2024 Budget Template.xlsx

XLSX spreadsheet 119 KB Posted Dec 5, 2024

Attached to: Logistics, Meeting Coordination
Opportunity number: DFOP0017018
Issued by: Department of State Bureau of Oceans and International Environmental and Scientific Affairs

About this file

Written by GovTribe AI · Dec 6, 2024

This is a budget template Excel file for federal grant applications that contains detailed guidelines and three main sections: Summary Budget, Detailed Line Item Budget, and Budget Narrative. The template provides comprehensive instructions for categorizing costs under Personnel, Fringe Benefits, Travel, Equipment, Supplies, Contractual, Construction, Other Direct Costs, and Indirect Charges, with specific guidance on allowable expenses and required documentation.

The template corresponds to a Department of State Bureau of Oceans and International Environmental and Scientific Affairs grant opportunity (DFOP0017018) for logistics and meeting coordination support with CAFTA-DR and FTA-partner countries under the Environmental and Scientific Partnerships and Programs (CFDA 19.017). The file includes specific requirements for cost sharing, formatting (14-point font, letter-sized paper), and separate tabs for subrecipient budgets. It emphasizes compliance with OMB circulars 2 CFR 200 and 600, and provides detailed guidance on indirect cost calculations, including NICRA or the 10% de minimis rate option.

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2024 Budget Template

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Other files

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Sample Timeline.xlsx	XLSX spreadsheet	Dec 5, 2024
Monitoring Indicator Table Sample.xlsx	XLSX spreadsheet	Dec 5, 2024
SF424B-V1.1.pdf	PDF	Dec 5, 2024
SF424A-V1.0.pdf	PDF	Dec 5, 2024
SF424_4_0-V4.0.pdf	PDF	Dec 5, 2024
Financial Management Survey.doc	DOC document	Dec 5, 2024
2024 Proposal Submission Instructions.docx	DOCX document	Dec 5, 2024
Notice of Funding Opportunity - Logistics Meeting Coordination (Updated).docx	DOCX document	Dec 5, 2024

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1. Budget Guidelines

BUDGET GUIDELINES

In addition to the budget information required on the SF-424A, applicants must provide the following three elements as part of the budget submission:
A.	Summary Budget (Note: using the OMB cost categories, see SF-424A)
B.	Detailed Line Item Budget (Direct and Indirect Costs)
C.	Budget Narrative

A. Summary Budget (Note: TEMPLATE ON TAB 2, autofills from Tab 3 "Detailed Budget")

B. Detailed Line Item Budget (Note: TEMPLATE ON TAB 3)
Note: Applicants must provide a detailed line-item budget (in Microsoft Excel or similar spreadsheet format) outlining specific cost requirements within each of the summary budget categories.
�	14 font or larger; must fit on 8x11 letter sized paper, not legal size - once approved, the budget will be incorporated as a PDF into the binding agreement.
�	If applicable, cost sharing should be itemized in the separate column. See below for more details on Cost Share.
�	The budget should be for the entire period of performance and reflect realistic yearly expenses based on project need and the approved timeline.
�	All sub-award costs should be listed under Line F, Contractual, of the prime budget. A separated itemized breakdown of costs should be provided in the Subrecipient Budget tab.
�	All line items must be described in the budget narrative.
�	Hide columns for years 2 and 3 if your program is only 1 year. Alternatively add another year if your program is 4 years.

The budget sample on Tab 3 is an example of the required format, but is not exhaustive: your budget might have additional items not listed here. Please edit it to reflect your planned expenditures.

OMB Cost Category Descriptions

Personnel – Staffing of employees should be appropriate to the program needs to include support staff such as HR, IT, Finance, etc. In general, direct employees of the non-federal entity receiving benefit are considered personnel. Consultants or contractors hired through a contractual agreement to assist with the project should be included under F. Contractual. Identify staffing requirements by each position title. To protect personal identifying information applicants are not encouraged to identify employee names in the budget.

Fringe Benefits -Allowances and services provided by employers to their employees as compensation in addition to regular salaries and wages. Specify the type & rate and explain how benefits are computed for each category of employee. Fringe benefits include, but are not limited to, the costs of leave (vacation, family-related, sick, or military), employee insurance, pensions, and unemployment benefit plans.

