Budget Sheet
The budget must show how the project’s expenses were determined. The project budget is broken down into six categories— personnel, travel & per diem, project expenses, promotion, office, and other expenses—to help you anticipate and account for common project costs. OHC considers the cost-effectiveness of projects in making its funding decisions.

Under “Computation,” explain what rates were used to arrive at the total figure, e.g., “Project Bookkeeper: Jim Smith, 20 hrs @ $12 per hour.” Be sure to give full names for project personnel.

Under “OHC Grant Request,” indicate the project costs which you would like to charge to the OHC grant. Under “Sponsor Cost-Share,” include those project costs which will be covered by A) cash contributed to the project by the sponsoring organization (e.g., staff salaries, overhead costs); B) cash given to your project by outside organizations; C) fees and other expenses to be paid for by project participants; and D) donated services, equipment, and facilities.

Budget Sheet Categories

A. Personnel
Project Director, Authorizing Official, Project Bookkeeper & Other Sponsor Staff: For many projects, a large portion of the required cost-share is met through time spent on the project by the project director, staff, and volunteers, although OHC can pay for salaried staff or hired staff working on the project. OHC has no set formula for determining administrative salaries, except that they should be reasonable with regard to the time and expertise needed to accomplish the assigned tasks. We suggest a range of $10-$20 per hour. Higher compensation levels should be justified and shown as at least part of the sponsor’s cost-share.

Humanities Scholars, Established Humanists, and Other Resource Personnel: Typically, OHC will not provide more than $1,500 toward the honorarium of an individual presenter. Sponsoring organizations which engage scholars with higher speaker fees can charge up to $1,500 to the OHC grant and show the remainder as cost-share. If a scholar does extended work for a project such as researching and writing a script or conducting multiple workshops, OHC may choose to approve higher compensation amounts, figured according to the number hours or presentations. Reasonable stipends for the following activities might be: for a major presentation requiring research, $250-$1,000; for a smaller presentation requiring research, $250-$500; for moderators, discussion leaders, or panelists, $75- $150; for researchers, $10-$45 per hour, depending upon qualifications; for outside evaluators, $50- $150, depending upon time spent.

B. Travel & Per Diem
OHC encourages proposals that are economical in travel-related costs. Airfare will be reimbursed by the OHC at coach rates; travel by car at the current rate of $.30/mile. (Call the OHC office for an updated rate.) Calculate actual expenses for food and lodging for out-of-town project personnel. Reasonable rates for lodging might be $60-85 per night, and for meals, $35-50 per day.
C. Promotion
Be sure your promotion budget is proper for the size of your project. While larger projects often warrant extensive and systematic publicizing, OHC seldom funds proposals for which the majority of OHC funds will be spent on publicity expenses.

Printing: Costs for flyers, posters, postcards, or invitations, should be itemized, showing the cost per item and total cost. Some print shops may offer a special rate to nonprofits; the difference between that and the going rate may be claimed as cost-share.

Postage: Calculate the number and size of mailings and show this expense in the budget. Remember to use the nonprofit bulk mailing rate when possible.

Advertising: Have radio and television stations place a value on free promotion and use it for costshare.
You may also budget for any paid advertising.

D. Project Expenses
These include but are not limited to: exhibit rental or development; media production & post-production; study guides, program booklets, exhibit catalogues, books and other educational or instructional materials intended for the project audience or participants; equipment rental or purchase; and room rental.

E. Office Expenses
Often calculated as cost-share, office expenses include photocopying; expendable supplies such as name tags and folders; long-distance phone calls; and office space used for program planning.

F. Other Expenses
Include as cost-share reception expenses and indirect costs.