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NGO Portal is a comprehensive knowledgebase of NGO’s and Non-Profits from India and around the world.
It contains a wealth of information regarding NGOs, NGO management, finalcial and legal aspects.ngo database, ngo funding agencies, ngo india, indian ngos, international ngos, ngo training institutes
, financial management related ngos, legal aspects related ngos, fcra related ngo, income tax related ngo, registration related ngo,
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Financial Management

Budget Preparation2

III. Administration:  This is one area which needs careful financial planning.  Many times in spite of proper planning the administrative costs go up because of various reasons which may be beyond organizations control.  As an example, when we prepare the budget we may put the office rent as the amount we may be paying at that time.  If there are no written documents after few months the landlord may want to raise the rent or vacate the building.  Other e.g. consumption of electricity or maintenance of vehicles etc. some of these heads could be:

•   Rent  •   Travel   •   Electricity   •   Water  •   Office Upkeep  •   Vehicle fuel  •   Vehicle maintenance

 •Salaries •   Recruitment  •   Printing and Stationery  ·   Internet/postage/Courier 

Also other important point that needs to be discussed is whether all these come under Administration or some of them could be part of the programme costs as many donors may not like to approve admin costs beyond a certain percentage.  This we could discuss further:  

  IV.Other things that need to look at while preparing a budget   

 

  •  Once you have done the draft budget preparation, please also look at  the following: ·         
  • Check the formulas (if you are using a computer)·         
  • Check the number of units and the months etc.·         
  • Look at the previous years financial reports and see whether it went as planned or under/overspending in any heads. If so, keep them also in mind while preparing a new budget 

 

                   • Add 5 to 10% the overall budget to take care of inflations and  unseen  expenses • Cost should always be estimated  higher than the current rate and    put  10% higher to meet inflation etc.      • If you are sending proposal for continuation of an existing programme check if the activities  proposed this year are more than last year,  then you  also need to look at the administrative costs involved. 

  V. What happens when you have done a proper project planning  starting with need assessment stage and finally when you have  done the budgeting you found that the amount is much more than  the donor likely to approve. 

 Since the donor wont give that much of money, you may think of start  cutting the budget here and there.  By doing this, the whole time put in  planning a project get affected. 

* The best thing would be to do the whole process jointly with the representative of the donor agency. 

* Otherwise without changing your proposed activities, you could approach  other donor agencies for joint funding. Or

request the existing donor to  recommend to any otherdonor for full funding or joint funding.  

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