How do I build a budget for a 21st CCLC program?

A 21st CCLC program budget should cover four core areas: staffing (typically 50-70% of total costs), curriculum and programming materials, operations and facility costs, and any required grant match tracking. This free FY2027 planner walks you through each category with editable line items.

What percentage of an OST program budget should go to staffing?

Industry data and Wallace Foundation research shows that personnel costs — salaries plus benefits — represent 50 to 70 percent of total OST program operating budgets. Benefits typically add 18 to 22 percent on top of base salary.

Is there a federal match requirement for 21st CCLC grants?

No. Under ESSA Section 4204(d)(1), there is no federal matching requirement for 21st CCLC subgrants. However, individual states may impose their own match requirements. Fund braiding with Title I and Title IV-A is explicitly permitted under the non-regulatory guidance.

What does FY2027 mean for K-12 budget planning?

FY2027 refers to Fiscal Year 2027, which runs October 1, 2026 through September 30, 2027 for federal programs. For most school districts, FY2027 budget decisions are being finalized in April and May 2026. Spring is the critical window for program budget approval and staffing decisions.

How can I close a grant match gap in my program budget?

Grant match gaps can be closed through fund braiding (combining federal, state, and local sources), in-kind contributions, local foundation grants, and municipal or recreation department partnerships. GSW Education Partners helps programs identify match sources and structure compliant funding blends.

Who should use the GSW FY2027 Budget Planner?

This tool is designed for program directors, site coordinators, district administrators, and recreation department leaders responsible for K-12 out-of-school time, 21st CCLC, or after-school programs. It is a planning starting point, not a substitute for district finance processes.

Free FY2027 K-12 Program Budget Planner | OST & After-School Planning | GSW Education Partners

FY2027 Planning Tool

K-12 Program Budget Planner

A practical starting framework for OST and after-school program leaders. Build your FY2027 budget across staffing, curriculum, operations, and grant match tracking.

Read the May 2026 Edition

Free Planning Tool

Built for K-12 and Community Program Leaders

A practical, high-level budget framework across four categories. Enter your estimates, track your grant match, and get an instant program total — adjusted for your organization type and program size.

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Interactive Budget Calculator

Four editable budget sections: staffing, curriculum and programming, operations and safety, and grant match. All totals calculate automatically as you type.

Grant Match Gap Tracker

Enter your award estimate and required match percentage. The tool calculates your committed match gap and flags how much funding you still need to source.

Instant Budget Summary

A live summary bar shows your staffing percentage, category subtotals, and estimated program total in real time. Built for quick review before district finance conversations.

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Access the FY2027 Budget Planner

Staffing cost calculator (salaries, benefits, temp coverage)
Curriculum and programming budget framework
Operations and safety cost planner
Grant match gap calculator with fund braiding guidance
Auto-calculated totals and program budget summary

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Planning starting point, not a financial model. This tool is designed to help you organize FY2027 budget categories and identify your starting position. For a custom line-by-line budget review, compliance guidance, or grant match strategy, book a free consultation with GSW.

FY2027 Budget Framework

Build Your Program Budget

Enter your estimates across four sections. Totals calculate automatically. Expand or collapse each section as you work.

Set Your Program Scale

Enter students and sites to auto-estimate your budget. Adjust any field after.

Students Served

Total annual enrollment

Program Sites

Number of locations

Staffing

Coordinator, part-time staff, and benefits — typically 50-70% of total budget

Lead Coordinator SalaryAnnual gross salary

Part-time Staff (Total Annual)All part-time staff hours combined

Benefits & Payroll Tax% of total salaries (typically 18-22%)

Staffing typically represents 50-70% of OST program budgets. Our talent optimization service helps programs build efficient, sustainable staffing structures. Book a call to discuss your staffing model.

Staffing Subtotal $0

Curriculum & Programming

Learning materials, assessments, professional development

Curriculum & Programming TotalMaterials, assessments, PD, enrichment combined

Curriculum Subtotal $0

Operations & Safety

Facility, transportation, insurance, and administrative costs

Facility & Site FeesRent, utilities, custodial, site use agreements

Other OperationsTransport, insurance, admin overhead combined

Operations Subtotal $0

Grant Match Tracking

Federal award, required match, and gap analysis

Gap: $0

Federal Award EstimateExpected 21st CCLC or federal grant amount

Required Local Match% of award (check your SEA's RFP, or enter 0)

Local Match CommittedConfirmed in-kind, local, or foundation match

Match Gap (Auto-Calculated)Required match minus committed match

No federal match is required under ESSA for 21st CCLC grants. However, your state may require one. Fund braiding with Title I and Title IV-A is explicitly permitted by ed.gov. Let's talk about closing your match gap.

Required Match $0

FY2027 Program Budget Summary

Staffing

Curriculum

Operations

Staffing %

Estimated Program Total $0

Cost Per Child

—

Enter students served above to calculate

Grant Match Gap $0

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A budget framework is step one. Our team helps programs build line-by-line budgets, identify match sources, and structure financially sustainable FY2027 plans.

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Budget Planning is Just the Beginning

GSW Education Partners works alongside program leaders to build financially sustainable K-12 and OST programs. From grant strategy to operational systems, we bring 40+ years of practitioner experience to every engagement.

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