2026 Suggested budget template for grant proposals.xlsx
XLSX spreadsheet 25 KB Posted
- Opportunity number
- PDS-SUVA-FY26-02
- Issued by
-
Department of State US Embassy Suva
About this file
This is a detailed budget template for grant proposals submitted to the U.S. Embassy Suva, designed to accompany the required SF-424A federal budget form. The template requires applicants to provide itemized budgets and narrative justifications across seven budget categories: Personnel (with detailed descriptions of wages, salaries, and percentage of time allocation); Fringe Benefits (with documentation of rates and matching funds); Travel (including per diem and justification for international travel); Equipment (items exceeding $5,000 per unit with useful life greater than one year); Supplies (items under $5,000 per unit, including computer devices); Contractual (vendor agreements and sub-awards to nonprofit partners); and Other Direct Costs (shipping, applicable taxes, and miscellaneous expenses). Each category requires line-item entries with descriptions, quantities, and costs, along with comprehensive narrative sections explaining how requested funds support the proposal's purpose and goals.
The template calculates total direct costs, indirect costs (either based on a Negotiated Indirect Cost Rate Agreement or the 10% de minimis rate applied to Modified Total Direct Costs), the total federal share, cost share amounts, and the combined federal and non-federal award total. Applicants must provide detailed justifications for all budget line items and, if applicable, attach copies of their latest NICRA. The template clarifies that indirect costs cannot be directly linked to program activities and defines Modified Total Direct Costs by specifying exclusions such as portions of sub-awards exceeding $25,000, equipment, capital expenditures, rental costs, tuition remission, scholarships, and participant support costs.
Attachment 2: suggested budget template
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Other files
| File | Type | Posted |
|---|---|---|
| 2026 Suggested grant proposal template.docx | DOCX document | |
| APS 2026.pdf |
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Text version
Budget proposal
| Suggested Detailed Budget and Justification Narrative Template (U.S. Embassy Suva) |
| Note: In addition to the official SF-424A budget form, we require a detailed budget with narrative descriptions |
Funding opportunity number:
Funding opportunity title:
Applicant:
Date submitted:
| USD | ||||
| 1 | Personnel | |||
| Describe the wages and salaries of temporary or permanent staff who will be working directly for the applicant on the program, and the percentage of their time that will be spent on the program. | ||||
| Description | Each | Qty | Cost | |
| 1.1 | $0.00 | |||
| 1.2 | $0.00 | |||
| 1.3 | $0.00 | |||
| 1.4 | $0.00 | |||
| 1.5 | $0.00 | |||
| Personnel Subtotal | $0.00 | |||
| Personnel narrative description: Enter a description in the box below of the Personnel funds requested and how their use will support the purpose and goals of your proposal. Be sure to describe the role, responsibilities, and unique qualification of each position. |
| 2 | Fringe benefits | |||
| Describe the benefits of temporary or permanent staff who will be working directly for the applicant on the program, and the percentage of their time that will be spent on the program. | ||||
| Description | Each | Qty | Cost | |
| 2.1 | $0.00 | |||
| 2.2 | $0.00 | |||
| 2.3 | $0.00 | |||
| 2.4 | $0.00 | |||
| 2.5 | $0.00 | |||
| Fringe benefits Subtotal | $0.00 | |||
| Fringe Benefits narrative description: Enter a description in the box below of the Fringe matching provided, how the rate was determined, and how their use will support the purpose and goals of the proposal. Be sure to describe how the matching funds will help sustain and enhance your federal budget request. |
| 3 | Travel | |||
| Estimate the costs of travel and per diem for this program, for program staff, consultants or speakers, and participants/beneficiaries. If the program involves international travel, include a brief statement of justification for that travel. | ||||
