Estimate Format In Excel 40934 | Local Budget Template

Partial file snippet.

Sheet 1: Instructions

	
	
		INSTRUCTIONS  
This workbook is designed to help you quickly estimate local expenses and matching funds needed to deliver an Academy, based on local Academies to date.

BUDGET TEMPLATE
The worksheet "Budget Template" provides a line-item worksheet breaking down facilities, food, guest faculty travel expenses, and materials for all retreats and in-person sessions, labs, and special events, as well as for all virtual sessions and labs. Enter estimates only in the shaded cells that have the note "Insert…."  The worksheet "Local Staffing" provides an alternative method to calculate the local staff costs section.

BUDGET SUMMARY
The worksheet "Budget Summary" provides a template to calculate and specify sources of local matching funds.

Expenses are pulled automatically from the Budget Template worksheet to populate the Expense Summary section. You will complete the Revenue Calculations and Revenue Sources Breakdown sections in this worksheet.
	
	
		

	
	
		

	
	
		

	
	
		

	
	
		

	
	
		

	



Sheet 2: Budget Summary

	
	
	
	
		EXPENSE SUMMARY (amounts pulled from Budget Template worksheet category totals)
		

		

	
	
		IN-PERSON RETREAT FACILITIES AND FOOD
		 $-   
		

	
	
		IN-PERSON RETREAT NATIONAL GUEST FACULTY 
		 $3,200 
		

	
	
		IN-PERSON SESSION AND LAB FACILITIES AND FOOD
		 $-   
		

	
	
		IN-PERSON SESSION NATIONAL GUEST FACULTY 
		 $800 
		

	
	
		IN-PERSON SPECIAL EVENTS FACILITIES AND FOOD
		 $-   
		

	
	
		IN-PERSON STAKEHOLDER EVENT AND CLOSING SESSION
		 $-   
		

	
	
		VIRTUAL SESSIONS AND LAB FACILITIES AND FOOD
		 $-   
		

	
	
		VIRTUAL SESSION NATIONAL GUEST FACULTY 
		 $1,600 
		

	
	
		LOCAL STAFFING
		 $-   
		

	
	
		MATERIALS AND EQUIPMENT
		 $6,500 
		

	
	
		OTHER
		 $1,000 
		

	
	
		Direct Expenses - Subtotal
		 $13,100 
		

	
	
		Insert Overhead Costs for Sponsoring Organization
		 $2,620 
		

	
	
		TOTAL EXPENSE BUDGET
		 $15,720 
		

	
	
		

		

		

	
	
		REVENUE CALCULATIONS
		

		

	
	
		Local site funds from Aspen
		 $50,000 
		

	
	
		Co-payment amount for each member of cohort
		 $500 
		Insert enrollment fee, if charged
	
	
		Partial or full fee waivers offered ("scholarships")
		6,000
		Insert total scholarship amount made available
	
	
		TOTAL REVENUES
		 $56,000 
		

	
	
		

		

		

	
	
		NET COST
		 $(40,280)
		Total Amount of New Resources Needed to Operate Academy
	
	
		

		

		

	
	
		REVENUE SOURCES BREAKDOWN
		

		

	
	
		Total Amount of New Resources Needed to Operate Academy
		 $(40,280)
		

	
	
		

		

		

	
	
		GRANTS/CONTRACTS (add rows as needed)
		

		

	
	
		Funder Name
		Amount
		Indicate Pending, Committed or In-hand
	
	
		

		

		

	
	
		

		

		

	
	
		

		

		

	
	
		

		

		

	
	
		

		

		

	
	
		IN-KIND VALUES (add rows as needed)
		

		

	
	
		Source
		Amount
		Indicate expense category or line items from Budget Template (local facilitation staff, meeting space, etc.)
	
