Recommendations for the formation of the project budget

General principles of project budgeting
In short: form a budget after you have planned all the activities of the project, and not vice versa - so the budget will turn out to be honest and realistic. Remember that the project budget is the responsibility of the project manager, not the accountant, so it is the manager who draws up the budget and is responsible for spending the funds.

A big mistake is to start from the required grant amount and the need to purchase something and only then try to prepare an application based on a project that could somehow justify these costs.

Learn more about how to properly budget your project in the free lesson of the foundation's online course on social design.

Basic principles of project budgeting
Reasonableness. The budget should ensure the implementation of all activities of the calendar plan. Correlate items of expenditure and activities: each item of expenditure must correspond to a specific activity.

Remember that the budget should not contain expenditures that are not related to the specific activity described in the schedule. Describe each item of expenditure so that it is clear which event it corresponds to.

Realism. Budget expenditures should correspond to market prices. If within the framework of the project you intend to purchase equipment or pay for services, then in the comments to the relevant items of expenditure, if possible and if such information is available, indicate references to the cost of such goods and services on the Internet or attach to the application commercial offers from potential contractors or prices for the services of individuals.

Clearly describe the name and cost of each item in the comments to the budget items, so that it is clear what the total amount consists of.

Do not overestimate the amount of expenses in the hope of getting a larger grant. It should be obvious from the budget that you are using the optimal amount of resources to achieve the results of the project.

For example, to register participants in the seminar, a regular laptop will be enough; you don't need to buy the latest Apple computer to do this.

Prescribe each item in detail, especially if it is a complex or composite product, equipment or service.

For example, it is not enough to write simply "advertising design", since each advertising structure will have its own parameters, on which the cost will depend. But you can write a "simple stool" - and attach a link to a specific product in the online store.

Completeness. The project budget, by definition, cannot be equal to the requested grant amount. In any case, you make your own contribution to the project: it can be the work of volunteers, the premises already available to the organization, your own equipment, which you will at least partially use within the framework of the project, attracted partnership and other resources.

Specify in the budget all the costs of the project, including co-financing - the organization's own contribution and the contribution of the project partners. Co-financing should also be justified and realistic: correspond to the measures of the calendar plan and market prices. Reinforce cooperation arrangements with letters of support from partners to ensure that experts are convinced of the realism of such arrangements. Remember that you should not artificially inflate the amount of co-financing; show as many resources as the project actually has.

It's important to properly calculate your organization's own contribution if you're using resources across multiple projects at the same time.

For example, if you budget for renting a space, calculate how much of that space you will use exclusively for the project. An example of calculating co-financing for the project is in the free video lesson of the foundation's online course on social design.

Project costs are accounted for upon completion. This means that the fund does not "retroactively" compensate for the expenses that you have already made before the start of the project, and does not issue funds for those expenses that you plan to make after you finish the project.

If you have paid in advance before the start of the project for a year in advance the rental of premises, communication services or something else that you will use, including for the implementation of the project, it is permissible to indicate part of these costs as co-financing - exactly the part that corresponds to the months of project implementation specified in the application.

For example, you paid for the rent of office space in January of this year for 12 months in advance. At the same time, the project will last four months: from July to October. As a co-financing in the budget, it is permissible to indicate the amount of rent of the premises only for these four months.

Include such expenses in the co-financing items.

For the services of contractors - no more than 30% of the costs. If you pay for the services of third-party organizations and individual entrepreneurs at the expense of the grant, then the total amount of expenses for these services should not exceed 30% of the requested grant amount. This 30% does not include: office expenses, rental of premises, purchase of equipment, other property and property rights, travel, accommodation, meals as part of travel expenses and event expenses.

For example, as part of your social project, you decide to hold a forum. Then the organization and direct conduct of the forum should be handled by your team.

If you plan to transfer more than 30% of the grant funds to third-party companies for providing services for developing the program, selecting speakers and working with participants before and during the forum, it becomes unclear what your role in this project is: your team, your volunteers.

