COPS Budget Detail Worksheets

OMB2010-SA-Budget-Sheets 2_19_2010FINAL

COPS Budget Detail Worksheets

OMB: 1103-0097

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ORI #: _________________________

2010 Standard Application
Budget Detail Worksheets

OMB Control: xxxxxxxx
Expiration Date: xxxxxx

Budget Detail Worksheets

Instructions for Completing the
Budget Detail Worksheets
The following Budget Detail Worksheets are designed to allow all COPS grant and cooperative
agreement applicants to use the same budget forms to request funding. Allowable and unallowable
costs vary widely and depend upon the type of COPS program. The maximum federal funds that can be
requested and the federal/local share breakdown requirements also vary.
Please refer to the program-specific Application Guide to determine the allowable/unallowable costs,
the maximum amount of federal funds that can be requested, and the federal/local share requirements
for the COPS program for which your agency is applying. To assist you, sample Budget Detail
Worksheets are included in each Application Guide.
Please complete each section of the Budget Detail Worksheets applicable to the program for which you
are applying (see the program-specific Application Guide for requirements). If you are not requesting
anything under a particular budget category, please check the appropriate box in that category
indicating that no positions or items are requested.
All calculations should be rounded to the nearest whole dollar. Once the budget for your proposal has
been completed, a budget summary page will reflect the total amounts requested in each category, the
total project costs, and the total federal and local shares.
If you need assistance in completing the Budget Detail Worksheets, please call the COPS Office
Response Center at 800.421.6770.

Applicant Legal Name:__________________________________

A. SWORN OFFICER POSITIONS

ORI #:_________________________

No Sworn Officer Positions Requested 

Instructions: This worksheet will assist your agency in reporting your agency’s current entry-level salary
and benefits and identifying the total salary and benefits request per officer position for the length of the
grant term. Please list the current entry-level base salary and fringe benefits rounded to the nearest whole
dollar for one full-time sworn officer position within your agency. Do not include employee contributions.
(Please refer to the program-specific Application Guide for information on the length of the grant term for
the program under which you are applying.)
Special note regarding sworn officer fringe benefits: For agencies that do not include fringe benefits
as part of the base salary costs and typically calculate these separately, the allowable expenditures may
be included under Part 1, Section B. Any fringe benefits that are already included as part of the agency’s
base salary (Part 1, Section A of the Sworn Officer Budget Worksheet) should not also be included in the
separate fringe listing (Part 1, Section B).
Please refer to the program-specific Application Guide for information about allowable and unallowable
fringe benefits for sworn officer positions requested under the program to which your agency is applying.

No Sworn Officer Positions Requested 

ORI #:_________________________

Enter the second year base
salary for one entry-level
sworn officer position.
$__________________.00

Enter the current first year
entry-level base salary for one
sworn officer position.
$__________________.00

Exempt: 

Fixed Rate: 

Exempt: 

Exempt:

Worker’s Compensation

Unemployment Insurance

$ _____________.00

$ _____________________________00
_________________.00

Other_______________________________

Benefits Sub-Total Per Year (1 Position)

C. Total Year Salary and Benefits (1 Position):

_______%

% OF BASE

$ _________________.00

(Year 2)

$ _____________________________00

$ _____________.00

COST:

_______%

% OF BASE

$ _________________.00

(Year 3)

$ _____________________________00

$ _____________.00

COST:

Year 3 Fringe Benefits

$__________________.00

Enter the third year base
salary for one entry-level
sworn officer position.

Year 3 Salary (As applicable)

D. Total Salary and Benefits for Years 1, 2, and 3 (1 Position): $______________________ X _____# of Positions = $_____________________________

(Year 1)

_______%

$ _____________.00

Other_______________________________

_______%

$ _____________.00

_______%

% OF BASE

Other_______________________________

Fixed Rate: 

Retirement

Number of Hours Annually: _________

Sick Leave
$ _____________.00

$ _____________.00

Number of Hours Annually: _________

$ _____________.00

Vacation

Fixed Rate: 
$ _____________.00

Family: 

$ _____________.00

COST:

Year 1 Fringe Benefits

Life Insurance

Individual: 

Health Insurance

Fixed Rate: 

1.45%  Fixed Rate: 

6.2% 

Cannot exceed 1.45% of Total Base Salary.

Medicare

Cannot exceed 6.2% of Total Base Salary.

Social Security

FRINGE BENEFITS:

Year 2 Fringe Benefits

Year 2 Salary (As applicable)

Year 1 Salary

B. Fringe benefit costs should be calculated for each year of the grant term.

A. Base Salary Information

As applicable per the program-specific Application Guide, you may also be required to project Year 2 and Year 3 salaries.

Part 1: Instructions: Please complete the questions below based on your agency’s entry-level salary and benefits package for one locally-funded officer position.

