11

Board Approved Budget!!!  The Board approved the budget so now I can get back to my real job…sort of…  It is imperative that the budget progress be tracked through out the year (especially by grant).  Use a system that works well for you.  If something doesn’t feel right, it probably isn’t. 12

Sample Budget Tracking Sheet 13  Make sure the amounts on the sheet match your accounting system.

Final Tips  Grant writing – generic titles (program specialist, broader statements, leave off the little items)  Grant budgets – put the big stuff on the grant (personnel, audit, rent, etc.)  Consider doing estimated spending for grants with balances.  Review your grants contracts periodically. 14

QUESTIONS? 15