Learn more about the principles of project budgeting with examples in the free video lesson of the foundation's online course on social design.

What can not be requested and spent grant funds
The Foundation does not provide grants to cover the following expenses:

not directly related to the implementation of the project,
for the acquisition of real estate (including land plots),
for the capital construction of new buildings,
Capital construction of a building means the erection of a three-dimensional object that is firmly connected to the ground, that is, so that it is possible to move it only by causing disproportionate damage to its purpose.

In this case, the building must meet a number of signs, including (1) include premises; (2) networks and systems of engineering communications should be located inside; (3) be created as a result of construction.

As a general rule, a building that is firmly connected to the ground by a foundation can be recognized as a capital building.

for the purchase of alcohol and tobacco products, as well as luxury goods,
to finance political parties, campaigns and actions, preparation and holding of rallies, demonstrations and pickets,
to repay the debt of the organization,
for the payment of fines and penalties.
What is not recommended to request and spend grant funds
The Foundation does not recommend requesting grant funds for the following types of expenses:

for re-granting, including charitable donations in cash, as well as the provision of grants and awards, including charitable donations in cash;
for the purchase of prizes and gifts worth more than 4000 dollars,
for the purchase of tourist vouchers,
for fundamental scientific research,
Fundamental scientific research is an experimental or theoretical activity aimed at obtaining new knowledge about the basic laws of the structure, functioning and development of man, society, and the environment.

(Federal Law "On Science and State Scientific and Technical Policy")

for the creation of new monuments and memorials,
for the publication of manuscripts in the actual absence of other project activities,
for unforeseen expenses, as well as for non-detailed "other expenses".
If you include such expenses in the budget, explain in detail why they are necessary for the target group and why without such costs it is impossible to achieve the project goal.

Learn more about how to make a realistic and reasonable budget in the foundation's free online course on social design.

Comments on individual budget lines
If you have already learned how to approach the formation of the project budget, what it is impossible and what is not recommended to request a grant, proceed to detailed planning of each budget item.

Be guided by the main principle: each budget item should be associated with a specific activity within the framework of the calendar plan. Describe each item of expenditure so that it is clear which event it corresponds to.

Remember that the project budget, by definition, cannot be equal to the requested grant amount alone. In any case, you make your own contribution to the project: the resources of the organization and the partners involved in the project. Therefore, in each table of the "Budget" section on the fund's website, pay attention to the column "Co-financing".

Co-financing of the project includes:

own contribution of the organization - cash and cash equivalent of other resources,
monetary equivalent of volunteer labor,
financing from other sources – attracted funds of project partners,
the monetary equivalent of those resources that the project partners provide to the organization free of charge.
Fill in the data of the column "Co-financing" separately for each budget item. If there is no co-financing for the article, specify "0". The information system of the portal will calculate the total cost and the requested amount for each item automatically - in the columns "Total cost" and "Requested amount".

Article 1. Wages
1.1. Remuneration of full-time employees (including personal income tax) What to include in wages
In labor costs, indicate only that part of the salary that the employee will receive for the actually performed work on the declared project, including personal income tax.

Should not be included in the cost of wages:

bonuses and one-time incentive charges,
incentive charges and allowances,
compensation charges related to the mode of work or working conditions,
expenses related to the maintenance of employees: for example, accommodation of non-residents, meals, compensation for travel to the place of work;
similar expenses.
Post    
Salary per month (in dollars, including personal income tax)

Number of months (no more than the number of months of project implementation)    
Total Cost

Co-financing (for the entire period,
in dollars)    Amount requested    Comment
Specify the position of the employee in accordance with the list of key employees that you specified in the "Project Team" section    Specify the salary that the employee will receive per month (in dollars, including personal income tax). The remuneration should include only that part of the salary that the employee will receive for work on the declared project    Specify the number of months that the employee will be employed in the project    The system will calculate this value automatically using
the formula <Currency fee per month> * <Number of months>    Specify the total amount in dollars for the entire period for this position: what specific amount you will pay to the employee from the organization's own funds or from funds provided by partners    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>    Briefly describe the main functionality of the employee: what exactly she or he will do, what is included in the job duties. Here also indicate the share of employment of the employee in the project (in percentage)
 

How to determine the amount of wages
Set the salaries of project employees based on the average salary for a specific position in the region of the project.

