Resource Management Toolkit

Funding and Budgeting

Funding and Budgeting Process

For a Yellow Ribbon team, no matter the component, budgeting for and funding events can be a time consuming, frustrating, and sometimes confusing process. The Funding and Budgeting Process element includes information about funding sources, authorized and non-authorized expenses, costs, and funding requests. It also includes ANG- and ARNG-specific Frequently Asked Questions (FAQs), overall event budgeting FAQs, and templates and samples that can be used by any program manager to help track expenditures, plan budgets, and request funds.
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    Funding and Budgeting Guide
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    Funding and Budgeting Guide

    The Funding and Budgeting guide presents aspects of the funding and budgeting process and resources that are included within the element that will assist YRRP staff with budgeting for and funding events.

    Last updated: 10/19/10

    File type: MS Word

    File size: 70KB


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    Expenses Guide
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    Expenses Guide

    The Expenses guide is taken from Enclosure 5 of the July 2009 National Guard Bureau Policy and Implementation Guidance document. The resource lists authorized and unauthorized DoD YRRP expenses for both ARNG and ANG. The guide is helpful for ensuring expenses are allocated appropriately and according to DoD standards.

    Last updated: 9/13/10

    File type: Adobe PDF Reader

    File size: 58KB


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    Tracking Expenditures Template
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    Tracking Expenditures Template

    The Tracking Expenditures template, adapted from Ohio, represents an effective system for tracking projections versus actuals, who has been paid and by whom, for what and when, by date and event type. The template can be customized by filling in your program-specific information within the grayed-out columns. The information is intended to show the use of the template, but does not reflect actual numbers.

    Last updated: 9/23/10

    File type: MS Excel

    File size: 72KB


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    ARNG Funding and Budgeting PowerPoint
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    ARNG Funding and Budgeting PowerPoint

    The ARNG Funding and Budgeting PowerPoint, adapted from the National Guard Bureau, is a briefing presented by the Soldier and Family Services Division Chief, COL Gregg A. Bliss. The briefing includes ARNG-specific funding information, including the use of Management Decision Execution Packages (MDEPs), options for funding management tools, an event matrix, and authorized/non-authorized expenses. Reference the notes section in each slide of the PowerPoint for detailed explanation of the applicability and use for YRRP staff.

    Last updated: 10/19/10

    File type: MS PowerPoint

    File size: 434KB


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    ARNG Funding and Budgeting Checklist
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    ARNG Funding and Budgeting Checklist

    The ARNG Funding and Budgeting checklist, adapted from YRRP site visits in 2010, is included to help YRRP teams gain a greater understanding of the ARNG funding cycle and how it is executed from budget projections, to event approval, to the receipt of the Annual Funding Program (AFP).

    Last updated: 10/19/10

    File type: MS Word

    File size: 79KB


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    ANG Funding and Budgeting PowerPoint
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    ANG Funding and Budgeting PowerPoint

    The ANG Funding and Budgeting PowerPoint, adapted from the National Guard Bureau, depicts a graphic of the ANG funding cycle. The slide is an excellent tool for communicating ANG-specific funding to YRRP staff in a simplistic and visual way.

    Last updated: 10/19/10

    File type: MS PowerPoint

    File size: 29KB


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    ARNG/ANG Funding and Budgeting FAQs
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    ARNG/ANG Funding and Budgeting FAQs

    The ARNG/ANG Funding and Budgeting FAQs, adapted from YRRP site visits in 2010, address common questions from YRRP staff in regard to ARNG- and ANG-specific funding processes.

    Last updated: 10/19/10

    File type: MS Word

    File size: 91KB


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    Budgeting FAQs
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    Budgeting FAQs

    The Budgeting FAQs, adapted from YRRP site visits in 2010, address common questions from YRRP staff in regard to budgeting, including important aspects to consider when budgeting for an event, and tools that may help with budgeting and tracking events.

    Last updated: 10/22/10

    File type: MS Word

    File size: 93KB


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    Sample Joint Funding Request Form
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    Sample Joint Funding Request Form

    The sample Joint Funding Request Form is taken from Enclosure 4 of the July 2009 National Guard Bureau Policy and Implementation Guidance document. This is the standard document used to request funds for the implementation of a Joint event. Pages two through four of the resource are a sample screenshot of the funding request form in the JSS portal to show the implementation of this policy document.

    Last updated: 9/13/10

    File type: Adobe PDF Reader

    File size: 174KB


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Registration Process

Registering Families and Service Members for YRRP events is an important task for several reasons. Pre-registering Families and youth can assist tremendously in getting accurate attendance numbers, and therefore, more precise budget forecasts. Pre-registering youth can greatly ease the financial burden a program bears when paying for unused or miscalculated childcare expenses. In addition to the pre-registration phase, which, for this toolkit, will be referred to as registration taking place prior to an event, registration at the event is equally important. Registration is important not only for accountability purposes, but also for use in projections versus actual calculations after events. Yellow Ribbon teams across the country have used a number of innovative and time-saving measures to register Families, Service Members, and youth. The Registration Process element provides information about managing registration for events and includes helpful resources for tracking data.
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    Registration Process Guide
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    Registration Process Guide

    The Registration Process guide discusses innovative and time-saving methods that Yellow Ribbon programs have used to register Families, Service Members, and youth for events, including the use of the JSS portal, 2-D scanners, and onsite practices.

