COPS Budget Detail Worksheets

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 

HI00000
ORI #:_________________________

Enter the second year base
salary for one entry-level
sworn officer position.
37,000
$__________________.00

Enter the current first year
entry-level base salary for
one sworn officer position.
36,000
$__________________.00

Exempt: 

6.2%  Fixed Rate: 

Exempt: 

Fixed Rate: 

Exempt: 

Exempt:

Worker’s Compensation

Unemployment Insurance

16,817
$ _____________________________00
53,817
$ _________________.00

16,362
$ _____________________________00
52,362
$_____________.00

Benefits Sub-Total Per Year (1 Position)

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

$ _____________.00

(Year 2)

_______%

_______%

_______%

_______%

2
_______%

5
_______%

55,271
$ _________________.00

(Year 3)

17,271
$ _____________________________00

$ _____________.00

$ _____________.00

$ _____________.00

760
$ _____________.00

1,900
$ _____________.00

18
_______%

_______%

_______%

_______%

19
_______%

1.45
_______%

_______%

% OF BASE

161,450
2
322,900
D. Total Salary and Benefits for Years 1, 2, and 3 (1 Position): $______________________
X _____#
of Positions = $_____________________________

(Year 1)

_______%

_______%

$ _____________.00

$ _____________.00

Other_______________________________

_______%

_______%

2
_______%

5
_______%

$ _____________.00

$ _____________.00

740
$ _____________.00

1,850
$ _____________.00

6,840
$ _____________.00

Other_______________________________

2
_______%

720
$ _____________.00

_______%

5
_______%

1,800
$ _____________.00

6,660
$ _____________.00

$ _____________.00

18
_______%

$ _____________.00

$ _____________.00

7,220
$ _____________.00

551
$ _____________.00

$ _____________.00

COST:

Year 3 Fringe Benefits

38,000
$__________________.00

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

Year 3 Salary (As applicable)

_______%

_______%

_______%

19
_______%

1.45
_______%

_______%

% OF BASE

$ _____________.00

18
_______%

6,480
$ _____________.00

$ _____________.00

$ _____________.00

$ _____________.00

7,030
$ _____________.00

537
$ _____________.00

$ _____________.00

COST:

Other_______________________________

Fixed Rate: 

Fixed Rate: 

Retirement

_______%

Number of Hours Annually: _________

Sick Leave

_______%

_______%

19
_______%

1.45
_______%

_______%

% OF BASE

$ _____________.00

$ _____________.00

Number of Hours Annually: _________

Vacation

6,840
$ _____________.00

$ _____________.00

Family: 

522
$ _____________.00

$ _____________.00

COST:

Year 1 Fringe Benefits

Life Insurance

Individual: 

Health Insurance
Fixed Rate: 

1.45%  Fixed Rate: 

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

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

Full-Time Entry-Level Sworn Officer Base Salary Information

Any Town Police Department
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 only)
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

$83,779.00**

$80,725.00**

$77,671.00**

Local Share*

$20,945.00

$26,909.00

$32,871.00

Totals

$104,724.00

$107,634.00

$110,542.00

(Pre-populated)

(Pre-populated)

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

$322,900.00

Total federal share:

$242,175.00

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

$80,725.00

(Pre-populated)

*These calculations are based on the sample budget provided which includes a 25% local match; for sworn
officer costs only
**The example above shows a decrease in the Federal share each year of the grant and a progressive
increase of the local share. This was achieved through the following calculations:
Sample Local Match: 25% of the total cost of all sworn positions – ($322,900.00 x 25% = $80,725.00)
20% of the total cost $104,724.00 in year 1:
25% of the total cost $107,634.00 in year 2:
29.736% of the total cost $110,542.00 in year 3:

Total:

$20,945.00
$26,909.00
$32,871.00
$80,725.00 Required Local Match.

HI00000
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.
45, 000
$_______________
100
x________%
of time on project =
45, 000
$__________________.00

Exempt: 

6.2% 

Exempt: 

Number of Hours Annually: _________

Sick Leave

.12
_______%

54
$ _____________.00

$ _____________.00

Other Disability Insurance

Other_______________________________

61,850
$_____________.00
(A+B)

60,050
$_____________.00(A+B)

_______%

.12
_______%

.08
_______%

1.26
_______%

_______%

_______%

12.31
_______%

1.01
_______%

11.01
_______%

1.45
_______%

6.2
_______%

% OF BASE

63,705
$_____________.00
(A+B)

15,964
$ _____________.00

$ _____________.00

57
$ _____________.00

38
$ _____________.00

602
$ _____________.00

$ _____________.00

$ _____________.00

5,877
$ _____________.00

482
$ _____________.00

5,256
$ _____________.00

692
$ _____________.00

2,960
$ _____________.00

COST:

Year 3 Fringe Benefits

Year 3 Salary (As applicable)
Enter the third year base salary
for one civilian/
non-sworn position.
47,741
$_______________
100
x________%
of time on project =
47,741
$__________________.00

Civilians/Non-Sworn Personnel Total $185,605

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

_______%

.12
_______%

.08
_______%

1.26
_______%

_______%

_______%

12.31
_______%

1.01
_______%

11.01
_______%

1.45
_______%

6.2
_______%

% OF BASE

15,500
$ _____________.00

$ _____________.00

56
$ _____________.00

37
$ _____________.00

584
$ _____________.00

$ _____________.00

$ _____________.00

5,706
$ _____________.00

468
$ _____________.00

5,103
$ _____________.00

672
$ _____________.00

2,874
$ _____________.00

COST:

