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Budget Information for Applicants


This information must be submitted with all financial assistance applications to NOAA.


Narrative detail of budget justification
We recommend using

  • a spreadsheet format to itemize costs per category, distinguish between proposed Federal costs and the non-Federal match, and separate direct and indirect cost totals AND
  • a narrative format to explain each category and list specifics (positions being funded, equipment/supplies being purchased, etc.). For the non-Federal match, the itemized costs should be separated into cash and in-kind contributions. If in-kind contributions are included, describe briefly the basis (e.g., historic costs, bids, etc.) for estimating the value of these contributions.

Note: NOAA expects that applicants will ensure that no Federal or non-Federal grant funds will be expended for in-kind goods or services, for purposes of providing transportation, travel, and other expenses for any Federal employee. This provision will be incorporated into the award document, if an award is granted based on this application, as a Special Award Condition.

Contact the Prescott Federal Program Officer if you have questions regarding the budget justification at 301-427-8402.

Non-Federal Matching/Cost-Share
The Prescott Grant Program has a 25% non-Federal matching requirement. Details given below for the Federal share must also be given for the matching and cost sharing portion of the grant.

  1. A minimum of 25% of the total costs must be matched by the applicant. Does the application meet the matching requirements?
  2. Are the sources of match clearly identified? (i.e. cash or in-kind contributions)
  3. Does the application provide adequate documentation to support in-kind contributions?
  4. Does the application exclude matching contributions, cash or in-kind, used for other programs?
  5. Does the application exclude Federal funds used as match?
  6. Are all matching contributions necessary for accomplishing the project?
  7. Are all matching contributions in compliance with Federal cost principles?

Personnel (Salaries and Wages)

  1. Is each individual identified by name and position?
  2. Are time commitments such as hours and percent of time stated for each position?
  3. Are the total charges for each person listed along with an explanation of how the costs were calculated?
  4. Do the combined charges for any individual exceed 100% of their time?
  5. Do the time commitments and charges appear reasonable?
  6. For support or executive personnel, are costs charged to salaries excluded from the indirect cost category?
  7. Are all individuals employees of the applicant organization? (If not, explain.)
  8. Are salary increases justified for the award period?
  9. Are any salary/personnel costs unallowable (i.e., Federal Employees or legislative personnel)?

Fringe Benefits
The budget narrative should provide a description of the benefits received by personnel when rates are 25% of the total salary or higher.

  1. Are fringe benefits identified as a separate item?
  2. Are the types of fringe benefits indicated?
  3. Do the fringe benefits and charges appear reasonable?
  4. Are the total charges for each person listed along with an explanation of how the charges were calculated?
  5. Are fringe benefits charged to Federal and matching categories in the same proportion as salaries?


  1. Estimate the number and distance of trips anticipated, along with the estimated mileage, method of travel, cost per mile and duration, number of travelers, per diem rate for meals and lodging, based on your response area and previous years' experience.
  2. If actual trip details are unknown, indicate the basis for the proposed travel charges (identify how you came up with estimates).
  3. Is the requested travel directly relevant to the successful completion of the project?
  4. Are the travel charges reasonable?
  5. Is foreign travel proposed?
  6. Contingency or miscellaneous charges cannot be included.

For equipment costing over $5,000, a description of the item and associated costs is required.

  1. Is each item of equipment listed?
  2. Is there a description of how it will be used in the project?
  3. Has a lease vs purchase analysis been completed?
  4. For each item of equipment, is the number of units, cost per unit and total cost specified?
  5. Is each item of equipment necessary for the successful completion of the project?
  6. Are the charges for each item reasonable?
  7. Are disallowed costs excluded?
  8. Contingency or miscellaneous charges cannot be included.

For supplies costing over $1,500 or 5% of an award, whichever is greater, an explanation is required.

  1. Are equipment and supplies itemized by type of material or nature of expense?
  2. For general office or business equipment or supplies, is the total charge listed along with the basis for the charge (i.e. historical use rates)?
  3. For other specific supply categories, is the number of units, cost per unit and total cost specified?
  4. Are the charges necessary for the successful completion of the project?
  5. Are the charges reasonable?
  6. Are disallowed costs (e.g. liquor, entertainment) excluded?
  7. Contingency or miscellaneous charges cannot be included.


  1. Is each contract or subgrant listed as a separate item? Separate budgets are required for subgrants or contracts regardless of the dollar value.
  2. Are the products/services to be acquired described along with the applicability of each to the project?
  3. Do the costs appear reasonable?
  4. Are any sole source contracts contemplated?
  5. If yes, is a sole source justification included with the application which describes why the proposed sole source entity is the only source capable of meeting the applicant's project needs?
  6. Are disallowed costs excluded?
  7. Contingency or miscellaneous charges cannot be included.
  8. Are there contracts with non-US organizations?
  9. Do you have a CD-512 on file for each of your subgrants or contracts?

No construction of new facilities is allowed under the Prescott Grant Program. Examples of construction-type activities allowed include build-outs, alterations, upgrades and renovations.

  1. Is the type of construction/renovation allowed under this program?
  2. Is the construction/renovation described?
  3. Is the method of cost calculation described?
  4. Are the proposed costs presented in sufficient detail? Should include the following:
    1. A list of work to be performed.
    2. Cost detail by task or work order contemplated.
  5. Is the work being done by the applicant or outside contractors?
  6. Is there a need for the type of work/costs being proposed?
  7. Is there a narrative of cost estimates? (Is there documentation to support cost estimates?)
  8. Are the costs justified, reasonable and allowable? Verify costs proposed to quotes received. (Generally, the presence of more than one bid facilitates program evaluation of reasonableness.)


  1. Are items listed by type of material or nature of expense?
  2. For each charge, is the number of units, cost per unit and total cost specified?
  3. Are the charges necessary for the successful completion of the project?
  4. Are the charges reasonable?
  5. Are disallowed costs (e.g. liquor, entertainment) excluded?
  6. Are charges which duplicate indirect cost items already charged under Indirect Charges excluded?
  7. Contingency or miscellaneous charges cannot be included.

Indirect Charges
Indirect charges/costs are overhead costs for basic operational functions (e.g., lights, rent, water, insurance) that are incurred for common or joint objectives and therefore cannot be identified specifically within a particular project. For proposals of an operational nature, these charges should be applied to the Direct Charges categories above.

  1. Are indirect costs requested?
  2. Is a copy of the current approved rate from the cognizant Federal agency included?
  3. Is the correct rate being used?
  4. Is the rate applied to the correct base?
  5. Are charges which duplicate direct costs excluded? (If no, explain/revise).
  6. Are the indirect costs equal to or less than 25% of the total Federal Direct costs?

Updated: August 10, 2012

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