3. ZUEA Budget Form.xlsx
XLSX spreadsheet 34 KB Posted
- Attached to
- PDS Lusaka and ZUEA American Spaces Programming
- Opportunity number
- PDS-LUSAKA-ASSF-FY25
- Issued by
-
Department of State US Embassy Lusaka
About this file
This is a budget form template for the PDS Lusaka and ZUEA American Spaces Programming cooperative agreement opportunity. The template provides instructions and examples for completing a comprehensive budget narrative across ten budget categories: Personnel, Fringe Benefits, Travel, Equipment, Supplies, Contractual, Construction, Other Direct Costs, Total Direct Costs, and Indirect Costs. The document specifies that all blue text guidance must be removed before submission and that vague responses such as "Not Applicable" are generally unacceptable without sufficient explanation. The template example demonstrates a total project budget of $140,372.93, consisting of $123,404.77 in direct costs and $16,968.16 in indirect costs calculated at a 13.75% Negotiated Indirect Cost Rate (NICRA). Personnel costs total $62,765.00 (two positions), fringe benefits are $7,939.77, travel is $30,100.00, supplies are $1,500.00, contractual services are $17,500.00, and other direct costs are $3,600.00. Applicants must provide detailed narrative justifications for each budget line item explaining how funds will support the proposed project objectives and must reference the SF-424a federal form for cost entry requirements.
The budget template is designed for organizations applying to the U.S. Embassy in Zambia's American Spaces Programming cooperative agreement, which has a maximum award ceiling of $29,409. The application deadline is April 30, 2026. The program falls under the Department of State's ECA – American Spaces program (CFDA 19.441), which funds the establishment and operation of cultural and information centers globally. Organizations with Negotiated Indirect Cost Rate agreements must attach supporting documentation; those without prior NICRA approval may request indirect costs at the 15% de minimis rate of modified total direct costs. The template emphasizes that equipment is defined as non-expendable property with a useful life exceeding one year and acquisition cost of $10,000 or more, while supplies include items costing less than $10,000 per unit. Contractual costs must include complete itemization and separate documentation for each contractor or subcontractor, with Statement of Work and procurement method details for unarranged contracts.
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Sheet5
| Instructions: This Budget Narrative Sample Template should be filled out in its entirety. Any information that is included in blue text should be deleted prior to submitting this document as the "Budget Narrative" attachment. It is only included as guidance for sample text or suggested information. Costs listed in any category below should include an explanation of how the requested funds will be used to support the proposed project, whether it be federal or a non-federal/match cost. Please note that the response “Not Applicable,” or “N/A,” is generally not acceptable. Instead, a sufficient explanation should be provided in either the proposal narrative or within each field to explain why an item is not applicable. |
| Organization Name, Period of Performance |
| 1. Personnel |
(Description: An employee of the organization whose work is tied to the proposed project. Please indicate the full monthly or yearly salary, pro rate amount based on % of time to be devoted to the project, and your or another organization's input (if any).
| Position | Name of Employee | Annual Salary/ Rate | Level of Effort (%) | Amount requested | |
| (Salary x LOE) | Non-Federal Match or Cost Share | Total cost |
| Ex: Program Director | John Doe | $164,890 | 10.00% | $16,489 | $ 16,489.00 | |
| Ex: Project Coordinator | TBD | $46,276 | 100.00% | $46,276 | $ 46,276.00 | |
| 1.a Personnel Sub-Total | $ 62,765.00 | $ - 0 | $ 62,765.00 | |||
| Narrative Justification Enter a description 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. |
SF-424a Note: Enter the total cost of 1.a in Section B Column 1 line 6a of the form.
