Attachement#6 - AEIF 2026 Budget Form.xlsx
XLSX spreadsheet 31 KB Posted
- Attached to
- FY26 Alumni Engagement Innovation Fund
- Opportunity number
- OFOP0002683
- Issued by
-
Department of State US Embassy Berlin
About this file
This is a budget template and guidance document for the FY 2026 Alumni Engagement Innovation Fund (AEIF) administered by the U.S. Embassy Berlin. The template is designed for alumni-led projects requesting between $5,000 and $35,000 in AEIF funding, with an additional option for larger Alumni Summit initiatives up to $40,000. The budget form requires applicants to itemize costs across five primary categories: Contractual, Supplies, Travel/Lodging/Per Diem, Equipment, and Other Direct Costs, with mandatory detailed justifications for each expense category and automatic calculation of total project costs.
The guidance document establishes specific constraints and allowable costs for each budget category. Contractual costs may include venue rental (with priority given to donated space), meals and beverages essential to programming, speaker and trainer fees capped at $250 per day (not to exceed 30% of total budget), and project management honorariums capped at 15% of total budget. Supplies cover general office items, software, and promotional materials. Travel expenses, limited to 15% of the budget, must utilize economical transportation methods and support only U.S. citizen alumni travel to/from the United States with proper justification. Equipment purchases should be considered against rental options with post-project disposition clearly stated. Other Direct Costs may include accountant fees (up to $500), banking fees, and monitoring and evaluation services (up to $1,000). The document explicitly prohibits staff salaries, office space, durable equipment, alcohol, airfare for non-U.S. citizens, activities in U.S. territories, research, charitable services, scholarships, gifts, fundraising campaigns, and partisan political activities. All projects must advance U.S. policy objectives and promote Freedom 250 themes while demonstrating strong alumni engagement and measurable outcomes.
Attachement#6 - AEIF 2026 Budget Form.xlsx
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Budget Template FY 2026 Alumni Engagement Innovation Fund Budget Form
Country(ies): (enter below) Project title: (enter below)
| Total Funds Requested: | $ - 0 | Total Cost Share: | $ - 0 | ||||
| AEIF Funds Requested | Cost Share or In-Kind Support | ||||||
| Activity/Item Description | Cost ($USD) | Quantity | Total ($USD) | Cost ($USD) | Quantity | Total ($USD) | |
| 1 | Contractual | ||||||
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| Budget Justification (Mandatory): Enter a detailed description in the box below of the funds requested. Budget justifications are mandatory for projects to be reviewed. Please consult the Budget Guidelines in the separate tab. Costs need to be itemized. |
| 2 | Supplies | ||
| $ - 0 | $ - 0 | ||
| $ - 0 | $ - 0 | ||
| $ - 0 | $ - 0 | ||
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| Subtotal | $ - 0 | $ - 0 | |
| Budget Justification (Mandatory): Enter a detailed description in the box below of the funds requested. Budget justifications are mandatory for projects to be reviewed. Please consult the Budget Guidelines in the separate tab. Costs need to be itemized. |
| 3 | Travel/Lodging/Per Diem | ||
| $ - 0 | $ - 0 | ||
| $ - 0 | $ - 0 | ||
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| Subtotal | $ - 0 | $ - 0 | |
| Budget Justification (Mandatory): Enter a detailed description in the box below of the funds requested. Budget justifications are mandatory for projects to be reviewed. Please consult the Budget Guidelines in the separate tab. Costs need to be itemized. |
| 4 | Equipment | ||
| $ - 0 | $ - 0 | ||
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| Subtotal | $ - 0 | $ - 0 | |
| Budget Justification (Mandatory): Enter a detailed description in the box below of the funds requested. Budget justifications are mandatory for projects to be reviewed. Please consult the Budget Guidelines in the separate tab. Costs need to be itemized. |
| 5 | Other Direct Costs | ||
| $ - 0 | $ - 0 | ||
| $ - 0 | $ - 0 | ||
| $ - 0 | $ - 0 | ||
| $ - 0 | $ - 0 | ||
| $ - 0 | $ - 0 | ||
| Subtotal | $ - 0 | $ - 0 | |
| Budget Justification (Mandatory): Enter a detailed description in the box below of the funds requested. Budget justifications are mandatory for projects to be reviewed. Please consult the Budget Guidelines in the separate tab. Costs need to be itemized. |
| Project Costs ($USD) | $ - 0 | $ - 0 |
| Overall Total Project Costs | $ - 0 |
Important Budget Guidance
| Budget Guidelines | ||
| These budget guidelines were established by the Office of Alumni Affairs for the Alumni Engagement Innovation Fund competition and include directions on cost categories, allowable costs, and how to apply them reasonably in support of project goals and objectives. | ||
| Contractual | Cost Categories: | Guidance: |
| · Venues | Venue: You may rent space for project-related activities such as workshops or other training activities. However, look for donated space first. Consider reaching out to your Alumni Coordinator to see if you may be able to reserve space at a U.S. Embassy/Consulate facility or an American Space. Universities or educational institutions also often donate space. If donated space is not possible, costs should be reasonable based on the local environment. Consider trying to negotiate deals to include coffee breaks, lunch, presentation equipment, or modest supplies. In the justification, indicate what is included for the negotiated cost and the length of time covered by the venue rental. Please provide a detailed description and cost break-out in the budget justification section. | |
