Budget modifications are not required. However, if there is a programmatic need to spend more/less on a budget line item, it is the grantee’s responsibility to ensure that expenses are allowable. You will find a listing of allowable costs in Allowable Cost Reference Guide within the BCYF Grants Manual. If you are uncertain whether an expense is allowable, please follow the steps below:
Submit Expense to Your Program Officer: If you have a question about an allowable expense, send the details of the expense including the purpose/benefit to the program and budget line item narrative to your assigned Program Officer. Questions should be shared prior to the purchase being made to ensure that they are allowable.
Review Process: The Program Officer will share the expense request with the finance team and Director of Grantmaking - Compliance to ensure your request meets the criteria for allowable expenses. If approved, the finance team will share a notice of approval with the Program Officer, to be shared with the grantee.
Upload Approval Notice: Once the expense is approved, please upload the notice of approval along with your impacted Monthly Financial Expense Report.
At the end of the fiscal year, if we observe a significant discrepancy between your budget and actual expenditures, we will reach out to discuss ways we can assist with improving your budget development process.