Financial Workbook Instructions – Resilient Communities Fund

The information on this page is updated for the Resilient Communities Fund grant deadline of December 7, 2022.

 

Before completing the Financial Workbook of your Resilient Communities Fund grant application, please review the requirements and examples below.

The costs listed in the Financial Workbook should clearly align with your project activities and be reasonable to carry out.

  • In the Financial Workbook, only include eligible project costs to be covered by OTF. 
  • Ask only for what you need, because OTF funds full request amounts and we want to fund as many applications as possible. 
  • Only project activities that take place in Ontario are eligible for OTF funding. 

Refer to OTF’s Eligibility Policy for more information.  

How much can you apply for? 

  • Applicants can apply for a minimum of $10,000, and up to $200,000, with a maximum of $100,000 per year. 
  • Grant term length can be from 6 to 24 months. 

What can you apply for?

  • Direct Personnel Costs
  • Direct Non-Personnel Costs
    • Purchased services
    • Workshops, meetings, convening
    • Supplies and materials
    • Travel
    • Evaluation (max. 10% of OTF grant budget)
    • Non-fixed equipment and/or technological infrastructure (max. $150,000 of OTF grant budget)
  • Overhead and Administration Costs (max. 15% of OTF grant budget)

For a full description of eligible costs with examples, review the sample OTF Grant Budget Table.

What costs are ineligible? 

If you include ineligible costs, your grant application will be declined. For a description of ineligible costs, review OTF’s Eligibility Policy.

Some ineligible costs include:  

  • Taxes, such as GST and HST, for which the recipient is eligible for a tax rebate, and all other costs eligible for rebates. 
  • Contingency costs.
  • Costs incurred before the approval of the OTF grant.  

Requirements for quotes or estimates

For each good and/or service valued above $10,000, OTF requires that a minimum of one quote or estimate be uploaded with the grant application. However, OTF prefers to receive two or more quotes or estimates to help your organization establish accurate budget amounts and demonstrate the best value for money. 

  • Multiple sub-contracts with a supplier on the same project will be considered as a cumulative total. This means if the total of these goods and/or services exceeds $10,000, a minimum of one quote or estimate (preferably two or more) from different suppliers needs to be uploaded for each good or service.
  • All documentation needs to be prepared by a professional or third party and must be obtained within 6 months prior to the application deadline.

You will need to upload your quotes in your application.  

OTF grant budget notes

  • Notes are required in the budget.
  • Use the notes section to breakdown the costs of your project activities. 
  • Ensure that each note corresponds only to the related cost.   

Sample OTF grant budget table with examples

OTF Budget Category Description Example notes
Direct Personnel Costs  Salaries, mandatory employment-related costs and employee benefits for staff positions funded specifically to carry out the project. 1 FTE – Project Manager: Digital Specialist, mandatory employment-related costs, and employee benefits $25/hr x 40 hrs/week + 25%MERC x 52 weeks = $65,000
Direct Non-Personnel Costs All non-personnel costs directly related to project delivery.
Purchased Services

Services purchased including the services of consultants / contractors / subject experts specifically relating to the delivery of the project.

  • Strategic Planning Consultant: $11,000 (quotes received)
  • Organizational consultation on human centered design - $5,000 
  • Translation of Materials: $6,000
  • Digitizing Art/Heritage collections: $5,000
  • Online program design: $2,000
  • Website design: $5,000
Workshops, Meetings, Convening Virtual or in-person meeting/convening costs incurred relating to the delivery of the project.
  • Online Platform usage (licensing): $3,000
  • Knowledge mobilization costs (video production): $10,000
  • Organizational training/facilitation (adapting to the new norm; staff health and wellbeing: $5,000
  • Equipment rental (6 sessions): $4,000
  • Digital marketing and promotional costs: $7,000
Supplies and Materials Items purchased specifically for use in the delivery of the project.
  • Art supply packs for youth program: $10,000
  • Health and safety supplies: $2,500
Travel Travel costs incurred by employees, volunteers and participants, that are directly related to delivering the project.
  • Employee program travel: 5,000km @ $0.40 per km = $2,000
  • 300 participants x 10 transit fares at $3 = $9,000
Evaluation

Evaluation costs such as project evaluation, survey administration, evaluation reporting can be included in your OTF Grant Budget.

Apply for a max. of 10% of the OTF grant budget.

  • Hire a consultant to administer surveys: $2,000
  • Undertake feedback opportunities: $2,500
Non-fixed equipment and/or technological infrastructure

Non-fixed equipment and/or technological infrastructure purchased specifically for use in the delivery of the project.

Apply for a max. of $150,000 in the OTF grant budget.

  • Purchase of 10 computers: $10,000
  • Purchase health and safety items such as plexi-glass ($1,000), hand washing stations ($2,000): Total $3,000
  • Purchase cloud-based system: $11,000 (quotes received)
  • Purchase Fundraising software: $5,000
Overhead and Administration Costs

OTF will support overhead and administrative costs directly associated with the funded project, to a maximum of 15% of the total OTF grant budget. These do not include the direct costs to run or deliver the project, including the staff or equipment associated with the project but include a portion of regular operational expenses that can be attributed specifically to this project.

Please refer to the Overhead and Administrative Costs Policy for further details.

  • Incremental (new) costs generated such as rent, utilities, insurance, audit: $3,000
  • Pro-rata of apportioned costs of existing rent, utilities, insurance, audit: $2,000
  • Salaries, mandatory employment-related costs and employee benefits of Executive Director: $300/day x 0.5 day/week + 25%MERC x 52 weeks = $9,750

Total funding requested from OTF