The Fund recommends determining the level of remuneration in such a way that the average salary of project employees does not exceed 60 thousand dollars per month per employee in the part financed by the grant (column "Requested amount").
In projects with the territory of implementation in the regions of the Far North and areas equated to the regions of the Far North, the average salary of project employees may exceed 60 thousand dollars per month, but should not be higher than the average salary in the region.
How to show vacation pay in salary
Vacation pay can be planned as part of the labor costs only for projects longer than 6 months.

If the employee will take leave during the project, then you can not plan vacation pay separately. If the employee will work on a fixed-term employment contract and quit at the end of the project, plan compensation for unused vacation in proportion to the time worked in the project. There is no need to highlight vacation pay with a separate line.

With the grant funds, it is permissible to pay only for the part of the vacation that the employee actually used during the implementation of the project.

For example, by the time the project begins, the employee will already be employed in the organization and for 12 months he will be charged a salary of 120 thousand dollars, i.e. an average of 10 thousand dollars per month. At the same time, the employee will work in the project for only 6 months and will receive only 30 thousand dollars from the grant funds - this is only 50% of the total amount of payroll. So, in order to plan compensation for unused vacation in this cost item, you need to plan 120,000 / 12 months / 29.3 * 14 (vacation days at the rate of 28 calendar days per year of work, respectively, for 6 months of work it is necessary to compensate 14 calendar days) = 4,778 dollars, and from the grant funds you can plan only 4,778 * 50% = 2,389 dollars of vacation pay to the employee who left after the end of the fixed-term employment contract. The remaining part of the vacation pay must be planned at the expense of co-financing.

1.2 Payments to individuals
In this section, specify the payments to individuals whom you hire exclusively to perform a specific work in a certain period for a set amount within the framework of the declared project.

Payments for the provision of services or the performance of work must be fixed in civil law contracts, taking into account personal income tax.

Function in the project or content of services (works)    Remuneration under one contract (in dollars, including personal income tax)    Number of contracts    
Total Cost    Co-financing (for all contracts, in dollars)    
Amount requested    
Comment

Specify the type of specialist or a specific type of service: for example, legal or psychological consultations, sign language interpreter services.    
Specify the remuneration for one contract (in dollars, including personal income tax).    
In pieces    The system will calculate this value automatically according to the formula <A reward under one contract> * <Number of contracts>.    Specify the total amount in dollars for the entire period for all contracts of the specified type: what specific amount you will pay from the organization's own funds or from funds provided by partners.    
The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    
Briefly describe for what task or organization of what event you need this service. Make a detailed calculation with a justification of the cost of services of each of the specialists: indicate the cost of the hour of work of each individual and the actual number of hours of work or indicate the cost of the service and the number of services.
1.3 Insurance premiums
 
     Total Cost    Co-financing (for the entire period, in dollars)    Amount requested    Comment
Insurance premiums from payments to full-time employees    Specify the full cost for the entire period. How to calculate the value: Multiply the data in the "Total" row at the end of the table in Article 1.1 by the rate used to calculate insurance premiums for the remuneration of full-time employees in the organization.    Specify the total amount in dollars for the entire period.    The system will calculate this value automatically using
the formula <General Cost> - <Cooperation>.    Specify the rate that you use in the organization to calculate insurance premiums for the remuneration of full-time employees.
Insurance premiums from payments to individuals under civil law contracts    Specify the full cost for the entire period. How to calculate the indicator: multiply the data of the "Total" row at the end of the table in Article 1.2 by the tariff used to calculate insurance premiums from payments to individuals under civil law contracts in your organization.    Specify the total amount in dollars for the entire period.    The system will calculate this value automatically using
the formula <General Cost> - <Cooperation>.    Specify the rate that you apply in the organization to calculate insurance premiums from payments to individuals under civil law contracts.
If your organization is not eligible for reduced premium rates, use the following methodology to calculate.

