Can you tell us how we might budget for IT costs provided by another office within our own agency that is a separate branch of the same government, as is required by our state/Tribal law?
The costs should be categorized under the cost category of ‘other’, but not as a subaward. This would truly be an ‘other’ cost, with a unique category: ‘central IT service’ or something similar to that. Then, if it is a lump sum cost, it should be included as one line item, using the standard ‘other’ cost category table template. Please note that a rationale explaining what this cost is, why the use of this IT office is applicable to the project should likewise be provided, and the nature of the organization (the central IT office and its relationship to the applicant organization). Please see an example of the table below:
| Category | Item | Quantity | Price Per Unit | Other Cost |
|---|---|---|---|---|
| Central IT Service Fees* | Agency Data Services | 1 | $3,200 | $3,200 |
| Total Other Costs | $3,200 | |||
*Note: [Provide a detailed description here of what this IT office is and why it is necessary to work with them/how it relates to the project].
In a case where the costs for this central IT cost are structured per staff position, and not as a lump sum, the table would look like this instead. Please note that, as this differs from the typical ‘other’ cost category table format, this can be added as a second table within that section of the budget narrative attachment form:
| Category | Item | Quantity | Price Per Unit | Other Cost |
|---|---|---|---|---|
| Central IT Service Fees* | [Position Title from person in central IT office] E.g., Information Technology Manager at Agency Data Services | 15 | $72.00 | $1,080 |
| [Position Title from person in central IT office] E.g., System Development Specialist at Agency Data Services | 34.5 | $55.00 | $1,898 | |
| Total Other Costs | $2,978 | |||
*Note: [Provide a detailed description here of what this IT office is and why it is necessary to work with them/how it relates to the project].
In the case like this, where an organization is working with an off-site technical office or department, the applicant should name this IT office as the 'programmatic contact' within Section 3: Identifying Key Personnel and Associated Roles, Responsibilities, and Qualifications. The relationship between the applicant and this office/ department, as well as a key contact from the IT office and anticipated roles and responsibilities, should then be detailed in this section. See Appendix E of the FY25 Exchange Network Solicitation Notice for more information on what details should be included in the project narrative, as relates to this role.