Grant Application Instructions Page 2 Items 13. Budget Summary for Total Project: This item should be completed only when the total project duration (Item 3, page 1, of application) exceeds a 16-month period. The summary applies to project costs for which LEAA support is requested and not those covered by grantee contribution. It will be noted that only totals for major budget categories are required (except for the partial breakdown of "other" costs). The applicant should also insert a dollar estimate of the grantee contribution to the project on the line indicated. 14. Grantee Contribution: The applicant should describe the proposed grantee contribution by (i) source applicant funds, other grants, community contributions; (ii) nature-money, personal property, use of facilities, etc. (with dollar value stated for nonmoney contributions); and (iii) project utilization-specific project costs or components which the contribution will be used to finance. The "grantee contribution" should include all resources available to the grantee except funds from other Federal grant programs. 15. Federal Support: When other Federal funds will be available for financing of components or parts of the project, the applicant should indicate and explain. This should be interpreted broadly and include notice of any related activities supported by other Federal programs (OEO, HEW, Labor, etc.). 16. Federal Submissions: Indicate other Federal agencies or programs to which this proposal, or an earlier version, or a related project idea has been submitted to or offered for discussion. Indicate status thereof. 17. Applicant's Agreement: As with the Assurance of Compliance with the Civil Rights Act (Item 12), this agreement constitutes a condition for the extension of grant assistance to any applicant and, when an award is made and grant funds are accepted thereunder, will become a binding con. tractual commitment of the grantee. The applicant should satisfy itself that it has read, understands, and is willing to comply with the grant conditions and rules concerning administration of grants established by the Department and furnished to each prospective applicant. 18. Date: Indicate the date the completed application is signed. 19. Pages in Application: Indicate the total number of pages (separate sheets) contained in the complete application, exclusive of appended brochures, printed materials, etc. Since there may be continuation pages ("la," "2a") this number may be larger than that shown by the consecutive numbering of the application. 20. Signature: The official named in Item 9, page 1, as the individual authorized to sign the application should execute each of the two copies required to be submitted to OLEA. Personal signatures (not facsimiles) must be affixed. LEAA Guide 24 (June 1966) Form LEA-1 (Ed. 4-15-66) U.S. DEPARTMENT OF JUSTICE APPLICATION FOR GRANT 13. Budget Summary for Total Project (omit for projects of less than 16 months duration) Page 2 14. Explanation of Grantee Contribution. Describe nature, sources, and project utilization of the Grantee Contribution as specified in Item 13 or Budget Item F, page 3. 17. Applicant's Agreement It is understood and agreed by the Applicant: (1) that any grant received as a result of this application shall be subject to the Grant Conditions and other policies, regulations, and rules issued by the Department of Justice for the administration of grant projects under the Law Enforcement Assistance Act of 1965; (2) that funds awarded are to be expended only for the purposes and activities covered by the Applicant's approved plan and budget; (3) that the grant may be terminated in whole or in part by the Attorney General or his designee at any time; and (4) that appropriate grant records and accounts will be maintained and made available for audit as prescribed by the Department. 18. Date: 19. Total Pages in Application: 20. Signature of Authorized Official LEAA Guide 25 (June 1966) Grant Application Instructions Page 3 Items (Budget) General The budget form must be completed in detail with amounts rounded to the nearest whole dollar. It should be accompanied by a separate narrative (page 4 of application) providing justifications and detailing the basis for determining the cost of the items included in each budget category. • The period covered by the budget will depend on the length of the total project (page 1, Item 3). If the total project is 16 months or less, the complete budget should be set forth. If the project is of more than 16-months duration, only the first-year budget request should be shown. The exact dates of the period covered should be entered. The specific amount requested for each item listed should be shown in the "Requested of OLEA" column. The cost of all items listed in each major budget category should be inserted in the "Category Total" space. Whenever the space for any budget category is inadequate to permit listing of all items, the notation "See Continuation Sheet" should be entered, only the "Category Total," should be inserted, and all items in the category should be listed on a continuation page. A. Personnel. (i) For employees: list each position by title (and name of employee, if available), show the annual salary rate for the employee, and the percentage of time to be devoted to the project by the employee. (ii) For consultants or individuals to be reimbursed for personal services on a fee basis: list each type of consultant or service (with numbers in each category and names of major consultants where available), the proposed fee rates (by day, week, or hour), and the amount of time to be devoted to such services. (iii) For employee benefits: indicate each type of benefit included and the total cost allocable to employees assigned to the project. Budgets should take into account time to acquire staff and changing demands for personnel during the course of the project. B. Travel. Itemize travel