Transitional Housing Program Sample Budget and Budget Narrative

A. Personnel

Instructions: List each position by title and employee name, if available. Show the annual salary rate and the percentage of time devoted to the project. Compensation paid for employees engaged in grant activities must be consistent with compensation paid for similar work within the applicant organization.

Sample Narrative

The Program Coordinator will dedicate 15% of their time to the project by coordinating and organizing regular council meetings for all partner organizations, ensuring compliance with program requirements, and serving as the central point of contact for all project activities.

The Bilingual Advocate will dedicate 30% of their time to the project by providing direct client assistance, coordinating services and case management for clients, and managing transitional housing activities.

B. Fringe Benefits

Instructions: Fringe benefits must be based on actual known costs or an established formula. Fringe benefits are for the personnel listed in budget category (A) Personnel and only for the percentage of time devoted to the project. Fringe benefits on overtime hours are limited to Federal Insurance Contributions Act (FICA), Worker’s Compensation, and Unemployment Compensation.

Sample Narrative

We request fringe benefits for the Program Coordinator and Bilingual Advocate. Each employee’s share of Health Insurance cost is prorated based on their projected time on the project.

C. Travel

Instructions: Project staff travel expenses should be itemized by purpose (e.g., training, field interviews, advisory group meeting, etc.) and include the basis of computation (e.g., six people to 3-day training at $X airfare, $X lodging, $X per diem). For training projects, travel and meals for trainees should be listed separately. Show the number of trainees and unit costs involved. Identify the location of travel, if known. Indicate source of travel policies applied; either the applicant’s policy or Federal Travel Regulations.

Sample Narrative

According to the requirements in the NOFO for this program, $3,000 in OVW-mandated technical assistance and training funds have been allocated to cover the travel cost for staff. The exact locations of the trainings are currently unknown. Travel estimates have been made using our formal written travel policy.

It is expected that the Program Coordinator will use a privately owned vehicle for local program mileage when traveling between the program shelter, main office, and all partner organizations. The rate for mileage reimbursement is calculated based on the current General Services Administration (GSA) Mileage Reimbursement Rate of $0.725/mile and is estimated to be around 50 miles per month for a period of 48 months.

D. Equipment

Instructions: List tangible personal property with a useful life of more than one year that needs to be purchased to support the project. It is important to follow the applicant’s own capitalization policy for equipment classification. For high-cost items and information technology systems, applicants should perform an analysis that compares the cost of purchasing versus leasing equipment items to determine the most economical approach. This analysis must be attached to the application. Rented or leased equipment items should be listed in budget category (G) Procurement Contracts. Describe in the narrative how the equipment is necessary for the success of the project.

Sample Narrative

The laptop will be used to assist with service delivery by the Bilingual Advocate assigned to the Transitional Housing award. The advocate provides 30% of their time on the award.

E. Supplies

Instructions: List items by type (office supplies, postage, training materials, copying paper, and other expendable items such as books, thumb drives, and flash drives) and show the basis for computation. Generally, supplies include any expendable or consumable materials that are used during the project period that are not equipment.

Sample Narrative 

Office supplies are needed for the general operation of the program and are shared amongst all office staff. The FTE allocation rate for shared costs incurred by all staff in this budget is 22.5% (based on total FTEs in the office is 2 FTEs, and total FTEs in this budget is 0.45 FTEs, so 0.45 / 2 = 0.225, or 22.5%). Monthly costs for office supplies at $40/month are estimated based on historical data. Charges to the grant will be based on the actual supplies purchased and actual percentage of staff time worked on the project, not budgeted amounts.

Program supplies are estimated at a cost of $70/month, based on historical data. The program supplies, such as art supplies and educational handouts/brochures, will be used for direct program activities, including healing circles and group meetings for survivors.

Household establishment items will be provided to clients upon moving into transitional housing. Items may include pots, pans, bedding, and other basic household necessities.

F. Subawards

Note: A Subaward is an award provided by a pass-through entity to a subrecipient for the subrecipient to contribute to the goals and objectives of the project by carrying out part of a federal award received by the pass-through entity. It does not include payments to a contractor, beneficiary, or participant. A subaward may be provided through any form of legal agreement consistent with criteria in § 200.331, including an agreement the pass-through entity considers a contract.

Instructions: Describe project activities for which subrecipients/MOU partners will receive compensation under the award, including services for clients. Include any compensation for partner/subrecipient travel in this section as well.

Sample Narrative

The MOU partner XYZ Survivor Service Organization will employ an Advocate to provide services such as safety planning and court accompaniment services.

Advocate fringe benefits include FICA 6.65%, Unemployment Compensation 1%, Worker's Compensation 0.5%, and Health Insurance 18.85%.

OVW-mandated technical assistance and training funds have been allocated in line with the budget requirements set forth in the NOFO.

G. Procurement Contracts

Note: Contract means, for the purpose of federal financial assistance, a legal instrument by which a recipient or subrecipient conducts procurement transactions under a federal award. For additional information on subrecipient and contractor determinations, see § 200.331. Applicants should follow their documented procurement procedures that comply with the procurement standards in the Uniform Guidance at 2 C.F.R. §§ 200.317-200.327 or the Federal Acquisition Regulation.

