Invoice Forms 1 through 4 - Program Budget Instructions and Forms

Sep 21, 2026

Invoice Forms 1 through 4 provide structured instructions for preparing a program invoice and related budget submissions. The guidance covers entering program, agency, and fiscal year details, completing staff salary and benefits using position titles, calculating budget line items with specific methodologies, and completing indirect cost rate calculations when allowed. Program budget guidelines define allowable, reasonable, allocable, consistently accounted, well-documented costs, including documentation expectations and allocation methods. Data and evaluation costs are described with examples, and itemized cost categories such as staff salaries, benefits, facilities, utilities, communications, software, insurance, and equipment are specified for consistent cost charging.

LanguageEnglish

CategoryInvoices

FormatPDF

Pages19

Reading Time7 min

AccessFree to download

Invoice Forms 1 through 4

Invoice Form 1 Program Budget Summary

Invoice Form 2 Staff Salary and Benefits

Invoice Form 3 Budget Line Item Calculation

Invoice Form 4 Indirect Cost Rate

Program Budget Guidelines

Allowable cost standards

Data and evaluation notes

Itemized Cost Guidance

Item 1 Staff Salaries

Item 2 Staff Benefits

Item 3 Rental / Lease of Facility

Item 4 Utilities / Building Maintenance

Item 5 Communications

Item 6 Software / Subscriptions

Item 7 Insurance Expense and Other Fees

Item 8 Equipment Rental / Lease / Maintenance

Item 9 Equipment Purchase

BUDGET INSTRUCTIONS AND FORMS I. Invoice Forms 1 through 4 Invoice Form 1 Program Budget Summary Enter Program Name, Agency Name, and Fiscal Year of proposed program (these will then self populate on the remaining forms) . Fill in the ICR % in cell B24 . The remainder of this form is automatically populated based on information provided in Budget Forms 2, 3, and 4. Invoice Form 2 Staff Salary and Benefits Complete the Staff Salary and Benefits page including all of the staff that will be charging time to the program. Use position titles, do not use staff names. Invoice Form 3 Budget Line Item Calculation Complete the Budget Line Item Calculation form for all included budget items. Please provide specific calculation methodology. See Section II below for further information. Invoice Form 4 Indirect Cost Rate If allowable by DHS Contract, complete one of the Indirect Cost Rate Calculations. See Section II below for further information. II. Program Budget Guidelines The following budget calculation guidelines are provided to assist the proposer in accurately demonstrating the costs of the program, to facilitate reviewer’s understanding of requested amounts, and to assist the proposer to provide a rationale and support for the amount of funds requested on the Program Invoice Summary. Program costs must include : • be necessary, reasonable and allocable to the program; • comply with the limitations of the grant agreement (as applicable), as well as other applicable federal and state laws and regulations; • be allocated to the program on a basis consistent with policies that apply to all activities of the organization; • be accounted for consistently with generally accepted accounting principles; • not have been used as direct cost or cost share for any other federal award except as leverage; • be adequately documented DATA & EVALUATION NOTE: Costs related to data and evaluation are allowable. Data costs include, but are not limited to, the expenditures needed to gather, store, track, manage, analyze, disaggregate, secure, share, publish, or otherwise use data to administer or improve the program, such as data systems, personnel, data dashboards, cybersecurity, and related items. Data costs may also include direct or indirect costs associated with building integrated data systems for purposes of management, research, and evaluation. Evaluation costs include, but are not limited to, evidence reviews, evaluation planning and feasibility assessment, conducting evaluations, sharing evaluation results, and other personnel or materials costs related to the effective building and use of evidence and evaluation for program design, administration, or improvement. Costs related to data and evaluation should be charged to indirect or direct costs. For example, if evaluation will require staff time, calculate the necessary time on the staff salaries line item. If analyzing data requires use of a certain software, calculate that cost on the Software / Subscriptions line item. Item 1 Staff Salaries (Invoice Form 2) Calculate salaries for all staff that will be charging time to the program. This includes direct, administrative and clerical staff. Item 2 Staff Benefits (Invoice Form 2) Report the payroll taxes and fringe benefits for all staff that will be charging time to the program as identified in Item 1. Please explain how fringe benefits are calculated and proportional to program time. Item 3 Rental / Lease of Facility (Invoice Form 3) Provide the address of any facilities that will be used for this program and provide allocation methodology. Example of acceptable methodology: Identify total square footage and total monthly rent or lease amount. Calculate the portion of the monthly cost to be charged to the program (based on the ratio between square footage used by the program and the total square footage) and multiply it by the number of months included in this proposal. Item 4 Uti

FAQs

What information is entered in Invoice Form 1 Program Budget Summary?

Enter Program Name, Agency Name, and Fiscal Year of the proposed program. Complete the ICR % in cell B24, and the remainder of the form populates automatically from Budget Forms 2, 3, and 4.

How should staff costs be reported in Invoice Form 2?

Complete the Staff Salary and Benefits page using position titles rather than staff names, listing all staff charging time to the program.

What standards determine whether program costs are allowable?

Program costs must be necessary, reasonable, and allocable; comply with grant limitations and applicable federal/state laws; be allocated consistently with organizational policies; be accounted for consistently with generally accepted accounting principles; not be double-charged as direct cost or cost share for other federal awards except as leverage; and be adequately documented.

Sep 21, 2026

Upload by Lucas Vance