Budget Instructions


  • Clarity is very important in the budget. It should be clear how each cost is calculated, why it is incurred, and what funds will be used to meet this cost.  Fuzzy numbers or incomplete information decrease confidence in the organization’s ability to manage the grant.
  • Do not ask for more than necessary thinking NMHC may cut the project budget. Be resourceful and economical, demonstrate how Sponsor is leveraging resources.
  • Recruit partners. Show clear roles and responsibilities to create a stronger program together.
  • Grants are contracts. Phase project accordingly and don’t promise more than possible to deliver. 

Matching/Cost Share Columns

Applicants must pledge funds from other sources that at least equal the amount requested from NMHC.  In-kind and cash contributions from third party sources are an indication of broad support for the project.  Cost sharing can come from:

In-kind donations to the project from the Sponsor Organization(s) or other individuals or organizations, consisting of goods, services, or volunteered time. Volunteer services should be valued at rates consistent with those ordinarily paid for similar work.

  • Cash contributions from outside sources, known as third parties. Third-Party donations must be committed during the contract period.  Documentation must be provided in the form of a donor letter (see Project Director Handbook for sample), copy of each check and related deposit slips.

  • Cash contributions from the project’s Sponsor Organization(s). Cash contributions may not come from an organization’s board or board member, the project director, or any other individual who might be seen as to gain benefit by financially supporting the proposed program.

  • Project income directly generated from activities or events NMHC is asked to support.

    This income must be included and must be used to defray project costs.

**Please note that applications for the Archaeology Education Grant do not require any cost sharing or match, but we still will request that information.**

Funds Requested Column

In this column there are four possible types of expenditures that NMHC can fund:

l. Services and Supplies: This category includes expenditures for support for a project.  For items listed as “other,” check with NMHC staff to make sure that the service is allowable. For example, a fee for the services of a videographer may not be allowable, given the limitations on funding video production.

ll. Publicity: Include the cost of advertising, production of flyers and posters, and distribution of press releases and announcements.  Be clear about the intended audience and how they will find out about the program.  Public service announcements (PSA) can count as a cost-share item; check with the broadcaster for the market value of a PSA.

lll. Travel

Commercial Travel: Commercial travel (airplane, bus, or rail) must be figured at economy or coach rate.  
All air travel paid with grant funds must be on U.S. air carriers.

 Mileage Allowance: $0.585 per mile (destinations and mileage must be included).

• Per Diem Allowance: Up to $90 per night for lodging and $35 per day for meals ($8 for breakfast, $12 for lunch, $15 for dinner). NMHC will generally fund meals only if an overnight stay is required. Applicants may budget for higher rates for travel costs, provided the difference between NMHC and budgeted rates comes from other sources (third party or sponsor’s cash or in-kind donations).  Higher rates for per diem food costs are disallowed for inclusion as in-kind contributions.

lV. Honoraria: NMHC funds requested for personnel should be modest stipends rather than salaries. Because of its limited resources, NMHC cannot compensate project participants for the full value of their time or services on a project. NMHC will pay up to $350 honoraria per speaker for a single public event.*

*Please noteApplicants may budget for personnel costs at a higher rate than NMHC allows, if the difference between the budgeted rate and an honorarium comes from other funding sources. Except for single, one-time honorarium payments, personnel costs (for payments from NMHC funds or in-kind contributions) must be figured on the basis of an appropriate hourly wage for the position.

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File: BudgetFormTemplateforFoundant.pdf (approx 424.30 kB)

Budget Form

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