Mandatory Budget Template
Communities at Risk: Security Infrastructure Program

On this page

• Introduction
• Step 1 - Review Requirements
• Step 2 - Budget Instructions
• Step 2 Help - Budget Expense Categories
• Step 3 - Tax Tool Instructions
• Step 4 - Budget Summary Instructions
• Step 4 Help - Budget Integrity Errors

 Download the budget template (Excel 143 KB)

Introduction

Along with your work plan, this budget template forms the basis of for your project proposal (i.e. application for funding). Please ensure that it is as detailed and accurate as possible to avoid future complications and delays.

This budget template is completed in 4 simple steps, as described below.

1. Step 1 - Review these Instructions
2. Step 2 - Complete the Budget (i.e. enter your project's quoted expenses)
3. Step 3 - Calculate Tax Implications (using our simple tax tool)
4. Step 4 - Review the Budget Summary (and address any flagged errors)

Each 'step' is accessible below by clicking on the yellow tabs. 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 sip-pfpis@ps-sp.gc.ca or join a public information session should you require further assistance.

Step 1 - Review Requirements

Before proceeding to Step 2, ensure you have read all instructions and that you have acquired all quotes from the vendors who will realize your project. Your budget must be solely based on the goods and services in your quotes, with the exception of in-kind contributions. Completion of this budget template does not guarantee that the program will cover the listed expenses if successfully selected.

We recommend you take a brief look at each section, accessible by the yellow tabs below, before starting to better understand how your budget will come together.

Step 2 - Budget Instructions

In this step, your organization will enter each quoted expense related to your project proposal. All expenses should be directly attributable to a quote with the exception of In-Kind Contributions. Expenses which have no associated quote will not be considered. Ensure each entry is broken down by unit cost and number of units as it is a requirement. Services such as labour and installation should also include the number of technicians involved in the item description.

Adding an Expense

To add an expense, start with the left-most column (Column 'A' / Project Expense Name), filling the information from left to right for each expense line. If all information is present, a confirmation message "Entry Complete" will be shown in Column 'M' (Verification 2). Your cost-share for each expense is automatically calculated as 50% covered by your organization and 50% covered by Public Safety Canada. If the cost-share is incorrect for the expense, see below section on 'Cost-Share Distribution Modifications' for additional instructions. Please note that Public Safety Canada is not responsible for the maintenance of the security equipment obtained through this program and ineligible expenses will not be covered. Please review the Terms and Conditions for more information, including ineligible expenses.

Only include cash/in-kind contributions that are confirmed. This would be any contribution that a 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. The organization's funding portion cannot come from other government sources.

Expense Categories

Each expense must be attributed with an appropriate expense category. Expense categories are defined in the Program's Terms and Conditions and reiterated below. Please select the most appropriate option to the best of your knowledge. Please review the Terms and Conditions for more information, including ineligible expenses.

Cost-Share Distribution Modifications

Your cost-share for each expense is automatically calculated as 50% covered by your organization and 50% covered by Public Safety Canada. If the cost-share distribution needs to be modified for the expense line, two simple processes must be followed.

1. For increases in your organization's contribution above 50%, simply increase the amount in Column 'G' as desired. The Public Safety Canada portion will be automatically adjusted.
2. For expenses where an in-kind contribution is applicable, simply add the in-kind amount in Column 'H'. The amount in Column 'G' as well as the Public Safety Canada portion will automatically be adjusted for your convenience. Please ensure they are accurate and present no errors. Please name all sources (name of person or organization) for each in-kind contribution in column 'J'. Note that the vendors chosen to perform the work are ineligible to provide the in-kind contributions.

Additional Column Information

Project Expense Name - Column 'A'

Fill in the name (as well as make and model if possible) of the expense. The name should match what is shown in the associated quote. Please ensure to add the vendor associated with the expense in Column 'J'. You may add additional information in the comment section of column 'K' if necessary to specify what the expense is.