| · Meals & Beverages | Meals & Beverages: You may include reasonable requests for snacks, non-alcoholic beverages, and meals if essential to the program (i.e. a working lunch is acceptable but a cocktail reception is not). Break down meals by the cost per person per meal. Please provide a detailed description and cost break-out in the budget justification section. |
| · Speakers & Trainers | Speaker & Trainer fees should not exceed 30% of your total requested budget. |
| Speaker: Maximum of $250 per day for full day of programming. | |
| Trainer: Maximum of $250 per full day or $30 per hour not to exceed the daily maximum of $250. | |
| Associated preparation and follow-up costs are acceptable and should be itemized at the same rate. Consider asking your fellow alumni with expertise to cost-share speaker/training fees. Reach out to your alumni coordinator if you are seeking a certain area of expertise. They may be able to suggest a fellow alumni. Please provide a detailed description and cost break-out in the budget justification section. |
| · Project Management | Project management fees should not exceed 15% of your total requested budget. |
| Project management: Alumni or an outside implementing organizations can request a project management fee to cover project coordination and overhead costs. Cost construction for project management should not be on a hourly salary basis but rather a monthly honorarium fee and be reasonable within the country context. Cost-sharing is highly encouraged. Please provide a detailed description and cost break-out in the budget justification section. |
| · Advertising (if person/company contracted) | ||
| Supplies | Cost Categories: | Guidance: |
| · Promotional Items | Supplies include general office supplies, computer software, consumable automotive supplies (i.e. fuel), expendable supplies (i.e. paint or paper). It also includes promotional items needed to raise the visibility of your project. Please provide a detailed description and cost break-out in the budget justification section. | |
| · Advertising (if supplies needed for advertising such a subscription to a software, printing papers, flyers etc.) | ||
| Travel/Lodging/Per Diem | Cost Categories: | Guidance: |
| · Air & Ground travel | Travel expenses (air, ground transportation, hotel, per diem) should not exceed 15% of the requested budget. Air & Ground Travel: Describe travel costs (via car, bus, train, plane etc.) required for actual implementation of the project. For example, is the person traveling to execute a training workshop? Please specify the mode of transportation, who will travel, the destination/arrival points, and if the cost covers round-trip or one-way travel. Please consider the most economical way. Can you take a train/bus instead of traveling by air? For air travel, research the most economical route (i.e. economy fare). The AEIF does not support travel in business class or higher. Please provide a detailed description and cost break-out in the budget justification section. The AEIF only supports travel to and from the United States for U.S. citizen alumni with proper justification why this travel will be instrumental to the success of the project. | |
| · Hotels & Per Diem | Hotels & Per Diem: List per diem rates and hotel costs which directly support the implementation for your project such as lodging for a speaker or trainer to conduct a session away from the main location of your project. Be sure to explain if lodging is single or dual occupancy and the duration of stay. Per diem rates should be calculated according to US government allowable rates (please consult with your U.S. Embassy/Consulate) or be adjusted to local prices if appropriate. Please provide a detailed description and cost break-out in the budget justification section. |
| Equipment | Cost Categories: | Guidance: |
| · Equipment needed for the implementation of the project | Equipment refers to small equipment such as laptops, projector, video equipment etc. Consider renting equipment versus purchasing equipment. If the purchase of equipment is required or more cost effective, indicate what will happen to the equipment after the project concludes. Will it be donated to a community center to use for follow-up activities? Please provide a detailed description and cost break-out in the budget justification section. | |
| Other Direct Costs | Cost Categories: | Guidance: |
| · Accountant fees | Accountant: An accountant fee of up to $500 is allowable to guarantee proper financial management of your funds. | |
| · Banking fees (if applicable) | Banking fees: Some countries require banking fees due to local laws and regultions. Those banking fees can be included. | |
| · Monitoring & Evaluation | Monitoring & Evaluation: A reasonable fee for monitoring & evaluation for up to $1000 may be included. Please provide information on what will be monitored and evaluated, when and by whom, and if reports will be issued. Please provide a detailed description and cost break-out in the budget justification section. | |
| Costs NOT supported by AEIF | · Staff salaries & office space | |
| · Large items of durable equipment or construction programs | ||
| · Alcohol, excessive meals, refreshments not integral to the project, or entertainment | ||
| · Any airfare to/from the United States and its territories (except U.S. Citizen alumni in support of AEIF project implementation) | ||
| · Activities that take place in the United States and its territories | ||
| · Academic or scientific research | ||
| · Charitable or development activities | ||
| · Provision of direct social services to a population | ||
| · Individual scholarships | ||
| · Social travel/visits | ||
| · Gifts or prizes | ||
| · Duplication of existing programs | ||
| · Institutional development of an organization | ||
| · Venture capital, for-profit endeavors, or charging a fee for participation in the project | ||
| · Support for specific religious activities | ||
| · Fund-raising campaigns | ||
| · Support or opposition of partisan political activity or lobbying for specific legislation |
File details come from the government source that posted it. Updated .