9.   Proposal Budget
      A. Staff and Other Personnel Costs
      B. Supplies, Commodities, Materials
      C. Equipment
      D. Contractual Services
      E. Travel
      F. Transfers and Grants to Counterparts
      G. General Operating and Other Direct Costs
10. Budget by Sector / Cluster
11. Budget Value References (Programming and Cash and Voucher Assistance)
OneGMS Tips: building a good project

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The ‘Budget’ tab allows the user to enter all project budget line items that sum up to give the total project budget, amounting to the grant requested to OCHA. It should reflect activities described in the project narrative. Budgets should be designed taking into consideration the implementation period of the project. 

To fill the budget tab, you will need to enter a remark per budget line item as well as unit type, unit quantity, unit cost, duration and percentage charged to OCHA. At the bottom of the tab, you will find a category to modify the sectors/clusters’ budget percentage.
Wherever possible and relevant, please provide sufficiently detailed breakdown of items (unit, quantity, unit costs, % charged to CBPF) for each budget line. Where a breakdown of unit, quantity and unit cost is impractical or irrelevant, please provide the total amount of the item, along with sufficient description of cost elements. 

The budget is broken down into the following categories: 

A. Staff and Other Personnel Costs
B. Supplies, Commodities, Materials
C. Equipment
D. Contractual Services
E. Travel
F. Transfers and Grants to Counterparts
G. General Operating and Other Direct Costs 

Please note that all the data provided in the screenshots of this article is purely indicative. 

9.   Proposal Budget

A. Staff and Other Personnel Costs   

Please itemize costs of staff, consultants and other personnel recruited directly by the organisation for the implementation of the project. Indicate whether staff in question is national or international and the level, title, role, number, and unit cost of each position. 

Please note: CBPF does not fund Government staff salaries.  

To add a new budget line, click on [Add New Row].

Fields description:

• Code: the line code is automatically generated.
• Budget Line Description: briefly state the title, number and cost of staff required and the duration of their employment. 
• Remarks: provide a detailed explanation of each item, including the role, title, grade, duration and cost. Specify whether the rate is daily or monthly.
• Unit Description: indicate the unit type of the item (e.g., person).
• Unit Quantity: enter the number of staff desired for the budget line item.  
• Unit Cost: enter the cost in USD of each item rounded to the nearest dollar (i.e., write 15,11 instead of 15,1083).
• Duration: it can be indicated in months, days or enter 1 for a lump sum. It should correspond to the indication provided in the Remarks field.
• % charged to CBPF: enter the share covered by CBPF for the budget line item, from 0 to 100%.
• Total Cost: is automatically calculated by the system based on the information provided.

Once you have saved this tab, you will be able to delete a budget line by clicking on this icon  at the end of the line.

At the end of the Staff and Other Personnel Costs category, the system will indicate the total budget for the category and its share of the project’s total budget.

B. Supplies, Commodities, Materials 

Please itemize direct and indirect costs of consumables to be purchased under the project (e.g., medicines, food, non-food items, tents, seeds, tools, etc.), including associated transportation, freight, storage, and distribution costs (e.g., customs, insurance, warehousing, and other logistical requirements) and communications materials for training and awareness raising (e.g., posters, pamphlets, etc.).  

If a consumable is in the form of a kit, please briefly describe the content of the kit in the Remarks field.  

For lump sum lines, please describe the calculation in the Remarks field.  

To add a new budget line, click on [Add New Row].

Fields description: 

• Code: the line code is automatically generated.
• Budget Line Description: briefly state the type of consumable supplies.
• Remarks: enter all necessary remarks on the budget line item, including the type, unit, amount, duration and cost of the budget line. For lump sum lines, please describe the calculation in this field.
• Unit Description: indicate the unit type of the budget line item. 
• Unit Quantity: enter the number of consumable supplies.   
• Unit Cost: enter the cost in USD. 
• Duration: it can be indicated in months, days or enter 1 for a lump sum. It should correspond to the indication provided in the Remarks field.  
• % Charged to CBPF: CBPF covers 100% of the costs. 
• Total Cost: is automatically calculated by the system based on the information provided.  