Expense Category - Column 'B'

Select the appropriate category for that best describes the expense from the drop-down menu. Description of each category can be found in the Step 2 Help table below or in our Terms and Conditions.

Cost Per Unit/Hour - Column 'C'

Fill in the cost per unit/hour as applicable without taxes included for all expenditures. For example, if this is an expenditure in the Physical Security Enhancement Equipment category for chain link fencing, then this box would contain the cost per linear foot (or meter) of fencing. Cost per unit (pre-tax) amounts must not exceed two decimal points – for example $25.33, not $25.3334.

Number of Units/Hours - Column 'D'

Fill in the number of units/items for all expenditures. For example, if the expenditure is in the Physical Security Enhancement Equipment category, the box must contain the number of linear feet of fencing required for this project. This box would contain the number of items your project requires. Other unit measures could be 'per hour', per day (rental equipment), etc. The information entered must be supported by quotes and match the number of equipment shown in your floorplan(s).

Organization Funding (Cash) - Column 'G'

This column is automatically calculated for your convenience however you may overwrite the formula (i.e. enter a new amount manually) to make corrections if necessary. Enter the cash contribution amounts to be provided by your organization and which originate from a non-government sources in Column 'G' (i.e. indicate the amount of privately acquired funds to which your organization will be using to fund the expense). Generally, a cash contribution would appear in the organization's ledger as revenue (cheque, transfer of funds, direct deposit, etc.). If your organization intends to cover above 50% of the expense, you will need to manually enter the amount. The Public Safety Canada contribution amount will automatically be automatically calculated for you.

In-Kind Contribution - Column 'H'

This is the value of a non-cash contribution of goods or services (i.e. an In-Kind Contribution), offered free of charge or when another entity pays on behalf of the organization. Limited to 10% of the total project cost. You must specify if a contribution from another non-governmental source is cash or in-kind. Note that the vendors chosen to perform the work are ineligible to provide the in-kind contributions. Similarly, enter in-kind contribution amounts in Column 'H' and names all sources (name of person or organization) for each in-kind contribution in column 'J'.

Vendor – Column 'J'

Indicate which vendor(s)/supplier(s) has quoted for each of the expenses in this column. This makes it easy to review your budget and ensure you are not missing any expense items. Expenses not outlined in the budget may not be considered for funding. Please use the business name that appears on the quote.

Step 2 Help - Budget Expense Categories

Federal Contribution Program Limit per Project: 50% of total eligible expenses up to $100,000.

Budget Expense Categories

Expense Category	Federal Contribution Limit	Associated Eligible Equipment Types
Physical Security Enhancement Equipment	Up to Program Limit	Protective barriers and lighting: (e.g., fencing, gates, bollards, exterior lighting and security-grade window film); Anti-Graffiti Spray; Intrusion Detection Systems: (e.g.,  alarm system, sensors); Physical Access Control (e.g., locking devices, key card systems); Video surveillance or Closed Circuit Television Systems (CCTV) (e.g., cameras, monitors); Cost associated to labour and installation of physical security enhancement equipment.
Minor Renovations and Supplementary Equipment	Up to $35,000 of the Program Limit	Reinforced Windows and Doors (or other security feature such as improved locking mechanism); Fire Monitoring  (limited to fire monitoring panels and related sensors such as smoke and heat detectors); Notification and Warning Systems (e.g. public address systems, intercoms and panic buttons); Reasonable renovations directly related to enhancing the security of the building (limited to main entrances or lobbies); Landscaping to address vulnerabilities identified in a completed security assessment. Cost associated to labour and installation of Minor Renovations and Supplementary Equipment
Planning	Up to $5,000 of the Program Limit	Completion of security (vulnerability) assessments of the project site; Development and/or enhancement of security plans and protocols; Development and/or enhancement of Emergency contingency plans; Development and/or enhancement of evacuation/Shelter-in-place plans.
Training	Up to $10,000 of the Program Limit	On-site or online security training relevant to responding to, or preparing volunteers and staff members for a hate-motivated incident. Training on how to use newly installed equipment.