Full-Time Entry-Level Sworn Officer Base Salary Information

Applicant Legal Name:__________________________________

ORI #:_________________________

Applicant Legal Name:__________________________________

Part 2: Sworn Officer Salary Information
If your agency's second and/or third-year costs for salaries and/or fringe benefits increase after the
first year, check the reason(s) why in the space below:
 Cost of living adjustment (COLA)

 Step raises

 Change in benefit costs

 Other - please explain briefly: ______________________________________________

Part 3: Federal/Local Share Costs (for Hiring Grants)
If the COPS Hiring Grant Program requires a local match, the grantees are required to pay a
progressively larger share of the cost of the grant with local funds over the grant period. Please refer
to the program-specific Application Guide to determine if this section is applicable. This means that
your local match must increase each year, while the federal share must decrease. Please project in the chart
below how your agency plans to assume a progressively larger share of the grant costs during each year
of the program. The chart is a projection of your plans; while your agency may deviate from these specific
projections during the grant period, it must still ensure that the federal share decreases and the local share
increases.
Year 1

Year 2

Year 3

Federal Share

$___________________

Local Share

$___________________

Totals

$___________________

(Pre-populated)

Total salary and benefits for years 1, 2 & 3 (all positions):

$ (Pre-populated from budget)

Total federal share:

$ (Pre-populated from budget)

Total local share required (sworn officer costs):
(Based on Years 1, 2 & 3 costs for all sworn positions)

$ (Pre-populated from budget)

ORI #:_________________________

(base salary x percent = adjusted Year-1
salary)

Year 1 Salary
Enter the current first year base
salary for one civilian/
non-sworn position.
$_______________
x________% of time on project =
$__________________.00

Exempt: 

Fixed Rate: 

Exempt: 

Exempt:

Worker’s Compensation

Unemployment Insurance

$ _____________.00
$ _____________.00
$_____________.00(A+B)

Other_______________________________

Benefits Sub-Total Per Year (1 Position)

Total (A+B)

_______%

% OF BASE

$_____________.00 (A+B)

$ _____________.00

COST:

Year 2 Fringe Benefits

Year 2 Salary (As applicable)
Enter the second year base
salary for one civilian/
non-sworn position.
$_______________
x________% of time on project =
$__________________.00

_______%

% OF BASE

$_____________.00 (A+B)

$ _____________.00

COST:

Year 3 Fringe Benefits

Year 3 Salary (As applicable)
Enter the third year base salary for
one civilian/
non-sworn position.
$_______________
x________% of time on project =
$__________________.00

Civilians/Non-Sworn Personnel Total $ ___________________

If requesting additional positions with exact budget check here  Indicate # of positions_____ If requesting other position(s) with different budget(s), check here 

D. Total Salary and Benefits for Years 1, 2, and 3 (1 Position): $________________

$ _____________.00

_______%

% OF

Other_______________________________

Fixed Rate: 

Retirement

Number of Hours Annually: _________

Sick Leave
$ _____________.00

$ _____________.00

Number of Hours Annually: _________

$ _____________.00

Vacation

Fixed Rate: 
$ _____________.00

Family: 

$ _____________.00

COST:
BASE

Year 1 Fringe Benefits

Life Insurance

Individual: 

Health Insurance

Fixed Rate: 

1.45%  Fixed Rate: 

6.2% 

Cannot exceed 1.45% of Total Base Salary.

Medicare

Cannot exceed 6.2% of Total Base Salary.

Social Security

FRINGE BENEFITS:

B. Fringe benefit costs should be calculated for each year of the grant term.

(One position per worksheet)

Description

Position Title

A. Base Salary Information

No Civilian/Non-Sworn Positions Requested 
Part 1: Instructions: Please complete the questions below for one non-sworn position salary and benefits package. As applicable per the program-specific Application Guide,
you may also be required to project Year 2 and Year 3 salaries.

B. Base Salary and Fringe Benefits for Civilian/Non-Sworn Personnel

Applicant Legal Name:__________________________________

ORI #:_________________________

Applicant Legal Name:__________________________________

C. EQUIPMENT/TECHNOLOGY

No Equipment/Technology Requested 

Instructions: List non-expendable items that are to be purchased. Provide a specific description for each item
and explain how the item supports the project goals and objectives as outlined in your application. Nonexpendable equipment is tangible property (e.g., technology) having a useful life of more than one year and
an acquisition cost of $5,000 or more per unit. Expendable items should be included either in the “SUPPLIES”
or “OTHER” categories. Applicants should analyze the cost benefits of purchasing versus leasing equipment,
especially for high-price items and those subject to rapid technical advances. Rented or leased equipment costs
should be listed in the “CONTRACTS / CONSULTANTS” category.
Please be advised that, to the greatest extent practical, all equipment and products purchased with these funds
must be American-made.
For agencies purchasing items related to enhanced communications systems, the COPS Office expects
and encourages that, wherever feasible, such voice or data communications equipment should be
incorporated into an intra- or interjurisdictional strategy for communications interoperability among
federal, state, and local law enforcement agencies.
See the program-specific Application Guide for a list of allowable/unallowable costs for this program. Agencies
are encouraged to limit their requests to the lines shown below and group similar items together so that all
items are accounted for on the budget worksheet for each category. However, if your agency requires more lines
please check the available box.
Item Name