Once you have saved this tab, you will be able to delete a budget line by clicking on this icon  at the end of the line.

At the end of the Supplies, Commodities, Materials category, the system will indicate the total budget for the category and its share of the project’s total budget.

C. Equipment 

Please itemize costs of non-consumables to be purchased under the project (e.g., medical equipment, IT equipment for registrations, etc.). Only equipment directly related to the implementation of the project will be considered. 

Please note: CBPF generally does not fund the purchase of vehicles, heavy equipment or construction which is not of temporary nature.  

If you need to add a new budget line, click on [Add New Row].

Fields description:

• Code: the line code is automatically generated. 
• Budget Line Description: briefly state the type of equipment.   
• Remarks: enter all necessary remarks on the budget line item, including the type, unit, amount, duration and cost of the budget line. For lump sum lines, please describe the calculation in this field.  
• Unit Description: indicate the unit type of the budget line item. 
• Unit Quantity: enter the amount of the equipment.   
• Unit Cost: enter the cost in USD. 
• Duration: it can be indicated in months, days or enter 1 for a lump sum. It should correspond to the indication provided in the Remarks fields.  
• % Charged to CBPF: CBPF covers 100% of the costs.  
• Total Cost: is automatically calculated by the system based on the information provided.

Once you have saved this tab, you will be able to delete a budget line by clicking on this icon at the end of the line.

At the end of the Supplies, Commodities, Materials category, the system will indicate the total budget for the category and its share of the project’s total budget.

D. Contractual Services 

Please list works and services of commercial nature to be contracted under the project, and provide the names of contractors, if known.  

Please note:

• Consultants’ costs should be listed in the category A. Staff and Other Personnel Costs.
• Budget for Government partners or NGOs should be listed in the category F. Transfers and Grants to Counterparts. 

If you need to add a new budget line, click on [Add New Row].

Fields description:

• Code: the line code is automatically generated.
• Budget Line Description: briefly state the works and services of commercial nature to be contracted under the project.
• Remarks: enter all necessary remarks on the budget line item, including the unit, quantity, the amount of funds to be transferred, the role, outputs, and a general breakdown of budget. Details of the budget may be presented in annexes. 
• Unit Description: indicate the unit type for each contractor. 
• Unit Quantity: enter the quantity of each contractor.   
• Unit Cost: enter the cost in USD for each contractor. 
• Duration: it can be indicated in months or days. It should correspond to the indication provided in the Remarks field.  
• % Charged to CBPF: CBPF covers 100% of the costs.  
• Total Cost: is automatically calculated by the system based on the information provided.

Once you have saved this tab, you will be able to delete a budget line by clicking on this icon at the end of the line.

At the end of the Contractual Services category, the system will indicate the total budget for the category and its share of the project’s total budget.

E. Travel 

Please itemize travel costs of staff, consultants and other personnel (e.g., airfare of international and local flights, daily subsistence allowance (DSA), hazard pay, etc.) for the project implementation.  

If you need to add a new budget line, click on [Add New Row].

Fields description:

• Code: the line code is automatically generated.
• Budget Line Description: briefly state the destination (if known) and purpose of travel.
• Remarks: enter all necessary remarks on the budget line item, including the destination (if known), duration, purpose, number of tickets, transportation cost, number of days and DSA rate. Specify if it is international or national travel. For lump sum lines, please describe the calculation in this field. 
• Unit Description: indicate the unit type for each travel. 
• Unit Quantity: enter the quantity of each type.   
• Unit Cost: enter the cost in USD. 
• Duration: it can be indicated in months, days or enter 1 for a lump sum. It should correspond to the indication provided in the Remarks fields.  
• % Charged to CBPF: CBPF covers 100% of the costs.
• Total Cost: is automatically calculated by the system based on the information provided.  

Once you have saved this tab, you will be able to delete a budget line by clicking on this icon at the end of the line.

At the end of the Travel category, the system will indicate the total budget for the category and its share of the project’s total budget.