Step 3 - Tax Tool Instructions

For this section, we evaluate the tax implications for your project to provide you with a clear estimate of what your project's true cost will be. As a non-profit organization, you are likely receiving a provincial and federal tax rebate on goods and services. As such, not all taxes will be covered by the program. Our tax calculator makes it easy to determine your eligible tax rebate for your project. To complete this step, you must know your operating jurisdiction (province/territory's) sales tax as well as the rebate percentages applicable to your organization. To use the tax tool, please follow a simple two-step process as described within Section 3 (tax tool).

Note that if your organization does not receive a sales tax rebate (although most incorporated not-for-profits do), please leave the green boxes blank.

Once your applicable tax information has been entered, you are asked to report the amounts listed in lines 11 and 14 (green boxes) into Section 5.5. of your application form.

Step 4 - Budget Summary Instructions

This section provides you with a financial overview of your project. All calculations are derived from information provided in Steps 2 and 3. Please review to ensure your project is being accurately represented.

In this step, you are asked to report the Public Safety contribution amounts listed in 4, 5, 6, 7, and 9 for each expense category as well as the total project amounts in lines 13 and 14 into Section 5.5 of your application form and address any identified errors with your budget before doing so.

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. All budget integrity conditions which received a 'FAIL' after verification should be addressed before the budget and its totals are submitted as part of your application.

Please see below for more information on each potential budget integrity error how to address them.