Computation

Per Item Subtotal

(# of Items/Units X Unit Cost)
(

)

(

)

(

)

(

)

(

)

(

)

(

)

(

)

(

)

(

)

Equipment/Technology $ _______________
Total:

ORI #:_________________________

Applicant Legal Name:__________________________________

D. SUPPLIES

No Supplies Requested 

Instructions: List items by type (office supplies; postage; training materials; copying paper; books; hand-held tape
recorders; etc). Provide a specific description for each item and explain how it supports the project goals and
objectives outlined in your application. Generally, supplies include any materials that are expendable or consumed
during the course of the project.
See the program-specific Application Guide for a list of allowable/unallowable costs for this program. Agencies are
encouraged to limit their requests to the lines shown below and group similar items together so that all items are
accounted for on the budget worksheet for each category. However, if your agency requires more than lines please
check the available box.
Item Name

Computation

Per Item Subtotal

(# of Items/Units X Unit Cost)
(

)

(

)

(

)

(

)

(

)

(

)

(

)

(

)

(

)

(

)

Supplies Total: $______________

ORI #:_________________________

Applicant Legal Name:__________________________________

E. TRAVEL/TRAINING

No Travel/Training Requested 

Instructions: Itemize grant-related travel expenses of grantee personnel (excluding consultants, whose expenses
are listed in Section F) by event (e.g., mandatory training, staff to training, field interviews, advisory group meetings).
Identify the location of travel whenever possible, and show the number of staff expected to attend each event.
Training fees, transportation, lodging and per diem rates for trainees should be listed as separate travel items.
Grantee travel costs specific to the grant project may be based on the grantee's written travel policy, assuming
the costs are reasonable. Grantees without a written travel policy must follow the established federal rates (found
at www.gsa.gov) for lodging, meals, and per diem. For all grantees (with or without a written travel policy), airfare
travel costs must be one of the following: the lowest discount commercial airfare, standard coach airfare, or the
federal government contract airfare (if authorized and available). Note: Any local training costs (within a 50-mile
radius) should be listed under Section G ("Other Costs").
See the program-specific Application Guide for a list of allowable/unallowable costs for this program. Agencies are
encouraged to limit their requests to the lines shown below and group similar items together so that all items are
accounted for on the budget worksheet for each category. However, if your agency requires more lines please check
the available box.
Event Title and Location

Event Costs

Number of Staff

Per Event
Subtotal

Registration
Transportation
Lodging
Per diem

$___________
$___________
$___________
$___________

Registration
Transportation
Lodging
Per diem

$___________
$___________
$___________
$___________

Registration
Transportation
Lodging
Per diem

$___________
$___________
$___________
$___________

Registration
Transportation
Lodging
Per diem

$___________
$___________
$___________
$___________

Registration
Transportation
Lodging
Per diem

$___________
$___________
$___________
$___________

Registration
Transportation
Lodging
Per diem

$___________
$___________
$___________
$___________

Travel/ $___________
Training
Total:

ORI #:_________________________

Applicant Legal Name:__________________________________

F. CONTRACTS/CONSULTANTS

No Contracts/Consultants Costs Requested 

Instructions: See the program-specific Application Guide for a list of allowable/unallowable costs for the particular program to
which you are applying.
1. Contracts: Provide a cost estimate for the product or service to be procured by contract. Applicants are encouraged to promote
free and open competition in awarding contracts. If awarded, requests for sole source procurements of equipment, technology,
or services in excess of $100,000 must be submitted to the COPS Office for prior approval.
(See Application Guide for more information on the required submission.)
Contract Name

Per Contract Subtotal
$
$
$
Contracts Subtotal: $

2. Consultant Fees: For each consultant enter the name (if known), service to be provided, hourly or daily fee (based upon an
8-hour day), and estimated length of time on the project. Unless otherwise approved by the COPS Office, approved consultant
rates will be based on the salary a consultant receives from his or her primary employer. Consultant fees in excess of $550 per
day require additional written justification and must be pre-approved in writing by the COPS Office if the consultant is hired via
a noncompetitive bidding process.
Consultant Name/Title

Service Provided

Computation
( Cost X # Days or # Hours)

Per Consultant Fee
Subtotal

( _________ X _____)