F. Transfers and Grants to Counterparts 

This category of the budget will be automatically created and populated after the completion of the ‘Subgrants’ tab of the project proposal.

Please note: only the Remarks field will be editable from this tab. Other fields will be editable from the ‘Subgrants’ tab. If you want to delete a budget line, you can do it from the ‘Subgrants’ tab.  

Costs allowed to be incurred by partners include:  

• Cost of personnel recruited by the sub-implementing partner to carry out the services sub-contracted by the partner.
• Direct operational cost necessary for delivery of services (e.g., commodities, supplies, transportation).
• Other direct costs necessary to carry out the services/works for this project such as general operating and office running costs. 

You can hover over this icon to display the name of the sub-implementing partner.

Fields description: 

• Code: the line code is automatically generated.
• Budget Line Description (read-only): the name of the sub-implementing partner.
• Remarks: enter all necessary remarks on the budget line item, including the unit, quantity, the amount of funds to be transferred, the role and outputs of the sub-implementing partner, and a general breakdown of budget. Details of the budget may be presented in annexes.
• Unit Description (read-only): ‘subgrant’ will be automatically displayed.
• Unit Quantity (read-only): as it is a lumps sum, 1 will be automatically displayed.   
• Unit Cost (read-only): will automatically display the budget provided in the ‘Subgrants’ tab. 
• Duration (read-only): as it is a lump sum, 1 will be automatically displayed.  
• % Charged to CBPF: CBPF covers 100% of the costs.  
• Total Cost: is calculated automatically by the system based on the information provided.  

At the end of the Transfers and Grants to Counterparts category, the system will indicate the total budget for the category and its share of the project’s total budget.

G. General Operating and Other Direct Costs 

Please add general operating expenses and other direct costs for the project implementation, such as office rental, stationery and supplies, utilities (telecommunications, internet, etc.), rental of vehicles and all other costs that cannot be included in the categories above. 

Please note:  

• CBPF does not fund recurrent costs of regular agency operations and programmes, such as regular agency security costs, costs associated with MOSS compliance, or contributions to UN common services.
• For office rent, please indicate the office’s location.
• For training, please properly break down the budget by category. For instance, for a training which involves hiring consultants to design and deliver the training, and procure conference package, the consultant cost should be under category A. Staff and Other Personnel Costs., and the conference cost under category D. Contractual Services. 

If you need to add a new budget line, click on [Add New Row].

Fields description: 

• Code: the line code is automatically generated.
• Budget Line Description: briefly state the type of general operating expense and other direct cost for the project implementation, and its location if necessary.
• Remarks: enter all necessary remarks on the line item, including the unit, quantity, cost, duration and location.
• Unit Description: indicate the unit type for each of the implementing partner.
• Unit Quantity: enter the quantity of each of the implementing partner. 
• Unit Cost: enter the cost in USD.
• Duration: it can be indicated in months or days. It should correspond to the indication provided in the Remarks and Unit Type fields.
• % Charged to CBPF: CBPF covers 100% of the costs.
• Total Cost: is automatically calculated by the system based on the information provided.  

Once you have saved this tab, you will be able to delete a budget line by clicking on this icon at the end of the line.

At the end of the General Operating and Other Direct Costs category, the system will indicate the total budget for the category and its share of the project’s total budget. 

PSC Cost and Total Cost 

The Indirect Project Support Costs (PSC) include PSC at headquarters, regional or country level. The user must enter the PSC rate, which should not exceed 7% of the total project direct costs.  The PSC amount will be automatically calculated and displayed below the PSC rate. The PSC amount includes the sub-IP PSC. You can hover over the info icon to display the sub-IP and its PSC rate.

The Total Cost is automatically calculated by the system. It sums up the total project budget and the PSC.

 

10. Budget by Sector / Cluster 

Please enter in the table the project proposal budget’s percentage allocated to each sector / cluster. Changes made here will automatically be reflected in the header of the project proposal.
In case of a single-sector project, the default value for the Percentage of Budget Requested will be 100%.

