Budget Trust Signals Checklist

Use this working checklist to make a proposal budget easier to trace and review. It is general guidance, not a universal standard. The controlling solicitation, funder instructions, approved organizational policy, and applicable accounting guidance take precedence.

Salary & Personnel

• All salaries show FTE calculations (e.g., “0.5 FTE = 50% of $70,000 = $35,000”)
• Salary levels are appropriate for role and geographic area
• Benefits use the organization’s approved rates and documented calculation basis
• Staff time aligns with project activities and timeline

Indirect Costs

• Indirect rate and calculation base are explained and permitted by the opportunity
• Basis for indirect calculation is documented
• If not requesting indirect, explanation is provided

Alignment with Narrative

• Every significant budget line item is referenced in narrative
• Budget scope matches narrative scope
• No unexplained large line items
• Program costs align with program description

Cost Reasonableness

• Unit costs are shown where applicable (e.g., “$500 per participant”)
• Cost per participant/unit has a documented estimate or comparison basis
• Comparison to similar programs is provided (if available)
• Large line items include breakdown or explanation

Match & Leverage

• In-kind match is documented with basis (e.g., “Staff time: $50/hour × 500 hours = $25,000”)
• Cash match sources are identified
• Match calculations are transparent
• Match aligns with funder requirements

Timeline Alignment

• Costs are distributed across project timeline
• Year 1 costs align with Year 1 activities
• Multi-year projects show appropriate cost distribution
• No unrealistic front-loading or back-loading

Contingency

• The opportunity and organizational policy permit a contingency line
• The calculation, intended use, approval control, and treatment of unused funds are explained
• If contingency is prohibited, no contingency line is included

Detail & Accuracy

• Repeated round numbers have a documented estimate basis
• All required line items are included (travel, supplies, etc.)
• Budget math is correct (check totals)
• Budget format matches funder requirements

Red Flags to Avoid

• Round numbers everywhere
• Missing standard line items (travel, supplies, etc.)
• Unrealistic cost per unit
• No explanation for significant line items
• Budget doesn’t match narrative scope
• Math errors or inconsistencies

Final Review

• Budget tells a coherent story
• Every line item supports the narrative
• Calculations are transparent and verifiable
• Budget aligns with the documented delivery plan and organizational capacity

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This working checklist is part of the Wellridge Group resource library at wellridgegroup.com/resources. Adapt it to your governing requirements and accountable human review.