PROPOSED PROJECT BUDGET FORM INSTRUCTIONS The Project Budget should reflect only those costs that will be incurred during the “Period of Support” that you have indicated for your project. The period of support may begin no earlier than January 1, 2007, but should include the period in which costs are incurred, not just the dates of proposed activities. Round all numbers to the nearest $100. Combine like costs if necessary to make rounding more realistic. The intent of the Music Fund is to fund reasonable projects requests as fully as possible. Unrealistic or frivolous requests will be declined. Applicant Name – Fill in the name of your organization (use the DBA – “doing business as” designation). Total Grant Request – This field will be calculated automatically once the budget form is filled out. This amount should reflect the total allocation requested for Year 1, or for both Year 1 and Year 2 if a two-year request. Subtotal Year 1 Request – This field will be calculated automatically once the budget form is filled out. Subtotal Year 2 Request – This field will be calculated automatically once the budget form is filled out. NOTE – As you fill out the PROJECT EXPENSES and the PROJECT REVENUE parts of the budget form, please pay close attention to the four columns labeled: TOTAL PROJECT BUDGET Proposed Grant Allocations Year 1 Proposed Gant Allocations Year 2 TOTAL PROPOSED GRANT ALLOCATIONS The amounts that are entered under “TOTAL PROJECT BUDGET” should equal the total cost of any particular line item for the entire project. However, under “Proposed Grant Allocation Year 1,” only enter the amount that is being requested from the NYS Music Fund for covering that particular line item in that year. For example (see chart below), if 50% of the Executive Director’s salary allocation of $4,000 is being covered by another revenue source, then enter $4,000 under “TOTAL PROJECT BUDGET” and only enter $2,000 under “Proposed Grant Allocation Year 1” for the Music Fund allocation. For two-year grants, the “TOTAL PROJECT BUDGET” should equal the total cost of the particular line item for the entire project over the two-year period, and the “Proposed Grant Allocation” columns should be filled according to how much is being requested from the NYS Music Fund for each year. The “TOTAL PROPOSED GRANT ALLOCATIONS” column should equal the amounts in the column “Proposed Grant Allocations Year 1” if it is a one-year project, or equal the sum of “Proposed Grant Allocations Year 1” and “Proposed Grant Allocations Year 2” if a two-year project.
PROJECT EXPENSES Expenses include those costs that are identified specifically with the proposed project. This budget may not include project costs that are already being supported by a previous grant by the Music Fund.
Be sure to allocate all expenses over the “Proposed Grant Allocation” columns for both years if you are applying for a two-year project. Salaries cover compensation for personnel, administrative and artistic, who are paid on a salary basis. (Funds for contractual personnel and compensation for artists who are paid on a fee basis should be included under “Artist Fees” or “Consultants” below this section, and not here.) Indicate the position and/or type of personnel, the number of personnel, the percentage of time that will be devoted to the project, and the annual or average salary range. List key staff positions, and combine similar functions. Where appropriate, use salary ranges. For example: Position and/or type of personnel No. of personnel % of time x Annual or Average Salary Range TOTAL PROJECT BUGDET $4,000 $13,500 $9,000 Proposed Grant Allocation Year 1 $2,000 $13,500 $4,500
Executive Director Production Assts. Support Staff
1 3 2
10% x $40,000 per yr. 10-30% x $20-25,000 per yr. 20-30% x $15-20,000 per yr.
Calculations of salary lines will not be done automatically within the spreadsheet and so must be done manually. To calculate salary ranges, such as for Production Assistants in the chart above, enter the average percentage, i.e., 20%, and multiply that (.20) times the average salary ($22,500) and then multiply that times 3 assistants. Enter the total under “TOTAL PROJECT BUDGET” and the allocation for the Music Fund request under “Proposed Grant Allocation” for the appropriate year. Fringe benefits are those costs other than wages or salary that are attributable to an employee, as in the form of pension, insurance, etc. They may be included here only if they are not included as indirect costs. Enter the average percentage of fringe benefits, e.g., 35%, and multiply that (.35) times the total salary expenses to calculate fringe benefits on the salaries listed and allocate them accordingly, as in the previous example. Subtotal of Salaries – This field will be calculated automatically once the salaries and fringe benefits are filled out. Artist Fees are the fees paid to artists for performing, teaching, composing, etc. Enter the name of each artist being paid as part of the project, or if the project involves many artists, artist fees may be grouped together by function with a range of fees. For example: Name No. of personnel Description TOTAL PROJECT BUGDET $80,000 $10,000 $10,000 $3,000 Proposed Grant Allocation Year 1 $40,000 $10,000 $10,000 $0
Performing Artists Juan Gomez Mary Brown Teaching Artists
30 1 1 10
8 ensembles @ $5,000-20,000 ea. Commission Commission 10 artists @ $100/hr x 3 hours
Calculations of artist fees will not be done automatically within the spreadsheet and so must be done manually.
