TDHS Grant Application Budget Template

The Texas Department of Human Services (TDHS) provides a range of grants to support communitybased programs, research initiatives, and service delivery improvements. A central requirement for any application is a wellstructured budget that demonstrates fiscal responsibility, aligns costs with program objectives, and complies with state regulations. This page explains the purpose of the TDHS Budget Template, walks you through each section, and offers tips for completing a compelling budget narrative.

Why a Standardized Template Matters

• Consistency Reviewers evaluate dozens of applications; a uniform format ensures they can compare proposals quickly.
• Transparency Clearly itemized costs reduce the risk of audit findings and increase confidence in the applicants financial management.
• Compliance The template incorporates mandatory line items such as matchingfund contributions, indirect costs, and allowable expense categories.

Structure of the TDHS Budget Template

The template is divided into three primary worksheets:

1. Summary Overview A highlevel snapshot of total costs, sources of funding, and the overall budget balance.
2. Detailed LineItem Budget Itemizes personnel, equipment, supplies, travel, and other expenses monthbymonth.
3. Budget Narrative A written justification for each major cost category, linking dollars to activities and outcomes.

1. Summary Overview

This section provides a quick reference for reviewers. It typically contains the following fields:

2. Detailed LineItem Budget

Each expense category is broken down by month to show timing and cash flow. Common categories include:

• Personnel Salaries, wages, fringe benefits, and any consultant fees.
• Fringe Benefits Employerpaid taxes, health insurance, retirement contributions, etc.
• Equipment Capital purchases that have a life beyond one year.
• Supplies Consumables, office supplies, and programspecific materials.
• Travel Mileage, airfare, lodging, meals, and per diem.
• Contractual Services Outsourced services such as evaluation, data analysis, or IT support.
• Other Direct Costs Rent, utilities, communication, and participant incentives.
• Indirect Costs Overhead calculated as a flat rate on direct costs.

Below is a sample layout for the Personnel section (numbers are illustrative).

3. Budget Narrative

The narrative is where you tell the story behind the numbers. A strong narrative should:

• Explain why each cost is essential to achieving the projects goals.
• Show that costs are reasonable and based on market rates.
• Demonstrate alignment with the project timeline and milestones.
• Identify any costsharing or inkind contributions.

Example excerpt for the Personnel narrative:

Key Tips for a Successful Budget

1. Read the RFP Carefully Some grants cap travel costs or prohibit certain equipment purchases. Align your template with those restrictions.
2. Use Current Salary Scales Provide citations (e.g., collective bargaining agreements or market surveys) to justify salary levels.
3. Round Numbers Consistently Use whole dollars; avoid unnecessary decimals.
4. Include Contingency Planning If the grant allows, allocate a modest contingency (510%) for unforeseen expenses and explain its purpose.
5. Document InKind Contributions Volunteer hours, donated space, or equipment should be valued at fair market rates and entered in the Other Funding Sources field.
6. CrossCheck Totals Verify that the sum of all lineitems equals the total direct cost, and that indirect costs follow the approved rate.
7. Proofread Both Numbers and Narrative Errors can create the impression of carelessness and may result in a rejected application.

Common Pitfalls to Avoid

• Listing Miscellaneous as a catchall expense without justification.
• Doublecounting costs (e.g., including the same equipment in both Equipment and Supplies).
• Requesting more than the allowable matchingfund percentage.
• Failing to align the budget timeline with the project schedule.
• Using outdated cost rates (e.g., old mileage reimbursement rates).

Downloading and Submitting the Template

The official TDHS Budget Template can be downloaded from the TDHS Grants portal. After completing the spreadsheet, export it as a PDF for the attachment, and attach the separate narrative document (usually limited to 2 pages). Most grant portals require you to upload both files before the final submission deadline.

Final Checklist

1. All required worksheets completed?
2. Numbers add up correctly?
3. Indirect cost rate applied correctly?
4. Budget narrative addresses each major line item?
5. All supporting documentation (e.g., salary certifications, quotes) attached?
6. Submission form filled out and uploaded before the deadline?

Following this guide will help you develop a clear, compliant, and persuasive budget that strengthens your TDHS grant application. Good luck!