SWCAA TITLE III BUDGET and APPLICATION GLOSSARY See Plicy and Prcedure Manual Title III Grants fr additinal definitins and Title III requirements. Applicatin Budget The applicatin budget must include the ttal cst f prviding the services that are described in the applicatin and that will be prvided and reprted shuld the grant be awarded. Expenditures may nt be limited slely t thse that are necessary t meet the cntract s required match. The federal and state funding surces require SWCAA t reprt t them the full cst f prviding each service as well as hw much f that cst is being prvided with Title III funds and what ther surces are being leveraged by the Title III funds. Administrative & general csts shuld be allcated t the applicatin budget, and t ther agency budgets, based n a cmmn methdlgy. The State f Cnnecticut requires grantees t summarize their methdlgy in a cst allcatin (CAP) plan. The budget package includes: Instructins Step 1 Persnnel Allcatin. Wrksheet t recrd and calculate cst f all persnnel assciated with the prject. Step 2 Ttal Prject Csts. Wrksheet t recrd and calculate ttal prject csts. Step 3 Applicatin Budget. Summarizes all prject csts that have been entered int the wrksheets, utilize t explain which expenses will be funded frm Title III surces and which expenses will be funded frm matching surces, and t apprtin expenses by MIS service. Step 4 Certificatin f Nn-Federal Match and Additinal Certificatin Frm. Certifies the availability f matching surces. Cst Allcatin Plan (CAP) a plan that summarizes the methds and prcedures an agency will use t allcate agency csts. The methdlgy must result in a reasnable and equitable distributin f expenses. A CAP plan is typically apprved by the Bard f Directrs and reviewed annually. Cmmunity Need see Need belw. De minimis Indirect Cst Rate an apprved methd f calculating indirect csts by utilizing 10% f mdified ttal direct csts. If chsen, this methdlgy nce elected must be used cnsistently fr all Federal awards until such time as a nn-federal entity chses t negtiate fr a rate. Direct Allcable Csts jint csts that are allcated directly t tw r mre prgrams r activities. Direct allcable cst examples: Csts that can be allcated in reasnable prprtin t the benefits received Must be allcated based n the dcumented methdlgy in the Cst Allcatin Plan A prtin f a salary if the emplyee wrks n tw r mre prjects. Direct Csts Csts that can be identified specifically with a particular cst bjective, r that can be directly assigned t such activities relatively easily with a high degree f accuracy. Direct cst examples: Purchase f art supplies fr prjects at a multifunctin Senir Center Prgram Crdinatr wh can be specifically identified with the prject r entity Insurance rider t cver vlunteers specific t ne hme delivered meal prgram
The cst f rent if the space is nly used fr the prpsed prject r a prtin f the rent can be calculated fr the use f the prpsed prject Federally Negtiated Indirect Cst Rate A rate utilized t calculate indirect csts based n dcumentatin submitted t and apprved by a Federal awarding agency. Fiscal Spnsrship refers t a relatinship in which ne rganizatin shares its tax exempt status with anther. A fiscal spnsr fr a prspective Title III prject wuld need t be the applicant/grantee fr Title III funds and wuld maintain fiduciary respnsibility fr the prject. The agency prviding the services wuld be treated as a subcntractr fr Title III purpses. Fr additinal infrmatin abut fiscal spnsrship: https://www.cuncilfnnprfits.rg/tls-resurces/fiscal-spnsrship-nnprfits Gal -- a result r achievement that a prpsed prject is planned t accmplish during the grant perid. A gal statement describes what yu hpe t accmplish, nt what yu plan t d. In the applicatin, each gal statement shuld be fllwed by a statement quantifying the expected clients t be served and hw yu will measure the prject s impact. Examples are given in the applicatin. Indirect Csts Csts incurred fr a cmmn r jint purpse benefitting mre than ne cst bjective, and nt readily assignable t the cst bjectives specifically benefitted, withut effrt disprprtinate t the results achieved. Indirect csts must be calculated by ne f the fllwing: Federally negtiated indirect cst rate (must be dcumented); De minimis rate f 10% f mdified ttal direct csts; r A negtiated rate based n actual csts included in prject budget may be cnsidered. In-Kind dnated resurces that are available t the prject frm a third party at n cst t the prject r spnsring agency; such as, building space dnated by anther rganizatin, vlunteer persnnel time, dnated equipment r dnated supplies. Building space shuld be based n fair market value and the percentage f time that the prpsed prject will utilize the space. (Fr example: If an exercise prgram will use space at a senir center fr 2 hurs a week and the center is pen 20 hurs a week, 10% f the value f the space wuld be included in the exercise prgram budget.) In-kind persnnel services shall be valued using standard guidelines. Fr standard value f vlunteer time, see https://independentsectr.rg/wp-cntent/uplads/2016/05/value-f-vlunteer-time-by-state-2001-2016.pdf MIS Service Name the service definitins lists (available at www.swcaa.rg) include descriptins f all f the services that are eligible t be funded with Title III grants. Each service is assigned a unit that must be utilized fr the purpses f estimating annual prpsed service numbers and fr mnthly reprting. Mdified Ttal Direct Csts The 10% de minimis indirect csts rate must be applied t the ttal direct csts mdified by the remval f the fllwing csts: Subrecipient (subcntractr) expenditures exceeding 25K (fr each subrecipient) Capital expenditures Charges fr patient care Rental csts Tuitin remissin Schlarships and fellwships
