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SAMHSA Detailed Budget and Narrative Template User GuideSAMHSA Detailed Budget and NarrativeTemplate User GuideFor Budget Narrative Template Version 3.0 (Released January 2022)1 Page2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideTable of ContentsUsing This Guide. 6Introduction . 7Budget Types. 7Acronyms Used in This Guide . 8Icons Used in This Guide . 9Key Features. 10Quick Start Guide . 13Introduction . 14Save the PDF Budget Template. 14Opening the PDF Budget Template . 14Index/Bookmarks . 14Tool Tips and Buttons . 14Add and Delete Row Buttons . 14Budget Year . 14Cost Sharing and Matching . 15For Multi-Year Funded Awards . 15The Template has built-in validations in the form of Errors and Warnings. 15Personnel . 15Fringe Benefits . 15Travel . 15Supplies & Other . 15Contractual. 16Indirect Charges . 16Review of Cost Sharing and Matching . 16Budget Summary. 16Funding Limitations/Restrictions . 16SF-424A . 16Print to PDF . 17Printing To PDF. 18Why Print to PDF . 19How To . 192 Page2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideAlways Double Check Before Submitting. 20Tooltips and Guidance . 21Starting Out . 22Date Modified Box . 27Applicant / Recipient Identification Information . 27For Multi-Year Funded (MYF) awards only . 28COST SHARING AND MATCHING . 32A. Personnel . 34Personnel Cost Table . 35Personnel Narrative . 38In-Kind Personnel . 38In-Kind Personnel Table . 38In-Kind Personnel Narrative . 40B. Fringe Benefits . 41Fringe Components Table . 41Fringe Benefits Cost Table . 42Fringe Benefits Narrative . 43C. Travel . 44Travel Cost Table . 44Travel Narrative . 46D. Equipment . 47Equipment Cost Table. 47Equipment Narrative . 49VEHICLE LEASE/RENTAL OR PURCHASE . 50E. Supplies . 52Supplies Cost Table . 52Supplies Narrative. 53F. Contractual . 54Summary of Contractual Costs Table . 56CONTRACTUAL DETAILS. 57VEHICLE LEASE/RENTAL OR PURCHASE . 723 Page2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideMINOR ALTERATION AND RENOVATION (A&R) . 76G. Construction: Not Applicable . 86H. Other. 87Other Cost Table . 89Other Narrative. 91I. Total Direct Charges . 93Total Direct Charges Table. 93J. Indirect Charges . 94Type of IDC Rate / Cost Allocation Plan. 94J.1We will not Charge IDC to the Award . 96J.2De Minimis Rate . 97J.3Approved Federally Negotiated IDC Rate Agreement . 100J.4Training Grant Rate of 8%. 103J.5Cost Allocation Plan . 105REVIEW OF COST SHARING AND MATCHING . 107Cost Sharing and Matching Narrative. 108BUDGET SUMMARY . 109A. Personnel . 110B. Fringe Benefits . 110C. Travel . 110D. Equipment . 110E. Supplies . 111F. Contractual . 111H. Other . 111I. Total Direct Charges . 111J. Indirect Charges. 112K. Total Project Costs . 112BUDGET SUMMARY FOR REQUESTED FUTURE YEARS . 113Budget Summary Narrative . 113FUNDING LIMITATIONS/RESTRICTIONS . 114Funding Limitation/Restriction Narrative. 1154 Page2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideIMPORTANT: Print to PDF Before Submission . 116IMPORTANT SF-424A GUIDANCE . 116Frequently Asked Questions . 117Why do we need to Print to PDF before submitting to SAMHSA?. 118Where can I find information on Funding Limitations? Key Personnel requirements?Matching requirements? . 118What is the difference between the Quantity and Duration fields in the Supplies and Otherbudget categories? . 118I am having technical issues with the budget template. Who should I contact to get help?. 118Are we required to use this budget template? . 118How do I have in-kind costs when my grant doesn’t require matching?. 118After adding all costs and calculating Indirect Costs, I am over budget. How can I fix this?. 118Why is there both a Fringe Rate and a Lump Sum field in the Fringe Benefits table? . 119I tried to open the budget template, but all I see is a warning message saying “Please wait.If this message is not eventually replaced by the proper contents of the document, yourPDF viewer may not be able to display this type of document”. What does this mean? Howdo I fix it? . 119References . 120Official Regulations and Guidance . 121Notice of Funding Opportunities . 121Sample Budgets. 122Non-Match . 123Match . 139Pop-Out Guidance . 158Summary of Unallowable Costs . 159Matching . 160Printing To PDF. 161VEHICLE LEASE/RENTAL OR PURCHASE . 162Minor Alteration and Renovation (A&R) . 1635 Page2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideUsing This Guide6 Page2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideIntroductionThis guide is designed to help you get started using the SAMHSA Budget Narrative Template right awayas well as provide a general reference to all aspects of the SAMHSA Budget Narrative Template.This guide is divided into seven sections:1. Key Features – This describes the main features of the Budget Narrative Template2. Quick Start Guide – This is a short tutorial on how to complete the Budget Narrative Template3. Tooltips and Guidance – This section lists all tooltips and guidance provided within the BudgetNarrative Template4. Frequently Asked Questions – These are some commonly asked questions we have receivedfrom grantees and the associated answers we provide5. References – This section contains links to various external resources and documentation thatyou may need when preparing your SAMHSA budget6. Samples – This section includes sample budgets using the template for each of the followingbudget types:a. No Match Requiredb. Match Required7. Pop-Out Guidance – These are copies of the embedded guidance found in the Budget NarrativeTemplate. These include:a. Summary of Unallowable Costsb. Matchingc. Printing