2. Fringe Benefits (Description: May include contributions for social security, employee insurance, pension plans, etc. Only those benefits not included in an organizations indirect cost rate agreement (i.e., NICRA) may be shown as direct costs)
| Item Description | Wage | Rate | Amount requested | ||
| (Wage x Rate) | Non-Federal Match or Cost Share | Total cost |
| Ex: FICA | $ 62,765.00 | 7.65% | $4,802 | $4,802 | |
| Ex: Workers Compensation | $ 62,765.00 | 2.50% | $1,569 | $1,569 | |
| Ex: Health Benefits | $ 62,765.00 | 2.50% | $1,569 | $1,569 | |
| 2.a Fringe Benefits Sub-Total | $ 7,939.77 | $ - 0 | $7,940 | ||
| Narrative Justification: Enter a description of the Fringe funds requested, how the rate was determined, and how their use will support the purpose and goals of this proposal. |
SF-424a Note: Enter the total cost of 2.a in Section B Column 1 line 6b of the form.
| 3. Travel (Description: 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. Must follow U.S. Government regulations. The lowest available commercial fares for coach or equivalent accommodations must be used. Local travel policies prevail.) | ||||||
| Purpose of Travel | Item Description | Unit of Measure | Cost Per Unit/Rate | Number of Units | Amount requested (Federal share) | |
| (Cost Per Unit x No. of Units) | Non-Federal Match or Cost Share | Total cost |
| Ex: Leadership Training | Airfare--Origin: Egypt, Algeria, Tunisia, Morocco, Yemen, and/or Oman; Destination: Amman, Jordan | Roundtrip Airfare | $ 500.00 | 20 | $10,000 | $ 10,000.00 | |
| Lodging in Amman for 20 participants for 3 days (U.S. Government allowable rate) | day | $ 183.00 | 60 | $10,980 | $ 10,980.00 | ||
| Meals and Incidentals for 20 participants for 3 days (M&IE--U.S. Government allowable rate)) | day | $ 127.00 | 60 | $7,620 | $ 7,620.00 | ||
| Ex: Local Travel | Local travel in Amman, Jordan for 20 participants for 3 days | day | $ 500.00 | 3 | $1,500 | $ 1,500.00 | |
| 3.a Travel Sub-Total | $ 30,100 | $ - 0 | $ 30,100.00 | ||||
| Narrative Justification: |
Describe the Purpose of Travel and how costs were determined.
SF-424a Note: Enter the total cost of 3.a in Section B Column 1 line 6c of the form.
| 4. Equipment (Description: Permanent equipment is defined as non-expendable personal property having a useful life of more than one year and an acquisition cost of $10,000 or more.) | ||||||
| Item Description | Category | Unit of Measure | Cost Per Unit/Rate | Number of Units | Amount requested (Federal share) | |
| (Cost Per Unit x No. of Units) | Non-Federal Match or Cost Share | Total cost |
| None | |||
| 4.a Equipment Sub-Total | $ - 0 | $ - 0 | $ - 0 |
| Narrative Justification: |
Enter a description of the Equipment and how its purchase will support the purpose and goals of this proposal.
SF-424a Note: Enter the total cost of 4.a in Section B Column 1 line 6d of the form.
| 5. Supplies (Description: List and describe all the items and materials, including any computer devices, that are needed for the program. Materials costing less than $10,000 per unit and often having one-time use.) | |||||
| Item Description | Unit of Measure | Cost Per Unit | Number of Units | Amount requested (Federal share) | |
| (Cost Per Unit x No. of Units) | Non-Federal Match or Cost Share | Total cost |
| Ex: General Office Supplies | month | $ 50.00 | 12 | $600 | $ 600 |
| Ex: Laptop | 1 | $ 900.00 | 1 | $900 | $ 900 |
| 5.a Supplies Sub-Total | $ 1,500 | $ 1,500 | |||
| Narrative Justification: Enter a description of the Supplies match provided and how their purchase will support the purpose and goals of this proposal. Be sure to describe how your matching funds will help sustain and enhance your federal budget request. |
SF-424a Note: Enter the total cost of 4.a in Section B Column 1 line 6d of the form.