Year 2 Fringe Benefits

Year 2 Salary (As applicable)
Enter the second year base
salary for one civilian/
non-sworn position.
46, 350
$_______________
100
x________%
of time on project =
46, 350
$__________________.00

15,050
$ _____________.00

185,605
D. Total Salary and Benefits for Years 1, 2, and 3 (1 Position): $________________

Total (A+B)

Benefits Sub-Total Per Year (1 Position)

_______%

.08
_______%

Fixed Rate: 

36
$ _____________.00

Exempt:

Unemployment Insurance

1.26
_______%

567
$ _____________.00

Fixed Rate: 

Exempt: 

Worker’s Compensation

_______%

$ _____________.00

Fixed Rate: 

Retirement

_______%

12.31
_______%

5,540
$ _____________.00

Number of Hours Annually: _________

Vacation
$ _____________.00

1.01
_______%

455
$ _____________.00

Individual: 

Life Insurance

Fixed Rate: 

1.45
_______%

6.2
_______%

% OF BASE

11.01
_______%

Family: 

653
$ _____________.00

2,790
$ _____________.00

COST:

Year 1 Fringe Benefits

4,955
$ _____________.00

Health Insurance

Fixed Rate: 

1.45%  Fixed Rate: 

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)

distribution, and use of meth.

Description Handle cases related to production,

Position Title Meth prosecutor

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

Any Town Police Department
Applicant Legal Name:__________________________________

Any Town Police Department
Applicant Legal Name:__________________________________

HI00000
ORI #:_________________________

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. Non-expendable
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
(# of Items/Units X Unit Cost)

Per Item Subtotal

Laptop computers

(40

X 7,000 )

$ 280,000

Modems

(40

X 5,600 )

$ 224,000

Thermal printers

(40

X 6,300 )

$ 252,000

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

Equipment/Technology Total: $ 756,000

Any Town Police Department
Applicant Legal Name:__________________________________

HI00000
ORI #:_________________________

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 lines please check
the available box.
Item Name

Computation

Per Item Subtotal

(# of Items/Units X Unit Cost)
Notebooks/paper
Writable CD Roms

( 1000 X

.25)

$ 250
$ 100

(1

X

100 )

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

Supplies Total: $350

Any Town Police Department
Applicant Legal Name:__________________________________

E. TRAVEL/TRAINING

HI00000
ORI #:_________________________

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
Grant Kick-off Conference

Event Costs

Number of Staff

Per Event
Subtotal

Registration
Transportation
Lodging
Per diem

$ 0
$ 500
$ 300
$ 100

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

$___________
$___________
$___________
$___________

$

3

$ 2,700

Travel/Training $ 2,700
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

Interoperability Project

$250,000

Contracts Subtotal: $250,000
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

Joe Smith, President

Service Provided

Project Oversight and
Implementation

Computation
( Cost X # Days or
# Hours)

Per Consultant Fee
Subtotal

(500 X 250)
Select one: Days  Hours 

$125,000

( _____ X _____)
Select one: Days  Hours 

$

Consultant Fees Subtotal: $ 125,000
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
Joe Smith
COPS Conference

Event Costs
Registration $
Transportation
Lodging
Per diem

0
$ 300
$ 300
$ 100

Registration
Transportation
Lodging
Per diem

$_________
$_________
$_________
$_________

Number of Staff
1

Per Consultant Travel
Subtotal
$ 700

$

Consultant Travel Subtotal: $700
4. Consultant Expenses: List all expenses to be paid from the grant to the individual consultants separate from their consultant
fees and travel expenses (e.g., computer equipment, office supplies).
Consultant Name/Title

Item(s)

Per Consultant Subtotal
$0

Consultant Expenses Subtotal: $ 0

Contracts/Consultants Total:

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

$375,700

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)
Software Package

( 4

X

1000 )

$ 4,000

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

(

X

)

$

Other Costs Total: $ 4,000

Any Town Police Department
Applicant Legal Name:__________________________________

H. INDIRECT COSTS

HI00000
ORI #:_________________________

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: $ 0

Any Town Police Department
Applicant Legal Name:__________________________________

HI00000
ORI #:_________________________

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

Edit

A.

Sworn Officer Positions

$

322,900

.00

B.

Civilian/Non-Sworn Personnel

$

185,605

.00

C.

Equipment/Technology

$

756,000

.00

D.

Supplies

$ _______________.00
350

E.

Travel/Training

$

2,700

.00

F.

Contracts/Consultants

$

375,700

.00

G.

Other Costs

$

4,000

.00

H.

Indirect Costs

$ _______________.00
Total Project Amount:

$

1,647,255

.00

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

$

1,235,441

.00

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

$

411,814

.00

75%
25%

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.
James Miller
Authorized Official’s Typed Name: _____________________________________________________
Budget Director, Any town, HI
Title: __________________________________________________________________________
(xxx)-xxx-xxxx
Phone: ___________________________________________________________________________
(xxx)-xxx-xxxx
Fax: ____________________________________________________________________________
[email protected]
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