Travel - Assign travel of personnel to identified activities or monitoring outlined in the proposal work plan. Travel costs must be consistent with 2 CFR 200.475 Travel Costs. Travel modes may include airfare, train, bus, public or private car. Lodging and Per diem rates must be consistent with organizational policy rates. In the absence of policy rates, per diem rates may not exceed the published U.S. government allowance rates. Do not include travel for participants or consultants under this section.

Fly America

Foreign Per Diem Rates by Location

GSA Per Diem Lookup

Equipment – Equipment – Defined as tangible personal property having a useful life of more than one year and a per-unit an acquisition cost which equals or exceeds the lesser of the capitalization level established by the non-federal entity for financial statement purposeor of $5000. A computing device is a supply if the acquisition cost is less than the lesser of the capitalization level established by the non-Federal entity for financial statement purposes or $5,000, regardless of the length of its useful life. If equipment is replacing previous equipment, provide more information on equity among other projects or certification that the equipment is used solely for the intended project.

Supplies - means all tangible personal property other than those described in the definition of equipment and needed specifically for the implementation of project activities, whether allocated on full or partial basis. A computing device is a supply if the acquisition cost is less than the lesser of the capitalization level established by the non-Federal entity for financial statement purposes or $5,000, regardless of the length of its useful life.

Contractual – Inclusive of sub-recipients, procurement contracts (audits, program specific IT services, etc.) and third-party evaluation contracts. If charged as a direct cost, renting or leasing agreements for office space/real property or equipment specifically for this program. This section should NOT include consultancy contracts.
�	Sub-recipients: Typically, other non-government organizations who work with the prime applicant to carry out a portion of the award’s objectives and performs specific activities identified in the proposal. Sub-recipients provide technical expertise that provides strategic or programmatic value. Sub-recipients often assist the prime with programmatic direction. The prime functions as a pass-through, so the sub-recipient if responsible for the management of their portion of the federal funding received and must also comply with federal regulation. See 2 CFR 200.1 Subaward. Subrecipients agreements are subject to 2 CFR 200.332 Requirements for pass-though entities. Sub-recipients can be though of as co-applicants. If applying as a consortium, one applicant must be the lead/prime applicant. Remaining consortium members would receive a sub-award as a sub-recipient under the prime. While at the discretion of the applicant, sub-recipients typically do not undergo a competitive process since they are a procurement action.
�	Contractors: Typically for-profit businesses that provide the applicant a service or good for their own use and creates a procurement relationship. See 2 CFR 200.1 Contract. Contractors do not assist the prime with programmatic direction or provide programmatic or technical value. Their actions operate in a competitive environment and the applicant is making a determination of selection based on price and value.

Other Direct Costs - These will vary depending on the nature of the project but are typically costs associated with activities or costs that cannot be placed in other categories. Typical costs may include venue costs for workshops or activity events; daily or hourly translation costs, food/beverages, monthly subscriptions costs (software, research platforms, etc.); innoculation costs, gas for vehicles, printing of workshop or event materials, etc. This section would include cost associated with participants support and consultancy costs.

Participant support costs: means direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences, or training projects.

Indirect Charges - Charges for overhead, facilities, or G&A may be recouped in different ways depending on applicability. See 2 CFR 200, "Cost Principles" for non-profit organizations; Federal Acquisition Regulation (FAR) 48 CFR part 31 for commercial firms.
�	If your organization has an indirect cost-rate agreement (NICRA) with the U.S. Government, will be requested prior to award issuance.
�	If your organization does not have a NICRA, you may claim up to 10% of Modified Total Direct Costs, as described in 2 CFR 200.68 and 2 CFR 200.414.
�	If sub-recipients are claiming indirect costs, they should have an established NICRA that is also submitted with the proposal package, or they may also claim up to the 10% MTDC rate.
�	If your organization is relatively small and can easily identify shared costs among projects including rent; depreciation, facilities costs; etc. these may be directly allocated and charged as direct costs under the appropriate section. Rental or leasing agreements for office space should be reflected under contractual while other should be reflected in other direct costs.

Cost Considerations

The Bureau WILL CONSIDER budgeted line items for:

�	Independent evaluations to assess the project’s impact (costs must be built into the overall original budget proposal and must be reasonable);
�	Costs associated with an internal evaluation conducted by the applicant (costs must be built into the overall original budget proposal and must be reasonable).

