Common use of Cost Proposals Clause in Contracts

Cost Proposals. a. All anticipated expenditures shall appear in the Provider’s submitted cost proposal (budget), using the form and format prescribed by the Council. No costs may be incurred without prior approval of budget line items by the Council contract manager. Possible changes should be sent to the contract manager in advance of a formal budget revision to determine if costs are allowable and a budget revision is necessary. It is incumbent upon the Provider to submit considered changes as soon as possible to allow sufficient time to review the request. b. Expenditures should be tracked throughout the year to ensure all funds will be expended timely. The cost proposal must include a budget narrative to describe and justify how each line item is related to program activities. The cost proposal will not be approved without a detailed budget narrative with sufficient explanation. c. In accordance with the following guidance, any required formal budget revision shall include any previous revisions not appearing in the current budget. New line items included in budget revisions, if approved, shall be effective as of the submission date. 1) A formal budget amendment is not required when any of the following occur. However, written notification to the contract manager must be provided within the applicable timeframe required in this subcontract. • A less than ten (10) percent variance from any current budget category total. • No significant difference in salary when a vacant position funded under this subcontract is filled. • When an open position is filled within a ninety (90)-day period. 2) A budget amendment is required along with a written justification when any of the following occur. • A 10% variance from any current budget category total. • A significant difference in salary when a vacant position funded under this subcontract is filled. • When an open position is not filled within a 90-day period. • A change in the funded program director. • When multiple minor changes have been made (see a) above), a budget revision may be required. d. Prior approval shall be obtained from the Council contract manager for any travel and/or training not specifically identified and approved in the current cost proposal. If line items include travel to a conference or training, an agenda, presenter credentials and itemized costs are required to be submitted for prior approval. Attending staff should appear in the salary portion of the budget or they must be approved by the contract manager. Allow seven (7) working days for an approval. e. The Provider shall ensure all activities related to printing, advertising and brochure costs are proofed and incurred by December 31; with the exception of activities and costs related to Sexual Assault Awareness Month (SAAM). Printing, advertising, and brochures are to be distributed during the subcontract year, not purchased at the end of the year for another contract period. 1) The Provider shall ensure all SAAM event printing, advertising, and brochures are proofed and incurred no later than February 28. 2) No cost proposal revisions related to SAAM will be accepted after February 28.

Cost Proposals. a. All anticipated expenditures shall appear in the Provider’s submitted cost proposal (budget), using the form and format prescribed by the Council. No costs may be incurred without prior approval of budget line items by the Council contract manager. Possible changes should be sent to the contract manager in advance of a formal budget revision to determine if costs are allowable and a budget revision is necessary. It is incumbent upon the Provider to submit considered changes as soon as possible to allow sufficient time to review the request. b. Expenditures should be tracked throughout the year to ensure all funds will be expended timely. The cost proposal must include a budget narrative to describe and justify how each line item is related to program activities. The cost proposal will not be approved without a detailed budget narrative with sufficient explanation. c. In accordance with the following guidance, any required formal budget revision shall include any previous revisions not appearing in the current budget. New line items included in budget revisions, if approved, shall be effective as of the submission date. 1) A formal budget amendment is not required when any of the following occur. However, written notification to the contract manager must be provided within the applicable timeframe required in this subcontract. • A less than ten (10) percent variance from any current budget category total. • No significant difference in salary when a vacant position funded under this subcontract is filled. • When an open position is filled within a ninety (90)-day period. 2) A budget amendment is required along with a written justification when any of the following occur. • A 10% variance from any current budget category total. • A significant difference in salary when a vacant position funded under this subcontract is filled. • When an open position is not filled within a 90-day period. • A change in the funded program director. • When multiple minor changes have been made (see a) above), a budget revision may be required. d. Prior approval shall be obtained from the Council contract manager for any travel and/or training not specifically identified and approved in the current cost proposal. If line items include travel to a conference or training, an agenda, presenter credentials and itemized costs are required to be submitted for prior approval. Attending staff should appear in the salary portion of the budget or they must be approved by the contract manager. Allow seven (7) working business days for an approval. e. The Provider shall ensure all activities related to printing, advertising and brochure /advertising/ promotional item costs are proofed and incurred approved by December 31; with the exception of activities and costs related to Sexual Assault Awareness Month (SAAM). Printing, advertising, and brochures /advertising/ promotional items are to be distributed during the subcontract year, not purchased at the end of the year for another contract period. 1) The Provider shall ensure all SAAM event printing, /advertising, and brochures /brochures/ promotional items are proofed and incurred approved no later than February 28. 2) No cost proposal revisions related to SAAM will be accepted after February 28. f. The Provider shall review the budget proposal monthly to verify expenditures align and make necessary adjustments to ensure all funds will be expended during the subcontract period. g. Cost proposal revisions will not be accepted after May 30 of the current fiscal year, unless permitted by the Council contract manager.

