6. Budget Narrative Sample Template.xlsx
XLSX spreadsheet 36 KB Posted
- Attached to
- Grants for New Media Federal grant opportunity
- Opportunity number
- DOS-KAZ-AST-AEECA-25-005
- Issued by
- Department of State US Consulate Almaty
About this file
This document is a Budget Narrative Sample Template spreadsheet providing detailed instructions for grant applicants to itemize and justify costs for federal grant proposals. The template includes sections for both federal costs and non-federal match/cost share components across major budget categories: Personnel ($64,103 total), Fringe Benefits ($14,530 total), Travel ($68,120 total), Equipment ($0), Supplies ($2,244 total), Contractual ($27,400 total), Other Direct Costs ($15,600 total), and Indirect Costs ($0).
The template is associated with a Department of State grant opportunity (DOS-KAZ-AST-AEECA-25-005) supporting new media platforms in Kazakhstan, with a total combined budget of $191,997 ($125,805 federal request and $66,192 non-federal match). The template requires detailed cost breakdowns, narratives justifying each expense, and proper notation of costs on the SF-424a form. It includes sample entries showing how to document expenses like personnel costs, travel arrangements, consultant fees, and operational expenses, with specific emphasis on following U.S. Government regulations and allowable rates.
Budget Narrative Sample Template
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Other files for this federal grant opportunity
| File | Type | Posted |
|---|---|---|
| Instructions – SF 424A Form.pdf | ||
| Instructions – SF 424 Form.pdf | ||
| FY2025 - Grants for New Media - NOFO.docx | DOCX document | |
| FY2025 - Grants for New Media - NOFO.docx | DOCX document | |
| 5. M&E PMP Template with Instruction.docx | DOCX document | |
| 4. Applicant Organization Information Sheet.docx | DOCX document | |
| 3. Suggested grant proposal format (if applicant does not have own template).docx | DOCX document | |
| 2. SF424A (The document you are trying to load requires Adobe Reader 8 or higher.).pdf | ||
| 1. SF424 (The document you are trying to load requires Adobe Reader 8 or higher.).pdf |
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Sheet2
| 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) | ||||
| 1.a Federal or PAS Cost | ||||
| Position | Name of Employee | Annual Salary/ Rate | Level of Effort (%) | Cost |
(Salary x LOE)
| Ex: Program Director | John Doe | $164,890 | 10.00% | $16,489 |
| Ex: Project Coordinator | TBD | $46,276 | 100.00% | $46,276 |
| 1.a Personnel Sub-Total | $62,765 | |||
| 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.
| 1.b Non-Federal Match or Cost Share | ||||
| Position | Name of Employee | Annual Salary/ Rate | Level of Effort (%) | Cost |
(Salary x LOE)
| Ex: Clerical Support | Jill Smith | $1,338.00 | 100.00% | $1,338.00 |
| 1.b Personnel Sub-Total | $1,338 | |||
| Narrative Justification: Enter a description of the Personnel matching funds provided and how their use will support the purpose and goals of your proposal. Be sure to describe how your matching funds will help sustain and enhance your MEPI budget request. |
SF-424a Note: Enter the total cost of 1.b in Section B Column 2 line 6a of the form.
Source of Match Funds: Identify the source of match funds.
| 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) | |||
| 2.a Federal Cost | |||
| Component | Wage | Rate | Cost |
(Wage x Rate)
| Ex: FICA | $62,765 | 7.65% | $4,802 |
| Ex: Workers Compensation | $62,765 | 2.50% | $1,569 |
| Ex: Health Benefits | $62,765 | 2.50% | $1,569 |
| 2.a Fringe Benefits Sub-Total | $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.
| 2.b Non-Federal Match or Cost Share | |||
| Component | Wage | Rate | Cost |
(Wage x Rate)
| Ex: Insurance | $62,765 | 10.50% | $6,590 |
| 2.b Fringe Benefits Sub-Total | $6,590 | ||
| Narrative Justification: Enter a description 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. |
SF-424a Note: Enter the total cost of 2.b in Section B Column 2 line 6b of the form.
