Example Forms and Budget Entries

Example 1 - recurring funds, no FTE

Federal Grant 1

  • Total Award: $1,920,000
  • Grant Period: 7/1/2025 – 6/30/2028
  • State Fiscal Years Covered
    • SFY 2025-26 = 12 months
    • SFY 2026-27 = 12 months
    • SFY 2027-28 = 12 months
  • No FTE
  • Biennium Covered for Revision: FY 2025–27
  • Beyond the Current Biennium = Recurring
  • Spending Plan Approach:  Split evenly across 3 fiscal years
     

IBIS Entry - Recurring

  • Requirements 
    • Y1(FY 2025-26) = $640,000
    • Y2 (FY 2026-27) = $640,000
  • Receipts
    • Y1 (FY 2025-26) = $640,000
    • Y2 (FY 2026-27) = $640,000

 Note: Because this budget is recurring,  $640,000 will automatically go into the base for the 2027-29 biennium.
 

Example grant reporting form for a recurring grant, no FTE

Example 2 - recurring funds, with FTE, by federal FY

Federal Grant 2

  • Total Award: $800,000
  • Grant Period: 10/1/25 – 9/30/2029
  • State Fiscal Years Covered
    • SFY 2025-26 = 9 months
    • SFY 2026-27 =12 months
    • SFY 2027-28 = 12 months
    • SFY 2028-29 =12 months
    • SFY 2029-30 = 3 months
  • 2 FTE: $50,000 per year
  • Biennium Covered for Revision: FY 2025–27
  • Beyond the Current Biennium = Recurring
  • Spending Plan Approach:  Split evenly across 5 fiscal years
     

IBIS Entry - Recurring

  • Positions
    • Y1 (FY2025-26) = $50,000
    • Y2 (FY2026-27) = $50,000
  • Requirements 
    • Y1(FY 2025-26) = $120,000 (prorated for 9 months)
    • Y2 (FY 2026-27) = $160,000
  • Receipts
    • Y1 (FY 2025-26) = $120,000
    • Y2 (FY 2026-27) = $160,000

 Note: Because this budget is recurring, $160,000 will automatically go into the base for the 2027-29 biennium and beyond. At the beginning of the SFY 2029–2030 budget the 3 months left of the grant in accordance with the grant period OR if renewed, leave the ongoing $160,000 and make adjustments accordingly. 

example grant form showing recurring grant funds, with FTEs, following federal fiscal year

Example 3 - nonrecurring funds, with FTE

Federal Grant 3

  • Total Award: $3,000,000
  • Grant Period: 7/1/25 – 6/30/27
  • State Fiscal Years Covered
    • SFY 2025-26 
    • SFY 2026-27 
  • 5 FTE: 3 $70,000 per year, 2 $65,000 per year
  • Biennium Covered for Revision: FY 2025–27
  • Beyond the Current Biennium = Nonrecurring
  • Spending Plan Approach:  Split evenly across 2 fiscal years
     

IBIS Entry - Nonrecurring

  • Positions
    • Y1 (FY2025-26) = $340,000
    • Y2 (FY2026-27) = $340,000
  • Requirements 
    • Y1(FY 2025-26) = $1,500,000 
    • Y2 (FY 2026-27) = $1,500,000
  • Receipts
    • Y1 (FY 2025-26) = $1,500,000
    • Y2 (FY 2026-27) = $1,500,000

Note: Because this budget is nonrecurring, the budget will not automatically go into the base for the 2027-29 biennium and beyond. Also, because the grant award exceeds $2.5 million, we must first verify whether it is already included in the base budget. If it is not, the grant must undergo the required consultation process.

example grant form showing nonrecurring grant funds, with FTEs

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