Budget template
"Red Flag" Awareness Initiative 2025
Download Budget template (Excel 98 Kb)
The budget includes all revenues and expenditures planned for a project. Applicants must use the template provided and upload it into the online Application for Funding to be considered for funding.
Please ensure that activity-related expenditures are reflected in the budget.
The in-kind and/or cash contribution from other non-governmental sources must represent a minimum of 5% of the total project cost.
If you have any questions or have accessibility concerns with the template, please contact us.
Instructions for filling out the budget template
Along with your work plan, this budget template forms the basis of your application for funding. Please ensure that it is as detailed and accurate as possible to avoid future complications and delays.
This budget template is completed in 3 simple steps, as described below.
- Step 1: Review these Instructions
- Step 2: Complete the Budget for FY 1 (i.e. enter your project's estimated costs) and Budget for FY 2 (if applicable)
- Step 3: Review the Budget Summary (and address any flagged errors)
Steps must be completed in order. Should you have any trouble completing a particular step, please refer back to these instructions.
You may also contact us should you require further assistance.
Step 1: Review these instructions
Before proceeding to Step 2, ensure you have read all instructions. We will use the information you provide in this form to assess the total cost of the project. We will also check if the anticipated sources of funding would cover the costs. Costs must align with the activities described in the work plan. Completion of this budget template does not guarantee that the program will cover the listed expenses if successfully selected.
Before starting, we recommend you take a brief look at each section to better understand how your budget will come together.
Step 2: Complete the budget for FY 1 (and FY 2 if applicable)
In this step, your organization will enter each estimated cost related to your project proposal.
- Write clear and detailed descriptions for each cost, so that they are easy to match to the activities. Use the examples of eligible costs provided below.
- Compare your budget to your work plan to ensure that it includes all required costs for each activity. We may remove costs that are not clearly linked to activities. The department only covers costs and activities directly related to a project.
- Costs must be reasonable and comparable to regional norms.
- Round all budget costs to the nearest dollar.
Adding an expense
To add an expense, start with the left-most column (Column 'A' / Project Expense Name), filling the information from left to right for each expense line. Please review the applicant guide for more information, including ineligible expenses.
Only include cash amounts that are confirmed. This would be any contribution that a source has indicated they will provide when/if the project takes place. If contributions from other sources are not confirmed, they should not be included in the budget.
Expense categories
Each expense must be attributed with an appropriate expense category. Expense categories are defined in the applicant guide and reiterated below. Please select the most appropriate option to the best of your knowledge. Please review the applicant guide for more information, including ineligible expenses.
Additional column information
Project Expense Description: Column A
Fill in the name, as well as a brief description and concrete examples of the expense (a breakdown of examples can be found in the Step 2 Help table below).
Expense category: Column B
Select the appropriate category for that best describes the expense from the drop-down menu. Description of each category can be found in the Step 2 Help table below or in our Terms and Conditions.
Public Safety Canada: Column C
Fill in the estimated Public Safety Canada contribution for this expense.
Other government funding (cash): Column D
Fill in any other government's cash contribution amount to the expense (if applicable). A cash contribution is money that covers project costs.
Other government funding (in-kind): Column E
Fill in any Other Government's in-kind contribution amount to the expense (if applicable). In-kind contribution is an alternative to money. It is a good or service provided instead of cash. For example, if a partner provides a room for a project activity but does not charge you, it is an in-kind contribution. Another example is the time a volunteer spends on your project.
Name of other government: Column F
Fill in the name of the other government's department or agency who is contributing to the expense (if applicable).
Non-government funding (cash): Column G
Fill in the non-government's cash contribution amount to the expense (if applicable). A cash contribution is money that covers project costs.
Non-government funding (in-kind): Column H
Fill in the non-government's in-kind contribution amount to the expense (if applicable). In-kind contribution is an alternative to money. It is a good or service provided instead of cash. For example, if a partner provides a room for a project activity but does not charge you, it is an in-kind contribution. Another example is the time a volunteer spends on your project.
Name of non-Government: Column I
Fill in the name of the non-governments who is contributing to the expense (if applicable).
Step 2 help: Budget expense categories
Federal Contribution Program Limit per Project: 95% of total eligible expenses up to $200,000.
