Help:Site team budget worksheet

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Get Started

Please read the budget planning page before preparing your budget. Your project budget will include expenses and a plan for an EQUAL amount of funding.

  1. Get the project budget worksheet here
  2. Save it to your computer
  3. Open the worksheet and fill it out using the following instructions. Remember that this budget is an estimate of your revenue and expenses. It is not expected to be perfectly accurate or precise, but it should give an overall representation of your planned revenue and expenses for the year.

Site Team Revenue Instructions

First, choose your Group name from the drop down list, and fill in the name of your project and the destination of the site team. Then fill in all budgeted site team revenue in the appropriate worksheet sections. Please include a detailed description and/or rationale for all revenue sources not already in hand. For example, instead of merely filling in “Group money - $2,000” under account 5030 Transfer- Site Team Support from Group, be specific about the source of that money: “Biodiesel project budget surplus which has been allocated to this site team by the Energy Group.” The “Gifts Estimate” can be used to estimate how much revenue your team can expect to raise through the mailing list (revenue account 5050 Expected Gifts). Other possible sources for site team funding can be found here

Site Team Expenses Instructions

Click on the “Site Team Expenses tab” to work on the expense portion of the budget. Please fill in all budgeted site team expenses in the proper worksheet sections. Be specific and itemize all major expenses with detailed descriptions. For example, instead of simply putting in “Trip/Food - $700” under account 6112 Trip Food, include a calculation for that amount (e.g. 20 days* 5 people * $7/day) If you have any expenses which do not fit into any of the Site Team Expense Accounts, choose the proper account number and name from the drop down list under “Other Expenses;” as always, include a detailed description. See below for account explanations-what types of items should be placed in each account

Put your team name on the Site Team Budget tab

Click on the Site Team Budget tab. Fill in the name of your team in the space marked “Site Team Name.” Follow the naming convention of the destination name followed by the trip’s term (“Su” for summer or “J” for January) and year (e.g. Burkina Faso Su08). Your itemized revenues and expenses should automatically import into the Site Team Budget tab. If you had any expenses that fell into the “Other” category, you will need to manually copy those over into the proper account spaces on the “Site Team Budget” tab.

Submit your Project budget

The Team Advisor emails the proposed budget to the Student Directorof the Collaboratory for processing. By submitting the budget, the Team Advisor demonstrates that she has reviewed and approved it.


Site Team Expense Account Explanations

  • 6060 Pre-Trip – any costs associated with preparing for the Site Team; e.g. team retreat, weekly meetings, etc.
    • 6061 Food
    • 6062 Lodgings – team retreat (e.g. Agape Center retreat: approx $105/person during 07-08 school year; Adelphoi Springs Association cabin)
    • 6063 Transportation
    • 6065 Team training - books for cultural preparation
  • 6010 Hospitality – gifts/food/lodging/honorariums/events for guests; e.g. honorarium for a guest speaker on cross-cultural service
  • 6020 Support Letters – complete cost of sending out support letters, including postage, envelopes, team pictures, etc.
  • 6090 Shipping – non-mass mailing shipping; all postage and shipping materials (boxes, packing peanuts, bubble wrap), and costs through any shipping organization (e.g. FedEx)
  • 6110 Trip – all costs associated with the actual Site Team trip, including all in-country expenses and expenses incurred traveling to/from airports
    • 6111 Airfare – airfare, extra luggage fee
    • 6112 Food – at airports, in-country groceries, in-country restaurant
    • 6114 Insurance – travel insurance (amount varies; Burkina, Mali, Zambia: ~$45 per person)
    • 6115 Lodging
    • 6116 Medical – Prescription medicine: typhoid pills, malaria pills (~$30/person), first aid kits ($30), immunizations, Cipro
    • 6117 Passports
    • 6118 Transportation: Taxis, buses, all expenses to/from airport (e. g. turnpike toll, airport parking, borrowing MC vehicle (approx $150)). The reimbursement per mile for use of your personal vehicle is $0.48.
    • 6119 Visas – required for every team member (the following costs are from 07-08 school year)

$135 each for Zambia $100 each for Burkina $100 each for Mali $75 each for Congo $36 each for Honduras 6120 Fees - e.g. foreign country entry/exit taxes 6121 Supplies - song books, copying, trip supplies (mosquito netting, sunscreen, etc.)