    Last updated: 10/19/10

    File type: MS Word

    File size: 82KB


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    Registration Form Template
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    Registration Form Template

    The Registration Form template, adapted from Florida, can be customized by programs and completed by Service Members and Family Members prior to events. The fields in brackets are customizable for program-specific information. The resource is beneficial because it is an easy-to-use, brief, one-page form that can be submitted electronically or via fax.

    Last updated: 9/13/10

    File type: MS Word

    File size: 64KB


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    Sample Registration Tracking System
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    Sample Registration Tracking System

    The sample Registration Tracking System, used by Wisconsin, shows the process for registering Service Members using 2-D scanners. Wisconsin received funding for 2-D scanners, which identify attendees by name, rank, DOB, and social security number. Service Member attendees can sign in by scanning their CAC card at the registration tables. Use of these scanners, combined with an integrated database designed to pull information from SIDPERS (Standard Installation and Division Personnel Reporting System), allows the WI YRRP team to track who is attending events and when. The YRRP team can make sure all WI National Guard Service Members are receiving the Yellow Ribbon services they are entitled to using this system.

    Last updated: 10/19/10

    File type: Adobe PDF Reader

    File size: 125KB


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Pay Process

For the purposes of attending a Yellow Ribbon event and to help ease the financial burden, Service Members and Families are eligible for travel reimbursement within certain guidelines. For ARNG, the units are responsible for paying Service Member travel and are responsible for paperwork surrounding processing travel vouchers associated with pay. YRRP pays Family Member travel for ARNG by issuing Invitational Travel Orders/Authorizations (ITO/ITAs) during events, usually after registration is completed. ANG policy calls for Service Members to use their GTC (Government Travel Cards) for reimbursable travel expenses, and Family Members are issued ITO/ITAs and paid from YRRP O & M money. The Pay Process element includes information in regard to pay and includes helpful resources for managing ITOs and travel vouchers.

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    Pay Process Guide
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    Pay Process Guide

    The Pay Process guide discusses the pay process for ARNG and ANG, as well as guidelines for travel vouchers and Invitational Travel Orders/Authorizations (ITO/ITAs). An ITO/ITA pays authorized Family Members' mileage and per diem if their Home of Record (HOR) is 51 miles or more away from the event. If a Family Member lives 150 miles from an event, he or she may be authorized an ITO for two nights' lodging. Only one ITO can be filed per Service Member/Family.

    Last updated: 10/19/10

    File type: MS Word

    File size: 82KB


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    Deposit Form for Travel Pay Template
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    Deposit Form for Travel Pay Template

    The Deposit Form for Travel Pay template, adapted from Missouri, can be used if an individual cannot provide a voided check in order to receive travel pay. Providing this form to all Service Members and their Families can help to ensure that the reimbursement is timely and efficient.

    Last updated: 9/13/10

    File type: MS Word

    File size: 61KB


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    Sample Invitational Travel Order
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    Sample Invitational Travel Order

    The sample Invitational Travel Order (ITO), used by California in the program's January 2010 personnel policy bulletin, details ITO eligibility, Family Readiness volunteers, expenses, registrations, and vouchers.

    Last updated: 9/13/10

    File type: Adobe PDF Reader

    File size: 529KB


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    Sample Invitation Travel Voucher
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    Sample Invitation Travel Voucher

    The sample Invitational Travel Voucher, used by Missouri, includes a travel voucher form (DD 1351-2), a list of required fields, an example of a completed form, and a sample voided check.

    Last updated: 9/13/10

    File type: Adobe PDF Reader

    File size: 548KB


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Wrap-Up Process

Once an event is finished, budgeting estimates are done, and checks for the venue, childcare, and food have been written, the YRRP team must still do some due diligence in the resource management arena to ensure proper funding compliance and to establish historical records and funding patterns. Actual numbers must be tallied against estimates and balanced. The Wrap-Up Process element provides information about finalizing funding and budgeting, registration, and pay.
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    Wrap-Up Process Guide
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    Wrap-Up Process Guide

    The Wrap-Up Process guide discusses aspects of finalizing funding and budgeting, registration, and pay and outlines steps to input actuals into the JSS portal. In addition to reporting actuals on JSS, many teams do additional accounting on spreadsheets or in Quicken to confirm estimates and actuals and to track historical data for future use.

    Last updated: 10/19/10

    File type: MS Word

    File size: 75KB


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    Request for Funds Submission Guide
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    Request for Funds Submission Guide

    The Request for Funds Submission guide is taken from the Events Quick Reference Guide provided by Joint Services Support (JSS). The guide outlines the process for submitting Requests for Funds on JSS, including the lifecycle of a funding form:

    1. Submit Funding Request
    2. State Review
    3. National Review
    4. Approval

    Last updated: 9/23/10

    File type: Adobe PDF Reader

    File size: 289KB


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