Participant supprt csts Need -- the specific cmmunity prblem r prblems that yu plan t address with yur prpsed prject. Clearly define the prblem, supprting yur descriptin with apprpriate facts, statistics, ther dcumentatin f the need, and yur rganizatin's bservatin f the prblem. Sme examples f cmmunity needs: One in fur lder adults experiences sme mental disrder such as depressin, anxiety disrders, and dementia. Tw-thirds f lder adults with mental health prblems d nt receive the treatment they need. Physical activity can reduce the risk f certain chrnic diseases, may relieve symptms f depressin, helps t maintain independent living, and enhances verall quality f life. Yet nly abut 11% f peple age 65 and ver reprt participating in aerbic and muscle-strengthening activities. (Older Americans 2012 Key Indicatrs f Well-Being) The Natinal Cuncil n Aging s Ecnmic Security Initiative prject fund that Senirs and caregivers need help navigating the maze f resurces available in their cmmunities. The number f senirs wh request and are in need f services but d nt have a surce t cver the expense has increased in recent years. Transprtatin is an essential supprt that allws lder adults t remain independent and prvides them with access t services. Nn-Federal Match All Title III funded prjects must include matching resurces frm nn-federal surces. This may be either cash frm ther surces r in-kind services; such as, vlunteer time, dnated equipment, etc., which is nt being used as match fr anther prgram. Cmmunity Develpment Blck Grant is the nly federal funding surce that can be used as match. Client cntributins may nt be included as nn-federal match. See page 9 f the SWCAA Plicy and Prcedure Manual Title III Grants fr additinal infrmatin. Organizatin the public, incrprated private 501(c)3 nn-prfit agency; municipality; r private, fr prfit cmpany which will prvide peratinal and fiduciary respnsibility fr the prpsed prject. Participant Supprt Csts direct csts fr items such as stipends r subsistence allwances, travel allwances, and registratin fees paid t r n behalf f participants r trainees (but nt emplyees) in cnnectin with cnferences, r training prjects. Prject relates t the prpsed prject r prgram fr which funding is requested fr the next fiscal year. The term prject des nt refer t an entire rganizatin r t a current prgram r prject. Prject Name the name f the prject fr which yu are requesting funding. The prject name is requested as an identifier in several places in the applicatin. The same name shuld be listed in each place. The prject name must be shrt enugh t fit in the bx prvided n the applicatin. Service / Service Definitins the service definitins lists (available at www.swcaa.rg) include descriptins f all f the services that are eligible t be funded with Title III grants. Each service is assigned a unit that must be utilized fr the purpses f estimating annual prpsed service numbers and fr mnthly reprting.
Target Ppulatins Prjects must target adults age 60 years and ver, giving preference t lder persns with greatest ecnmic r scial need with particular attentin t lw-incme minrity individuals. The number f lw incme and the number f minrity lder individuals t be served, at a minimum, shuld be in the same prprtin as represented in the lder ppulatin f the municipalities t be served by the prject. A list f specific ppulatins that must be targeted fr inclusin and definitins f each can be fund in the Plicy and Prcedure Manual Title III Grants. Title III Grant Prject -- relates t the prpsed prject fr which funding is requested fr the next fiscal year. The term prject des nt refer t yur entire rganizatin r t yur current prgram r prject. Unduplicated Cunt f Clients -- The ttal number f different clients wh will receive service during the grant year. Any client wh will receive mre than ne service during the grant year is cunted nly nce fr the unduplicated cunt. See sample scenaris belw fr examples f hw t estimate unduplicated client cunts. Unit f Service The service definitins lists include the required unit fr each service that is eligible fr Title III funding. The number f units f service prvided t each client must be reprted t SWCAA mnthly. The applicatin requires an estimate f the number f units f service that wuld be prvided if the full grant is awarded. The allcatins cmmittee reviews whether the number f clients t be served and units t be prvided seem reasnable based n the prject descriptin and the prpsed budget. See sample scenaris belw fr examples f hw t estimate units f service. ESTIMATED NUMBER OF CLIENTS AND UNITS OF SERVICE SAMPLE SCENARIOS Senir centers/transprtatin sample scenari In this scenari, the applicant is requesting funding fr daily senir center activities