Consultants may include curators, producers, evaluators, lawyers, etc. As with artists, enter the name each consultant to be paid as part of the project, or if the project involves many consultants, fees may be grouped together by function. For example: Name No. of personnel 1 1 3 Function in Project TOTAL Proposed Grant PROJECT Allocation Year 1 BUGDET $10,000 $5,000 $8,000 $5,000 $15,000 $15,000
Joe Smith Jane Doe, Esq. Curators
Project Manager Contract lawyer Jazz/Folk/New Music @ $5,000 ea.
Calculations of artist fees will not be done automatically within the spreadsheet and so must be done manually.
Subtotal Personnel – This field will be filled out automatically once Salaries, Artist Fees and
Consultants line items are filled out. Contracted Services and Other Direct Costs include space or equipment rental, access accommodations (e.g., audio description, sign-language interpretation, closed or open captioning, largeprint brochures/labeling), travel expenses, telephone, photocopying, postage, supplies and materials, recording, distribution, translation, and other project-specific costs. When reasonable, group similar items together on a single line, with only one total cost. Do not scatter like costs throughout the list. If equipment is to be purchased that costs $500 or more per item and has an estimated useful life of more than one year, it must be identified here. For example: Space Rental (for performance and rehearsals) Liability Insurance Access accommodations (sign-language interpretation and audio description) Effects Processor Project supplies Airfare & Hotel for six $20,000 $8,000 $1,200 $800 $500 $5,000
Do not include, for example, fund raising event costs, deficit reduction, cash reserves or endowments, lobbying, scholarships or prizes, costs incurred before the beginning of the official period of support, costs covered by a previous Music Fund grant. You may insert additional rows in the spreadsheet if necessary. Subtotal OPTS (Other Than Personnel Services) – This field will be calculated automatically once Contracted Services and Other Direct Costs are filled out. TOTAL PERSONNEL PLUS OTPS – This field will be calculated automatically once all personnel and OTPS costs are filled out. INDIRECT ADMINISTRATIVE EXPENSES are overhead or administrative expenses that are not readily identifiable with a specific project. (The costs of operating and maintaining facilities and equipment, depreciation or use allowances, and some administrative salaries and supplies are typical examples of indirect costs.) These should be reflected as a percentage of the total expenses, and must not exceed 10% of the total project budget.
GRAND TOTAL EXPENSES is the total of “Total Personnel plus OTPS direct costs,” and, if applicable, “Indirect Administrative Expenses” for the TOTAL PROJECT BUDGET, the Proposed Grant Allocation Year 1 (and if applicable, the Total program Allocations Year 2). The TOTAL PROPOSED GRANT ALLOCATIONS should equal the GRAND TOTAL EXPENSES for Proposed Grant Allocation Year 1 if a one-year project, and the total of Proposed Grant Allocation Year 1 and Proposed Grant Allocation Year 2 if a two-year project.
PROJECT INCOME Income includes those revenue sources that are identified specifically with the proposed project. Be sure to allocate all income over the “Proposed Grant Allocation” columns for both years if you are applying with a two-year project. Earned Income is revenue that is received through the sale of goods, services performed, or from investments. For example, ticket sales, product sales, contractual fees, royalties, and interest income. Please describe the source of each different revenue stream and enter the relevant amount under “TOTAL GRANT PERIOD.” Allocate the earned income over a one- or two-year period depending on the length of the project. Source Ticket Sales (500 @ $20 + 800 @ $15-20) CD Sales (200 @ $20) Workshop Fees (5 x $200) TOTAL GRANT PERIOD $14,000 $4,000 $1,000 Year 1 $10,000 $0 $400 Year 2 $14,000 $2,000 $6,000
Subtotal Earned Income – This field will be calculated automatically once all earned income sources are listed. Contributed Income is donated income that is received to support organizations and/or activities, either from government sources, foundations, corporations or individual donors. Please indicate whether the contributions are committed or pending. Enter the specific amount requested from the Music Fund on the line indicated. For example, Contributed Source Income Government NYSCA - committed Foundation Carey Trusts - pending Corporation American Express- committed Individual Various - committed Donors NYS Music Fund Request TOTAL GRANT PERIOD $12,000 $5,000 $50,000 $5,000 $50,000 Year 1 $12,000 $0 $25,000 $2,000 $20,000 Year 2 $0 $5,000 $25,000 $3,000 $30,000
Subtotal Contributed Income – This field will be calculated automatically once all contributed income sources are listed. Organizations may request a grant amount from the Music Fund of $10,000 to $250,000 for one-year projects and $50,000 to $750,000 for two-year projects. Be realistic in your request.
Please make sure that all expense and income totals are correctly reflected in your project budget, including the Total Grant Request and Year 1 and Year 2 request allocations at the top of the Proposed Project Budget form. All amounts in the BUDGET SUMMARY at the end of the form will be calculated automatically once you have correctly filled in all line items. Please make sure that your budget balances - i.e., that the expenses equal the income. DO NOT FORGET TO ATTACH THIS BUDGET FORM WITH YOUR APPLICATION OR YOUR APPLICATION MAY BE DEEMED INCOMPLETE.