Select one: Days  Hours 
Select one: Days  Hours 

Consultant Fees Subtotal: $
3. Consultant Travel: List all travel-related expenses to be paid from the grant to the individual consultants (e.g., transportation,
meals, lodging) separate from their consultant fees.
Consultant Name/
Event Title

Event Costs

Number of Staff

Per Consultant Travel
Subtotal

Registration
Transportation
Lodging
Per diem

$_________
$_________
$_________
$_________

Registration
Transportation
Lodging
Per diem

$_________
$_________
$_________
$_________

Consultant Travel Subtotal:
4. Consultant Expenses: List all travel-related expenses to be paid from the grant to the individual consultants separate from their
consultant fees and travel expenses (e.g., computer equipment and office supplies).
Consultant Name/Title

Item(s)

Per Consultant Subtotal

Consultant Expenses Subtotal: $

Contracts/Consultants Total:

Contracts (F1) + Consultant Fees (F2) + Consultant Travel (F3) + Consultant Expenses (F4)

$_______________

ORI #:_________________________

Applicant Legal Name:__________________________________

G. OTHER COSTS

No Other Costs Requested 

Instructions: List other requested items that will support the project goals and objectives as outlined in your application.
Provide a specific description for each item and explain how the item supports the project goals and objectives
as outlined in your application.

Please be advised that, to the greatest extent practical, all equipment and products purchased with these funds must be
American-made.
See the program-specific Application Guide for a list of allowable/unallowable costs for this program. Agencies are
encouraged to limit their requests to the lines shown below and group similar items together so that all items are
accounted for on the budget worksheet for each category. However, if your agency requires more lines please check the
available box.
Item Name

Computation

Per Item Subtotal

(# of Items/Units X Unit Cost)
(

)

(

)

(

)

(

)

(

)

(

)

(

)

(

)

(

)

(

)

Other Costs Total: $ __________________

ORI #:_________________________

Applicant Legal Name:__________________________________

H. INDIRECT COSTS

No Indirect Costs Requested 

Instructions: Indirect costs are allowed under a very limited number of specialized COPS programs. Please see the
program-specific Application Guide for a list of allowable/unallowable costs for the particular program to which you are
applying.
If indirect costs are requested, a copy of the agency's fully-executed, negotiated Federal Rate Approval Agreement must be
attached to this application.
Indirect Cost Description

Approved Indirect Cost Rate

Per Indirect
Cost Subtotal
$

Indirect Cost Total: $

_______________

ORI #:_________________________

Applicant Legal Name:__________________________________

BUDGET SUMMARY
Instructions: Please review the category totals and the total project costs below. If the category totals and
project amounts shown are correct, please continue with the submission of your application. Should you
need to make revisions to a budget category, click the “Edit” button for that category.
Budget Category

Category Total

Sworn Officer Positions

$ _______________. 00

Civilian/Non-Sworn Personnel

$ _______________. 00

Equipment/Technology

$ _______________. 00

Supplies

$ _______________. 00

Travel/Training

$ _______________. 00

Contracts/Consultants

$ _______________. 00

Other Costs

$ _______________. 00

Indirect Costs

$ _______________. 00
Total Project Amount:

$ _______________. 00

Total Federal Share Amount:
(Total Project Amount X Federal Share Percentage Allowable)

$ _______________. 00

Total Local Share Amount (If applicable):
(Total Project Amount - Total Federal Share Amount)

$ _______________. 00

Edit

____%
____%

Contact Information for Budget Questions
Please provide contact information of the financial official that the COPS Office may contact with questions
related to your budget submission.
Authorized Official’s Typed Name: _____________________________________________________
Title:

__________________________________________________________________________

Phone:

___________________________________________________________________________

Fax:

____________________________________________________________________________

E-mail Address: ______________________________________________________________________

Paperwork Reduction Act Notice
The public reporting burden for this collection of information is estimated to be up to two hour per
response, depending upon the COPS program being applied for, which includes time for reviewing
instructions. Send comments regarding this burden estimate or any other aspects of the collection of
this information, including suggestions for reducing this burden, to the Office of Community Oriented
Policing Services, U.S. Department of Justice, 1100 Vermont Avenue, N.W., Washington, DC 20530; and to
the Public Use Reports Project, Office of Information and Regulatory Affairs, Office of Management and
Budget, Washington, DC 20503.
You are not required to respond to this collection of information unless it displays a valid OMB control
number. The OMB control number for this application is xxxxxx and the expiration date is xxxxxxx.

FOR MORE INFORMATION:
U.S. Department of Justice
Office of Community Oriented Policing Services
1100 Vermont Avenue, N.W.
Washington, DC 20530
To obtain details on COPS programs, call the
COPS Office Response Center at 800.421.6770
Visit COPS Online at www.cops.usdoj.gov.

e011011250

Revised Date: February 2010

File Type	application/pdf
File Modified	2010-02-19
File Created	2010-02-19