Fields description:

• Sector/Cluster: the name of the sector/cluster of the project.
• Percentage of Budget Requested: enter the percentage of the project’s total budget allocated to the cluster.
• Budget Value: the budget value corresponding to each percentage will automatically be displayed by the system.

11. Budget Value References (Programming and Cash and Voucher Assistance) 

This read-only table references all the thematic budgets indicated in the ‘Programming’ and the ‘Cash’ tabs of this project proposal. It will be automatically populated by the system once you have saved these two tabs.  

Please note: all activities’ costs (including cash interventions and protection activities) should be included in the main budget form above. This Budget Values Reference table below is only here as a thematic overview of budget values detailed in the ‘Programming’ and ‘Cash’ tabs.

OneGMS Tips: building a good budget  Checklist to build a good budget:  The budget should be submitted through OneGMS   In the Remarks section, provide details on budget line description, unit quantity, unit cost, duration, time units (months, days or lump sum), percentage charged to the fund and the total per budget line.  The meaning of a "unit" should be indicated in the description, e.g. Kg, tons, boxes, assisted people etc.   Itemize each national and international staff, consultants and other personnel by function and provide unit quantity and unit cost by monthly or daily rates for each staff position.  Provide unit or quantity (e.g., 10 kits, 1000 metric tons) and unit cost for commodities, supplies and materials to be purchased. The budget narrative should be used to account properly for specifying the applicable unit of reference (length, volume, weight, area, etc.).  Provide technical specifications for items whose unit cost is greater than US$10,000.  Provide breakdown of costs for items whose total cost is greater than US$10,000. The breakdown of costs can be added through the OneGMS Documents tab of the project under ‘Budget document’ type. This breakdown should be in an excel sheet.  Provide technical specifications for those items whose unit costs can greatly vary based on those same specifications (e.g., for generators, a reference to the possible range of power would be sufficient to properly evaluate the accuracy of the estimated cost).   Provide details in the budget narrative for contract so that the object of the contract results clearly identified.  Itemize general operating costs (e.g. office rent, telecommunications, internet, utilities) for project implementation providing quantity and unit cost. A lump sum for operating costs is not acceptable.  Cost-shared staff positions whose existence is intended to last the entire duration of the project should be charged for the entire period and charged in percentage against the project (half of the cost of a guard, in a 12 months project, should be budgeted at 50% of the monthly salary for 12 months). Durations shorter than the project are acceptable only if the position is not intended to last for the entire duration of the project. When recording expenditures, the partner will retain the possibility to do it, within the budgeted amount, according to the modalities that better suits its preferences (charging 100% of the guard for 6 months). This should be calculated as a percentage against the overall amount of the shared cost and charged in percentage to the project.   It is preferable to charge shared costs for the entire duration of the project. When recording expenditures, the partner will retain the possibility to do it, within the budgeted amount, according to the modalities that better suits its requirements (e.g.: to cover half of the rent of an office in a 12 months project, the partner should budget the rent for 50% of the monthly cost for 12 months period. Then the partner retains the possibility to pay the full rent of the office for 6 months with the allocated budget).  Estimates can be accepted in travel, as long as the calculation modality of the estimate is described reasonably in the budget narrative (e.g., providing estimates on the number of trips and average duration in days, daily subsistence allowance (DSA) rates, etc.).   Provide the list of items included in kits whose individual value is equal to or less than US$50.  Provide list of items and estimated cost per item for kits whose individual value is greater than US$50.   Provide the list of items for globally standardized kits (this does not include standard kits agreed upon in each country) like Post-exposure Prophylaxis (PEP) kits, Interagency Emergency Health Kit (IEHK2011), etc.  In the case of construction works, only the labor costs and known essential materials shall be budgeted and itemized, providing unit/quantity and unit cost. The budget narrative should explain how construction costs have been estimated on the basis of a standard prototype of building (latrine, health post, shelter), type of materials (wood, prefabricated, brick/cement/concrete) and formula or rationale used to estimate construction costs (e.g. per square foot or meter, previous experiences, etc.).

Please note: once you have completed this tab, do not forget to save your progress, as the system will not automatically save it. You can find the save buttons at the top of the tab,

or the bottom of it.