Instructions for Consultant Fees: For each consultant, enter: the name, if known; service to be provided; hourly or daily fee (8-hour day); and estimated time on the project. The actual rate for each consultant should be: evaluated on a case-by-case basis; consistent with fair market value; and equal to the individual’s experience, education, and compensation they receive for providing similar services in the marketplace. Consultant fees over $650 per day (for an 8-hour day) or $81.25 per hour require additional justification and prior approval from OVW.

Sample Narrative

A Consultant/Trainer will provide an on-site training (at $75/hour for 4 hours/day for 2 days) to law enforcement, prosecution, court, medical, and social services personnel. The training will focus on addressing cultural needs of clients who experience sexual assault, domestic violence, dating violence, and stalking.

Instructions for Contracts: Provide a clear description of the product(s) or service(s) that will be acquired through the contract along with estimated costs. All procurement transactions must be conducted in a manner that ensures full and open competition and adheres to the standards in 2 C.F.R. §§ 200.317-200.327. A separate justification must be provided for sole source (non-competitive) contracts over $250,000.

Sample Narrative

The Therapist will be compensated at a rate of $65/hour, consistent with the therapist’s normal rate for providing this service in the marketplace. This contracted position will provide individual counseling sessions to clients on an as-needed basis and facilitate the group healing sessions. A total of 2 hours of service per month is estimated.

Cell phone service supports the Bilingual Advocate, who will need a cell phone to ensure 24-hours/day communication to provide emergency services and transportation to clients. This position is funded 30% through the application, therefore 30% of this cost is budgeted.

Copier and printer will be rented and/or leased. The copier and printer costs are estimated based on historical costs and allocated using an FTE allocation method (see allocation breakdown in Supplies Category).

Funds for Language Line Solutions (LLS) for telephonic interpreting at a rate of $3.95 per minute are budgeted. In recent years, we have used LLS between 45 and 90 minutes per year.

The most common language in the local service area is Spanish, followed by Mandarin Chinese and Tagalog. Spanish language interpreters in applicant’s area charge approximately $100 per hour. We estimated the number of hours of interpretation based on previous years. We also employ a Spanish-English Bilingual Advocate, who assists with Spanish language interpretation.

Translations in our service area cost approximately $25 per page. We plan to have the following documents translated into Spanish during the project period: intake form (2 pages), confidentiality policy (1 page), release of information (1 pages), non-discrimination notice and complaint forms (1 page), pamphlet on domestic violence (2 pages), pamphlet on sexual assault (2 pages), and safety plan (1 page).

Qualified sign language interpreters charge approximately $95 per hour, and we anticipate using interpreters approximately 5 hours per year, based on past use and allowing for a 5% increase in usage over past years.

H. Other Costs

Instructions: List items (e.g., rent, reproduction, telephone, janitorial or security services, and investigative or confidential funds) by each type of cost and the basis of the computation. For example, provide the square footage and the cost per square foot for office rent, and provide a monthly rental cost and how many months to rent.

Sample Narrative

Rental assistance ensures that each participating household can secure and maintain stable housing throughout the program period. The monthly subsidy helps bridge the gap between income and rent, preventing housing instability while families work toward long-term self-sufficiency.

Pet rent supports households with companion animals so they are not excluded from safe and affordable housing options. This small monthly cost allows families to keep their pets without creating a financial barrier to tenancy.

Security deposits are necessary one-time expenses that enable families to obtain housing units. Covering these upfront costs removes a major financial barrier that often prevents low-income households from securing leases.

The pet deposit helps families with animals meet landlord requirements and move into housing without delay. This one-time cost ensures that pet-owning households have equitable access to available units.

Utility assistance helps families maintain essential services such as electricity, water, and heat. Providing this support reduces the risk of shutoffs and ensures households can remain safely housed throughout the program.

Childcare assistance enables parents to work, attend training, or pursue education without interruption. This support removes a major barrier to employment and helps families progress toward long-term stability.

Household establishment funds provide basic items needed to set up a safe and functional home. This one-time expense helps families transition smoothly into housing and reduces the financial strain of purchasing essential goods. Some examples are bedding, towels, cookware, cleaning supplies, and small household tools.

Food assistance helps families meet basic nutritional needs while they work toward financial independence. This support reduces food insecurity and allows households to focus on achieving their housing and employment goals.

A $1.00 adjustment was applied to balance the total project cost to the total possible award amount of $600,000.

I. Indirect Costs

Indirect costs are allowed if the applicant has a federally approved indirect cost rate. 

Instructions: Submit a copy of the rate approval (a fully executed, negotiated agreement) with the application. Applicants that do not have a current negotiated (including provisional) indirect cost rate may elect to charge a de minimis rate of 15% of modified total direct costs. If the applicant's accounting system allows for it, costs may be allocated in the direct cost categories.

Sample Narrative

Indirect costs are calculated based on direct salaries excluding fringe benefits as negotiated in the Indirect Cost Rate Agreement approved by the Department of Health and Human Services, the applicant’s cognizant federal agency, on January 1, 2026. A copy of the fully executed, negotiated agreement that covers the current period is attached.

Budget Summary

Instructions: Upon completion of the budget worksheet, transfer the totals for each category to the spaces below. Compute the total direct costs and the total project costs. Indicate the amount of federal funds requested and the amount of non-federal funds that will support the project.