Entering Grantee-Level Cost Measures
This set of measures is intended to help monitor and track resource use by the grantee and any partners
the grantee worked with to implement the program. These measures focus on three categories of
resources: personnel costs (Part 1), office space and facilities (Part 2), and financial diversification and
sustainability (Part 3).
The resources used in these categories during a reporting period may differ from your program budget,
reported expenditures, or both. For example, you may receive some resources, such as office supplies or
transportation, free of charge from your agency or another agency. To have a full understanding of all of
the resources used by your program in these categories, it is important to consider all reported
expenditures and donations when preparing these measures.
Part 1: Personnel Costs
Part 1 asks you to (1) enter information on costs incurred by personnel at the grantee and any partners
entered on the Grantee/Implementing Organization tab and (2) allocate personnel costs across a
specified set of activities. First, enter the total personnel costs for each agency. Personnel costs should
include salary, payroll taxes, benefits, and paid overtime for all personnel working on the OAH-funded
grant program. Second, for each agency, provide your best estimate of how personnel costs are spread
across a set of six activities (defined below). Enter percentages as whole numbers. The percentages
entered for the six activities for an agency should sum to 100%. Definitions for each activity are:
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General Admin: activities that support program operations, such as developing budgets and
financial reports; developing or managing contracts, program policies, and procedures; and
other general management or administrative activities.
Participant recruitment and retention: communicating with other agencies and people,
including potential participants, to inform them about services available through the program;
enrolling youth in the program; and implementing practices that encourage youth to attend and
complete the program.
Staff training: providing or attending training on topics related to service delivery, program
operations, or staff supervision.
Providing program services: delivering any activity associated with the program. Depending on
the program, this may involve preparing for and delivering core group-based elements of the
program or one-on-one activities, conducting case management on behalf of the youth, meeting
individually with youth to address concerns, providing or participating in supplemental program
services, or delivering parent education sessions or school assemblies. Also include time
personnel spend traveling to locations to provide services or transporting youth.
Fidelity monitoring: collecting and analyzing data to assess whether facilitators deliver the
program model as intended by the developer, monitoring program implementation, and
supporting program improvement. Include time for both the Office of Adolescent Health’s
required performance measures and for any additional fidelity monitoring conducted beyond
the required measures.
Evaluation: planning program evaluation activities, such as those conducted for a rigorous local
or federal evaluation or as required by other funders; providing or collecting data required for
rigorous program evaluation; and traveling for evaluation-related purposes. This does not
include personnel costs associated with gathering or reporting on the performance measures
required by the Office of Adolescent Health.
Part 2: Office Space and Facilities
Part 2 asks you to enter (1) how the cost of office space and other facilities used by the program is
funded and (2) how much you pay to use space, if payment is required. Please consider all of the space
that staff use for the program, even if the program had no direct expenses for the use of space. Also,
consider space used by the grantee and any partners involved in implementation. You will need to select
one response option to indicate whether all space is used free of charge, some space is used free of
charge, or all space requires payment. Enter the amount paid to use any facilities that required payment
by the program or a partner; enter $0 if there were no expenses.
Part 3: Financial Diversification and Sustainability
Part 3 focuses on resources obtained from sources outside of OAH during the reporting period. For each
category (defined below), enter (1) the amount of funding received to support ongoing activities and (2)
the amount of funding received that will support future activities. Definitions of categories are:
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Fund raising or cash: any money or fees received from other agencies or individuals (e.g., cash
received from program participants for fees charged to attend program activities).
Other grants: grants received from any agencies other than the Office of Adolescent Health that
support any aspect of the teen pregnancy prevention program.
Internal agency funding: funding or in-kind contributions provided to the teen pregnancy
prevention program by the agency that receives the TPP grant from the Office of Adolescent
Health. This could include contributions to salaries for staff that work on the grant for a larger
proportion of time than the grant covers; donation of supplies, material, equipment, or facilities;
or contributions to any overhead or shared costs that are not fully covered by the TPP grant.
In-kind contributions: goods provided by agencies or individuals outside of the agency that
receives the TPP grant from the Office of Adolescent Health and may support any program
aspect. Any support received from volunteer staff should be included as part of in-kind
contributions.
Entering Implementing Organization-Level Cost Measures
This set of measures is intended to help monitor and track resource use by each implementing
organization for each program. If an implementing organization provides multiple programs, they will
need to complete this section once for each program provided. If the grantee pays any of these costs
directly for the implementing organization, the grantee and implementing organization should
coordinate to ensure the cost information is entered. If payments provided by a grantee support the
work of multiple implementing organizations, ensure that the information entered across implementing
organizations reflects the full payment and does not duplicate costs. Measures in this section focus on
two categories of resources: (1) payments to program developers or distributors (Part 1) and (2) other
direct costs to support program implementation (Part 2).
The resources used in these categories during a reporting period may differ from your program budget,
reported expenditures, or both. For example, you may receive some resources, such as program
materials or supplies, free of charge from your agency or another agency. To have a full understanding
of all of the resources used by your program in these categories, it is important to consider all reported
expenditures and donations when preparing these measures.
Part 1: Payments to Program Developer or Distributor
Part 1 asks implementing organizations to provide information on any payments made to a program
developer or distributor during the reporting period. Payments could have been made to purchase
curriculum material, receive training or technical assistance, support fidelity monitoring, or any other
activity. If the organization paid multiple agencies that could be classified as a developer or distributor,
please aggregate payments and enter one amount in the space provided. After entering in the total
amount paid, check all categories that apply to describe what your organization received for these
payments.
Part 2: Other Direct Costs To Support Program Implementation
Part 2 asks implementing organizations to report on expenditures that supported program
implementation beyond those paid to a program developer or distributor. The section lists eight
potential categories where the implementing organization may have had expenditures. Enter the total
amount paid during the reporting period to cover any activities, payments, or expenditures associated
with the category. Aggregate all costs for the category, even if costs were paid to multiple entities.
Please enter $0 if the organization had no expenditures associated with a category.