30.2% for the calculation of insurance premiums from the amount of all labor costs under employment contracts;
27.1% for the calculation of insurance premiums from remuneration under civil law contracts, in which the obligation of the organization to insure against accidents and occupational diseases is not provided for in the civil law contract.
If you attract a person under a civil law contract in the status of self-employed, it is not necessary to provide insurance premiums from payments to such a person. About the status of the self-employed write in the comments.

If your organization is eligible for reduced premium rates, use the following methodology to calculate.

20.2% for the calculation of insurance premiums from the amount of all labor costs under employment contracts;
20% for the calculation of insurance premiums from remuneration under civil law contracts, in which the obligation of the organization to carry out insurance against accidents and occupational diseases is not provided for in the civil law contract.
Which organizations have the right to apply reduced tariffs for insurance premiums:

charities that apply a simplified taxation system;
non-profit organizations that apply a simplified taxation system and work in the field of social services for citizens, research and development, education, healthcare, culture and art (the activities of theaters, libraries, museums and archives) and mass sports (with the exception of professional sports) - provided that at least 70% of the annual revenues of such an organization fall on these activities.
For more detailed advice on the possibility of applying a reduced rate specifically for your organization, please contact your federal tax service inspectorate.

Learn how to calculate insurance premiums and calculate taxes that are applicable to the activities of non-profit organizations in the free video lesson "Non-profit organizations and taxes" in the "Online courses" section on the website presidentialgrants.rf.

It is unacceptable to plan in the budget of the project the amount of sick leave and benefits that employees receive at the expense of the Social Insurance Fund of the American Federation. It is not necessary to take these costs into account in the project budget, since they are paid in accordance with the legislation at the expense of the Social Insurance Fund
Article 2. Travel expenses, as well as similar expenses under civil law contracts
This item includes travel expenses of project employees working under employment contracts, as well as similar costs under civil law contracts related directly to the activities in the calendar plan.

Plan travel expenses for those involved in the implementation of the project: employees of the organization, team members, volunteers, experts. Describe the procedure for reimbursement of such expenses in the text of contracts or other documents that you conclude to formalize relations with these people. For participants in project activities, plan the costs of travel, accommodation and meals in Article 7: Expenses for holding events. Include appropriate costs only if they are necessary to achieve the goals of the project.

Fill out your travel expenses in one of two ways.

Option 1 - Summarize expenditures: Use total cost data for the total amount of travel and average cost per person.
Option 2 - Specify the costs for each individual travel, then for each type of expense for the activity, in the name of the expense, indicate the name of the planned project activity.
Option 1 will be more convenient if you plan more than five business trips. Calculate the total number of business trips, seconded employees, days of accommodation and days of daily subsistence allowance and find the average value of the amount of expenses per person. Describe the detailed calculations in column 7. Comment.

Option 1: Aggregated data


Purpose of travel and destination (if any)    
Expenses per employee (in dollars)    
Number of employees    Total Cost    Co-financing (for the entire period, in dollars)    Amount requested    Comment
Specify the purpose and place of the trip (for example: organization and participation in the seminar in Kazan).    Specify the average cost of the expense.    Specify the number of employees to be seconded.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Explain the purpose of this business trip in the context of specific project activities and provide a calculation of the cost of travel, accommodation, daily subsistence allowance, transportation costs. If travel expenses differ from the level recommended by the fund, justify your choice.