to PDFd. VEHICLE LEASE/RENTAL OR PURCHASEe. Minor Alteration and Renovation (A&R)Budget TypesThere are three types of budgets referenced throughout this guide:1. No Match Required – These are the simplest budgets to complete. Applicants/recipients do nothave to provide any matching funds, they are for a single year, and they do not have to splitfunding between multiple SAMHSA centers2. Match Required – These budgets require the grantees to provide a specified portion of the totalproject costs from non-federal sources. Refer to the NOFO for more information3. Multi-Year Funded (MYF) Awards – Budgets for MYF awards do not apply to new applicationsfor funding, These budgets span more than 12 months and must be broken down by eachincremental period.7 Page2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideAcronyms Used in This Guide CMHS – Center for Mental Health ServicesCSAP – Center for Substance Abuse PreventionCSAP – Center for Substance Abuse TreatmentFG – Flex GrantsFY – Fiscal YearGMS – Grants Management SpecialistIDC – Indirect CostsLOE – Level of Efforto Percentage of time worked based on a full-time work schedule of 2,080 hours per yearMTDC – Modified Total Direct CostNoA – Notice of AwardNOFO – Notice of Funding OpportunityPD – Project Director8 Page2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideIcons Used in This GuideThis represents a button that will allow you to add a line item to the budget.This represents a button that will allow you to remove a line item in the budget.BUTTONThis represents a button, which will either provide guidance or will perform an action (likesaving or printing). Buttons will NOT be visible on the document printed to PDF or to a printer.This indicates a new or updated feature from the previous version.This indicates a feature specific to Multi-Year budgetsThis indicates a feature specific to budgets that requires matching.This indicates that a field is automatically populated.This indicates a message that will pop up when clicking on one of the informational buttons.These messages will provide general guidance that will help you develop a good budget.This indicates a tool tip that appears when you hover over a part of the template.This indicates a warning message. The template will not overwrite anything you have entered, butyou should try to address the issue raised.This indicates an error message. The system will remove the last item entered and will not allowyou to proceed until you have addressed the issue raised.9 Page2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideKey Features10 P a g e2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideFunction, navigation, and shortcut keysThe dynamic PDF template works best with Adobe Acrobat or Reader.Before entering data, save the template, then open it directly in Acrobat or Reader.Click the green button to add a new row or table with a corresponding narrativesection.Click the red x button to delete only the row or table with the X button and itscorresponding narrative section. You cannot delete a row if it is the last remaining row.Use the bookmarks or Adobe thumbnails feature for faster navigation between pages.The “hot” keys in the table below may be used when entering text in data fields.Select AllBoldItalicsUnderlineCopyCutPasteUndoReduce font sizeCRTL ACTRL BCTRL ICTRL UCTRL CCTRL XCTRL VCTRL ZCTRL Windows OSMac OSCTRL A or Command (or Cmd) ACTRL B or Command (or Cmd) BCTRL I or Command (or Cmd) ICTRL U or Command (or Cmd) UCTRL C or Command (or Cmd) CCTRL X or Command (or Cmd) XCTRL V or Command (or Cmd) VCTRL V or Command (or Cmd) ZCTRL or Command (or Cmd) Guidance provided in tool tips, text boxes, and buttonsTo view tool tips (yellow pop-up boxes) with instructions and guidance,hover yourmouse over the table headers, text boxes, and data fields.Text in gray font and buttons with instructions/guidance are visible only on thescreen – they will not appear in the document printed to PDF.11 P a g e2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideFillable data fields are highlightedData may be entered only in highlighted fields (if you have enabled “fieldshighlight color” in Acrobat or Reader). Auto-calculated or read- only fields willnot appear highlighted.Text fields in tables are limited to between 60 and 300 characters (includingspaces) or up to several lines of text. However, text fields in narrative sectionsare unlimited.Drop-down lists and calendar windowsItems may be selected from drop-down lists. In the Travel table, items selectedfrom the drop-down list will auto-populate the Basis.In the IDC budget category, the type of IDC Rate or Cost Allocation Plan selectedfrom the drop-down list will show the relevant IDC table.Dates must be selected from the calendar window in the date fields.Connections between budget categories to auto-populate data and totals:The Budget Year selection on page 1 auto-populates the Year(s) in the Budget Summary, BudgetSummary for Requested Future Years, and Funding Limitations/Restrictions tables.Relevant data from the Personnel table auto-populates the Fringe Benefits Cost table.The name of the organization or consultant used to identify each agreement only has to be enteredonce to auto-populate the budget detail section for that agreement.The Budget Summary table is completely auto populatedValidation errorsValues/amounts exceeding certain thresholds will be flagged as errors, which must be addressed beforethe line-item cost can be calculated. Examples include:Annual Salaries and Hourly Rates in the Personnel and Contractual budget categories (unlessConsultant is selected) cannot