--- title: How to Build Your Program Budget | Extended Notes description: Running a high-quality after-school program costs nearly $4,000 per student. image: https://www.extendednotes.com/hubfs/Imported_Blog_Media/money_800x400__800x400.jpeg --- # How to Build Your Program Budget September 24 - [Home](https://www.extendednotes.com/) - [Articles](https://www.extendednotes.com/blog) - How to Build Your Program Budget Share this Post [mailto:?subject=Sharing%20a%20blog%20post;body=Check%20out%20this%20ExtendED%20Notes%20blog%20post:%20https://www.extendednotes.com/blog/after-school-articles/how-to-build-your-program-budget1](mailto:?subject=Sharing%20a%20blog%20post;body=Check%20out%20this%20ExtendED%20Notes%20blog%20post:%20https://www.extendednotes.com/blog/after-school-articles/how-to-build-your-program-budget1) [Program Development ](https://www.extendednotes.com/blog/tag/program-development) ![Money 800x400](https://www.extendednotes.com/hubfs/Imported_Blog_Media/money_800x400__800x400.jpeg) ## Creating and Maintaining After-School Program Budgets in 5 Steps   Running a high-quality after school program costs nearly $4,000 per student. And while we often share resources and strategies for [financing your program](https://www.extendednotes.com/blog/after-school-articles/6-tips-for-financing-your-afterschool-program), we also like to provide budgeting tips - like these [cost-saving strategies](https://www.extendednotes.com/blog/after-school-articles/5-cost-saving-strategies-for-your-after-school-program) - to ensure all students have access to quality programming after school, regardless of their socioeconomic status.   In this post, we’re discussing how to create and maintain your program budget. Follow these five simple steps to get started:   #### 1. Start early Don’t wait until the end of the year to develop your program budget. Instead, start as early as November 1. Bring in the executive director or financial manager early on to weigh in on budget decisions.   #### 2. Create a budget spreadsheet We suggest using an online spreadsheet, like [Google Sheets](https://www.google.com/sheets/about/), in order to share your budget and encourage collaboration with others. Divide your spreadsheet into three columns: the previous year’s budget, the current year-to-date expenses (with actual numbers), and a blank column for the next year’s budget. Then break down your program expenses by category.   Spending for after school programs generally falls within four categories:   - **Space and utilities**, including rent, maintenance, and repair costs for facilities - **Staff salaries and benefits**, including health insurance, paid leave, and paid vacation - **Administrative**, including fees for accounting, supplies, marketing outreach, etc. - **Miscellaneous**, including snacks, materials, equipment, and staff training If you need help calculating program costs, try The Wallace Foundation’s [Out-of-School Time Cost Calculator](https://www.wallacefoundation.org/cost-of-quality/pages/default.aspx).   #### 3. Add in numbers line by line Best practice is to organize income and expenses into line items, and use historical data to set the budget for the new year. For example, maybe you spent $500 on learning materials last year, and can reuse some materials for the year ahead. You can decrease your spending for this line item and add the additional funds to another one.   The key is to be as detailed as possible during this step. Add notes to explain dramatic increases or decreases in spending for specific categories. Once you’ve added the information, take a step back and see how all the lines fit together in the big picture. Will you have money left in the program budget at the end of the year? Are you lacking in any important categories, like rent or staff salaries?   The goal should be to budget for a surplus, and this step can help inform your financial strategy moving forward.   #### 4. Share your budget Make sure everyone on your team is aware of the budget. Present it to the board of directors, executive director, and any other stakeholders who have a vested interest in your program’s finances.   #### 5. Monitor your budget regularly Check in on your budget quarterly, or even monthly, to make sure your spending is on track. Ask yourself a few questions when reviewing your program expenses:   - Have you exceeded your budget in any categories? - Should you make any adjustments? - Are you on track to reaching your end-of-year financial goals? Reviewing your budget monthly will help ensure that you have enough funds to cover all of your program costs throughout the end of the year. #### Article Categories ![afterschool advocacy icon](https://www.extendednotes.com/hubfs/ExtendED%20Notes%20Blog/afterschool%20advocacy%20icon.svg) After School Advocacy ![bullying safety icon](https://www.extendednotes.com/hubfs/ExtendED%20Notes%20Blog/bullying%20safety%20icon.svg) Bullying and Safety ![leadership icon](https://www.extendednotes.com/hubfs/ExtendED%20Notes%20Blog/leadership%20icon.svg) Leadership & Professional Development ![parental engagement icon](https://www.extendednotes.com/hubfs/ExtendED%20Notes%20Blog/parental%20engagement%20icon.svg) Parental Engagement ![physical activity icon](https://www.extendednotes.com/hubfs/ExtendED%20Notes%20Blog/physical%20activity%20icon.svg) Physical Activity ![program development icon](https://www.extendednotes.com/hubfs/ExtendED%20Notes%20Blog/program%20development%20icon.svg) Program Development ![social emotional learning icon](https://www.extendednotes.com/hubfs/ExtendED%20Notes%20Blog/social%20emotional%20learning%20icon.svg) Social-Emotional Learning ![stem icon](https://www.extendednotes.com/hubfs/ExtendED%20Notes%20Blog/stem%20icon.svg) STEM (Science, Technology, Engineering, Math) ![teaching strategies icon](https://www.extendednotes.com/hubfs/ExtendED%20Notes%20Blog/teaching%20strategies%20icon.svg) Teaching Strategies ![extended notes fb page banner](https://www.extendednotes.com/hs-fs/hubfs/ExtendED%20Notes%20Blog/extended%20notes%20fb%20page%20banner.png?width=342&height=130&name=extended%20notes%20fb%20page%20banner.png) [Follow Page ](https://www.facebook.com/385747254841303?ref=embed_page) ![ExtendedNotes_Logo_Knowledge Base-01](https://www.extendednotes.com/hs-fs/hubfs/ExtendedNotes_Logo_Knowledge%20Base-01.jpg?width=300&height=300&name=ExtendedNotes_Logo_Knowledge%20Base-01.jpg) ExtendED Notes 974 followers Connect with us to get the latest Articles & Insights. ## Related Articles ![related post image](https://www.extendednotes.com/hs-fs/hubfs/Imported_Blog_Media/puzzle-pieces__800x400.jpg?width=352&name=puzzle-pieces__800x400.jpg) #### 4 Keys to Building Successful After School Systems With a growing number of children participating in after school programs, how can you better... [Program Development ](https://www.extendednotes.com/blog/tag/program-development) [After School Advocacy ](https://www.extendednotes.com/blog/tag/after-school-advocacy) ![related post image](https://www.extendednotes.com/hs-fs/hubfs/Imported_Blog_Media/donate_main__800x400.jpg?width=352&name=donate_main__800x400.jpg) #### 5 After School Organizations to Donate to This Giving Tuesday Coined the annual “Day of Giving,” #GivingTuesday started in 2012 as a way to help others through... [Program Development ](https://www.extendednotes.com/blog/tag/program-development) [After School Advocacy ](https://www.extendednotes.com/blog/tag/after-school-advocacy) ![related post image](https://www.extendednotes.com/hs-fs/hubfs/Imported_Blog_Media/principal_main__800x400.jpg?width=352&name=principal_main__800x400.jpg) #### 5 Tips for Building Partnerships with School Principals Partnering with school administration to build after school programs. [Program Development ](https://www.extendednotes.com/blog/tag/program-development) [Teaching Strategies ](https://www.extendednotes.com/blog/tag/teaching-strategies) ```json { "@context" : "https://schema.org", "@type" : "BlogPosting", "author" : { "@type" : "Person", "name" : "ExtendEDNotes", "url" : "https://www.extendednotes.com/blog/author/extendednotes" }, "dateModified" : "2025-01-31T19:45:52.329Z", "datePublished" : "2018-09-24T04:00:00.000Z", "headline" : "How to Build Your Program Budget | Extended Notes", "image" : [ "https://www.extendednotes.com/hubfs/Imported_Blog_Media/money_800x400__800x400.jpeg" ], "mainEntityOfPage" : { "@id" : "https://www.extendednotes.com/blog/after-school-articles/how-to-build-your-program-budget1", "@type" : "WebPage" }, "publisher" : { "@type" : "Organization", "logo" : { "@type" : "ImageObject", "url" : "https://www.extendednotes.com/hubfs/KELC/Branding/KELC%20Logos/extended%20notes%20logo%20vector.svg" }, "name" : "Kaplan Early Learning Company" } } ```