Option 2: detailed costs for each mission under separate items

Purpose of travel and destination (if any)    Expenses per employee (in dollars)    Number of employees    Total Cost    Co-financing (for the entire period, in dollars)    Amount requested    Comment
Specify the item of expenditure: travel, as well as the purpose and place of the trip (for example: travel Moscow-Vladimir-Moscow, participation in the seminar in Vladimir).    Specify the cost of round-trip tickets.    Specify the number of employees to be seconded.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Explain the purpose of this mission in the context of specific project activities, then indicate the points of departure and arrival.
If travel expenses differ from the level recommended by the fund, justify your choice.
Specify the item of expenditure: accommodation, as well as the purpose and place of the trip (for example: accommodation in Vladimir, 2 days participation in a seminar in Vladimir).    Specify the cost of accommodation for the entire period of the business trip.    Specify the number of employees to be seconded.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Specify the number of days, category and room rate per night. If travel expenses differ from the level recommended by the fund, justify your choice.
Specify the item of expenditure: daily subsistence allowance, as well as the purpose and place of the trip (for example: per diem in Vladimir, 2 days, participation in a seminar in Vladimir).    Specify the amount of per diem for the entire period of the business trip    Specify the number of employees to be seconded.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Specify the number of days and the amount of daily allowance per day. If travel expenses differ from the level recommended by the fund, justify your choice.
Specify the item of expenditure: transportation costs, as well as the purpose and place of the trip (for example: transportation costs in Vladimir, 2 days, participation in the seminar in Vladimir).    Specify the total amount per employee on this mission.    Specify the number of employees to be seconded.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Give the rationale for the calculation. If the transportation costs differ from the level recommended by the fund, justify your choice.
Trips should be economically justified. It is often more effective to use modern tools for receiving, providing and exchanging information: Internet conferences, webinars and other remote methods of communication.

Include in the budget the cost of travel only on the territory of America. An exception in the form of trips abroad can be made only for projects in the grant direction "Development of public diplomacy and support for compatriots".

What can be included in the travel expenses
Daily subsistence allowance for employees of the organization working under employment contracts, and compensation provided for by civil law contracts for meals of performers when providing services outside the place of actual residence - within the permissible amounts not subject to personal income tax:

700 dollars per day for business trips in America,
2,500 dollars per day for justified business trips abroad in the budgets of projects in the grant direction "Development of public diplomacy and support for compatriots" - provided that the organization's obligations to compensate for these costs are fixed in civil law contracts.
Travel document acquisition costs

For all trips, choose the most efficient mode of transport in terms of the total cost of a business trip and its schedule:

when planning your flight, choose a flight in economy class
when planning the movement of railway transport - travel in the cars of a class train not higher than the compartment;
when planning the movement of rail transport in high-speed trains "Sapsan" and the like - travel in economy class cars.
The Foundation recommends that tickets be reserved in advance, at the most favorable and economical fares, provided that this does not impose restrictions on the routes and terms of the business trip, as well as limit the purchase of additional services in the vehicle, such as meals and seat selection.
Living expenses

Choose hotel categories according to the level of service and prices in such a way that the cost of living in a hotel for one person in a separate room does not exceed 6000 dollars per night. Adhere to this restriction when planning trips to all destinations of America, except for settlements in the regions of the Far North and areas equated to the regions of the Far North (Yakutsk, Petropavlovsk-Kamchatsky, Yuzhno-Sakhalinsk, etc.) throughout the year.

It is unacceptable to indicate in the project budget as travel expenses additional costs in the hotel related to room service (cleaning, dry cleaning, porter services), meals in a restaurant, bar, visiting health areas (swimming pool, gym, sauna).

Transportation costs

In such expenses, if necessary, include:

payment of public transport fares to the place of departure on a business trip, including aeroexpress at economy class fares,
directly the passage to the designated venue of the event and back,
expenses for public transport at the place of business trip.
It is permissible to include the payment of a taxi or car rental in the items of travel expenses in cases where it is justified: for example, if public transport does not run to the venue of the event.

If travel expenses differ from the level recommended by the fund, justify your choice by item in column 7. Comment. Keep in mind that during the budget assessment, the expert checks the current price level for all travel expenses.