The Bureau/Post WILL NOT CONSIDER budgeted line items for:

�	Any unallowable costs, as described in OMB cost principle circulars
�	Projects designed to advocate policy views or positions of foreign governments or views of a particular political faction;
�	Entertainment expenses, including alcoholic beverages;

Before grants are awarded, the Bureau/Post reserves the right to reduce, revise, or increase proposal budgets in accordance with the Bureau’s/Post's program needs and availability of funds.

Cost Share

�	Cost sharing is the portion of program cost not borne by DOS. Refer to the NOFO to determine whether cost sharing is required or encouraged. In general, applications that include in-kind and/or cash contributions from non-U.S. Government sources will be more competitive, since cost-sharing demonstrates a strong commitment to the activities and greater cost effectiveness.
�	Assign a US dollar monetary value to each in-kind and/or cash contribution. If the proposed project is a component of a larger program or initiative such as a public-private partnership, DO NOT include this as cost share.
�	Applicants should consider all types of cost sharing. Examples include the use of office space owned by other entities; donated or borrowed supplies and equipment; (non-federal) sponsored travel costs; waived indirect costs; and program activities, translations, or consultations. The values of offered cost share should be reported in accordance with 2 CFR 200. Other USG funding or foreign government funding does not constitute as cost sharing.
�	The recipient of an assistance award must maintain written records to support all allowable costs which are claimed as its contribution to cost-share, as well as costs to be paid by the Federal government. Such records are subject to audit. The basis for determining the value of cash and in-kind contributions must be in accordance with 2 CFR 200. In the event the recipient does not meet the amount of cost-sharing stipulated in their application, the Bureau’s contribution may be reduced in proportion to the recipient’s stated contribution.

Office of Management and Budget (OMB) Circulars

Organizations should be familiar with the applicable sections of OMB 2 CFR 200 and 600 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

2 CFR §200

2 CFR §600

https://www.gsa.gov/policy-regulations/policy/travel-management-policy/fly-america-acthttps://aoprals.state.gov/web920/per_diem.asphttps://www.gsa.gov/travel-resourceshttps://www.ecfr.gov/cgi-bin/text-idx?SID=da7b966b71ea39698b715acfff4e8d8b&mc=true&node=pt2.1.200&rgn=div5https://www.ecfr.gov/cgi-bin/text-idx?SID=da7b966b71ea39698b715acfff4e8d8b&mc=true&tpl=/ecfrbrowse/Title02/2chapterVI.tpl

2. Summary Budget Template

SAMPLE SUMMARY BUDGET
Organization Name
Project Title
Project Duration
	Federal Request	Cost Share	Total Project Budget

A	Personnel	0.00	0.00	0.00
B	Fringe Benefits	0.00	0.00	0.00
C	Travel	0.00	0.00	0.00
D	Equipment	0.00	0.00	0.00
E	Supplies	0.00	0.00	0.00
F	Contractual	0.00	0.00	0.00
G	Construction	0.00	0.00	0.00
H	Other Direct Costs	0.00	0.00	0.00
I	Total Direct Costs	0.00	0.00	0.00
J	Total Indirect Costs	0.00	0.00	0.00
K	Total (Sum I + J)	0.00	0.00	0.00

* line item amounts auto-fill from "Detailed Grant Budget Template" tab

3. Detailed Budget Template

DETAILED LINE-ITEM BUDGET
Organization's Name	Organization Name
Project Title	Project Title
Project Duration	Project Title

