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sample template for a typical budget - The Wheel

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									Money Counts
Sample template for a typical budget in a community / voluntary / charitable organisation
Produced by The Wheel, 2009

The column on the left provides some sample costs and income streams that a charity might have. Some may not be applicable to your organisation and there may be others
which are not listed here. You should name these categories of costs and income in a way that makes most inuitive sense for the organisation and for finance management.
A sample set of costings and income have been inserted into the table for illustration purposes only, so that the information contained in this table can be clearly understood.
This sample budget is clearly balanced over the course of the year - with a surplus of only 520euro. With such a close balance, care must be taken that all income comes in as planned and expenditure
does not exceed its budget.

                                                            Annual and Monthly Budget for Organisation ABC. Draft completed Oct 15th 2008


                                                            Full year          Jan           Feb           Mar           Apr           May           Jun           Jul            Aug           Sept         Oct           Nov           Dec
Expenditure
Salary and associated costs                                       156,000         13,000       13,000        13,000        13,000        13,000        13,000            13,000     13,000        13,000       13,000        13,000        13,000
Training and Development                                            1,600             500                                        500                                                     500                                      100
Rent / Mortage                                                     18,000            1,500         1,500         1,500         1,500         1,500         1,500          1,500         1,500      1,500           1,500         1,500         1,500
Light / heat                                                        2,400             200            200          200            200          200           200            200           200           200           200          200            200
Stationary                                                          1,200             100            100          100            100          100           100            100           100           100           100          100            100
Phone                                                               1,800             300                         300                         300                          300                         300                        300
Postage & Courier costs                                             2,400             200            200          200            200          200           200            200           200           200           200          200            200
ICT development                                                     5,000                                                                    5,000
Meetings costs (conference rooms, refreshments etc)                 6,500                            500                         500                                                    5,000                        500
Publications (design, print and photocopying)                       9,000                                        3,000                                                                             6,000
Bank Charges, Insurance, Audit                                      4,080              80             80           80          3,200           80            80             80            80            80            80           80             80
Depreciation                                                        1,500                                                                                                                                                                      1,500
Furniture, Equipment and Maintenance                                5,000                          1,000                                                   3,000                                                   1,000
Professional fees (accountants, legal, HR etc                       2,000                                                                                                               2,000
Total Expenditure                                                 216,480        15,880        16,580        18,380        19,200       20,380         18,080        15,380         22,580        21,380       16,580        15,480        16,580

Income
Membership Subscriptions                                            5,000             500                                      1,500                                      2,500                                      500
Earned income (charity shops, fees for training etc)                      0
Grants from government / EU                                       130,000                                    70,000                                                                               60,000
Grants from philanthropic foundations                              30,000                                                                                                                                      20,000        10,000
Fundraising income from community / events                         24,500                          3,000                       2,500                   15,000                                                      2,000                       2,000
Other donations                                                    27,500                          5,000                       3,000                       2,000                                   3,000                     10,000            4,500
Income from interest on reserves                                          0
Total Income                                                      217,000             500          8,000     70,000            7,000            0      17,000            2,500             0      63,000       22,500        20,000            6,500


Surplus / Deficit (i.e. Total Income - Total Expenditure)               520      -15,380       -8,580        51,620       -12,200       -20,380        -1,080       -12,880        -22,580        41,620           5,920      4,520       -10,080
Money Counts
Sample template for a typical cashflow report in a community / voluntary / charitable organisation
Produced by The Wheel, 2009

The sample costs and income projections in the 'budget template sheet' have been entered into the table below to illustrate how the excel sheet tracks cash coming in and cash going out every month.
It can be seen that even though the income and expenditure are balanced for the year, there will be some cash flow problems in August and September. One of the first things that could be done in terms of
managing this situation is to enquire as to whether the grant of 60,000euro from the government department can be paid over two months earlier than currently scheduled. If this is not possible, a temporary
overdraft might also be an option.

                                                                       Cashflow Report for Organisation ABC on Feb 26th 2009


                                                                       Jan            Feb           Mar           Apr            May           Jun           Jul            Aug           Sept           Oct            Nov         Dec

Cash at hand at start of month (A)                                           40,000     26,120        19,040            72,160     61,460        42,580            43,000     13,620         -7,460        -24,340        43,080          49,100


Expenditure
Salary and associated costs                                                  13,000     13,000        13,000            13,000     13,000        13,000            13,000     13,000         13,000            13,000     13,000          13,000
Training and Development                                                        500                                       500                                                      500                                        100
Rent / Mortage                                                                                                                                                     18,000
Light / heat                                                                    200          200           200            200           200           200             200          200            200            200          200            200
Stationary                                                                      100          100           100            100           100           100             100          100            100            100          100            100
Phone                                                                           300                        300                          300                           300                         300                         300
Postage & Courier costs                                                         200          200           200            200           200           200             200          200            200            200          200            200
ICT development                                                                                                                        5,000
Meetings costs (conference rooms, refreshments etc)                                          500                          500                                                     5,000                          500
Publications (design, print and photocopying)                                                             3,000                                                                                  6,000
Bank Charges, Insurance, Audit                                                   80           80            80           3,200           80            80              80           80             80             80          80              80
Furniture, Equipment and Maintenance                                                        1,000                                                    3,000                                                      1,000
Professional fees (accountants, legal, HR etc                                                                                                                                     2,000
Total Expenditure (B)                                                        14,380     15,080        16,880            17,700     18,880        16,580            31,880     21,080         19,880            15,080     13,980          13,580

