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FY 2023 PCA NCC Sample Budget Narrative and Personnel Justification Table

Budget Narrative Overview

The fiscal year (FY) 2023 State and Regional Primary Care Association Cooperative Agreements (PCA) Non-Competing Continuation (NCC) progress report requires you to submit a Budget Narrative.

The Budget Narrative should clearly explain the amount requested for each line item in Section B of the SF-424A Budget Information form. Budget information must be provided for the upcoming 12-month budget period (July 1, 2023 to June 30, 2024). Include detailed calculations explaining how each line-item expense was derived (e.g., cost per unit).

The sample line-item Budget Narrative shown provides an outline for reference only and should be revised as needed to meet the needs of your proposed project. The sample Personnel Justification Table is required and provides an explanation for all personnel costs, including any costs that have been adjusted to conform to federal limits. See the Budget Narrative Instructions section in the FY 2023 PCA NCC Progress Report Instructions available on the PCA technical assistance (TA) webpage for detailed guidance on how to complete the Budget Narrative.

Sample Budget Narrative

Personnel

Include budget details for each staff position as listed in this Personnel Justification sample.

Budget Line Item FY 2023 Budget Period Amount Requested (7/1/2023-6/30/2024)
J.  Smith, Chief Executive Officer, 0.50 FTE $XXX,XXX
T. Doe Program Lead, 1.00 FTE $XX,XXX
D. Jones, Data Program Analyst, 0.25 FTE $XX,XXX
C. Pepper, Workforce Lead, 1.00 FTE $XX,XXX
TOTAL PERSONNEL $XXX,XXX

Fringe Benefits

Budget Line Item FY 2023 Budget Period Amount Requested (7/1/2023-6/30/2024)
FICA @ X% $X,XXX
Health Insurance Coverage @ X% $X,XXX
Retirement Plan @ X% $X,XXX
Unemployment Tax Insurance @ X% $X,XXX
Disability & Group Life @ X% $X,XXX
Tuition Reimbursement $X,XXX
TOTAL FRINGE  $X,XXX

Travel

Budget Line Item FY 2023 Budget Period Amount Requested (7/1/2023-6/30/2024)
One day trip for C. Pepper to lead a workshop on Y, at X destination: Airfare @ $XXX + Per Diem @ $XX/day + Ground Transportation @ $XX/day + Lodging @ $XX/day=Trip Total $X,XXX
Two day/one night trip for D. Jones to attend conference, at A destination: Airfare @ $XXX + Lodging @ $XXX/day + Per Diem @ $XX/day + Ground Transportation @ $XX/day + Conference registration fees = Trip Total  $X,XXX
One day trip for J. Smith to provide TA to a local health center in B destination: XXX miles @ $0.XX per mile + $X for parking = Trip Total  $X,XXX
TOTAL TRAVEL $X,XXX

Equipment

Include items of movable equipment that cost $5,000 or more per unit and with a useful life of one year or more.

Budget Line Item FY 2023 Budget Period Amount Requested (7/1/2023-6/30/2024)
1 printer and fax combo @ $X,XXX needed for materials distribution $X,XXX
TOTAL EQUIPMENT $X,XXX

Supplies

Include equipment items that cost less than $5,000 each per unit and other supplies.

Budget Line Item FY 2023 Budget Period Amount Requested (7/1/2023-6/30/2024)
Office Supplies: ($XX per month x 12 months) $XXX
Educational Supplies: 6 Adobe Professional software licenses at $XX each $X,XXX
TOTAL SUPPLIES  $X,XXX

Contractual

Budget Line Item FY 2023 Budget Period Amount Requested (7/1/2023-6/30/2024)
Technical setup of 4 interactive training webinars @ $XX/hour, remote (no travel) $XXX
Two consultants on telehealth implementation to provide recommendation road map for health centers: 160 hours, @ $150/hour, remote (no travel) $XXX
TOTAL CONTRACTUAL  $X,XXX

Other

Budget Line Item FY 2023 Budget Period Amount Requested (7/1/2023-6/30/2024)
Printing Service: $X per brochure x 2,500 copies $XX
Utilities: $XXX/month x 12 months $XXX
TOTAL OTHER $X,XXX

Total Costs

Total Costs FY 2023 Budget Period Amount Requested (7/1/2023-6/30/2024)
TOTAL DIRECT CHARGES (Sum of TOTAL Expenses tables above (e.g., Personnel, Fringe Benefits, Travel, Equipment, Supplies, Contractual, and Other) $X,XXX

TOTAL INDIRECT CHARGES (X.XX% Indirect Rate)

Note: Approved indirect cost rate is included under Attachment 8: Other Relevant Documents.  

$X,XXX
TOTAL COSTS $X,XXX

Sample Personnel Justification Table

The information included in the table must be provided for all personnel (direct or contractual) supported by federal funds as part of the PCA project. Federal funds may not be used to pay the salary of an individual at a rate in excess of Federal Executive Level II of the Federal Executive Pay scale, which may change annually ($203,700 as of January 2022). This amount reflects an individual’s base salary, not including fringe benefits and any income that an individual may be permitted to earn outside of the duties to your organization. Further details are included in the FY 2023 PCA NCC Progress Report Instructions available the PCA TA webpage.

Staff Name Position Title FTE Full Time Base Salary Adjusted Annual Salary Federal Amount Requested Change from Year 3 to Year 4
J. Smith  Chief Executive Officer 0.5 $204,400 $203,700 $101,850 Increased FTE by 0.1 to accommodate added responsibilities overseeing EHE activities, filling in for HIV coordinator role as former coordinator resigned. 
T. Doe Program Lead 1.00 $95,950 No adjustment needed $95,950 No Change
D. Jones Data Program Analyst 0.25 $72,000 No adjustment needed $16,250 New Hire, increase salary range 
C. Pepper Workforce Lead 1.00 $50,000 No adjustment needed $50,000 No Change
TBD Contractor N/A     $XXX,XXX No Change
TBD Consultant N/A     $XXX,XXX New contractor
  TOTAL   $XXX,XXX   $XXX,XXX  

 

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