RFP No. 529-12-0077 Texas Disaster Case Management
Attachment A
Instructions for Filling out DCMP Budget Workbooks
The purpose of this document is to provide specific instructions for filling out the Disaster Case
Management Program Budget Workbook (see Attachment B). There are a total of five budget
workbooks: Staffing, State, Management, Provider and Consolidated Summary Sheet. These
workbooks are Excel documents with formulas embedded in them to automatically calculate
appropriate staffing ratios and programmatic costs.
Staffing Budget Workbook:
A. This workbook will automatically update and assign appropriate staffing ratios to
Provider agencies. Simply enter a Projected Caseload number. To ensure proper
calculations of staffing ratio to implement the program.
Provider Budget Workbooks:
A. Personnel: All positions identified in these budget workbooks are authorized for the
Disaster Case Management Program.
1. Personnel Units have been automatically populated when a Projected Caseload
number is entered into the Staffing Budget Workbook. A unit may be reduced to
reflect the program’s need, e.g. a program director may commit only 10% of his
available time because he has other programs to manage. However, assigned units
cannot be increased without the State’s approval.
2. Enter the Cost per Unit for the identified position. For example, an average cost of a
program director according a local customarily rate is $50.00. Excel will
automatically calculate the projected cost for this position for the entire program
duration.
3. The Duration is the expected performance period for the funded DCMP. The
program Duration period may last up to 24 months from the date of declaration.
4. The total amount will be automatically calculated once Unit, Cost per Unit and
Duration columns are completed.
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RFP No. 529-12-0077 Texas Disaster Case Management
Attachment A
B. Fringe Benefits rates vary from State to State.
C. Travel: There are three categories for travel: Mileage, Training and Conference. The
State must use its policy when travel, if a policy is not available, the State may use
GSA’s policy (refer to GSA.gov).
1. Mileage: The Provider will need to provide a projected number of miles disaster case
managers, program managers, finance manager and monitoring manager etc. will
travel per month to perform their work (FEMA does not allow mileage for office based
positions like administrative assistant and data entry). Use the projected number of
miles personnel will need X the number of personnel to determine the Unit Amount.
For example: the program has 100 positions (non office based) to service the
impacted population and they are expected to travel 1000 miles per month to
perform their work; 100 X1000 = 100,000 (enter this figure into the Unit cell).
Enter the current mileage rate into the Cost per Unit cell; this rate depends on the
State’s travel policy, currently this rate is .50 per mile. But this amount may change
during the fiscal year. Consultant or trainer travel costs must be included in the
consultants/trainers sub-category as part of the daily rate approved by FEMA.
2. Trainings: The total Unit is the total number of personnel for the program. The Cost
per unit of training is $1000. The number of trainings or Duration is four. The subtotal will be automatically calculated when all information is entered.
3. Conferences: The total Unit is the total number of personnel for the program. The
Cost per unit of conference is $1000. The number of conferences or Duration is two.
The sub-total line item will be automatically calculated when all information is
entered.
D. Equipment: is defined as items that are over $5000.00.
1. Pre-approved purchases: The sub-total line item will be automatically calculated
when all information is entered.
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RFP No. 529-12-0077 Texas Disaster Case Management
Attachment A
E. Supplies:
1. One Time Purchase: Computers, Mobile Devices (cell-phone) and Air Cards are
approved purchases. One unit will be allowed for each approved position. Admin
Assistant and Data Entry are not authorized to receive Mobile Devices and Air Cards
because they are office based positions. These sub-total line items will be
automatically calculated when all cost information is entered.
2. Re-occurring Purchase: Miscellaneous Office Supplies (a breakdown is necessary)
including copy paper can be purchased on a monthly basis. The total unit is
determined by the total number of personnel under this grant (excluding contractors
and consultants). Duration is determined by the program’s performance period. The
sub-total line item will be automatically calculated when all information is entered.
F. Contractual:
1. This Category may include third party evaluation, consultant, audit and other hired
services (e.g. provide trainings/workshop). Third party evaluation, disaster case
management trainings and audit are only allowed at the State or management level
(but never both). There should be only one Unit for each line item. Enter known
Cost per Unit; the Duration each unit is one. The sub-total line item will be
automatically calculated when all information is entered.
G. Construction: This line item is a non-allowable cost.
H. Other:
A. If there are known costs that do not fit under any budget categories, they can be
entered here. Generally, other costs must be pre-approved by FEMA and the State.
To determine subtotal cost for this line item, enter numbers for Unit, Cost per Unit,
and Duration. The sub-total line item will be automatically calculated when all
information is entered.
I.
Total Program Cost:
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RFP No. 529-12-0077 Texas Disaster Case Management
Attachment A
A. The total program cost will be automatically generated by combining all sub-totals of
budget categories. This is the estimated amount that the program will need to
operate.
Budget Category
Salaries and Wages
Instructions

List each position type and all relevant details, including the
corresponding number of FTEs, hours, weeks, rates of pay, and total
cost.

Indicate how rates of pay were determined. List sources used to make
such determinations (e.g., U.S. Department of Labor).

