Guidelines for Budget preparation

Comments under budget narrative (Remarks) Example

Make sure that the starting and ending dates are realistic

Some of the budget lines should be followed with budget break down in separate worksheets

General Each worksheet should be named with the number of the budget line ( BL 1.3 , BL 2.5
Comments …etc) See good sample below for what
should be included in the budget
The worksheets should be breaking down the cost of the UNIT COST and not the total cost remarks

Amount in the worksheets should be matching with the unit cost in the intended budget line
with 2 digits/decimals for each number
Check if the prices, salaries, services are logical and reasonable and within the market
prices packets.

Please indicate for each position what role it plays in the implementation of the project.
Example: One Project Manager
Every position should be listed in separate budget line will be recruited and based in
xxxx, he/she will be responsible
Unit quantity should reflect the number of staff and unit cost could be the cost per month, for the whole management of
Staff and Other
year or day. the project implementation in
Personnel Costs
accordance with the planned
Separate between support staff (driver, admin finance, accountant, etc) and those who are activities, he/she will be
directly related to project implementation (Doctors, nurses, pharmacists , etc) responsible for managing the
project’s staff as well.

Identify the location of each staff member

This category covers all the (Consumables) supplies items intended to be directly benefiting
the project’s beneficiaries.

Remarks should elaborate the following:

1. Brief description of the itemized supply, commodity …etc.

2. Number of beneficiaries to be covered by this item.

3. What is the unit quantity? ( KG, PCS, Kit …etc.)

Supplies and
commodities
4. Unit cost: how the unit cost was calculated? Based on market price for example.

Note: Provide a Bill Of Quantity (BOQ) for each budget line (item) that has more than one
component (like the kits, rehabilitation, etc.)
For each training/workshop, include the number of trainees/participants in the budget
remarks
Consistency should be between number of participants in training and required materials,
certificate, coffee breaks, etc.

For fuel, unit quantity should refer to number of liters, unit cost should refer to the liter cost.
 It includes all non-consumable items budgeted for the project (echo devices-
generators…etc.)

The remarks should include:

1. What is the equipment name? Very brief description. Why it is needed for the project, Example: (One generator with
what is the unit and how the unit price was determined? the capacity of 12 Kilo Volt
Amper will be procured to
2. For all equipment it is required to provide the specifications. guarantee continuity of the
Equipment activities during electricity cuts.
Please find attached the
3. Include the brand and name.
technical specification of the
generator ( 1.3 generator 12
Specifications of each equipment should be saved as pdf. File under the Documents tab –
KVA)
Budget documents category. The file should be named after its budget line with the name of
the equipment ( 3.1 Generator 12KVA)

If equipment are consumables of the project, i.e not re-usable by partner for other projects,
then it should go under supplies and commodities budget category

This category covers travel cost of project staff, M&E or staff for project implementation.

The unit quantity can be the number of trips per month, and unit cost can be total cost of
trips per month.
Example: Monitoring visits will
The remarks should include the main objective of the trips, from where to where? How be conducted in the project’s
many staff involved? How many trips per month? And how much does it cost per trip and site. 2 staff members will be
per month. checking the site three times a
Travel:
month, each trip will cost $10
per person per trip. Cost per
Note: For double check make sure that: month will be ( 2 staff x 3 trips
x $10 = $60 )
The unit quantity will be the number of trips per month = 3 trips

The Unit Cost will be cost per month = 3 trips x $ 10

This category covers all operations expenses for the project, it might include cost of fuel for Fuel for the project office
the generator, rental cost, cost of stationary for the use of the project staff, Utilities costs generator: the fuel is needed to
insure continuity of project’s
staff operation, it is estimated to
consume 25 liters of fuel per
month, cost per liter is estimated
at the market price of $ 0.6 per
liter.
General Operation
The unit quantity should be the
and other direct
(Water and electricity bills), Telecommunication costs ( internet , landline, mobile). number of liters consumed per
costs:
month (25) The unit cost should
be the price per liter (0.6 $)
For office, guesthouse and warehouse rent, partner should refer to the location in the budget
remarks

Office utility, supplies and stationary, communication, ect.