	
		

		

		

	
	
		

		

		

	
	
		

		

		

	
	
		

		

		

	
	
		Balance (should be zero)
		 $(40,280)
		

	



Sheet 3: Budget Template

	
	
	
	
		Workforce Leadership Academies - Local Costs 
		

		

	
	
		IN-PERSON OPENING AND CLOSING RETREATS, 1 IN-PERSON ONE-DAY, 1 IN-PERSON LAB, 1 IN-PERSON RECEPTION, 1 IN-PERSON STAKEHOLDER AND CLOSING EVENT, 4 VIRTUAL ONE-DAYS, 4 VIRTUAL LABS, 1 VIRTUAL LEADERSHIP 360 DEBRIEF
		

		

	
	
		

		

		

	
	
		

		

		Budget Notes 
	
	
		IN-PERSON RETREAT FACILITIES AND FOOD
		

		

	
	
		24
		Number of participants in the cohort
		Recommended range of 18-24
	
	
		2
		Average number of national guest faculty per retreat
		Costs for accommodations/food to be included in this budget.
	
	
		1
		Number of local guest faculty
		

	
	
		2
		Number of staff from local sponsoring organization per retreat
		We recommend at least 2 local staff members at each retreat.
	
	
		29
		Total Number of attendees per retreat
		

	
	
		

		

		

	
	
		2
		Length of each retreat (overnights)
		2 overnights and three days 
	
	
		2
		Number of retreats
		1 opening and 1 closing retreat
	
	
		

		Insert per person food and sleeping room per night or CMP rate
		Food and sleeping rooms; Complete Meeting Package rate as example for calculation
	
	
		0
		Retreat accommodations each retreat
		

	
	
		0
		TOTAL RETREAT FACILITIES AND FOOD
		

	
	
		

		

		

	
	
		

		

		

	
	
		IN-PERSON RETREAT NATIONAL GUEST FACULTY 
		

		

	
	
		2
		Number of retreats
		

	
	
		2
		Average Number of national guest faculty per retreat
		

	
	
		

		

		

	
	
		

		Insert national guest faculty air/ground cost per person estimate
		Guest faculty should be included in hotel master contract above
	
	
		800
		National guest faculty honoraria cost per person 
		

	
	
		3,200
		IN-PERSON RETREAT NATIONAL GUEST FACULTY EXPENSES
		

	
	
		

		

		

	
	
		

		

		

	
	
		IN-PERSON SESSION AND LAB FACILITIES AND FOOD
		

		In-person events involve space, meals, and national guest faculty honoraria. In addition to sessions, labs, and networking reception listed here, sites might also  add other social or networking activities.
	
	
		24
		Number of participants in the cohort
		From A6
	
	
		1
		Number of national guest faculty per one-day session
		

	
	
		2
		Number of local guest faculty
		

	
	
		2
		Number of staff from local sponsoring organization per one-day session
		

	
	
		29
		Total Number of attendees per in-person session
		

	
	
		

		

		

	
	
		1
		Number of in-person sessions
		

	
	
		1
		Number of in-person Labs
		

	
	
		

		Insert per person cost for food/snacks, morning/afternoon each session or lab
		

	
	
		

		Insert facilities cost for each session or lab, if any
		

	
	
		0
		IN-PERSON SESSION AND LAB FACILITIES AND FOOD
		

	
	
		

		

		

	
	
		

		

		

	
	
		IN-PERSON SESSION NATIONAL GUEST FACULTY 
		

		In general, no guest faculty at labs
	
	
		1
		Number of in-person sessions
		From A35
	
	
		1
		Number of national guest faculty per in-person session
		From A30
	
	
		

		

		

	
	
		

		Insert national guest faculty air/ground cost per person estimate
		

	
	
		

		Insert national guest faculty hotel/meals cost per person estimate for TWO nights
		

	
	
		800
		National guest faculty honoraria
		

	
	
		800
		IN-PERSON SESSION NATIONAL GUEST FACULTY EXPENSES
		

	
	
		

		

		

	
	
		

		

		

	
	
		IN-PERSON SPECIAL EVENTS FACILITIES AND FOOD
		

		

	
	
		NETWORKING RECEPTION
		

		

	
	
		24
		Number of participants in the cohort
		From A6
	
	
		

		Insert number of Advisors
		

	
	
		