expenses of project personnel by purpose (e.g., faculty to training site, field interviews, advisory group meetings, etc.) and show basis for computation (e.g., "5 trips for 'x' purpose at $80 average cost-$50 transportation and 2 days per diem at $15" or "6 people to 3-day meeting at $70 transportation and $15 subsistence"). In training projects, where travel and subsistence of trainees is included, this should be separately listed indicating the number of trainees and unit costs involved. C. Supplies, Communications and Reproduction. List items within this category by major type (e.g., office supplies, training materials, research forms, telephone and postage, final report) and show basis for computation ("x" dollars per month for office supplies, "y" dollars per person for training materials, telephone-long distance at "z" dollars per month, etc.). Large items should be separately listed and identified (e.g., unusual supply items, special printings or mailings required for project). D. Other. (i) For equipment, each type of item to be purchased should be separately listed with estimated unit costs. (ii) On miscellaneous expenses, a specific itemization of each type of expense with basis of computation should be provided. (iii) Where indirect costs are claimed (not available for public agencies), a computed rate allocated on the basis of wages or salaries must be shown plus evidence that the rate has been audited and approved by a government audit agency. E. and F. Total Amounts. The "Total Amount Requested" should be the sum of the "Category Totals" or of all individually listed budget items. The "Total Grantee Contribution" is the figure detailed in Item 14, page 2, of the application. Note: Contracts with consultant firms and organizations which will provide project services should be itemized under Item D. Other. Supporting budgets for contract costs should be furnished separately as part of the budget narrative for such items. Consultants listed under Item A. Personnel should be limited to individuals directly retained to provide services on a personal reimbursement basis. LEAA Guide 26 (June 1966) Grant Application Instructions-Page 4 Items Budget Narrative. The applicant should provide here a justification and explanation of the budget items shown on page 3. This should contain criteria and data used to arrive at estimates and, to the extent not permitted by space available on page 3, such further breakdown or detail on any budget figure as may be needed to understand the manner in which it was computed. Special information on particular items requested on page 3 (e.g., equipment listings) may also be provided where necessary. In completing the page: ● Data should be identified by the major budget category involved. ● There should be a special explanation of large items, e.g., heavy travel costs, large printing expendi tures, extensive clerical services, high salary rates, indicating why these are deemed necessary for the proper conduct of the project. ● In many cases, the budget schedule (page 3 of application) will not provide sufficient room to detail the items listed and the narrative will permit the necessary amplification. The narrative, however, should not be confused with continuation sheets required when space on the budget page is insufficient to include all items. Continuation sheets for the budget should be kept separate from the narrative so that the budget may be identified as a distinct document. • The extent and type of detail and explanation in the narrative will depend on the financial structure and particular needs of the project. The important consideration is that all components and items of the budget be explained with sufficient clarity to permit an intelligent evaluation by those responsible for review of applications. Note on Grant Conditions and Policies Certain LEAA grant conditions and policies have relevance to project budgeting and are referred to here so that they may be kept in mind in formulating budget presentations. (See Grant Guide or separate printed materials for full texts.) These include (i) prohibition against obligation of funds or reimbursement of expenses incurred prior to the effective date of the grant, (ii) limitation of travel and subsistence charges by grantees to levels allowed under current Federal Government travel regulations, including use of less than first-class accommodations in air and rail travel and $16 per diem subsistence limit, (iii) disallowance of certain types of costs, e.g., construction costs, organization dues, entertainment expenses, purchase of automobiles, (iv) disallowance of indirect costs for public agencies and allowance of such costs only for private agencies or educational institutions having a Governmentaudited, wage-base rate but in no event to exceed 20 percent of project direct costs, (v) limitation of approved expenditures to items specifically budgeted and requirement of approval for transfer of funds between budget categories, and (vi) requirement that all grant conditions and rules apply to organizations providing contract services to the project, including specific approval by OLEA of major subcontract arrangements entered into after grant award. Applicants should also have in mind grant criteria and policies applicable to fiscal planning of assistance projects. These include (i) criteria as to size and duration of grants (general range $15,000 to $150,000; duration 1-2 years), (ii) policies favoring absorption of indirect costs and equipment costs necessary for the conduct of a project (especially office furniture and equipment) as a grantee contribu tion, (iii) consultant fees at lowest rates consistent with procurement of competent services and, except in unusual circumstances, not in excess of $80 per day or equivalent, and (iv) use of rented equipment whenever less costly over the project period than purchase of new equipment. LEAA Guide 28 (June 1966) |