Mandatory budget template
National Crime Prevention Strategy (NCPS)

  Download the budget template

Introduction

Along with your work plan, this budget template forms the basis for your project proposal (i.e., application for funding). Please ensure that it is as detailed and accurate as possible to provide the best understanding of the costs associated with your project.

This budget template is completed in 3 simple steps, as described below:

Step 1 - Review these Instructions
Step 2 - Complete the Budget (i.e. enter your project's eligible expenses and sources of funding)
Step 3 - Review the Budget

Steps should be completed in order. Should you have any trouble completing a particular step, please refer back to these instructions. You may also contact us at ncps-snpc@ps-sp.gc.ca.

Step 1 - Review Requirements

Before proceeding to Step 2, ensure you have read all instructions and that you understand what expenses are eligible and ineligible under the NCPS programs. We recommend reviewing the eligible expenses table before starting to better understand what Public Safety Canada will fund. Your budget must be solely based on expenses related to the proposed project.

For the purposes of this call, total government assistance (federal/provincial/ regional/municipal/local assistance for the same purpose and eligible expenses) is not to exceed 95% of eligible costs.

Only in exception cases, will the total government assistance be considered to a maximum of 100% (e.g. for situations where the community or organization is the sole provider of services in the area).

Completion of this budget template does not guarantee that the program will cover the listed expenses if successfully selected.

Step 2 - Budget Instructions

Only fill in the light blue shaded areas and select from the drop-down menu, in each applicable section in the light green coloured boxes. Following this, do this for each fiscal year tab for your project. The rest of the template will auto-populate.

In this step, your organization will enter each expense related to your project proposal. You must indicate all other sources of funding for the project activities/eligible expenditures.

We are anticipating projects to start in July 2025. Please develop your budget to align with this anticipated start date.

Project Title

Please use the same title as indicated in your application form.

Contribution Sources

You must specify if a contribution source is cash or in-kind. Generally, a cash contribution would appear in the organization's ledger as revenue (cheque, transfer of funds, direct deposit, etc.).

Cash and in-kind contributions are identified in separate sections and must be identified in the applicable column of either "Other Government Source" (Column G) or "Non-Government Source" (Column H).

Government sources include federal, provincial, municipal, and first nation governments as well as Police Services and other government funded entities. Ensure the source of funding listed is the complete legal name of each organizations that are contributing to the project.

Cash and In-kind Contributions

Only include cash/in-kind contributions that are confirmed. This would be any contribution another source has indicated they will provide when/if the project takes place. If contributions from other sources are not confirmed, they should not be included in the budget.

As mentioned above, you must list the source of any cash or in-kind contributions to the project. This would be the name of the person, organization, government who are contributing the cash or in-kind resources to the project. Provide the contribution amount beside the sources name.

  1. Cash: actual dollar value or revenues/funding received
  2. In-Kind: non-monetary resources (goods and/or services) provided by third-parties and/or the Recipient to support the Project

Budget Items

Fill in project expenses under the appropriate category (Salaries and Wages, Supplies and Materials, etc). For example, a program coordinator, or a lifeguard hired to ensure participant safety during water activities, would both be under Salaries and Wages while office supplies would be under Supplies and Materials.

Note: Ensure budget items listed are expenditures not activities. An example of an expenditure for Travel is "participant bus fare to access canoe training camp". An example of an activity is "canoe training camp.”

In the details section provide the details for each budget category used. For example, number of staff and rate of pay, number of and cost per unit, and etc. Justification for the relevance of the expense for the project can also be added where necessary.

Expense Categories

Each expense must be attributed with an appropriate expense category. Expense categories are defined in the Eligible Expenses Table. Please select the most appropriate option.

Please review the Eligible Expenses Table. for more information, including ineligible expense categories.

Step 3 – Review the Budget

Important Note: Total Funding (cell I-41) must equal Total Expenditures (cell I-98) These cells are auto-populated. If they do not match, you must adjust your budget numbers/dollars.

Most budget errors are automatically identified for your convenience. However, please ensure that all eligible expenses are included and categorized to the best of your knowledge in Step 2 of your budget as this cannot be verified for you.

Eligible Expenses Table

Type of Expense

YGPF

CPAF

NICPF

Salaries and Wages:
For permanent or temporary professional, clerical, technical and administrative services, including mandatory employment related costs.

Yes

Yes

Yes

Fees and disbursements:
For hiring consultants and experts integral for the project.

