How to Budget Other Expenses in a Grant Application

The “Other Expenses” section of a grant budget is one of those areas that’s easy to overlook—but it’s also one of the most important for showing funders you’ve thought through everything it takes to run your project. Over the years, I’ve seen this category make or break applications because it’s often where the smaller, practical details live. In this post, I’ll walk you through the same three points I cover in my latest video so you can confidently handle this part of your grant budget.

1. Understand What Belongs in “Other Expenses”

This section is designed for costs that don’t quite fit anywhere else. Think of it as your “catch-all” for essential but non-standard expenses. Common examples include insurance premiums, licensing or permitting fees, equipment maintenance, printing and copying, and even project-specific outreach materials. These aren’t optional extras—they’re the behind-the-scenes costs that keep your project running smoothly. The key is to itemize them clearly so funders can see exactly what each cost represents.

2. Estimate Costs with Real Data

Accuracy and documentation matter here just as much as in the major budget categories. I like to gather actual quotes, use standard rates, or reference recent invoices to keep estimates realistic. For example, if you include printing or software licensing costs, pull a recent vendor quote or online rate sheet. When you can show that your “other expenses” are grounded in real numbers, it reassures reviewers that your budget is thoughtful—not padded

3. Explain Why Each Expense Matters

Every line item in this category should have a purpose that ties directly back to your project’s objectives. Funders need to understand why each cost is necessary. A short justification can go a long way—for example: “Insurance coverage ensures project assets are protected during implementation.” Simple, clear explanations like that make your budget narrative stronger and more transparent.

If you remember these three things—define what belongs, base your costs on real data, and justify each expense—you’ll turn the “Other Expenses” section from a filler line into a proof of your project’s readiness.
And if you want to take it further, download my free guide, “10 Essential Tips for Budgeting Other Expenses in a Grant Application.” In it, I expand on these three strategies and share seven more ways to make your budget more accurate, transparent, and funder-ready.