Tips For Estimating GEAR UP Costs

Gaining Early Awareness and Readiness for Undergraduate Programs
Tips for Completing Year 4 Budget Worksheet
1. Approved GEAR UP work plans will be funded by both federal (reimbursement) and
non-federal (cost share) resources.
2. An initial GEAR UP allocation and target cost share amount have been provided. Total
costs requested for reimbursement cannot exceed the GEAR UP allocation, and the
match amount committed may not be less than the target amount.
3. When considering needs, think about:
● who (besides GEAR UP Coordinators) will devote significant time to activity(ies)
-- district staff? consultants? volunteers?
● how much time, and what is the value of that time
● other resources (supplies, fees, transportation) necessary to accomplish tasks
● scope (how many students/families are involved, etc.)
4. Common cost components (federal + match) for estimating include:
(a) School Personnel (salaries + benefits)
(b) Non-District Personnel (including volunteers)
(c) Travel (conference registration, air fare, mileage, meals, lodging)
(d) Materials & Supplies (including refreshments for events)
(e) Printing & Photocopying
(f) Postage
(g) Student Transportation (buses)
(h) Student Fees (entrance fees, course costs, test fees, etc.)
(i) Technology Purchases (computers, software, etc.)
5. The likeliest sources of match for most schools are (1) time contributions from School
Personnel funded from non-federal sources (multiple work plan tasks); and (2) the value
of waived costs related to facility usage (4.3 GEAR UP Space). Information on projected
Year 4 amounts based on Years 1-3 actuals for both of these sources will be provided.
6. Year 4 Planning Guide work plan tasks accompanied by the Budget Note “No anticipated
costs associated with this activity” are not listed on the Year 4 Budget Worksheet;
however, if there is cost share associated with these tasks, please note that on the Budget
7. If your school plans to assemble a teacher-led team of students to complete in the 201516 Real World Design Challenge, note any projected costs (associated with acquiring
necessary computer hardware) under 1.3 STEM Enrichment & Exposure (Planning
Guide Page 2).
8. For work plan task 4.4 Data Liaison Responsibilities, budget $500 for the purchase of the
National Student Clearinghouse (NSC) Student Tracker for High Schools program,
unless the District has an existing contract with NSC for this program.
9. Travel costs (Planning Guide page 12) have already been estimated and provided to you
as notes on the Budget Worksheet. Read those notes carefully – they will tell you the key
events/dates, and minimum/maximum number of attendees. One way to free up GEAR
UP funds for other initiatives is to choose the minimums in these categories; another way
is to transfer some of these costs to match (or another federal source).
10. Be as detailed as possible in your cost estimates; use information provided by NAU
GEAR UP as well as your business office.
11. For non-district personnel, use pay rates consistent with those your District or other local
employers ordinarily pay for similar work (including benefits). When calculating adult
volunteer time, use $22.52 per hour (the Arizona volunteer rate per; when calculating high school student volunteer time, use
$8.05 per hour (the Arizona hourly minimum wage).
12. Costs can be shared (split) among sources; i.e., you can propose that a work plan task /
initiative be paid for 50% with GEAR UP funds and 50% with match funds.