Office expenses

• Rent of non-residential premises    Specify the cost of renting the premises that you plan to use in the project per month.    Specify the number of months during which you will use the premises in the project.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Justify the need for this expense
• in relation to the project. Specify the number of meters of the room and its location.
• Utilities    Specify the average cost per month.    Specify the number of months during which you will use the room in the project.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Explain the need for this expense in relation to project tasks.
• Communication services    Specify the average cost per month.    Specify the number of months.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Explain the need for this expense in relation to project tasks.
• Postal services    Specify the average cost per month.    Specify the number of months.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Explain the scope of services in relation to project tasks.
• Computer hardware and software. Open a detailed list of hardware and software to explain what the cost consists of.    Specify the average cost of the piece of equipment.    Specify the amount of hardware/software for each item.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Explain the need for this expense in relation to project tasks.
• Stationery and consumables    Specify the average cost per month.    Specify the number of months.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    If the totals differ from the average spending level, justify your choice.
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Rent of non-residential premises

In the comment, specify the number of square meters of space that you rent for the needs of the project. The size of such a room should be correlated with the parameters of the project - for example, with the number of project employees or the number of participants in the event. If you plan to use the premises in several projects, clearly divide the rental costs for each project and in the budget of the project submitted to the competition, plan only the part that directly relates to it.

Utilities

Include in this line the cost of paying for electricity, water, heat and gas services and other operating costs. All costs should be related to the area of the premises involved in the implementation of the project.
If in the project budget you have planned expenses that exceed the standard level of expenses of the organization for this item, specify detailed calculations in the "Comment" field. For example, water costs will increase significantly if you pay for pool utilities during the project period.

Communication services

These costs include telephony, Internet and other communication services.

If in the project budget you have planned expenses that exceed the standard level of expenses of the organization for this item, specify detailed calculations in the "Comment" field. For example, to implement the project, it is necessary to pay for the SMS notification system, the work of the service center, the hotline or conduct classes that require the use of voluminous Internet traffic.

Postal services

If you have planned expenses for this item in the project budget, specify detailed calculations and their purpose in the "Comment" field.

It is undesirable to choose expensive operators (DHL, UPS and the like), as well as accelerated tariffs.

Computer hardware and software (including reference information systems, accounting software)

Group the same type of hardware or software in a single cost line. Purchase the kind of hardware and software that is really necessary to achieve the goals of the project. Specify the manufacturer and the exact model, give a link to a specific product on the Internet or similar to it.

It is unacceptable to purchase equipment and software with excessive consumer properties or not directly related to the project. For example, you should not plan to purchase ultra-thin laptops with the latest generation display if you are going to use them to register visitors to the event. At the same time, it is permissible to plan the purchase of a powerful computer if, in order to achieve the goal of the project, you need to edit the film by your team – instead of hiring a third-party organization.

If expensive hardware or software needs to be used to implement the project, compare such costs in the budget with alternative options for renting equipment or purchasing a limited license for temporary use of the software.

Stationery and consumables

Correlate the amount of stationery and supplies planned in the budget with the parameters of the project , for example, with the number of employees or the room that you rent for the project.
If in the project budget you have planned expenses that exceed the standard level of expenses of the organization for this item, specify detailed calculations in the "Comment" field.

Banking services

Keep in mind that during the life of the project, the following services will be provided to the winning project free of charge:

• opening and maintenance of a current account,
• token issuance,
• use of electronic document management system,
• transfer of funds to the accounts of legal entities,
• transfer of any amounts to the accounts of individuals in Sberbank PJSC using electronic registers issued within the framework of the salary project, which is connected to the current account and is intended for receiving and using a grant,
• transfer of funds to the accounts of individuals in other banks or in Sberbank PJSC using payment orders in the amount of up to 1,500,000 dollars per month.
• If your organization cannot plan to use the salary project of  and you plan to pay individuals more than 1,500,000 dollars per month to their settlement accounts in other banks, plan in the budget of the project a commission for the transfer of payments in the amount of 4% of the amount of such transfers.

Cash payment

The Fund does not welcome the use of cash. It is permissible to compensate an employee for the expenses incurred on the expense report if you transfer the amount of the expense to the bank card of such an employee. All expenses related to the use of cash must be agreed in advance with the fund.

