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Instructions for Admin Costs Spreadsheet
The object is to provide an accurate accounting of your system’s estimated actual admin costs. Skip
any categories which don’t apply in your system. (You do not have to account for all of the costs in the
Administration category of your budget, as some may not actually be administrative costs.) Do not
include any supervision of TANG or ILL.
We are defining administration costs as those expenditures necessary to comply with TSLAC
requirements related to the management of the grant. Most other costs are expenses necessary to offer a
service and are integral to those services. Many of the categories are funded for program support ( i.e.
equipment rental, telecommunications costs, etc) with administrative costs being a negligible part of the
total expense.
Essential Elements of Library Development (after Florida)
ADVOCACY with the public and with governmental entities
ADVISOR & CONSULTANT on topics affecting libraries
INITIATOR & ENCOURAGER of best practices of librarianship
COMMUNICATOR about library issues and programs
COLLECTOR, ANALYZER, DISSEMINATOR of library statistics and other data
FACILITATOR of human and electronic Networks
EDUCATOR of library administrators, staff, and supporters
PROVIDER of direct services to the public
MONITOR of state and federal rules and regulations that affect libraries
PROVIDER of Professional, Technical, and Political consultations which support library
development
Specific Examples of Library Development
Regional strategic planning
Building regional support for technical implementation of cooperative networks
Fostering, developing, and training staff in new trends in library service
Identifying professional and staff development issues that impact local libraries
Building partnerships with related entities
Marketing libraries and their services to various constituencies
Negotiating purchasing agreements for the Membership
Professional conferences, professional reading, meeting coordinator CE needs
Specific Examples of Administrative Functions
Preparing yearly Plan of Service; Biennial Budget preparation
Contract compliance
Compliance with federal/state/local rules and regulations
Human resource management
Procurement and purchasing
Participation in management and organizational issues of the parent organization
Support of the Governing Board or Advisory Council functions and activities
Collection and reporting of statistics
Financial accountability and audit compliance
Indirect costs for administration only :
NETLS and WTLS must first find the sum of all admin costs, then calculate that as a percentage of
the total grant (for NETLS) or the direct grant costs (for WTLS), then multiply that percentage by the
total indirect cost to find the admin cost in dollars.
Other systems find the percentage of total salary and fringes required for admin and multiply that by
the total indirect cost.
All salaries and fringes required to administer System grant (coordinator and any others) : The cost of
the time you and any other staff spend on purely administrative tasks for the System , such as reports,
staff or TSLAC meetings, supervision and evaluation of staff. Do not include meetings which are
primarily for other purposes, such as System meetings where most of the time is devoted to CE,
planning for System services, or consideration of issues such as standards.
All salaries and fringes required to administer TANG grant : Your time administering the TANG grant
(this is mainly to remind you not to include it above and to gather info for a more comprehensive
analysis of admin costs for the task force).
All salaries and fringes required to administer ILL grant : Your time administering the ILL grant.
Any other coordinator salary and fringes for admin : Any purely admin time not covered by the above,
such as MRC meetings or requirements not related to System. Give examples of what you included so
we can make sure we’re all reporting consistently.
Travel to TSLAC meetings : Cost for meetings that are primarily to deal with System or TANG
administration.
Travel for Advisory Council or Board members : Do not count the biennial advisory council conference,
as that is more CE than admin.
Equipment required for admin : Prorate cost of equipment used for programs other than admin, and
show only the cost for a single year of the life cycle.
Office rent required for admin : Prorate cost (perhaps by dividing total by number of FTEs).
Office supplies required for admin : Prorate costs by program (actual cost or perhaps by dividing total
cost by number of FTEs; or calculate a percentage using dollar cost of admin program).
Rental contracts required for admin (computers, copy machine, mail meter, etc. ) : Prorate costs by
program.
Maintenance contracts required for admin : Prorate costs by program.
Postage required for admin : Prorate costs by program.
Telecommunications required for admin : Prorate costs by program.
Printing required for admin : Prorate costs by program.
Personal service contracts (benefits management, accounting, audit) : Prorate costs by program.
Insurance : Prorate costs by program.
Meeting room rental : Prorate costs by program.