| Description | Each | Qty | Cost | |
| 3.1 | $0.00 | |||
| 3.2 | $0.00 | |||
| 3.3 | $0.00 | |||
| 3.4 | $0.00 | |||
| 3.5 | $0.00 | |||
| Travel Subtotal | $0.00 | |||
| Travel narrative description: Describe in the box below the Purpose of Travel and how costs were determined. |
| 4 | Equipment (per unit cost more than $5,000) | |||
| Describe any machinery, furniture, or other personal property that is required for the program, which has a useful life of more than one year (or a life longer than the duration of the program), and costs at least $5,000 per unit. | ||||
| Description | Each | Qty | Cost | |
| 4.1 | $0.00 | |||
| 4.2 | $0.00 | |||
| 4.3 | $0.00 | |||
| 4.4 | $0.00 | |||
| 4.5 | $0.00 | |||
| Equipment Subtotal | $0.00 | |||
| Equipment narrative description: Enter a description in the box below of the Equipment and how its purchase will support the purpose and goals of this proposal. |
| 5 | Supplies (per unit cost less than $5,000, e.g. $1,000 laptop) | |||
| List and describe all the items and materials, including any computer devices, that are needed for the program. If an item costs more than $5,000 per unit, then put it in the budget under Equipment. | ||||
| Description | Each | Qty | Cost | |
| 5.1 | $0.00 | |||
| 5.2 | $0.00 | |||
| 5.3 | $0.00 | |||
| 5.4 | $0.00 | |||
| 5.5 | $0.00 | |||
| Supplies Subtotal | $0.00 | |||
| Supplies narrative description: Enter a description in the box below of the Supplies requested and how their purchase will support the purpose and goals of this proposal. |
| 6 | Contractual | |||
| Describe goods and services that the applicant plans to acquire through a contract with a vendor. Also describe any sub-awards to non-profit partners that will help carry out the program activities. | ||||
| Description | Each | Qty | Cost | |
| 6.1 | $0.00 | |||
| 6.2 | $0.00 | |||
| 6.3 | $0.00 | |||
| 6.4 | $0.00 | |||
| 6.5 | $0.00 | |||
| Contractual Subtotal | $0.00 | |||
| Contractual narrative description: Explain in the box below the need for each agreement and how their use will support the purpose and goals of this proposal. For those contracts already arranged, please provide the proposed categorical budgets. For those subcontracts that have not been arranged, please provide the expected Statement of Work, Period of Performance and how the proposed costs were estimated and the type of contract (bid, sole source…etc). |
| 7 | Other direct costs | |||
| Describe other costs directly associated with the program, which do not fit in the other categories. For example, shipping costs for materials and equipment or applicable taxes. All “Other” or “Miscellaneous” expenses must be itemized and explained. | ||||
| Description | Each | Qty | Cost | |
| 7.1 | ||||
| 7.2 | $0.00 | |||
| 7.3 | $0.00 | |||
| 7.4 | $0.00 | |||
| 7.5 | $0.00 | |||
| Other Subtotal | $0.00 | |||
| Other Direct Costs narrative description: Explain in the box below the need for each item and how their use will support the purpose and goals of this proposal. Be sure to break down costs into cost/unit and explain the use of each item requested. |
| Total Direct Costs: | $0.00 | |
| Indirect Costs (if applicable): | ||
| TOTAL FEDERAL SHARE OF AWARD: | $0.00 | |
| COST SHARE (if applicable): | ||
| Federal plus non-federal cost of award: | $0.00 | |
| Indirect Costs | ||
| These are costs that cannot be linked directly to the program activities, such as overhead costs needed to help keep the organization operating. If your organization has a Negotiated Indirect Cost Rate (NICRA) and includes NICRA charges in the budget, attach a copy of your latest NICRA. Organizations that have never had a NICRA may request indirect costs of 10% of the modified total direct costs as defined in 2 CFR 200.68. |
To calculate the 10% de minimis of Modified Total Direct Costs, take the total direct costs, and subtract the following:
- Portion of each sub-award over $25,000
- Equipment
- Capital expenditures
- Rental costs
- Tuition remission
- Scholarships and fellowships
- Participant support costs
File details come from the government source that posted it. Updated .