  • Other – please describe exact nature of expenses and choose the appropriate account number and name (see Other Accounts below)

Other Accounts

  • 6200 Staff Overhead - this expense is calculated automatically as 5% of the external revenue and helps cover Collaboratory Staff and Executive operating costs
  • 6250 Endowment Overhead - this expense is calculated automatically as 2% of the internal revenue and go towards a Collaboratory endowment for financial sustainability
  • 6260 General Group Overhead - this optional overhead transfers an amount from a project/staff team to the general group account which is why it is listed as an expense for the team and revenue for the group.
  • 6000 Copying – e.g. photocopying on Frey/Boyer/etc. copiers, not College Press
  • 6005 Food – Collaboratory or Group-sponsored special events; e.g. Water Group barbecue, leadership workshop, service day, retreat
  • 6006 Training – any costs associated with non-site team training of members; e.g. solar power conference entrance fee
  • 6007 Lodging - any costs for non-site team related housing
  • 6008 Transportation - any costs for non-site team travel; e.g. team takes a field trip to see a similar project in action; reimbursement for the use of personal vehicles is $.48 per mile.
  • 6010 Hospitality - costs associated with hosting a guest; e.g. honorarium for a speaker
  • 6020 Postage – all costs related with actual sending out of mass mailings; e.g. envelopes, postage
    • 6021 Newsletters
    • 6022 Support Letters
  • 6030 Equipment – cost of purchasing project machinery, tools, testing equipment, computer, camcorder, anything used "on" the project to analyze, test, present the project, etc.; e.g. flow meter, strain gages
  • 6040 Office Supplies – any general use supplies e.g. pens, pencils, notebooks
  • 6050 Printing – e.g. project presentation notes, part specifications, etc. includes costs of using College Press
  • 6070 Project Supplies – the project itself: all supplies used in projects; e.g. raw materials, system parts
  • 6075 Project Repairs - costs associated with fixing a broken item
  • 6090 Shipping – non-mass mailing shipping; all postage and shipping materials (boxes, packing peanuts, bubble wrap), and costs through any shipping organization; e.g. sending project supplies on ahead of your site team
  • 6100 T-Shirts and other wearables – any articles of clothing; e.g. Collaboratory hoodie, Group-specific t-shirt, nametags
  • 6130 Rent – cost of using equipment or property that is not owned by your team e.g. Genesis building rent
  • 6140 Student Wages – total amount for salaries or stipends of any academic year or summer work-studies; include a position description, an hourly rate (generally $7.80 an hour), hours per week, and # of weeks; please see the student employment page for more information.
  • 6170 Memberships - dues or other costs of being part of an organization outside of the Collaboratory; e.g. Association of Evangelical Relief and Development Organizations (AERDO) member dues
  • 6140 Advisor Stipends/ Release Time – Summer stipends for faculty are an option for projects with sufficient budget.
    • Summer stipends funded through an external grant may be budgeted at the discretion of the faculty member, up to a MAXIMUM of pro-rating salary. The maximum rate is 1/40 of salary per week for faculty on a 9-month contract.
    • Summer stipends funded through an internal grant from the Collaboratory will be paid at the same rate as stipends paid through the Faculty Development program of Messiah College: $700/wk.
    • Stipends over and above salary may not be paid for work done during the contract year for faculty on a 9-month contract, or at all for educators on a 12-month contract.
    • Course release time is budgeted at 125% of the cost of adjunct replacement, which is $1362 per load credit. Release time requires the approval of the faculty member's Department Chair.
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