Estimated Actual System Administrative Costs
12/6/2010
A B C D E F G H I J K
1 AALS BCLS CTLS HALS NETLS NTRLS STLS TPLS TTPLS WTLS
2 Total System Grant $764,627 $336,136 $864,682 $1,810,048 $1,423,460 $912,340 $753,411 $315,921 $411,592 $407,783
3 Indirect costs charged by MRC for System $11,252 $54,691 $122,041 $51,369 $54,748 $0 $38,163 $32,543 $23,625 $33,774
4 Indirect costs charged by MRC for TANG $2,368 $17,418 $3,053 $2,306 $0 $4,375 $3 $7,087 $6,617
5 $10,915
Indirect costs charged by MRC for ILL (excluding HALS, NETLS, NTRLS, TTPLS) $57,123 $0 $0 $0 $9,428 $11,372 $0 $5,686
6
7 Administration
8 Indirect costs for administration only $4,146 $33,698 $6,763 $12,452 $2,124 $0 $8,392 $6,780 $10,738 $3,350
9 $47,440 $30,532 $22,106
All salaries and fringes required to administer System grant (coordinator and any others) $109,235 $53,095 $36,521 $60,244 $25,694 $81,300 $28,801
10 All salaries and fringes required to administer TANG grant $2,572 $1,842 $0 $0 $1,914 $3,433 $3,270 $0 $0
11 $3,215
All salaries and fringes required to administer ILL grant (excluding NETLS, NTRLS, TTPLS) $921 $0 $0 $0 $8,349 $1,145 $0 $0
12 Any other coordinator salary and fringes for admin $0 $675 $3,684 $0 $0 $18,827 $0 $0 $0 $0
13 Travel to TSLAC meetings $3,073 $3,235 $400 $2,000 $1,000 $2,500 $3,030 $2,000 $2,500 $1,500
14 Travel for Advisory Council or Board members $350 $1,778 $2,500 $1,200 $1,000 $2,000 $2,129 $1,995 $500 $1,750
15 Equipment required for admin $0 $0 $600 $9,600 $0 $0 $3,000 $0 $0 $784
16 Office rent required for admin $0 $0 $14,400 $3,888 $0 $14,985 $0 $0 $0 $0
17 Office supplies required for admin $3,163 $2,500 $2,250 $2,851 $500 $1,725 $2,500 $2,500 $1,950 $375
18 $2,268 $1,800
Rental contracts required for admin (computers, copy machine, mail meter, etc. ) $1,600 $472 $0 $1,000 $684 $0 $1,100 $2,034
19 Maintenance contracts required for admin $0 $1,515 $0 $509 $0 $0 $1,732 $0 $0 $200
20 Postage required for admin $1,500 $650 $1,600 $1,625 $100 $600 $975 $500 $100 $400
21 Telecommunications required for admin $3,987 $480 $2,000 $903 $100 $1,300 $1,272 $588 $1,800 $1,250
22 Printing required for admin $300 $100 $1,050 $1,300 $0 $300 $300 $0 $0 $0
23 Personal service contracts (benefits management, accounting, audit) $0 $0 $0 $1,610 $0 $7,917 $0 $0 $0 $0
24 Insurance $0 $0 $0 $0 $0 $1,474 $0 $86 $0 $0
25 Meeting room rental $75 $0 $750 $1,500 $0 $500 $0 $0 $0 $0
26
27 FY03 Total Estimated Actual Excluding Indirect $62,156 $43,265 $52,940 $136,693 $55,795 $89,649 $75,866 $33,363 $89,250 $37,094
28 % of Total Grant 8.1% 12.9% 6.1% 7.6% 3.9% 9.8% 10.1% 10.6% 21.7% 9.1%
29
30 FY03 Total Estimated Actual Including Indirect $66,302 $76,963 $59,703 $149,145 $57,919 $89,649 $84,258 $40,143 $99,988 $40,444
31 % of Total Grant 8.7% 22.9% 6.9% 8.2% 4.1% 9.8% 11.2% 12.7% 24.3% 9.9%
32
33 FY03 Budgeted for Administration and Indirect $173,839 $131,996 $228,948 $430,254 $188,210 $255,558 $228,506 $80,739 $100,827 $90,138
34 % of Total Grant 22.7% 39.3% 26.5% 23.8% 13.2% 28.0% 30.3% 25.6% 24.5% 22.1%
A B C D E F G H I
Indirect % of Total
1 Total Grant Cost Rent Grant Indirect Cost Rate
2 System FY03 FY04 FY03 FY03 FY03 FY03 FY04 Basis
3 AALS - San Antonio $764,627 $716,838 $36,020 4.71% 8.74% 8.74% % of Personnel Costs (Salaries only)
4 BCLS - Abilene $336,136 $315,127 $54,691 16.27% 39.55% % of Salaries & Fringe Benefits
5 CTLS - Austin $864,682 $810,639 $122,041 $72,000 22.44% 45.00% % of Direct (actual time worked) Salaries Only
6 HALS - Houston $1,810,048 $1,696,920 $51,369 2.84% 14.82% 29.96% % of Personnel Costs (Salaries only)
7 NETLS - Garland $1,423,460 $1,334,494 $54,748 3.85% 4.00% 4.00% % of Total Grant
8 NTRLS - Fort Worth $912,340 $855,318 $0 $59,928 12.24% NA NA No Indirect Costs, but no MRC support
9 STLS - Corpus Christi $753,411 $706,323 $38,163 5.07% 13.93% % of Personnel Costs (Salaries only)
10 TPLS - Amarillo $315,921 $296,176 $32,543 10.30% 29.23% % of Salaries & Fringe Benefits
11 TTPLS - El Paso $411,592 $385,867 $23,482 5.71% 16.88% % of Personnel Costs (Salaries only)
12 WTLS - Lubbock $407,783 $382,297 $33,774 8.28% 9.03% % of Direct Costs (Approx. 8% of Grant)
13 rounding $1
14 $8,000,000 $7,500,000 $446,831 $131,928
60d719ba-75f6-45d2-a9a4-e7766674f63c.xls
Cell: C2
Comment: Bob Gaines:
At a 7.5% reduction of FY03 grant
Cell: D2
Comment: Bob Gaines:
From budgets posted on TSLAC web site
Cell: I3
Comment: Bob Gaines:
Kathryn: From City Finance Department. Talked about raising to 14.00%
Cell: I4
Comment: Bob Gaines:
Beatrice: Independent auditor determines $ amount that city should receive for services provided to grant. Then converts to %.