		Insert number of other guests
		Fellows' bosses, local Academy funders
	
	
		2
		Number of staff from local sponsoring organization
		

	
	
		26
		Total Number of attendees per reception
		

	
	
		

		

		

	
	
		

		Insert number of receptions
		

	
	
		

		Insert cost of Reception space
		

	
	
		

		Insert cost of Reception refreshments per person
		

	
	
		0
		RECEPTION FACILITIES AND FOOD
		

	
	
		

		

		

	
	
		

		

		

	
	
		IN-PERSON STAKEHOLDER EVENT AND CLOSING SESSION
		

		CoLab presentations and Fellows' closing session
	
	
		24
		Number of participants in the cohort
		From A6
	
	
		

		Number of Advisors
		

	
	
		

		Number of other guests
		CoLab systems leaders, Fellows' bosses, local Academy funders, other stakeholders and partners; typical range 40-60
	
	
		2
		Number of staff from local sponsoring organization
		

	
	
		26
		Total Number of attendees per reception
		

	
	
		

		

		

	
	
		1
		Number of Stakeholder Events
		

	
	
		

		Insert cost of event space
		

	
	
		

		Insert cost of refreshments per person
		Morning coffee break is typically provided; some sites also provide lunch
	
	
		

		Insert cost of Fellows' closing session refreshments per person
		Afternoon snacks or lunch is typically provided for Fellows after guests leave
	
	
		0
		STAKEHOLDER EVENT FACILITIES AND FOOD
		

	
	
		

		

		

	
	
		

		

		

	
	
		VIRTUAL SESSIONS AND LAB FACILITIES AND FOOD
		

		Local site might consider providing virtual meeting care packages or meal dealivery gift certificates - see Row 90
	
	
		24
		Number of participants in the cohort
		From A6
	
	
		1
		Number of national guest faculty per virtual session
		In general, no guest faculty at labs
	
	
		2
		Number of local guest faculty per session
		

	
	
		2
		Number of staff from local sponsoring organization per one-day session
		

	
	
		29
		Total Number of attendees per virtual session
		

	
	
		

		

		

	
	
		4
		Number of virtual sessions
		

	
	
		4
		Number of virtual Labs
		

	
	
		1
		Number of 360 leadership assessment debriefs
		

	
	
		

		Insert per person cost for Virtual meeting supplies/gifts
		Typically a one-time expense; e.g., a box of supplies sent at the beginning of the year for all Fellows and local staff
	
	
		0
		VIRTUAL SESSION FACILITIES AND FOOD
		

	
	
		

		

		

	
	
		

		

		

	
	
		VIRTUAL SESSION NATIONAL GUEST FACULTY 
		

		

	
	
		4
		Number of virtual sessions
		

	
	
		4
		Number of virtual Labs
		

	
	
		1
		Number of 360 leadership assessment debriefs
		

	
	
		1
		Number of national guest faculty per virtual session. Guest faculty are only at sessions, not labs.
		Virtual format allows for for multiple national guest faculty, if desired
	
	
		

		

		

	
	
		400
		National guest faculty honoraria
		In general, in no guest faculty at labs
	
	
		1,600
		VIRTUAL SESSION NATIONAL GUEST FACULTY EXPENSES
		

	
	
		

		

		

	
	
		5
		Total sessions double-check
		Double-check provided here: There should be 5 total sessions between virtual and in-person
	
	
		5
		Total labs double-check
		Double-check provided here: There should be 5 total labs between virtual and in-person
	
	
		

		

		

	
	
		LOCAL STAFFING
		

		See worksheet "Local Staffing" for additional calculation guidance
	
	
		68
		Local Facilitation number of days
		18 delivery days; 16 days session preparation/coordination with fellows; 2 local staff
	
	
		

		insert facilitation staff daily pay
		

	
	
		18
		Program management number of days
		Fellow recruitment and selection, communications and outreach, and relationship-management 
	
	
		

		insert program management staff daily pay
		

	
	
		10
		Meeting logistics number of days
		Retreat and meeting site logistics, materials and supplies, facilities contracts, scheduling, national guest faculty expense processing
	
