How to prepare a school grant budget
What funders expect in a budget, how to itemize costs, and the mistakes that get applications rejected.
Itemize everything
Every line should name the item, quantity, unit cost and total. "Supplies — $2,000" gets rejected; "12 robotics kits × $149 = $1,788" gets funded. Use real prices from a current quote or cart, including shipping and tax where they apply.
Cover the hidden costs
Funders know projects cost more than the headline items. Include consumables, replacement parts, training, software renewals and a realistic contingency if the funder allows one. A budget that ignores these looks inexperienced.
Match the budget to the narrative
Every budget line should appear in your project description, and everything in the description should be in the budget. Reviewers cross-check; a mismatch reads as carelessness.
Respect allowable costs
Many funders exclude categories — food, salaries, furniture, conference travel. Check the allowable-costs list before you build the budget, not after. One ineligible line can disqualify an otherwise strong application.
Show other funding
If the project costs more than you are requesting, say where the rest comes from — school funds, a PTA contribution, another grant. Funders like being part of a fully funded plan, not the last hope.
Example: A budget line that works
"Sphero BOLT class pack (15 robots) — $2,499; 3 replacement battery packs — $87; educator training (included) — $0. Total: $2,586 of the $3,000 request; remaining $414 covers consumable challenge materials for two semesters." Specific, complete, and it explains the money.
Checklist
- Every line: item, quantity, unit cost, total
- Shipping, tax and consumables included
- No categories the funder excludes
- Budget total matches the request amount exactly
- Other funding sources named if the project costs more
- Someone else has checked the arithmetic