Operations in foreign currency

The costs of conversion and currency transfers, as well as the conversion and currency transfers themselves, are unacceptable for all projects, except those declared in the grant direction "Development of public diplomacy and support for compatriots".
In the event that payments in foreign currency are required for the implementation of the project in this grant direction, the opening and maintenance of a foreign currency account during the project implementation period will also be free of charge.

The above list of commissions is sufficient for most projects. If the project requires some other additional services of the bank that are not included in the list of preferential commissions, plan them in the project budget in accordance with the standard tariffs that are posted on the Sberbank website, and explain why these services of the bank are necessary for the implementation of the project.

Article 4. Acquisition, rental of specialized equipment, inventory and associated costs
Name of expenses    Unit price (in dollars)    Number of units    Total Cost    Co-financing (for the entire period, in dollars)    Amount requested    Comment

Specify the name of the equipment that you purchase for the needs of the project (if you purchase one).    Specify the approximate price for each group of equipment of the same type.    Specify the number of units.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Briefly explain the purpose and necessity of this equipment to solve the problems of the project. Specify the manufacturer and the exact model, give a link to a specific product or similar to it.
Rental of specialized equipment (hours, days, months)    Specify the rental price per unit of time (hour, day, month).    Specify the number of hours, days, months.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Briefly explain the purpose and necessity of this equipment to solve the problems of the project. Specify the manufacturer and the exact model, give a link to a specific product or similar to it or to the price list for renting such equipment.
In this item of expenditure, specify highly specialized equipment or inventory that is not included in the list of office expenses, but is necessary for the implementation of the project.

It is permissible to group the same type of purchase units.

If expensive equipment needs to be used to implement the project, consider the option of renting as an alternative.

Article 5. Development and support of sites, information systems and other similar expenses
Name of expenses    Unit price (in dollars)    Koly-chestvo Edinitz    Total Cost    Co-financing (for the entire period, in dollars)    Amount requested    Comment
Site development    
Option 1: specify the cost of developing the site as a whole.

 

Specify the cost of an hour or a unit of site development.

 

If in column 2 you indicated the cost of developing a site, write "1".

If you entered the cost of an hour or a development unit in column 2, write the number of development hours or units.
 

The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Attach to the application a technical task for the development of the site, if you specify this item of expenditure.
Site support, per month    Specify the average cost per month.    Specify the number of months.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Briefly describe the amount of work per month: the frequency of content updates, the need to collect applications / user data, etc.

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Attach to the application a draft terms of reference for the development of the site, so that experts have the opportunity to assess the validity of the cost of work.

In the draft terms of reference describe:

• purposes of creating the site,
• target groups,
• technical parameters: type (multi-page portal or business card site, number of pages and features of their functionality), availability and parameters of the content administration system (built-in or developed from scratch), adaptability,
• development stages with specific deadlines for delivery and acceptance of each stage,
• the cost of each stage.

 

Payment for legal, information, consulting services and other similar expenses

 

For example: "Services of a law office, representation of the case in court"    Specify the full cost of the service.    Specify the number of services.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Briefly explain the purpose and necessity of these costs to solve the problems of the project. Associate each expense with a specific project activity and show how the amount was calculated.
This budget item includes payment for the work of attracted third-party organizations to provide legal, informational, consulting and other similar services that are necessary for the implementation of the project and require professional knowledge.

Associate each expense with a specific project activity and show how the amount was calculated.

 

. Event costs

This budget item includes expenses related to holding public events: seminars, trainings, press conferences, trainings and other similar.

Fill in the event costs in one of two ways.

Option 1 - Summarize expenditures: Use total cost data across activities and average expenditure per person.
Option 2 - Specify the costs for each individual activity, then for each type of expenditure for the activity, in the name of the expense, indicate the name of the planned project activity.
Option 1 will be more convenient if you are planning more than five events. Calculate the total number of events, participants, days of accommodation and find the average cost per person. Describe the detailed calculations in column 7. Comment.