Source of Match Funds: Identify source of match funds.
| 3. Travel (Description: Explain need for all travel. Must follow U.S. Government regulations. The lowest available commercial fares for coach or equivalent accommodations must be used. Local travel policies prevail.) | |||||
| 3.a Federal Cost | |||||
| Purpose of Travel | Item Description | Unit of Measure | Cost Per Unit/Rate | Number of Units | Cost |
(Cost Per Unit x No. of Units)
| Ex: Leadership Training | Airfare--Origin: Egypt, Algeria, Tunisia, Morocco, Yemen, and/or Oman; Destination: Amman, Jordan | Roundtrip Airfare | $ 500.00 | 20 | $10,000 |
| Lodging in Amman for 20 participants for 3 days (U.S. Government allowable rate) | day | $ 183.00 | 60 | $10,980 | |
| Meals and Incidentals for 20 participants for 3 days (M&IE--U.S. Government allowable rate)) | day | $ 127.00 | 60 | $7,620 | |
| Ex: Local Travel | Local travel in Amman, Jordan for 20 participants for 3 days | day | $ 500.00 | 3 | $1,500 |
| 3.a Travel Sub-Total | $30,100 | ||||
| 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.
| 3.b Non-Federal Match or Cost Share | |||||
| Purpose of Travel | Item Description | Unit of Measure | Cost Per Unit/Rate | Number of Units | Cost |
(Cost Per Unit x No. of Units)
| Ex: Leadership Training | Airfare--Origin: Algeria, Tunisia, Morocco, Jordan, and/or Qatar; Destination: Cairo, Egypt | Roundtrip Airfare | $ 500.00 | 20 | $10,000 |
| Lodging in Cairo for 20 participants for 3 days (U.S. Government allowable rate) | day | $ 175.00 | 60 | $10,500 | |
| Meals and Incidentals for 20 participants for 3 days (M&IE--U.S. Government allowable rate)) | day | $ 267.00 | 60 | $16,020 | |
| Ex: Local Travel | Local travel in Cairo, Egypt for 20 participants for 3 days | day | $ 500.00 | 3 | $1,500 |
| 3.b Travel Sub-Total | $38,020 | ||||
| Narrative Justification: Enter a description of the Travel matching funds provided and how their use will support the purpose and goals of this proposal. Be sure describe how your matching funds will help sustain and enhance your federal budget request. |
SF-424a Note: Enter the total cost of 3.b in Section B Column 2 line 6c of the form.
Source of Match Funds: Identify source of match funds.
| 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 $5,000 or more.) | ||||
| 4.a Federal Cost | ||||
| Item Description | Unit of Measure | Cost Per Unit | Number of Units | Cost |
(Cost Per Unit x No. of Units)
| None | 0 | $ - 0 |
| 4.a Equipment Sub-Total | $ - 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.
| 4.b Non-Federal Match or Cost Share | ||||
| Item Description | Unit of Measure | Cost Per Unit | Number of Units | Cost |
(Cost Per Unit x No. of Units)
| None | 0 | $ - 0 |
| 4.b Equipment Sub-Total | $ - 0 | |
| Narrative Justification: Enter a description of the Equipment match provided and how its 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.b in Section B Column 2 line 6d of the form.
Source of Match Funds: Identify source of match funds.
| 5. Supplies (Description: Materials costing less than $5,000 per unit and often having one-time use.) | ||||
| 5.a Federal Cost | ||||
| Item Description | Unit of Measure | Cost Per Unit | Number of Units | Cost |
(Cost Per Unit x No. of Units)
| Ex: General Office Supplies | month | $ 50.00 | 12 | $600 |
| Ex: Laptop | $ 900.00 | 1 | $900 | |
| 5.a Supplies Sub-Total | $1,500 | |||
| Narrative Justification: Enter a description of the Supplies requested and how their purchase will support the purpose and goals of this proposal. |
SF-424a Note: Enter the total cost of 5.a in Section B Column 1 line 6e of the form.
| 5.b Non-Federal Match or Cost Share | ||||
| Item Description | Unit of Measure | Cost Per Unit | Number of Units | Cost |
(Cost Per Unit x No. of Units)
| Ex: Fax | $ 300.00 | 1 | $300 | |
| Ex: Postage | month | $ 37.00 | 12 | $444 |
| 5.b Supplies Sub-Total | $744 | |||
| 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 5.b in Section B Column 2 line 6e of the form.