	
		

		insert meeting logistics staff daily pay
		

	
	
		6
		Facilitator Network Facilitator Forum
		Three-day facilitator training workshop for two staff
	
	
		0
		facilitation staff daily pay from A108
		

	
	
		11
		Facilitator Network Monthly Forum
		Monthly 3-hour forum for two local staff over 15 months
	
	
		0
		facilitation staff daily pay from A108
		

	
	
		8
		Bi-weekly site calls
		Bi-weekly site planning calls
	
	
		0
		facilitation staff daily pay from A108
		

	
	
		0
		LOCAL STAFFING 
		OR replace cell A119 with your staffing calculation from worksheet "Local Staffing"
	
	
		

		

		

	
	
		

		

		

	
	
		MATERIALS AND EQUIPMENT
		

		

	
	
		4,500
		360 degree leadership instruments
		Assessment instrument and reports for cohort members plus 1 local staff, $180 each for 25 (minimum for discount). 
	
	
		2,000
		Materials and Supplies
		Estimated cost for in-person copies, binders, folders, name tags, flipcharts, meeting supplies, etc.
	
	
		

		Insert Technology Access - hotspots, devices, etc. as applicable
		Potential support for equitable tech access; insert estimated amount for hotspots, laptops, cameras, etc.
	
	
		6,500
		MATERIALS AND EQUIPMENT
		

	
	
		

		

		

	
	
		

		

		

	
	
		OTHER
		

		

	
	
		1,000
		Unanticipated expenses
		Contingency funds for unexpected costs; plug figure of $1,000 used  
	
	
		

		Insert any other anticipated expenses, and describe in C131
		

	
	
		1,000
		OTHER
		

	
	
		

		

		

	
	
		

		

		

	
	
		13,100
		Direct Expenses - Subtotal
		

	
	
		2,620
		Insert Overhead Costs for Sponsoring Organization
		Plug figure of overhead rate of 20% of direct expenses is used. Insert correct overhead rate.
	
	
		15,720
		TOTAL EXPENSE BUDGET

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...Sheet instructions this workbook is designed to help you quickly estimate local expenses and matching funds needed deliver an academy based on academies datebudget templatethe worksheet quot budget template provides a lineitem breaking down facilities food guest faculty travel materials for all retreats inperson sessions labs special events as well virtual enter estimates only in the shaded cells that have note insert hellip staffing alternative method calculate staff costs sectionbudget summarythe summary specify sources of fundsexpenses are pulled automatically from populate expense section will complete revenue calculations breakdown sections amounts category totals retreat national session lab stakeholder event closing equipment other direct subtotal overhead sponsoring organization total site aspen copayment amount each member cohort enrollment fee if charged partial or full waivers offered scholarships scholarship made available revenues net cost new resources operate grantscontr...

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EXPENSE SUMMARY (amounts pulled from Budget Template worksheet category totals)
IN-PERSON RETREAT FACILITIES AND FOOD	$-
IN-PERSON RETREAT NATIONAL GUEST FACULTY	$3,200
IN-PERSON SESSION AND LAB FACILITIES AND FOOD	$-
IN-PERSON SESSION NATIONAL GUEST FACULTY	$800
IN-PERSON SPECIAL EVENTS FACILITIES AND FOOD	$-
IN-PERSON STAKEHOLDER EVENT AND CLOSING SESSION	$-
VIRTUAL SESSIONS AND LAB FACILITIES AND FOOD	$-
VIRTUAL SESSION NATIONAL GUEST FACULTY	$1,600
LOCAL STAFFING	$-
MATERIALS AND EQUIPMENT	$6,500
OTHER	$1,000
Direct Expenses - Subtotal	$13,100
Insert Overhead Costs for Sponsoring Organization	$2,620
TOTAL EXPENSE BUDGET	$15,720

REVENUE CALCULATIONS
Local site funds from Aspen	$50,000
Co-payment amount for each member of cohort	$500	Insert enrollment fee, if charged
Partial or full fee waivers offered ("scholarships")	6,000	Insert total scholarship amount made available
TOTAL REVENUES	$56,000

