Budget Guidelines for Grant Proposals

Budget Templates
Arts & Cultural Heritage Grants for Organizations, Individuals, or Small Towns
Arts & Cultural Heritage Grants for Schools
Arts Project Grant
Quick Grants for Individuals or Organizations
Anishinaabe Arts Initiative Grants
Individual Artist Grants

Arts and Cultural Heritage and State Funded Grants

  • Arts & Cultural Heritage Grants for Organizations, Individuals, Small Towns or Schools
  • Arts Project Grants
  • Quick Grants for Individuals or Organizations

Project Expenses: Put each of your budget items under the appropriate heading in the provided excel template. Any non-allowable expenses should be listed in a separate document.

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 & Cultural Heritage 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. There is no cash match required for Arts & Cultural Heritage Grants for Schools, Community Arts Support Grants, Young Artist Grants, or Quick 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

  • Artist Fellowships
  • Individual Artist Grants
  • Anishinaabe Arts Initiative Grants & Fellowships
  • Quick Grants for Individuals

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.

The R2AC Artist Fellowship and Anishinaabe Arts Initiative Fellowship do not require a budget.

Project Start Date and Initial 80% Payments for Individual Artist Grant: Projects must start within one year of the grant award. A project start date may be the first planning date of a project, and must be at least two weeks after the grant review date. Unless otherwise requested, grant awardees will be mailed 80% of their award 30 calendar days prior to the project start date indicated on their application.

Project End Date and Final 20% Payment for Individual Artist Grant:: Project end dates may be no later than 18 months from the grant award date. All final reports must be submitted within 45 calendar days of the indicated project end date. Payment of the final installment of 20% of a grant award is contingent on adherence to the Final Report Policy.