		Cost Breakdown				Year 1	Cost Breakdown				Year 2	Cost Breakdown				Year 3	Total Requested Federal Funds	Cost-Share by Applicant	Program Total
		Unit	Number	Number	Allocation		Unit	Number	Number	Allocation		Unit	Number	Number	Allocation
A	Personnel (Direct-Hires)	# months	rate		%		# months	rate		% effort		#months	rate		% effort
A.1	HQ-Based personnel
A.1.1	Project Manager					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
A.1.2	Project Officer, etc.					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
A.2	Field Personnel (Direct-Hires)
A.2.1						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Personnel						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
B	Fringe Benefits		%	rate				%	rate	rate			%	rate	rate
B.1	HQ-Based Fringe Benefits					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
B.2	Field Fringe Benefits					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Fringe Benefits						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
C	Travel	# people	#trips/days	cost	%		# people	#trips/days	cost	%		# people	#trips/days	cost	%
C.1	Activity Travel
Activity/Purpose -
C.1.1	Mode - Traveler - From&To /RT					$ - 0					$ - 0					$ - 0	$ - 0
C.1.2	Lodging					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
C.1.3	Per Diem (City, Country)					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
C.2	Admin/Monitoring Travel
Activity/Purpose -
C.2.1	Mode - Traveler - From&To /RT					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
C.2.2	Lodging					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
C.2.3	Per Diem (City, Country)					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Travel						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
D	Equipment (see definition)		number	cost	%							unit	number	cost	%
Activity/Purpose
D.1	(description, e.g. generators, vehicles, etc)					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Equipment	Sub Total Equipment					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
E	Supplies		number	cost	%							unit	number	cost	%
Activity/Purpose -
E.1	(description e.g. laptops, cell phones)					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Supplies	Sub Total Supplies					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
F	Contractual		number	cost	%								number	cost	%
F.1	Subawards
Activity/Purpose -
F.1.1	Subrecipient Name					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
F.2	Contracts
Activity/Purpose
F.2.1	Contractor Name					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Contractual						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
G	Construction
G.1						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Construction						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
H	Other Direct Costs	unit	number	cost	%		unit	number	cost	%		unit	number	cost	%
Activity/Purpose
H.1	Specify, itemize (venue fees in X location)					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
H.2	Specify, itemize (e.g. radio airtime fees)					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Other Direct Costs						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
I	Total Direct Costs					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
J	Total Indirect Costs (select one: NICRA %, Final, Pre-determined, Provisional and Basis or 10% De Minimis based on MTDC)																$ - 0	$ - 0	$ - 0
K	Total Project Cost					$ - 0					$ - 0	(must match award amount)				$ - 0	$ - 0	$ - 0	$ - 0
* Detailed line-item budgets for sub-grantees should be included in additional tabs within this excel workbook.

SubRecipient Budget (if apl.)

SUB-RECIPIENT BUDGET (if applicable)
Sub-Recipient Organization Name	Organization Name
Project Title	Project Title
Project Duration	Project Title

		Unit Cost				Requested Federal Funds	Cost-Share by Sub	Program Total
		Unit	Number	Amount	Rate
A	Personnel	months or years		salary (month or year)	% effort
A.1	HQ-Based personnel
A.1.1	Project Manager					0.00		0.00
A.1.2	Project Officer, etc.					0.00		0.00
A.2	Field Personnel
A.2.1						0.00		0.00
Subtotal Personnel						0.00	0.00	0.00
B	Fringe Benefits
B.1	HQ-Based Personnel Fringe Benefits					0.00		0.00
B.2	Field Personnel Fringe Benefits					0.00		0.00
Subtotal Fringe Benefits						0.00	0.00	0.00
C	Travel	# people	# days	Cost
C.1	Program Travel
C.1.1	Mode - Traveler - From&To /RT					0.00		0.00
C.1.2	Lodging					0.00		0.00
C.1.3	Per Diem (City, Country)					0.00		0.00
C.2	Admin/Monitoring Travel
C.2.1	Mode - Traveler - From..To /RT					0.00		0.00
C.2.2	Lodging					0.00		0.00
C.2.3	Per Diem (City, Country)					0.00		0.00
Subtotal Travel						0.00	0.00	0.00
D	Equipment (> $5,000 per unit )
D.1	(description, e.g. generators, vehicles, etc)					0.00
Subtotal Supplies	Sub Total Supplies					0.00	0.00	0.00
E	Supplies (< $5,000 per unit)		# units	unit cost
E.1	(description e.g. laptops, cell phones)					0.00
Subtotal Supplies	Sub Total Supplies					0.00	0.00	0.00
F	Contractual
F.1	Subawards
F.1.1	Subrecipient (Name)*					0.00		0.00
F.2	Contracts
F.2.1	Contractor					0.00		0.00
Subtotal Contractual						0.00	0.00	0.00
G	Construction
G.1						0.00		0.00
Subtotal Construction						0.00	0.00	0.00
H	Other Direct Costs
H.1						0.00		0.00
H.2						0.00		0.00
Subtotal Other Direct Costs						0.00	0.00	0.00
I	Total Direct Costs					0.00	0.00	0.00
J	Total Indirect Costs (select one: NICRA %, Final, Pre-determined, Provisional and Basis or 10% De Minimis based on MTDC)					0.00	0.00	0.00
K	Total Project Cost	(must match award amount)				0.00	0.00	0.00

File details come from the government source that posted it. Updated Dec 6, 2024.