Budget Guidelines for Grant Proposals

Budget Templates
Arts Access Grants or Arts Access for Small Towns Grants
Arts Learning Grants
Cultural Traditions in the Arts Grants
Arts Project Grant
Anishinaabe Arts Initiative Grants
Individual Artist Grants

Arts and Cultural Heritage and State Funded Grants

  • Arts Access Grant
  • Arts Learning Grant
  • Cultural Traditions in the Arts Grant
  • Arts Access for Small Towns Grant
  • Community Arts Support Grant
  • Arts Project Grant
  • Young Artist Grant

Unallowable Expenses: Grant writing will no longer be an allowable expense. Expenses incurred prior to the Earliest Start Date listed for a grant are not allowed, such as rehearsal expenses for theater performances if rehearsals start before the Earliest Start Date for the grant. Food and drink for events are unallowable expenses for grants funded by the Clean Water, Land, & Legacy Amendment, including the Arts Access Grants, Arts Learning Grants, Cultural Traditions in the Arts Grants, Arts Access for Small Towns Grants, Community Arts Support Grants, or Young Artists Grants. On the budget templates for each of these grants you can indicate which estimated project expenses are covered by the grant funds and which are covered by your own income or funds. Make sure you have indicated that any unallowable expenses included in the grant are covered by  your own income or funds to ensure your grant will be eligible for funding.

Project Expenses: Put each of your budget items under the appropriate heading in the provided excel template.  Applicants must include all expenses (including unallowable expenses, such as grant writing and food and drink for Arts Access, Arts Learning, Cultural Traditions in the Arts, or Arts Access for Small Towns Grant projects) on the budget form. For every unallowable expense make a note of how it will be covered by applicant funds, donated funds, income, or listed as an in kind donation. The total grant request may only cover allowable expenses.

Festival Project Costs: Grant budget and income for a proposed festival project must only be for the arts portion of the overall festival activity. If rentals or other items will be shared by arts and non-arts events at the festival, indicate in your project budget only the percentage of the rental expenses that will be used for the arts portion of the festival activity.

Indirect or Overhead Expenses
No more than 15% of the overall project budget may be dedicated to indirect or overhead expenses.

The following, when they exist above and beyond the running of a project, are considered indirect or overhead expenses: Accounting, clerical support, supervisory personnel, facilities management, human resources, phone services, office supplies, utilities, technology services, communications, insurance, legal services, rent/lease, and security costs. Indirect expenses are those linked to the daily running of your organization and are sometimes referred to as the “cost of doing business.” Any expenses linked directly to the project are direct expenses and can be listed in the budget in the appropriate category or under “Other.”

Eligible overhead costs for staff salaries are those parts of a salary or wage that compensate staff for work that supports the organization during the time of the project, but which are not specifically and directly related to the project. Staff salaries, which go above and beyond the staff members’ regularly paid hours, but are directly related to the project, are allowable expenses, and are not considered indirect or overhead costs.

Fees for a consultant who works specifically on a grant project should be listed as a separate line item in the budget.

Fees for an Artist in Residence: R2AC recommends schools pay artists in residence at the rate of $300 per 4 contact hours.

Mileage: The current IRS rate may be used when calculating mileage.

Cash Match: For Arts Project Grants the applicant is required to secure a cash match equal to 20% of the total project cost. For Arts Access Grants, Arts Learning Grants, Cultural Traditions in the Arts Grants, or Arts Access for Small Towns Grants the applicant is required to secure a cash match equal to 20% of the total project cost minus any equipment purchases. Equipment or “non-expendable” item purchases requires a separate cash match of 25% of the cost of the equipment. The sum of the 20% cash match and 25% cash match will equal the total cash match. Schools can apply for an Arts Learning Grant for up to $3,000 without a cash match. There is no cash match required for Community Arts Support Grants or Young Artist Grants.

Project Income: Your cash match can be secured through any combination of applicant’s funds, grants or donations, income from ticket sales or fees charged for your arts activity, or in-kind donations of goods or specialized services. The project income must be equal to or greater than the total cash match required for your proposed project.

In-Kind Donations: These are non-cash donations of goods, rent or specialized services. According to accounting rules, in-kind services require specialized skills, are provided by individuals possessing those skills, and would typically need to be purchased. Examples of those providing specialized services are accountants, doctors, lawyers, teachers, etc. In-kind contributions must be expressed as both contributed revenue and as an expense item, indicating what your organization would have spent to purchase the item or service.

Note: An individual’s time spent as a volunteer ticket taker, usher, or stuffing envelopes is considered a community contribution or support, but is not an in-kind expense. This is because the service is not a specialized skill that can have a set value placed upon it.

McKnight Funded Grants

  • R2AC Artist Fellowship
  • Individual Artist Grant
  • Anishinaabe Arts Initiative Grants & Fellowship

Total Estimated Project Expenses: Please list all of the allowable budgetary expenses associated with this project. The Estimated Project Costs may be greater than, less than, or equal the funding limit.

Allowable Budgetary Expenses Include:

  • Fees, honoraria, contracted labor
  • Mileage (the current IRS rate may be used to calculate mileage), air fare, lodging, meals
  • Publicity
  • Printing
  • Equipment
  • Materials & Supplies
  • Rental space
  • Artist time to engage in grant project

Cash Match: For the R2AC/McKnight Individual Artist Grant the applicant must provide a cash match of 25% of the total expenses for the following:

  • Equipment
  • Purchase of software
  • Hiring a website designer/developer
  • Internet access or hosting fees associated with the project
  • Subscription fees associated with the project

The Anishinaabe Arts Initiative Grant, the Anishinaabe Arts Initiative Fellowship, and the R2AC Artist Fellowship do not require a cash match and the Fellowships do not require a budget of any kind.