How to Apply for Funding

Appendix C

Information to help you prepare your Budget

In addition to being reviewed by a program officer, your proposal will also be reviewed by a financial advisor within the Department in order to verify your proposed budget. For financial review, all expenditure items must be supported with a cost breakdown and proper justification.

Revenues:

When listing your revenue, you must:

  • List all sources of revenues, including contact names and telephone numbers.
  • List in-kind revenues and ensure that they are matched to the in-kind expenditures.

Expenditures:

The expenditures items described below are only a few of the many types of expenditures that you may address under your proposed budget. Below each heading are some questions that you should think about and try to address when preparing your detailed budget.

Salaries/Wages:

  • How many full or part-time employees are involved in the project?
  • What is their hourly rate? Are benefits included?

Professional /Consulting Services:

  • Who is doing the work and specify the corresponding per diem rate.
  • What is the duration of the services required? Have you obtained a quotation/estimate for the services to be provided?

Travel /Accommodation:

  • How many individuals will be travelling and which mode of transportation will be used? The travel is from where to where?
  • Is there any accommodation involved and what is the cost?

Rent:

  • Are you using temporary office space?
  • Is there a lease agreement?
  • If yes, what are the monthly rates and the occupation period? Will the cost be pro-rated over the period of the Contribution Agreement?

Printing:

  • Will the printing be done in-house or externally?
  • What will be printed and how many?
  • If done externally, have you obtained a quotation/estimate?

Advertising:

  • Which medium will be used to address your advertising campaign? (i.e., TV, radio, newspapers)
  • Have you obtained a quotation/estimate?

Office Expenses:

  • Ensure you provide a cost breakdown of expenses (i.e., phone and fax, Internet services, photocopies, etc.)
  • Ensure the expenses correspond to the period of the project only (pro-rated).

Office Equipment:

Is the equipment purchased or leased? If leased, have you obtained an estimate?

Bookkeeping/Audit services:

Are the services provided in-house or externally? If externally, what is the cost?

GST/HST rebate:

Ensure that the GST/HST rebate percentage is included. If claimed, net of rebate will be paid by the Department of Justice Canada.

NOTE: Administrative expenses can be a budget item. This item is to help you meet some of the overhead costs associated with the project and not reported elsewhere in the budget. This item requires you to maintain supporting documents justifying the amount.