| 6. Contractual (Description: The costs of project activities to be undertaken by a third-party contractor should be included in this category as a single line item charge. A complete itemization of the cost should be attached to the budget. If there is more than one contractor, each must be budgeted separately and must have an attached itemization.) | |||||
| Item Description | Unit of Measure | Cost Per Unit | Number of Units | Amount requested (Federal share) | |
| (Cost Per Unit x No. of Units) | Non-Federal Match or Cost Share | Total cost |
| Consultant - Ex: Jane Smith/Leadership Training Expert | day | $350 | 12 | $4,200 | $ 4,200 |
| Consultant - Ex: TBD/Monitoring and Evaluation Expert | day | $275 | 12 | $3,300 | $ 3,300 |
| Contract - Ex. Sub-Award to Jordanian NGO (budget and terms TBD) | award agreement | $10,000 | 1 | $10,000 | $ 10,000 |
| 6.a Contractual Sub-Total | $ 17,500 | $ 17,500 | |||
| Narrative Justification: Explain 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. Construction: Not Allowable |
| SF-424a Note: Leave this section blank in Section B Column 1 & 2 line 6g of the form |
8. Other Direct Costs Describe other costs directly associated with the project, 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.
| Item Description | Unit of Measure | Cost Per Unit | Number of Units | Amount requested (Federal share) | |
| (Cost Per Unit x No. of Units) | Non-Federal Match or Cost Share | Total cost |
| Ex: Office Telephone | month | $100 | 12 | $1,200 | $ 1,200.00 | |
| Ex: Amman hotel conference room rental for training | day | $800 | 3 | $2,400 | $ 2,400.00 | |
| 8.a Other Direct Costs Sub-Total | $ 3,600 | $ - 0 | $ 3,600.00 | |||
| Narrative Justification: |
Explain 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.
SF-424a Note: Enter the total cost of 8.a in Section B Column 1 line 6h of the form.
| Amount Requested | Cost-Share | Total Direct Costs | |
| 9. Total Direct Costs | $ 123,404.77 | $ - 0 | $ 123,404.77 |
10. Indirect Costs Description: These are costs that cannot be linked directly to the project 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 15% of the modified total direct costs as defined in 2 CFR 200.68.
| Type | Rate% | Applicable To | Total Indirect Costs (Federal Share of Total Direct Costs x indirect cost rate) |
| Ex. Predetermined, fixed, or provisional (NICRA) | 13.75% | All Programs | $ 16,968.16 |
| Ex. 15% de minimis rate | 15% | Modified Total Direct Costs (MTDC) |
11. Total Costs (Sum of the Total Direct and Indirect Costs) $ 140,372.93 $ - 0 $ 140,372.93
BUDGET SUMMARY
| Budget Categories | Federal Request (Cost) | Official Cost Share Only | Total |
| 1. Personnel | $ 62,765.00 | $ - 0 | $ 62,765.00 |
| 2. Fringe Benefits | $ 7,939.77 | $ - 0 | $ 7,939.77 |
| 3. Travel | $ 30,100.00 | $ - 0 | $ 30,100.00 |
| 4. Equipment | $ - 0 | $ - 0 | $ - 0 |
| 5. Supplies | $ 1,500.00 | $ - 0 | $ 1,500.00 |
| 6. Contractual | $ 17,500.00 | $ - 0 | $ 17,500.00 |
| 7. Construction | not allowed | not allowed | not allowed |
| 8. Other Direct Costs | $ 3,600.00 | $ - 0 | $ 3,600.00 |
| 9. Total Direct Costs (lines 1-8) | $ 123,404.77 | $ - 0 | $ 123,404.77 |
| 10. Indirect Costs (reflect provisional, pre-determined rate and allocation base) | $ 16,968.16 | $16,968.16 | |
| 11. Total Costs (lines 9-10) | $ 140,372.93 | $ - 0 | $ 140,372.93 |
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