No

Yes

Yes

Rent and Normal Utilities:
Includes rent and maintenance of offices and other buildings, and normal utilities is defined as electricity, heat, water, and telephone.
These expenses must be directly related to the development and implementation of the project.

Yes

Yes

Yes

Minor Renovations:
Defined as $10,000 in total or less over the course of the project.
These must be for facilities where the interventions are taking place and where deemed essential for project success (principally required to enhance security).

Yes

Yes

Yes

Minor Capital:
Office equipment and minor capital acquisitions net of disposal (defined as less than $5,000 per acquisition).
Best value on rental versus purchase of equipment should be determined and the equipment should be retained throughout the project and only be replaced as required.

Yes

Yes

Yes

Access fees:
Access/admittance fees for project participants in recreational or cultural activities.

Yes

Yes

Yes

Insurance:
Insurance on buildings, equipment, and materials.

Yes

Yes

Yes

Liability insurance:
Insurance for liability.

Yes

Yes

Yes

Supplies/Material/Licenses I):
Supplies and materials, shipping charges, postage, printing, distribution, and licenses.

Yes

Yes

Yes

Supplies/Material/Licenses II):
Licenses related to the project objectives and activities specifically for the reproduction of proven practices or models, fishing, and hunting licenses.

No

No

Yes

Travel:
Travel and living expenses related to the delivery of the project, including transportation rental costs, vehicle leases and insurance for vehicles, which are deemed reasonable through the detailed budget review. They must not exceed the maximum National Joint Council (NJC) directive amount set within the Travel Directive. Travelers should be reimbursed based on receipts up to the eligible reimbursement amount.

Yes

Yes

Yes

Transportation:
Transportation, inclusive of rental vehicle costs, non-capital vehicle leases and related insurance, bus tickets, tokens and other participant-related transportation reimbursements.

Yes

Yes

Yes

Training:
Training (including conferences) and costs related to project development e.g. consultations, professional development, data collection, committee meetings, and site visits.

Yes

Yes

Yes

Administrative Expenses: (maximum 15% of total budget)
As agreed to by the parties of the agreement, if not already included in other line items.
This category may include costs related to bookkeeping, payroll services, financial management and reporting. The amount must be supported by reasonable methodology and breakdown and be for costs directly related to the administration of the project.

Yes

Yes

Yes

Honoraria:
Time-limited remuneration for service or participation in a project that is consistent with, and essential to the attainment of the project's objectives. It cannot be provided for individuals whose participation in a project is already being compensated (e.g. by their employer) or is being accrued as part of an in-kind contribution.
Examples (not limited to): volunteer services, guest speakers, and Elders.

Yes

Yes

Yes

Incentives and Rewards (not to exceed $50.00 each):
Participant incentives and rewards; should not be disbursed as cash, should be of low monetary value and should encourage participation in project and evaluation activities; a linkage should be made to the Model Program or the project objectives and should be based on participants reaching established milestones (i.e. success in completing certain modules of a program.

Yes

Yes

Yes

Meals and Refreshments:
Meals and/or refreshments for participants in activities and workshops directly related to the project, which are deemed reasonable through the detailed budget review. Not to exceed the maximum NJC guideline amount under Travel Directive.

Yes

Yes

Yes

Culturally Appropriate Expenditures:
Culturally appropriate expenditures including gifts (for a maximum of $100), community feasts, ceremonies and ceremonial meals, gatherings, and circles which should be in accordance with Appendix B of the Treasury Board Directive on Travel, Hospitality, Conference and Event Expenditures

Yes

Yes

Yes

Childcare Services:
Costs related to childcare services incurred by the recipient or the project participants. These costs would only be eligible to cover childcare costs incurred to enable parents/legal guardians to participate in activities.

Yes

Yes

Yes

Computer/Research Costs:
Computer services, library expenses, documentary research costs and collection and analysis of statistics.

Yes

Yes

Yes

Technical and Specialized services:
Fees for specialized and technical services including, but not limited to, translation, simultaneous interpretation, audit and legal services, and web-video production.

Yes

Yes

Yes

Audit and Evaluation:
Costs associated with conducting project audits and evaluations.

Yes

Yes

Yes

Public awareness and educational:
These costs needs to be consistent with the project's objectives.

No

Yes

Yes

Links: Travel Directive; Appendix B: Meals and Allowances

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