Step 4 Help - Budget Integrity Errors

Budget Integrity Errors

Integrity Error	Description	How to Fix
PROJECT EXPENSE COVERAGE	Verifies the extent to which your project may be covered by the program. This appears only if your project's total cost exceeds $100,000, which is the program's limit and is present only to alert you that the program will be unable to cover 50% of your entire project. Your project may exceed this amount; however, the program is limited to covering 50% of eligible expenses only up to $100,000.	Note that this is not a critical error and unlike the others, it is represented as a 'WARNING' instead of a 'FAIL'. No action is required and your budget may be submitted with the warning still present. For the warning to clear, your project's total cost with taxes included must be no more than $200,000.
FEDERAL CONTRIBUTION LIMIT	Verifies to ensure your project's federal funding request falls within the program's $100,000 contribution limit per project. This appears only if your project's requested federal funding, as calculated in Step 2's column 'I' (Public Safety Canada Funding), exceeds a sum total of $100,000.	Note that this is a critical error, noted as a 'FAIL', and as such your budget should be corrected prior to submission to prevent future issues with your funding request. To address this error, you must review each expense entry in Step 2's section and revise the cost-sharing through modifying columns G (Organization Funding) and H (In-Kind Contribution (if applicable)). By increasing the amount that your organization will fund on a particular expense and/or be covered by an in-kind contribution will automatically reduce the amount requested by Public Safety Canada. This error will clear once the cost-sharing has been redistributed enough that the sum of the requested funding (Column I) and the calculated taxes in Step 3 is equal to or below $100,000.
IN-KIND CONTRIBUTION LIMIT	Verifies to ensure your project's funding request falls within the program's $10,000 limit for in-kind contributions. This appears only if your project's requested federal funding, as calculated in Step 2's column 'H' (In-Kind Contributions), exceeds a sum total of $10,000 or 10% of your project's total cost.	Note that this is a critical error, noted as a 'FAIL', and as such your budget should be corrected prior to submission to prevent future issues with your funding request. To address this error, you must only review expense entries in Step 2's section which involves In-Kind Contributions  and revise the cost-sharing through modifying columns G (Organization Funding) and H (In-Kind Contribution). Increase the amount that your organization will fund on the relevant expenses which involve In-Kind Contributions as well as decrease its In-Kind Contribution for as many entries as it takes to reduce the In-Kind Contribution to below the 10% program limit. Once the value of In-Kind Contributions drops below the program limit, the error will disappear.
EXPENSE CATEGORY LIMITS	Verifies to ensure your project's funding request falls within the program's individual expense category limits. This appears when one of four possible expense category limits (for federal portion) as defined in the program's terms and conditions (and below) are exceeded. The specific category will be highlighted for you in the table in the budget summary. Physical Security Enhancement Equipment: $100,000 limit (federal) Minor Renovations and Supplementary Equipment: $35,000 limit (federal) Planning: $5,000 limit (federal) Training: $10,000 limit (federal)	Note that this is a critical error, noted as a 'FAIL', and as such your budget should be corrected prior to submission to prevent future issues with your funding request. To address this error, you must return to your budget in Step 2 and review all expense lines of the categories which were highlighted in red in your budget summary. Your organization must either remove some expenses from your budget or modify the cost-share for some of the expenses so that your organization is now funding 100% of it. To modify the cost-share for an expense, use columns G (Organization Funding) and H (In-Kind Contribution). These actions must be repeated until your project is within the expense category limits. The error will clear once all proposed amounts for each expense category are within program limits.
VERIFICATION 1 (ENTRY COST-SHARE):	Verifies to ensure your project is cost-shared correctly. This appears only if your cost-share for a particular expense line does not equal the item's total cost (i.e. exceeds or is below 100% of the item's pre-tax cost in column 'E'). In other words, for this error to not be present, the sum of Columns 'G', 'H' and 'I' must equal Column 'E'. The error will also appear if the Public Safety Canada contribution (column 'I')  exceeds your organization's combined cash and in-kind (i.e. Columns 'G' and 'H') for the item.	Note that this is a critical error, noted as a 'FAIL', and as such your budget should be corrected prior to submission to prevent future issues with your funding request. To address this error, use the column 'L' (Verification 1) to identify the problematic expense lines and revise your cost share distribution in columns G and H. A helpful error counter can be found above the Verification 1's header to show how many have been identified. The error will clear for the expense line when the sum of columns 'G', 'H' and 'I' equal column 'E'. Ensure your organization's cash and in-kind amounts (i.e. Columns 'G' and 'H') are not exceeding the Public Safety Canada contribution (Column 'I) for the item. Note that the amount in column 'I' (Public Safety Canada Funding) cannot show an amount higher than $100,000 as this is the program's overall contribution limit. To clear this error, the cost-share would need to be significantly redistributed between columns 'G' and 'H'.
VERIFICATION 2 (ENTRY COMPLETENESS):	Verifies to ensure your budget entries are complete. Incomplete entries may not reflect in your budget summary. This appears only when a name for the expense is entered but limited or no other information is provided for the expense. An entry is considered complete when it is indicated as such in column 'M' (Verification 2) in your budget completed in Step 2.	Note that this is a critical error, noted as a 'FAIL', and as such your budget should be corrected prior to submission to prevent future issues with your funding request. To address this error, use the column 'M' (Verification 2) to identify the expense lines which have been identified as incomplete. A helpful counter can be found above Verification 2's header to show how many have been identified. Ensure all columns contain pricing information and use zeros when applicable. The error will clear for each expense line when sufficient information is provided.
TAX INFORMATION VERIFICATION:	Verifies to ensure you have provided the necessary tax information in relation to your organization and project. An error will appear if Step 1 of the tax calculator instructions is not completed and a warning will appear if Step 2 was left incomplete. A warning is be normal if your organization does not receive tax rebates.	Note that this is a critical error, when a 'FAIL' is present, and as such your budget tax information should be corrected prior to submission to prevent future issues with your funding request. To address this error or warning, return to Step 3 (Tax Tool) use the drop-down menu found in cell 'C6' to select an applicable province or territory. The red cells will populate accordingly, clearing the error. Should you receive a warning, please ensure the green cells are completed if your organization receives tax rebates.