If rates differ from usual and customary rates for comparable positions
in the local area, provide justification why pay rates differ.
Fringe Benefits

Provide State’s negotiated fringe rate according to the State’s
requirements.

List individual items that constitute the fringe benefit package.

If the fringe rate is not comparable to the usual and customary rate for
the local area, provide justification why.
Travel

Provide the following list of travel expenses for program staff: number of
estimated miles per week, number of weeks, and established State
mileage rate.

Consultant or trainer travel costs must be included in the
consultants/trainers sub-category as part of the daily rate approved by
FEMA.
Equipment

Itemize equipment and provide justification for equipment costs.

Expenses less than $5,000 (e.g., mobile phones or computers) must be
included in the supplies category.
Note: This line item is reserved for individual equipment purchases
exceeding $5,000.
Supplies

Itemize all supplies not normally stocked in a typical business office or
covered by the negotiated indirect rate agreement (e.g., mobile phones,
computers)

Include a justification for each item.
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RFP No. 529-12-0077 Texas Disaster Case Management
Attachment A
Budget Category
Instructions

Consultants/Trainers
Itemize all consultant and trainer costs by identifying person, role, daily
rate, and number of days.

Identify the type of consultation or training that the individuals are
providing.

Provide an estimate of travel related costs (e.g., lodging, mileage, and
number of days)
Note: Ensure all compensation complies with FEMA policy and established
rates of pay.

Other
List all other costs and provide justification for each cost.
Note: Make certain that all Other costs listed are directly related to the
DCM Program.
ALLOWABLE COSTS VS. NON-ALLOWABLE COSTS
Budget Category
Salaries and Wages
Allowable Expenses
Non-Allowable Expenses
Salaries and wages for typical DCM
Positions:
Provider Level:

Program Manager

Finance Manager
No additional positions may be added

Case Management Supervisor
unless approved by FEMA, in writing

Case Manager

Data Entry Specialist

Administrative Assistant
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RFP No. 529-12-0077 Texas Disaster Case Management
Attachment A
Budget Category
Fringe Benefits
Allowable Expenses
Non-Allowable Expenses
Fringe benefits are allowable at the
Fringe benefit costs above the customary
State's negotiated rate allowable
fringe benefit rate for temporary State and
according to the State’s
local provider staff
requirements. Fringe benefits are
for the personnel listed in the
budget and only for the percentage
of time devoted to the project.
Travel

Mileage reimbursement for

Out-of-State travel for DCM personnel
Case Managers for travel to and

Providing transportation for survivors
from location of disaster

Rental or leasing of vehicles
survivors

Attend on-going case
management trainings

All travel costs must be in
accordance with State travel
policy guidelines
Equipment

For equipment purchases
exceeding $5,000 per unit

Pre-Approval for equipment is
required by FEMA
Consultants/Trainers
For contracted consultants, the
maximum FEMA reimbursement
rate is $750 per day, which includes
equipment, supplies, lodging, and
travel costs.
All consultant costs must be
included as part of the daily rate of
$750
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Consultant fees over $750/day
RFP No. 529-12-0077 Texas Disaster Case Management
Attachment A
Budget Category
Supplies
Allowable Expenses

Basic office equipment, such as
Non-Allowable Expenses

computers, mobile phones,
printers, fax machines, or

Refreshments for meetings and
trainings

Video and recording devices,
photocopiers
televisions and other types of video
Supplies include any materials
production equipment
that are expendable or
consumed during the course of
the project

Supply items must be less than
$5000 per unit

Justification is required for each
item
*Other
The budget may identify costs that

Transportation for survivors
are unique to the declared disaster

Direct financial assistance for
area but do not fall into one of the
survivors
budget sub-categories
Note: Costs must not be identified
as miscellaneous (i.e., they must be
described in detail.)
Other:

Rental Office Space
Minimal office space for the
management and administration
functions of the DCM program

New offices must be preapproved by the State

Prior approval from FEMA is
required
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Facility renovation, repair, or construction
RFP No. 529-12-0077 Texas Disaster Case Management
Attachment A
*CATEGORIES TYPICALLY LISTED AS "OTHER"
Other:
Telephone and utility costs directly
Telephone and utility charges not directly
Telephone and
billed to the DCM program
related to the DCM program


Utilities
Other:
Advertising Costs


Advertising costs associated with
FEMA will not provide funding for a
the recruitment of personnel
media campaign or other advertising
required for the DCM program
costs associated with the DCMP
Background Checks for Case

Program management software
Managers

Web site development
FEMA will pay licensing fee for
technology platform
Other:
Costs associated with conducting a
Evaluation
3rd party evaluation as defined
within the Program Manual
Indirect Costs


Indirect Costs are incurred for a
Direct costs defined as:
common or joint purpose
those costs that can be identified
benefitting more than one cost
specifically with a particular sponsored
objective, and is not readily
project relatively easily with a high degree
assignable to a specific grant or
of accuracy, cannot be charged as an
contract
Indirect Cost.
Indirect cost calculations will be
based on the negotiated indirect
cost rate agreement
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