Expense Category |
Eligible Activities/Expenses |
Examples: For "Project Expense Description" Column |
|---|---|---|
Salaries and Wages |
For costs related to permanent or temporary professional, clerical, technical and administrative services, including contributions to the Canada Employment Insurance Commission, the Canada Pension Plan, the Workers' Compensation Board, the Provincial Pension Plan or other Employee Benefit Plans |
Project Coordinator, annual salary $60,000, 100% of time working on the project, total: $60,000 |
Professional Fees |
For costs related to subject matter experts |
External consultant linked to activity 1 (workshop development), $500 per day, 5 days, total: $2,500 |
Services |
For costs related to personnel administration, accounting and bookkeeping, processing lawyers' accounts and audit fees |
Lawyer linked to activity 2 (contract review w/ organization), $750 per day for four days: $3,000 |
Rent |
For costs related normal utilities such as electricity, heat, water and telephone, maintenance of offices and other buildings, insurance and taxes, conference room and meeting room rentals, where these expenses are directly related to the project and are not core or ongoing expenses |
Community consultation: room rental, $400 per day, audiovisual equipment rental, $75 per day, total: $475 |
Office Equipment |
For costs related to office equipment and minor capital acquisitions net of disposal ($10,000 or less per acquisition) |
$800 purchase of laptop for Project Coordinator, total $800 |
Program supplies and materials |
For costs related to program supplies and materials ($10,000 or less per acquisition) |
Workshop supplies worth $13 per person for 16 participants, 1 workshop, total: $208 |
Travel and living expenses |
For costs related to the delivery of the project, including transportation rental fees |
Project Coordinator, 1 round trip from Ottawa to Montreal for 2-day workshops, train tickets $114, meal allowance $90, accommodation $150, total: $354 |
Training |
For costs related to the training, learning, and development of programs for project |
Presentation skills training for 6 employees, $150.00 per person: total $900.00 |
Administrative |
For costs related to administrative expenses. They should be clearly defined and should not exceed 15% of the total contribution provided by the Department for a specific project, if not already included within other line items. If administrative expenses are already included in other line items, then the percentage will be reduced accordingly. |
Director General, annual salary $95,000, 3% of time supervising the project, total: $2,850 |
Honoraria |
For the time-limited remuneration for a volunteer service or participation in project delivery that is consistent with, and essential to the attainment of, the project's objectives. This can include but is not limited to guest speakers and Elder honoraria. Honoraria cannot be provided as an incentive for participation in a project. |
Elder to guide the project activities, $400 per half-day, 1 half-day workshop, total: $400 |
Computer services |
For computer services, library expenses, research costs and collection and analysis of statistics |
Website hosting and domain registration: $100 |
Public Awareness and Educational Activities |
For public awareness and educational activities consistent with the project's objectives |
Advertising space for 1 advertising campaign, $200 per campaign, total: $200 |
Translation |
For translation and simultaneous interpretation activities |
Translation of App, outsourced to company (for 6 months), contract total: $10,000.00 |
Shipping |
For shipping charges, postage, licenses, and other fees |
Shipping of project materials to stakeholders from Ottawa to Victoria: total $175.00 |
Printing and Distribution |
For printing and distribution activities |
Printing 5,000 pamphlets at $0.15 each: $750 |
Hospitality in Indigenous Contexts |
For hospitality in Indigenous contexts, based on the following criteria: In Indigenous communities in Canada, a great deal of the work that is done takes place in a communal setting – often, this takes the form of gatherings or ceremonies that have practical uses as well as fulfilling some of the spiritual and cultural needs of participants. Often more can be accomplished during a day-long gathering or ceremony than can be done in several meetings that take place on a regular basis or back to back. This is true for a number of reasons:
Due to the length of time taken for gatherings and cultural ceremonies, hospitality such as food is considered an essential element of the day. Food has also been traditionally significant amongst all Indigenous peoples in Canada. The sharing of food with participants, particularly at events with a cultural or spiritual element, is seen as an integral and important part of Indigenous protocol and culture. To eliminate hospitality from community-based projects that are founded on traditional knowledge and experiences would be taking away from an integral part of what makes the process unique. Culturally, it would show great disrespect to the participants, which would jeopardize future relationships. As a result, for Indigenous communities in Canada only, hospitality will be considered as an eligible expense for:
Hospitality in this case takes the form of food and drink but does not include alcohol. |
Gathering for Indigenous community workshop (activity 2), $27.95 for lunch per person (10 people): total $279.50 |
Step 3 - Review the Budget Summary (and address any flagged errors)
This section provides you with a financial overview of your project. All calculations are derived from information provided in tabs 2 and 3. Please review to ensure your project is being accurately represented.
Most budget errors are automatically identified for your convenience. However, please ensure that all eligible expenses are included and categorized to the best of your knowledge in tabs 2 and 3 of your budget, as this cannot be verified for you. All budget integrity conditions which received an 'ERROR' after verification should be addressed before the budget and its totals are submitted as part of your application.
Please see budget template for more information on each potential budget integrity error how to address them
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