exceed the Executive Level II salary of the Federal Executive PayScale.Levels of Effort (LOE) cannot exceed 100%.Total Fringe Rate cannot exceed the total of the fringe component ratesPercentage of Equipment Cost Charged to the Project cannot exceed 100%.Unit Cost for Supplies cannot exceed 5,000Bases to determine Indirect Charges cannot exceed the Total Direct CostsValidation warnings – these warnings will prompt you to review the values/amounts entered if theyexceed certain thresholds.12 P a g e2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideQuick Start Guide13 P a g e2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideIntroductionThis SAMHSA PDF budget template facilitates completion of the Detailed Budget and NarrativeJustification explaining the federal and the non-federal expenditures broken out by the object classcategories in the SF-424A – Section B. It enables Applicants and Recipients to provide detailedcalculations showing how each line-item expense was determined.The PDF budget template provides applicants and recipients with guidance via tool tips, text boxes andbuttons; Auto calculated data fields and totals; Data validations and much more.Save the PDF Budget TemplatePlease save this PDF budget template to your computer before opening it directly in Adobe Acrobat orAcrobat Reader. To save this template, click the save button, choose where you would like to save thetemplate, and click Save.Opening the PDF Budget TemplateTo open the template, first open Adobe Acrobat or Acrobat Reader. Then click on File, select open, andSelect the Budget Template PDF document. The dynamic PDF may not open up properly in your internetbrowser, and the template may not function as designed if you use a third-party PDF software otherthan Adobe to open the budget template.Index/BookmarksAt the top of each page, you will notice an Index or Bookmarks button. Click this button to reveal thevarious sections of the budget template. Clicking the section name will take you directly to that section.Tool Tips and ButtonsThe budget template has several buttons with instruction and guidance. Remember to click thesebuttons to view guidance or to be redirected to SAMHSA’s website with additional information. Theguidance and buttons will disappear when printing to PDF for submission to SAMHSA.This template has useful tooltips on nearly every text field and header. To reveal the tool tips, hoveryour cursor over the text field you wish to reveal. Please review the tooltips before completing eachsection.Add and Delete Row ButtonsThe tables have buttons that allow you to add and remove rows. When you add a row to a table, anadditional blank narrative row will appear below the table. When you remove a row, the correspondingnarrative row will be removed. If a table has only one row, you will not be able to delete it.Budget YearThe budget year you select for your budget submission will appear in the header of the BUDGETSUMMARY section. The budget year will also determine how many columns will appear in the BUDGETSUMMARY FOR REQUESTED FUTURE YEARS and THE FUNDING LIMITATIONS AND RESTRICTIONS tablesat the end of the template.14 P a g e2/22/2022
SAMHSA Detailed Budget and Narrative Template User GuideCost Sharing and MatchingThe default Cost Sharing and Matching option is No. Selecting Yes will reveal hidden data fieldsfor you to complete. If your grant does not require matching, simply leave the selection as No.For grants with cost sharing requirements, select Yes and complete the two new fields (Match Ratiostated in the NOFO). Refer to the NOFO for the match rate specific to your grant.Next to each line item in the budget, you will now see a column labeled “Non-Federal Match”. Once youfill out each line item, simply insert the amount of matching funds apply to each item. Please note thatthis cannot be more than the amount calculated cost for that item. The Federal Request column willautomatically update.For Multi-Year Funded AwardsIf your award is Multi-Year Funded, select the box that says “Check the box to select theincremental period. You can then select the Incremental Period from the dropdown list.The Template has built-in validations in the form of Errors and WarningsOne example of an error can be seen in the Personnel table. If the Annual Salary or Hourly Rate exceedsthe Executive Level II salary limitation will receive an error message and your entry will be deleted.PersonnelNote that in the Personnel table, you may use either Hourly Rate and Hours or Annual Salary and Levelof Effort or LOE to calculate personnel costs. The default option is Annual Salary and LOE. Check the boxto enable Hourly Rate and Hours. Additionally, if there are multiple staff with the same information, youcan group them together. Simply fill out the information for the first staff member and enter the # ofstaff in the “# of Staff” field.Fringe BenefitsThe Position, Name and Personnel Cost from the Personnel table will be automatically populated in theFringe Benefits table. If you add a row to the Personnel table, a row will automatically be added to theFringe Benefits table.If you enter a percentage in the Total Fringe Rate in the Fringe Benefits table greater than the TotalFringe Rate in the Fringe Components table, you will receive an error and your entry will be deleted.TravelReme
Key Features - This describes the main features of the Budget Narrative Template 2. Quick Start Guide - This is a short tutorial on how to complete the Budget Narrative Template 3. Tooltips and Guidance - This section lists all tooltips and guidance provided within the Budget Narrative Template 4.