Source of Match Funds: Identify source of match funds.
| 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.) | ||||
| 6.a Federal Cost | ||||
| Name/Item Description | Unit of Measure | Unit Cost | Number of Units | Cost |
(Cost Per Unit x No. of Units)
| Consultants | ||||
| Ex: Jane Smith/Leadership Training Expert | day | $350 | 12 | $4,200 |
| Ex: Jane Smith travel from Washington, DC to Amman, Jordan for training conference | Roundtrip Airfare | $1,200 | 1 | $1,200 |
| Ex: TBD/Monitoring and Evaluation Expert | day | $275 | 12 | $3,300 |
| Ex: Monitoring and Evaluation Expert travel from Washington, DC to Amman, Jordan | Roundtrip Airfare | $1,200 | 1 | $1,200 |
| Contracts | ||||
| Ex. Sub-Award to Jordanian NGO (budget and terms TBD) | award agreement | $10,000 | 1 | $10,000 |
| 6.a Contractual Sub-Total | $19,900 | |||
| 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). |
SF-424a Note: Enter the total cost of 6.a in Section B Column 1 line 6f of the form.
| 6.b Non-Federal Match or Cost Share | ||||
| Name/Item Description | Unit of Measure | Unit Cost | Number of Units | Cost |
(Cost Per Unit x No. of Units)
| Consultants | ||||
| Ex: Jane Smith/Leadership Training Expert | day | $350 | 12 | $4,200 |
| Ex: TBD/Monitoring and Evaluation Expert | day | $275 | 12 | $3,300 |
| 6.b Contractual Sub-Total | $7,500 | |||
| Narrative Justification: Explain the need for each match contract agreement and how their use 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 6.b in Section B Column 2 line 6f of the form.
Source of Match Funds: Identify source of match funds.
| 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 (Description: Expenses not covered in any of the previous budget categories.) | ||||
| 8.a Federal Cost | ||||
| Item Description | Unit of Measure | Cost Per Unit | Number of Units | Cost |
(Cost Per Unit x No. of Units)
| Ex: Office Telephone | month | $100 | 12 | $1,200 |
| Ex: Amman hotel conference room rental for training | day | $800 | 3 | $2,400 |
| 8.a Other Direct Costs Sub-Total | $3,600 | |||
| 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.
| 8.b Non-Federal Match or Cost Share | ||||
| Item Description | Unit of Measure | Cost Per Unit | Number of Units | Cost |
(Cost Per Unit x No. of Units)
| Ex: DC Office Rent | month | $1,000 | 12 | $12,000 |
| 8.b Other Direct Costs Sub-Total | $12,000 | |||
| Narrative Justification: Explain the need for each match 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. 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 8.b in Section B Column 2 line 6h of the form.
Source of Match Funds: Identify source of match funds.
| 9. Total Direct Costs | ||
| 9.a Federal Cost | ||
| SF-424a Note: Enter the total cost in Section B Column 1 line 6i of the form. | $125,805 | |
| 9.b Non-Federal Match or Cost Share | ||
| SF-424a Note: Enter the total cost in Section B Column 2 line 6i of the form. | $66,192 |
| 10. Indirect Costs (Must reflect a provisional or pre-determined Negotiated Indirect Cost Rate Agreement.) | |||
| 10.a Federal Cost | |||
| SF-424a Note: Enter the total cost of 10.a in Section B Column 1 line 6j of the form. | 0.00% | $0 | |
| 10.b Non-Federal Match or Cost Share | |||
| SF-424a Note: Enter the total cost of 10.b in Section B Column 2 line 6j of the form. | 0.00% | $0 |
| 11. Total Costs (Sum of the Total Direct and Indirect Costs) | ||
| 11.a Federal Cost | ||
| SF-424a Note: Enter the total cost in Section B Column 1 line 6k of the form. | $125,805 | |
| 11.b Non-Federal Match or Cost Share | ||
| SF-424a Note: Enter the total cost in Section B Column 2 line 6k of the form. | $66,192 |
BUDGET SUMMARY
| Budget Categories | Federal Request (Cost) | Non-Federal Match or Cost Share | Total |
| 1. Personnel | $62,765 | $1,338 | $64,103 |
| 2. Fringe Benefits | $7,940 | $6,590 | $14,530 |
| 3. Travel | $30,100 | $38,020 | $68,120 |
| 4. Equipment | $0.00 | $0.00 | $0.00 |
| 5. Supplies | $1,500 | $744 | $2,244 |
| 6. Contractual | $19,900 | $7,500 | $27,400 |
| 7. Construction | $0 | $0 | $0 |
| 8. Other Direct Costs | $3,600 | $12,000 | $15,600 |
| 9. Total Direct Costs (lines 1-8) | $125,805 | $66,192 | $191,997 |
| 10. Indirect Costs (reflect provisional, pre-determined rate and allocation base) | $0 | $0 | $0 |
| 11. Total Costs (lines 9-10) | $125,805 | $66,192 | $191,997 |
| &"Times New Roman,Italic"&14&K0070C0Appendix 2 | &"Times New Roman,Bold"&14 |
| Budget Narrative Sample Template | &"Times New Roman,Italic"&14&K0070C0Required Document |
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