Income
Membership Subscriptions                                                        500                                      1,500                                      2,500                                        500
Earned income (charity shops, fees for training etc)
Grants from government / EU                                                                           70,000                                                                                                   60,000
Grants from philanthropic foundations                                                                                                                                                                          20,000     10,000
Fundraising income from community / events                                                  3,000                        2,500                   15,000                                                         2,000                      2,000
Other donations                                                                             5,000                        3,000                       2,000                                       3,000                    10,000           4,500
Income from interest on reserves
Total Income (D)                                                                500         8,000     70,000             7,000            0      17,000             2,500            0           3,000         82,500     20,000           6,500


Cash at hand at end of month (i.e. line A - line B + line C)                 26,120     19,040        72,160        61,460         42,580        43,000            13,620     -7,460        -24,340        43,080         49,100          42,020
Money Counts
Sample template for a typical Summary Aged Debtors report in a community / voluntary / charitable organisation
Produced by The Wheel, 2009

Some sample figures inserted into this table below shows that 8,800 euro which is due to the organisation for over 6 months has not
come in and there therefore this should be a priority to either pull it in and/or to write it off. The table also shows that a very significant sum of
25,500 euro is outstanding by one month. If you are in a position where you have to manage your cashflow tighttly then this might be
a problem for you. If this money is not brought in by the end of the current month, then it should become an absolute priority to get it into the
bank as soon as possible.

Note too that this is a summary of the aged debtors. In the example below a separate list should be available of all the members who have
outstanding membership fees from 2008 - adding up to 800 euro on this summary sheet.

            Summary Aged Debtors Sheet for Organisation ABC on Feb 26th 2009

                                                                                                          Length of time outstanding
Categories of Debtors                                                              1 month           2-3 months   3-6 months     more than 6 months

Membership Fees
         From 2008                                                                                                                                         800
         From 2009                                                                           3,000

Donations pledged but not received yet
          Donor A                                                                          10,000
          Donor B                                                                                            1,000
          Donor c                                                                              500

Community Fundraising
         Event 1 (e.g. Womens' Mini Marathon)                                                                                                            8,000
         Event 2                                                                                             1,000
         Event 3                                                                             2,000

Earned Income
          Stream 1 (e.g. Income from charity shops network)                                10,000
          Stream 2 (e.g. Fees for training servies already provided)                                         1,500



Total funds receivable                                                                    25,500            3,500                 0                      8,800

The longer debts are owed, the harder they are to collect. In this example, it will be hard to collect all the €800 due in membership fees
from last year. You may find that some of it becomes irrecoverable.
Money Counts
Sample template for a typical Balance Sheet report in a community / voluntary / charitable organisation
Produced by The Wheel, 2009

A very simple balance sheet for a hypothetical organisation has been prepared in the table below for 2008.
Remember that all a balance sheet shows is the assets and liabilities on a particular day. The assets are
the resources that are available for use, the liabilities are the amounts owed to someone and in the case of a nonprofit
organisation the difference (i.e. the value of the assets that is not owed) is to be undersood as a liability because
it is money that has been raised for a charitable purpose, which has not yet been spent - hence it is a liability.

                    Balance Sheet for Organisation ABC on Dec 31st 2008


                                                                                                                            2008
Assets
              Fixed Assets
                    Property, equipment etc, (net of depreciation)                                                          5,000

              Current Assets:
                   Cash in the bank                                                                                        20,000
                   Debtors (amounts yet to be received by you)                                                              9,000

Total Assets                                                                                                               34,000


Liabilities
              Creditors (amounts you owe over next 12 months but not yet paid yet)                                         11,000
              Reserves and funds committed to projects                                                                     23,000

Total Liabilities                                                                                                          34,000




Accounting Presentation of the SAME numbers                                                                                          2008
This is how you will typically see the numbers above in a set of accounts produced by an accountant.

Assets
              Fixed Assets
                   Property, equipment etc, (net of depreciation)                                                                    5,000

              Current Assets:
                   Cash in the bank                                                                            20,000
                   Debtors (amounts yet to be received by you)                                                  9,000
                                                                                                               29,000

              Creditors (amounts you owe over next 12 months but not yet paid yet)                             -11,000

              Net Current Assets                                                                                                    18,000

              Total Assets less Current Liabilities                                                                                 23,000

Reserves and funds committed to projects                                                                                            23,000


This presentation just adds/subtracts the numbers in a different order, but the overall result is the same.

								
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