National Historical Publications & Records Commission

Instructions for Preparing a Revised Budget

Instructions for Preparing a Revised Budget

Grantees need to submit a new project budget and receive approval from the Executive Director ONLY IF:

  • The grantee received an award of $100,000 or more and wishes to shift funds among existing direct cost categories that are more than 10 percent of the total project budget (i.e., grant funds plus other funds). For awards of less than $100,000, grant recipients may make transfers in grant funds to existing cost categories without NHPRC approval.
  • The grantee wishes to use NHPRC grant funds for new cost categories for which Commission funds were not provided in your approved budget. New cost categories must be appropriate for the fulfillment of the original purposes of the grant and the amount of funds involved must not exceed 10 percent of the amount of the award.
  • The grantee wishes to reduce the amount of cost share pledged for a grant. The grantee must still meet the required amount of cost share as specified in the original grant announcement.

How to Prepare a Revised Project Budget

Modify your existing budget or download the official NHPRC Budget Form. Save a copy of the form to your local hard drive or network.

Applicants should review the relevant NHPRC Grant Opportunity for particular cost-sharing requirements. Older grant announcements are available through our Archived Grant Announcements.

Complete the top of the form with the name of the Project Director and the Organization. Input the dates of the approved grant period for your project. Grant periods begin on the first day of a month and end on the last day of a month. All project activities must take place during the requested grant period.

The NHPRC Budget Form is designed to accommodate up to three years of project activities and expenses. If the project timeline exceeds one year, list the costs for the next 12 months in the Year 2 columns. If the project extends beyond two years, list the costs for the next 12 months in the Year 3 columns.

  1. Salaries and Wages: Include both temporary and permanent staff as well as volunteers engaged in project activities; the second column is for the number of staff in a given position. Under Method of Cost Computation, show percentage of a person’s time devoted exclusively to the project (a number of days or hours). Explain the method of cost computation in your Budget Narrative.
  2. Fringe Benefits: Fringe benefits may include contributions for Social Security, employee insurance, pension plans, etc. Fringe benefits may be claimed only on the portion of Salaries and Wages identified for this project.
  3. Consultant Fees: Explain the method of cost computation for Consultant Fees in your Budget Narrative.
  4. Travel: Include transportation, lodging, and per diem expenses. The NHPRC does not fund staff travel to professional meetings unless the travel is essential to accomplish the goals of the project.
  5. Supplies, Materials, and Equipment: List the costs of supplies, materials, and equipment purchased specifically for the proposed project. Use the Budget Narrative to explain or describe these items in further detail.
  6. Services: Include the cost of duplication and printing, long-distance telephone, equipment leasing, postage, contracts with third parties, and other services.
  7. Other Costs: Use this section for costs that are not assignable to other categories. Include costs for necessary equipment above $5,000, stipends for participants in projects, and other items not included in previous grant categories. The NHPRC does not provide grant funds for the acquisition of routine equipment such as office furnishings, shelving, and file cabinets, but we may provide grant support for the purchase of technical equipment, such as software, computers and peripherals, essential for a project.
  8. Total Project Costs: These amounts will total automatically.
  9. Indirect Costs: Indirect costs are the same as "overhead" or "administrative costs" and may be counted as part of the applicant’s cost sharing. They are costs that are incurred for common or joint organizational objectives that cannot be easily identified with a particular project. Examples are charges for utilities, general insurance, use of office space and equipment that you own, local telephone service, and the salaries of the management and administrative personnel of the organization. NHPRC only accepts indirect costs as cost share per 2 CFR 2600.1. The NHPRC will recognize other indirect cost rates already negotiated between its applicants and other Federal agencies. If you choose this option, select the first or second box under Indirect Costs and complete Item A and B, as necessary. The NHPRC does not require formal negotiation of an indirect cost rate, provided the charge for indirect costs does not exceed 10 percent of direct costs. (Applicants who choose this option must maintain documentation to support overhead charges claimed as part of project costs.) If you choose this option, select the third box under Indirect Costs and enter the appropriate rate under Item B.
  10. Total Project Costs: These amounts will total automatically.
  11. Summary Budget: These amounts will total automatically. In the Requested section under Project Funding for Entire Grant Period, please be sure that you have not exceeded the percentage available from the NHPRC, usually up to 50 percent of total project costs, for the particular Grant Opportunity announcement. Check that the amount equals the total of NHPRC funds requested on the SF424.
  12. Signature: On page 9 of the Budget Form, have the authorized represenative for the grant complete the requested information and sign the form. Electronic signatures are acceptable.

Budget narrative (optional)

If needed, prepare a brief narrative explaining revised projected expenses or other items in the financial information provided on NHPRC's Budget Form. Budget narrative are especially useful if the main applicant is working with other institutions on the project. The budget narrative may be single-spaced and included with submission of the revised Budget.