NET COST	$(40,280)	Total Amount of New Resources Needed to Operate Academy

REVENUE SOURCES BREAKDOWN
Total Amount of New Resources Needed to Operate Academy	$(40,280)

GRANTS/CONTRACTS (add rows as needed)
*Funder Name*	*Amount*	*Indicate Pending, Committed or In-hand*





IN-KIND VALUES (add rows as needed)
Source	*Amount*	*Indicate expense category or line items from Budget Template (local facilitation staff, meeting space, etc.)*




Balance (should be zero)	$(40,280)

Workforce Leadership Academies - Local Costs
IN-PERSON OPENING AND CLOSING RETREATS, 1 IN-PERSON ONE-DAY, 1 IN-PERSON LAB, 1 IN-PERSON RECEPTION, 1 IN-PERSON STAKEHOLDER AND CLOSING EVENT, 4 VIRTUAL ONE-DAYS, 4 VIRTUAL LABS, 1 VIRTUAL LEADERSHIP 360 DEBRIEF

		Budget Notes
IN-PERSON RETREAT FACILITIES AND FOOD
24	Number of participants in the cohort	Recommended range of 18-24
2	Average number of national guest faculty per retreat	Costs for accommodations/food to be included in this budget.
1	Number of local guest faculty
2	Number of staff from local sponsoring organization per retreat	We recommend at least 2 local staff members at each retreat.
29	Total Number of attendees per retreat

2	Length of each retreat (overnights)	2 overnights and three days
2	Number of retreats	1 opening and 1 closing retreat
	*Insert per person food and sleeping room per night or CMP rate*	Food and sleeping rooms; Complete Meeting Package rate as example for calculation
0	Retreat accommodations each retreat
0	TOTAL RETREAT FACILITIES AND FOOD


IN-PERSON RETREAT NATIONAL GUEST FACULTY
2	Number of retreats
2	Average Number of national guest faculty per retreat

	*Insert national guest faculty air/ground cost per person estimate*	Guest faculty should be included in hotel master contract above
800	National guest faculty honoraria cost per person
3,200	IN-PERSON RETREAT NATIONAL GUEST FACULTY EXPENSES


IN-PERSON SESSION AND LAB FACILITIES AND FOOD		In-person events involve space, meals, and national guest faculty honoraria. In addition to sessions, labs, and networking reception listed here, sites might also add other social or networking activities.
24	Number of participants in the cohort	From A6
1	Number of national guest faculty per one-day session
2	Number of local guest faculty
2	Number of staff from local sponsoring organization per one-day session
29	Total Number of attendees per in-person session

1	Number of in-person sessions
1	Number of in-person Labs
	*Insert per person cost for food/snacks, morning/afternoon each session or lab*
	*Insert facilities cost for each session or lab, if any*
0	IN-PERSON SESSION AND LAB FACILITIES AND FOOD


IN-PERSON SESSION NATIONAL GUEST FACULTY		In general, no guest faculty at labs
1	Number of in-person sessions	From A35
1	Number of national guest faculty per in-person session	From A30

	*Insert national guest faculty air/ground cost per person estimate*
	*Insert national guest faculty hotel/meals cost per person estimate for TWO nights*
800	National guest faculty honoraria
800	IN-PERSON SESSION NATIONAL GUEST FACULTY EXPENSES


IN-PERSON SPECIAL EVENTS FACILITIES AND FOOD
NETWORKING RECEPTION
24	Number of participants in the cohort	From A6
	*Insert number of Advisors*
	*Insert number of other guests*	Fellows' bosses, local Academy funders
2	Number of staff from local sponsoring organization
26	Total Number of attendees per reception

	*Insert number of receptions*
	*Insert cost of Reception space*
	*Insert cost of Reception refreshments per person*
0	RECEPTION FACILITIES AND FOOD