Name of expenses    Unit price (in dollars)    Number of units    Total Cost    Co-financing (for the entire period, in dollars)    Amount requested    Comment

Rent of premises for seminar, press conference, training (specify)    Specify the rental price per unit of time (hour, day).    Specify the number of hours, days of rent.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Specify for which events of the calendar plan you rent a room and for how long. Write the size of the room and the locality where it is located. Indicate the number of square meters, rental time (hours or days), the estimated market value of renting a similar room in this area, citing the source.

Equipment rental (specify rental time per day or per hour)    Specify the rental price per hour or day.    Specify the number of hours or days of rental.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Explain what event you are renting equipment for. Specify the manufacturer and the exact model, give a link to a specific equipment or similar to it.

Rental of transport (specify the rental time per day or per hour)    Specify the rental price per hour or day.    Specify the number of hours or days of rental.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Justify the need to rent transport for a particular event. Specify the type of transport, its capacity. Describe the route and distance to the place of travel. Specify the mode of transport and the time of rent in hours or days, as well as the cost with reference to the source.

Reimbursement of travel of event participants and guest trainers, experts    Specify the average cost of a one-time expense or the total amount of expenses by item.    If the average value is indicated in column 

2, write a specific number of payments; if you specify a full value, write "1".    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Decipher to whom you will reimburse the fare, and briefly justify the need for this expense. Show how the amount per person was calculated.

Payment for accommodation of event participants    Specify the cost per person per day.    Specify the number of days    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Decipher to whom you plan to reimburse the payment for accommodation. Show how the amount per person was calculated.

Payment for meals for participants of the event    Enter the cost per person per day.    Specify the number of days.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Decipher how many times you plan to provide meals or coffee breaks per day. Show how the amount per person was calculated.

Production of handouts    Specify the cost of one set per person.    Specify the number of pieces.    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.    Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    Explain what is included in the handouts. Describe the physical dimensions of the handouts and the printing parameters: color, quality, materials of manufacture.

 

The cost of moving project participants or media representatives to the venue of the events at the expense of the grant is permissible to contribute to the budget only if the event is organized in a place that cannot be reached by public transport, or if this method of movement is due to the specifics of the project.

For example, you take project participants and media representatives to a historical site centrally or take children to a summer camp.

If you hold competitive events or competitions and plan to reward the winners as a result, it is permissible to plan in the project budget the costs of purchasing prizes. The need for such events and prizes should be justified in the project schedule.

If any of the items of expenditure for holding events differs from the level recommended by the fund, justify your choice for the item in the last column "Comment".

For example, to implement the project, you need to bring an international speaker who moves only in business class and does not agree to other options that you have provided. Or you are transporting equipment, and the ticket price increases due to the amount of luggage: show in numbers why this method is more profitable than renting equipment at the venue of the event.

 

 

The Foundation does not recommend including in the project budget the printing of various materials at the expense of the grant. Prefer online channels where the target group is able to use the Internet. If you still include such costs in the project budget, justify their need and check for compliance with the average market value.

 

Other direct costs

Name of expenses    Unit price (in dollars)    Number of units    Total Cost    Co-financing (for the entire period, in dollars)    Amount requested    Comment

Specify the type of expenditure that is not suitable for any item of the budget items above.    Specify the average cost of one expense in dollars or the full cost of all expenses under the item.    If you specified an average value in column 2, write a specific number of payments, if you specified the full value, write "1".    The system will calculate this value automatically using the formula <Cost of one> * <Number of units>.   

 

 Specify the total amount in dollars on this line for the entire period.    The system will calculate this value automatically using the formula <General Cost> - <Cooperation>.    If necessary, explain the purpose of these costs in the context of specific project tasks.

In this budget line, include all costs that are not provided for in other items of the project budget, but are necessary for the implementation of the project.

It is unacceptable to indicate at the expense of the grant such expenses as "Unforeseen expenses" or similar.