A budget is a plan for your programme expressed in financial terms.In order to create your budget you need to know how much money you have coming in, how much you are spending and how much money you should be spending.This requires you to identify the following:
- Sources of revenue,or how much money will come in including in kind contributions.
- The costs of the services your organization delivers.
- Overhead costs including salaries,rent and electricity.
- Any other costs, such as investment in equipment, maintenance,value in kind,volunteer benefits and payroll taxes.
- Once you have the information , you can develop a budget, outlining areas where revenue will be spent.When calculating expenditure, remember to consider inflation or increases in costs such as fuel increases,or annual salary increases.Be careful not to over estimate the income and underestimate the expenditure.The last step is to get approval for your budget.In many organizations approval of the budget is done by the board.Be sure to avoid:
- Spending resources without a budget.
- Starting initiatives for which there is no budget alloted in the respective year.
- Reallocating budget resources from one item to another because this shows a lack of financial control.
- Asking funding sources for more resources because you did not estimate your budget accurately.
- Multiplying charges to seek additional revenue by having more than one source cover any expenditure.Such as charging travel costs to both the club and federation.
- Large price tag on miscellaneous/other items.
- Large overhead budgets which include high salaries or unnecessarily high rent.
You should control expenditure of the budget with regular reporting on the differences between actual and budgeted results.This analysis helps you to:
- Identify quickly whether things are going on as expected.
- Identify where corrective action is required.
- Review plans, policies and decisions in light of performance.
- Revise budgets if necessary.
- Plan and coordinate the use of resources.
- Predict potential problems.