Creative Victoria
Artists in Schools – Budget guidance
COMPLETING YOUR BUDGET
All applications to Creative Victoria must include a budget. Make sure you have
read the full program guidelines for any program-specific budget requirements.
Use the Excel budget drafting tool to list the project’s estimated expenditure and
income. The sample budget below is for your reference only.
GST
The amounts in the budget must be exclusive of GST
Definition of terms (headings used in the Budget template):
Income
 Grants: Creative Victoria request, and grants from local, state and federal
Government
 Earned income: box office, merchandise, membership, fees, CD/DVD sales,
artwork sales
 Applicant’s and others’ contributions: the school and arts organisation
contributions such as CRT contributions, applicant’s cash contributions,
sponsorship, donations, fundraising, philanthropic
Contributions from other sources
Your budget should include contributions from sources other than Creative
Victoria. Cash contributions should be included under the 'Applicant's and others'
contributions' heading, and In-kind in the corresponding section (see note)
All expected income relevant to the project, including funding submissions to
Local, State and Federal government agencies must be included in the budget.
Please indicate whether these amounts are confirmed (C) or not confirmed (NC).
The amount of funding sought from Creative Victoria should be represented as
projected income, i.e. not confirmed.
If your budget includes income that is not confirmed (NC), (for example, an
application to another funding body) you will need to update us with the results as
they become available. If an application to another funding body is unsuccessful,
or other income becomes unavailable, you will need to submit a revised budget.
Expenditure
 Marketing & promotion: publicity, advertising, printing and design, website
development, digital and social media tools, programs, distribution, flyers
 Project / production costs: materials, costumes, software, equipment, venue
hire
 Administration: office costs, postage, stationary, photocopying, phone, other
overheads, insurance
 Salaries, fees, on-costs: artists salaries (list each artist separately if engaging
two), school Project Coordinator CRT costs, teacher CRT costs for professional
development, superannuation, living allowances/per diems, artist travel and
accommodation costs, Working With Children Check
In-kind
In-kind items – ie non-cash income and support – can be included in your budget.
Identical items specified as in-Kind must appear in both the Income and Expenditure
sections.
If you have an item of expenditure (eg venue hire) that is covered through in-kind
and cash, you must show each expenditure amount as a separate item. The cash
component must appear under the appropriate heading (eg Project / production
costs) and the in-kind component will need to appear in both the Income in-kind and
Expenditure in-kind sections.
Expenditure from Creative Victoria Grant
Expenditure allocated from the amount you are requesting from Creative Victoria
must be noted in the column headed ‘$ CV’ and match the total Creative Victoria
funding requested i.e. $10,000.
It is expected that the majority of the funding will be directed towards artist’s fees. It
is anticipated that artists will negotiate a fee reflecting their level of experience. The
school usually covers the other project costs.
The minimum recommended fee for artists is $405.60 per day. This is based roughly
on the daily rate of a Leading Teacher (Range3-1) and includes some planning.
An artist may be a casual employee of the school or an independent contractor.
Check the Australian Taxation Office website for details
General
The Artists in Schools program will not support the entire cost of a project. Schools
are expected to provide support from within their own resources and/or through
other external funding.
When you have completed the budget the Total Income and Total Expenditure must
match. When developing your budget we recommend detailing what your expenses
are first, then outline your income items to ensure they can cover the relevant
expense items. The school bursar should check your budget before you submit it.
All income and expenditure must be itemised under the relevant headings, including
the approximate value of materials or services provided in-kind by the school,
community or arts organisation.
Significant costs such as artists’ fees should provide some detail, including rate of
pay and time allocated.
Your budget should include adequate CRT relief either in-kind or actual.
Make sure your budget includes allocation for CRT and artists fees to cover
planning time, project time and evaluation and reporting time.
Attendance at the Artists in Schools Induction Day is a required for successful
applicants. Ensure you have budgeted for the artist and Project Coordinator to
attend.
Where to get help
If you have any trouble using the template, you can contact the Artists in Schools
Arts Officer on 8683 3114.
Creative Victoria – budget guidance – page 2 of 3
SAMPLE BUDGET – ANIMATION PROJECT
Each project is different, each school is different. This sample budget is only a guide.
Income
$Budget
Expenditure
Earned income
$Budget
Project / production costs
Ticket Sales to launch of animation – 150 x $4
$600
Software – (3 licenses each) - Adobe Premiere
(Editing), Adobe Photoshop
DVD sales – 100 x $2
$200
Animation puppet-making and set-making
materials
$610
Fundraising, eg auction of students’ / parents’
artwork
$265
Hire of a projector and audio speakers to launch
in School Hall @ $300 per day x 1 day
$300
Local Elder Incursion Fee ($5 x 50 students)
$250
Applicant’s and others’ contributions
$1,600
Marketing & promotion
Contribution towards software – School ICT budget
$1,000
Casual Relief Teacher to cover Project Coordinator
to load animations to school website and copy
DVDs (2 days) – School CRT budget ($304 per
day)
Print & design invitations for launch
$210
$608
Casual Relief Teacher to cover Project
Coordinator to load animations to school website
and copy DVDs (2 days at $304 per day)
$608
Animation puppet-making and set-making materials
– School Arts budget
$610
DVDs x 100
Artist’s contribution - Working with Children Check
(WWC)
$109
Administration
Stationery, copying, phone etc – School Admin
budget
$170
Stationery, photocopying, phone
Casual Relief Teachers to cover Project
Coordinator to attend PD day in Melbourne and
general planning plus a further curriculum planning
day for the Classroom Teacher and Project
Coordinator – CRT budget ($304 x 3)
$912
Grants
Artists in Schools (NC)
$95
$50
$170
Salaries, fees, on-costs
$10,000
$8,518
$8,518
Superannuation, 9.5% of Artist’s fee
$810
$810
Workcover, 2.096% of Artist’s fee
$179
$179
$52
$52
$151
$42
Artist’s fee 21 days @ $405.60 per day; approx.
based on a Leading Teacher daily rate (3-1)
includes planning (artist employed by School
Council)
Travel
Working with Children Check (WWCC - $105)
and Criminal Records Check (CRC - $42)
Casual Relief Teachers to cover Project
Coordinator to attend PD day in Melbourne and
general planning plus a further curriculum
planning day for the Classroom Teacher and
Project Coordinator
Local Elder Speakers Fee
In-kind
$1,216
$304
$250
In-kind
School Equipment /Software– already purchased
$2,500
►
School Equipment/Software – 2 Digital Video
cameras, 2 Digital Cameras, 3 Tripods, 6
Computers, Stop Motion Pro - (Animation
Software)
Parents committee; donate time/ food for catering
at launch (C)
$100
►
Catering for launch
$100
Total Expenditure
$17,324
Total Income
$ CV
$17,324
$2,500
$10,000