Cost Proposals. a. All anticipated expenditures shall appear in the Provider’s submitted cost proposal (budget), using the form and format prescribed by the Council. No costs may be incurred without prior approval of budget line items by the Council contract manager. Possible changes should be sent to the contract manager in advance of a formal budget revision to determine if costs are allowable and a budget revision is necessary. It is incumbent upon the Provider to submit considered changes as soon as possible to allow sufficient time to review the request. b. Expenditures should be tracked throughout the year to ensure all funds will be expended timely. The cost proposal must include a budget narrative to describe and justify how each line item is related to program activities. The cost proposal will not be approved without a detailed budget narrative with sufficient explanation. c. In accordance with the following guidance, any required formal budget revision shall include any previous revisions not appearing in the current budget. New line items included in budget revisions, if approved, shall be effective as of the submission date. 1) A formal budget amendment is not required when any of the following occur. However, written notification to the contract manager must be provided within the applicable timeframe required in this subcontract. • A less than ten (10) percent variance from any current budget category total. • No significant difference in salary when a vacant position funded under this subcontract is filled. • When an open position is filled within a ninety (90)-day period. 2) A budget amendment is required along with a written justification when any of the following occur. • A 10% variance from any current budget category total. • A significant difference in salary when a vacant position funded under this subcontract is filled. • When an open position is not filled within a 90-day period. • A change in the funded program director. • When multiple minor changes have been made (see a) above), a budget revision may be required. d. Prior approval shall be obtained from the Council contract manager for any travel and/or training not specifically identified and approved in the current cost proposal. If line items include travel to a conference or training, an agenda, presenter credentials and itemized costs are required to be submitted for prior approval. Attending staff should appear in the salary portion of the budget or they must be approved by the contract manager. Allow seven (7) working business days for an approval. e. The Provider shall ensure all activities related to printing, advertising and brochure /advertising/ promotional item costs are proofed and incurred approved by December March 31; with the exception of activities and costs related to Sexual Assault Awareness Month (SAAM). Printing, advertising, and brochures /advertising/ promotional items are to be distributed during the subcontract year, not purchased at the end of the year for another contract period. 1) The Provider shall ensure all SAAM event printing, /advertising, and brochures /brochures/ promotional items are proofed and incurred approved no later than February 28. 2) No cost proposal revisions related to SAAM will be accepted after February 28. f. The Provider shall review the budget proposal monthly to verify expenditures align and make necessary adjustments to ensure all funds will be expended during the subcontract period. g. Cost proposal revisions will not be accepted after May 30 of the current fiscal year, unless permitted by the Council contract manager.

Cost Proposals. a. All anticipated expenditures shall appear in the Provider’s submitted cost proposal (budget), using the form and format prescribed by the Council. No costs may be incurred without prior approval of budget line items by the Council contract manager. Possible changes should be sent to the contract manager in advance of a formal budget revision to determine if costs are allowable and a budget revision is necessary. It is incumbent upon the Provider to submit considered changes as soon as possible to allow sufficient time to review the request. b. Expenditures should be tracked throughout the year to ensure all funds will be expended timely. The cost proposal must include a budget narrative to describe and justify how each line item is related to program activities. The cost proposal will not be approved without a detailed budget narrative with sufficient explanation. c. In accordance with the following guidance, any required formal budget revision shall include any previous revisions not appearing in the current budget. New line items included in budget revisions, if approved, shall be effective as of the submission date. 1) A formal budget amendment is not required when any of the following occur. However, written notification to the contract manager must be provided within the applicable timeframe required in this subcontract. •  A less than ten (10) percent variance from any current budget category total. •  No significant difference in salary when a vacant position funded under this subcontract is filled. •  When an open position is filled within a ninety (90)-day period. 2) A budget amendment is required along with a written justification when any of the following occur. •  A 10% variance from any current budget category total. •  A significant difference in salary when a vacant position funded under this subcontract is filled. •  When an open position is not filled within a 90-day period. •  A change in the funded program director. •  When multiple minor changes have been made (see a) above), a budget revision may be required. d. Prior approval shall be obtained from the Council contract manager for any travel and/or training not specifically identified and approved in the current cost proposal. If line items include travel to a conference or training, an agenda, presenter credentials and itemized costs are required to be submitted for prior approval. Attending staff should appear in the salary portion of the budget or they must be approved by the contract manager. Allow seven (7) working business days for an approval. e. The Provider shall ensure all activities related to printing, advertising and brochure costs are proofed and incurred by December 31; with the exception of activities and costs related to Sexual Assault Awareness Month (SAAM). Printing, advertising, and brochures are to be distributed during the subcontract year, not purchased at the end of the year for another contract period. 1) The Provider shall ensure all SAAM event printing, advertising, and brochures are proofed and incurred no later than February 28. 2) No cost proposal revisions related to SAAM will be accepted after February 28. f. The Provider shall review the budget proposal monthly to verify expenditures align and make necessary adjustments to ensure all funds will be expended during the subcontract period. g. Cost proposal revisions will not be accepted after May 30 of the current fiscal year, unless permitted by the Council contract manager. h. No promotional items may be purchased with OAG subcontract funds.