IN-PERSON STAKEHOLDER EVENT AND CLOSING SESSION		CoLab presentations and Fellows' closing session
24	Number of participants in the cohort	From A6
	*Number of Advisors*
	*Number of other guests*	CoLab systems leaders, Fellows' bosses, local Academy funders, other stakeholders and partners; typical range 40-60
2	Number of staff from local sponsoring organization
26	Total Number of attendees per reception

1	Number of Stakeholder Events
	*Insert cost of event space*
	*Insert cost of refreshments per person*	Morning coffee break is typically provided; some sites also provide lunch
	*Insert cost of Fellows' closing session refreshments per person*	Afternoon snacks or lunch is typically provided for Fellows after guests leave
0	STAKEHOLDER EVENT FACILITIES AND FOOD


VIRTUAL SESSIONS AND LAB FACILITIES AND FOOD		Local site might consider providing virtual meeting care packages or meal dealivery gift certificates - see Row 90
24	Number of participants in the cohort	From A6
1	Number of national guest faculty per virtual session	In general, no guest faculty at labs
2	Number of local guest faculty per session
2	Number of staff from local sponsoring organization per one-day session
29	Total Number of attendees per virtual session

4	Number of virtual sessions
4	Number of virtual Labs
1	Number of 360 leadership assessment debriefs
	*Insert per person cost for Virtual meeting supplies/gifts*	Typically a one-time expense; e.g., a box of supplies sent at the beginning of the year for all Fellows and local staff
0	VIRTUAL SESSION FACILITIES AND FOOD


VIRTUAL SESSION NATIONAL GUEST FACULTY
4	Number of virtual sessions
4	Number of virtual Labs
1	Number of 360 leadership assessment debriefs
1	Number of national guest faculty per virtual session. Guest faculty are only at sessions, not labs.	Virtual format allows for for multiple national guest faculty, if desired

400	National guest faculty honoraria	In general, in no guest faculty at labs
1,600	VIRTUAL SESSION NATIONAL GUEST FACULTY EXPENSES

5	Total sessions double-check	Double-check provided here: There should be 5 total sessions between virtual and in-person
5	Total labs double-check	Double-check provided here: There should be 5 total labs between virtual and in-person

LOCAL STAFFING		See worksheet "Local Staffing" for additional calculation guidance
68	Local Facilitation number of days	18 delivery days; 16 days session preparation/coordination with fellows; 2 local staff
	*insert facilitation staff daily pay*
18	Program management number of days	Fellow recruitment and selection, communications and outreach, and relationship-management
	*insert program management staff daily pay*
10	Meeting logistics number of days	Retreat and meeting site logistics, materials and supplies, facilities contracts, scheduling, national guest faculty expense processing
	*insert meeting logistics staff daily pay*
6	Facilitator Network Facilitator Forum	Three-day facilitator training workshop for two staff
0	*facilitation staff daily pay from A108*
11	Facilitator Network Monthly Forum	Monthly 3-hour forum for two local staff over 15 months
0	*facilitation staff daily pay from A108*
8	Bi-weekly site calls	Bi-weekly site planning calls
0	*facilitation staff daily pay from A108*
0	LOCAL STAFFING	OR replace cell A119 with your staffing calculation from worksheet "Local Staffing"


MATERIALS AND EQUIPMENT
4,500	360 degree leadership instruments	Assessment instrument and reports for cohort members plus 1 local staff, $180 each for 25 (minimum for discount).
2,000	Materials and Supplies	Estimated cost for in-person copies, binders, folders, name tags, flipcharts, meeting supplies, etc.
	*Insert Technology Access - hotspots, devices, etc. as applicable*	Potential support for equitable tech access; insert estimated amount for hotspots, laptops, cameras, etc.
6,500	MATERIALS AND EQUIPMENT


OTHER
1,000	Unanticipated expenses	Contingency funds for unexpected costs; plug figure of $1,000 used
	*Insert any other anticipated expenses, and describe in C131*
1,000	OTHER


13,100	Direct Expenses - Subtotal
*2,620*	*Insert Overhead Costs for Sponsoring Organization*	Plug figure of overhead rate of 20% of direct expenses is used. Insert correct overhead rate.
15,720	TOTAL EXPENSE BUDGET

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