and transprtatin t and frm the center fr sme clients. If 100 clients will attend a senir center during the grant year and 30 f thse clients will utilize transprtatin: f thse 100 clients, sme may attend almst every day while thers may nly attend ccasinally; sme may attend fr nly part f the year the unduplicated number f senir center participants wuld be 100 (Sectin III.10) the unduplicated number f transprtatin participants wuld be 30 (Sectin III.10) the unduplicated number f grant participants wuld be 100 (because all f the transprtatin clients are als included in the senir center client cunt) (Executive Summary) Examples f methdlgy fr calculating prpsed units f service: Determine the average daily attendance at the center. If attendance is higher sme days than thers, yu may want t instead determine the average weekly attendance. Determine hw many days a week the center will be pen. (5 days X 52 weeks minus hlidays and an allwance fr weather r ther clsures.) Multiply the average daily attendance times the number f days the center is expected t be pen r the average weekly attendance times the number f weeks the center is
expected t be pen t determine yur senir center use prpsed target units f service. With this scenari: 40 (average daily attendance) X 242 days (5 days a week X 52 weeks minus 13 hlidays and allwance f 5 days fr clsures) = 9,680 units f senir center use. Hw many passengers yur transprtatin vehicle can carry per day times 2 (ne ride t the center and ne ride back hme) times the number f days transprtatin will be prvided (make an allwance fr hlidays and clsures) equals the prpsed target number f rides. With this scenari: 15 passengers a day X 2 trips fr each passenger = 30 trips a day X 242 days = 7,260 units f transprtatin. Outreach/Infrmatin & Assistance/Cunseling sample scenaris Scial wrkers, infrmatin specialists and cunselrs may see sme clients nly a few times and thers may be recurring clients with multiple cntacts. Returning grantees will need t base prpsed clients and services n current experience. (Review the mnthly MIS reprts that yu received frm SWCAA.) New grantees in these areas will need t base their prpsed clients and units n what seems reasnable based n their applicatin prject descriptin, wrk plan, and budget. In this scenari, 150 clients will receive caregiver infrmatin at grup presentatins r by telephne, 30 f them will als meet with the caregiver cunselr fr additinal cunseling t help srt ut and access services, and an additinal 10 peple will als meet with the cunselr: the unduplicated number f infrmatin participants wuld be 150. (Sectin III.10) the unduplicated number f caregiver cunseling participants wuld be 40. (Sectin III.10) and the unduplicated number f grant participants wuld be 160 (the 150 clients wh will attend presentatins, 30 f whm als receive cunseling, plus the 10 clients wh receive nly cunseling). (Executive Summary) Examples f methdlgy fr calculating prpsed units f service: Hw many grup infrmatin presentatins d yu expect the cunselr t be able t prvide within the wrk hurs included in the applicatin times the average attendance expected at thse presentatins. Plus the average number f telephne cntacts yu wuld expect the cunselr t be able t handle equals prpsed target infrmatin & assistance cntacts. With this scenari: 6 infrmatin presentatins with an average attendance f 30 per sessin (180 units) plus an average f 5 telephne cntacts a week (5 X 52 = 260 units) = 440 units f infrmatin & assistance. In additin, hw many cunseling sessins wuld be reasnable t expect the cunselr t prvide with caregivers equals prpsed target caregiver cunseling sessins. With this scenari: if the caregiver cunselr has 6 hurs a week available t cunsel caregivers (312 hurs): if the average cunseling sessin is 1 hur and the cunseling sessin culd invlve 1 caregiver r several family caregivers, an estimated number f persn sessins f cunseling might be 400-600 sessins. If an utreach wrker is expected t assist 150 clients during the prject year:
the unduplicated number f utreach participants wuld be 150 (Sectin III.10 and Executive Summary) If, in additin, the utreach wrker wuld make ne grup I&A presentatin a mnth with the expectatin that sme f thse attending will becme utreach clients: the unduplicated number f I&A participants wuld be 12 presentatins times the average expected attendance (Sectin III.10) a smaller number f that grup wuld als receive utreach cntacts but, if they wuld all be persns wh participated in the presentatins, they wuld nt increase the ttal unduplicated number f clients (Sectin III.10 and Executive Summary) Examples f methdlgy fr calculating prpsed units f service: Determine the average number f cntacts that the utreach wrker wuld be able t make in a day (r, alternatively, in a week). Remember that ne cntact culd be a 2- hur initial in-hme assessment with the client r it culd be a 10-minute telephne call t btain infrmatin fr the client. Determine the number f days (r weeks) that the utreach wrker will wrk (pssibly 5 days X 52 weeks minus hlidays, vacatin, and sick days). Multiply the average number f cntacts times the number f wrk days (weeks) t estimate the prpsed target number f cntacts t be prvided in the grant perid.