Sheet 1: 1. Contents

	
	
	

		
Financial breakdown and balance sheet workbook
		

 
		
		
	

		
This workbook contains 6 worksheets including this one. These are:

1. Contents (this sheet)
2. Project costs
3. Project income
4. Balance sheet
5. Volunteer contributions
6. Non-cash contributions
		



Sheet 2: 2. Project costs 

	
	
	
	
	

		
This worksheet is for your project costs. Instructions can be found in cell A4 and notes in cells B4, C4 & D4. The table starts on cell A6
		


		


		

 
	
	
	

		
Fill in your applicant reference number here
		


		


		
	

		
Fill in your applicant organisation name here
		


		


		
	

		
Tell us how much it will cost to deliver your project. Your budget should be realistic and based on research, quotes or previous experience.

Please indicate for each cost, if it is to be funded by Your Fund Surrey, or other means.

If you are able to claim back the VAT, you should NOT include it as a project cost in the 'cost' column of the table but please make a note in the 'comments' column of the table.

If you are not able to claim back VAT, please include it in your project costs in the 'cost' column of the table and make a note in the 'comments' column of the table.

Contingency and evaluation are mandatory cost headings because our experience shows how important they are when delivering projects.

Before you begin please note:                      
• your grant request will be rounded down to the nearest £100
• your total project costs must match your project income
		
Notes 1
Professional fees: Fees should be in line with professional guidelines – for example, those of RIBA – and should be based on a clear written specification.

Recruitment: This can include advertising and travel expenses. We expect your organisation to keep to good human resource practice and follow all relevant laws.

Purchase price of land/asset: Capital costs of land, buildings, lease etc. Please note in comments column details of lease or purchase terms, durations.

Repair work: This includes costs of work to repair, restore or renovate a building or site.

New build work: This only relates to new building work (e.g. an extension to a building or work to install an exhibition). 

Digital outputs: Any costs that you require to create ‘digital outputs’ – the things that you create in a digital format which are designed to give access to your asset and/or to help people engage with and learn about the asset. For example, a collection of digital images or sound files, an online  resource or exhibition or a smartphone app. 
		
Notes 2
Equipment and materials: including learning materials: This might include hard hats to give site access or leaflets and publications.

Training for staff and volunteers: Existing and new staff and volunteers may need training to carry out your project.

Publicity and promotion: You can include the costs of promotional materials that relate directly to your project. You must make sure that you acknowledge the support of the National Lottery and you can find more information about how to do this on our website.

Full cost recovery:  If you are a private individual or commercial organisation you cannot include costs under this category. Charitable organisations with overheads can claim some overheads back against the grant - e.g. an apportioned cost of HR, Finance, IT department costs etc. 

Evaluation: This cost heading is mandatory. All projects must be evaluated. Depending on the scale of the project and how complicated it is, you may want to employ somebody to help evaluate your project and assess whether you are successfully achieving the outcomes you set out in your application. Budget between 2% and 7% of your costs towards evaluation. 
		
Notes 3
Contingency: This cost heading is mandatory. A contingency is only used to pay for unexpected costs required to deliver your project. The total contingency figure may be up to 10% of the total costs of the project, unless you have a particularly complex capital project where a higher level may be required. Make sure that you only include your required contingency here and not included within the other cost headings in the application.

Inflation: You should only include inflation if your project will last for more than one year. It is only used to pay for costs that have increased over the time of the project. 

Other: Please use ‘other’ for any costs that do not fit within the given cost headings. Give a clear description of these costs.

Total: The online form will generate your total project costs.

	
	

		
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Project costs
Please choose the appropriate project cost from the list provided. We will ask you to report expenditure against these at project completion.
		
Description
Please add a general description of the project cost
		
Cost
Please insert your costs in this column
		
Comments
e.g. note here whether VAT is included or not in the cost column
	
	

		


		


		
£0.00
		


	
	

		


		


		


		


	
	

		


		


		


		


	
	

		


		


		


		


	
	

		


		


		


		


	
	

		


		


		


		


	
	

		


		


		


		


	
	

		


		


		


		


	
	

		


		


		


		


	
	

		


		


		


		


	
	

		


		


		


		


	
	

		


		


		


		


	
	

		


		


		


		


	
	

		


		
Total
		
£0.00
		


	



Sheet 3: 3. Project income

	
	
	
	
	

		
This worksheet is for your project income. Instructions can be found in cell A4. The table starts on cell A6.
		


		


		

 
	
	
	

		
Fill in your applicant reference number here
		


		


		
	

		
Fill in your applicant organisation name here
		


		


		
	

		
Tell us about any project income from other sources of funding that you expect to receive to help you carry out the project. Please note you will be asked to provide evidence of funding where relevant.

Please include details of all sources of funding your project will rely upon, including any cash in your bank reserved specifically for this project. We do not require a contribution from you, but you should consider whether other funders, organisations or people might be able to support your project. We will assess whether your project offers good value for money and take your contribution into account.

Evidence of funding: You will need to provide proof of any grants you have received, such as evidence of a funding agreement, in the ‘supporting documents’ section.

Annual Accounts: we will also require you to submit audited or accountant verified accounts for the last 3 years. If you are a newly formed organisation and do not have a set of audited accounts, please submit your organisations last 3 bank statements and a letter from your bank confirming the name and number of the account together with confirmation of the date this had been opened. We do not need your accounts if you are a public organisation.

Reminder: All grant requests are automatically rounded down to the nearest £100. With this in mind, please make sure that the total project income exactly matches the total of costs or the system will not allow you to proceed.
		


		


		


	
	

		
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Source of funds 
		
Purpose of funds 
		
Amount (£) 
		


	
	

		


		


		
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Total
		
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Check - project income equals project costs total in cell C20, tab 2.Project costs
		
 OK