Cell: F5
Comment: Bob Gaines:
Indirect cost plus rent
Cell: E8
Comment: Bob Gaines:
NTRLS has additional costs of $51,744 not shown here that the MRCs cover for the other Systems.
The "% of Total Grant" reflects the additional costs and rent.
Cell: F8
Comment: Bob Gaines:
NTRLS has additional costs of $51,744 not shown here that the MRCs cover for the other Systems.
The "% of Total Grant" reflects the additional costs and rent.
Cell: I8
Comment: Bob Gaines:
$51,744 in additional costs
Cell: I10
Comment: Bob Gaines:
MK: Asst. City Director of Finance calculates cost of system usage of city services. SFY2003 rate based on SFY2001 actual audited figures
60d719ba-75f6-45d2-a9a4-e7766674f63c.xls
FY 03 Contract amounts; System Grants by Project
Project AALS BCLS CTLS HALS NETLS NTRLS STLS TPLS TTPLS WTLS
Admin $173,839 $131,996 $228,948 $430,254 $188,210 $255,558 $228,506 $80,739 $100,827 $90,138 $1,909,015
CE $80,624 $12,322 $107,153 $91,397 $130,926 $54,812 $54,429 $23,771 $21,713 $25,375 $602,522
Coll Dev $270,736 $127,148 $234,286 $730,041 $605,861 $265,206 $201,957 $59,732 $161,293 $169,585 $2,825,845
Consult $165,830 $49,671 $162,842 $104,272 $226,565 $155,004 $135,384 $78,109 $48,719 $58,925 $1,185,321
"LSTA" $52,427 $14,999 $47,395 $72,678 $45,259 $55,439 $32,946 $30,340 $35,049 $9,813 $396,345
Network $21,171 $0 $84,058 $20,599 $60,538 $45,099 $5,724 $33,870 $0 $21,163 $292,222
Tech $0 $0 $0 $0 $4,919 $25,330 $0 $0 $0 $0 $30,249
Publicity $0 $0 $0 $0 $11,988 $44,284 $20,614 $0 $12,741 $7,632 $97,259
ref backup $0 $0 $0 $0 $0 $0 $55,717 $9,360 $0 $0 $65,077
outreach $0 $0 $0 $0 $0 $0 $18,134 $0 $0 $0 $18,134
auto $0 $0 $0 $162,868 $48,252 $0 $0 $0 $17,313 $0 $228,433
esl* $13,937 $5,561 $19,498
a/v $0 $0 $0 $197,939 $100,942 $0 $0 $0 $0 $19,591 $318,472
cash res.* $0 $0 $0 $0 $0 $11,608 $0 $0 $0 $0 $11,608
Total $764,627 $336,136 $864,682 $1,810,048 $1,423,460 $912,340 $753,411 $315,921 $411,592 $407,783 $8,000,000
Admin% 22.7% 39.3% 26.5% 23.8% 13.2% 28.0% 30.3% 25.6% 24.5% 22.1% 23.9%
"Lsta"=any project targeted to LSTA goals
**NTRLS required cash reserve
*ESL= includes TTPLS' project to expend overpayment of indirect costs from prior year grant funds
as well as WTLS 'limited english' project
please note: admin. includes indirect cost. Any changes in admin budget will affect indirect cost
WC Feb. 3, 2003
23.86%
7.53%
35.32%
14.82%
4.95%
3.65%
0.38%
1.22%
0.81%
0.23%
2.86%
0.24%
3.98%
0.15%
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