Attachment 4 - Budget Template.xlsx
XLSX spreadsheet 144 KB Posted
- Attached to
- 2026 U.S. Speaker Program
- Opportunity number
- OFOP0003124
- Issued by
-
Department of State US Embassy New Delhi
About this file
This is a budget template for U.S. and Indian entities applying for federal grant funding. The template accommodates applicants from both countries, with separate budget sections for U.S. entities and Indian entities (using an exchange rate of USD 1 = INR 92.00). The template includes standard budget categories: Personnel (with hourly, daily, or monthly rate options), Fringe Benefits, Travel, Equipment (defined as items with unit costs exceeding $5,000), Supplies, Contractual Services, and Other Direct Costs. Each category requires line-item detail with quantity, rate, and total cost calculations. The template automatically calculates Total Direct Costs and applies Indirect Costs as a percentage based on Modified Total Direct Costs (MTDC), which includes salaries, wages, fringe benefits, materials, supplies, services, travel, and up to the first $25,000 of each subaward but excludes equipment, capital expenditures, patient care charges, rental costs, tuition remission, scholarships, fellowships, and participant support costs. The budget also includes sections for Cost Share contributions and Program Income reporting.
The instructions emphasize detailed documentation requirements for each budget category. Personnel must specify position titles, annual salaries, percentage of time devoted to the project, and months of involvement. Travel expenses must itemize international airfare, in-country travel, domestic U.S. travel, and per diem costs in compliance with the Fly America Act and government per diem rates. Equipment purchases require justification for items exceeding $5,000. Contractual services include sub-grants, sub-contracts with detailed line-item breakdowns, and consultant fees. Organizations claiming indirect costs must provide a Negotiated Indirect Cost Rate Agreement (NICRA), or indirect charges may not exceed 10% if no NICRA is established. The template is designed for the 2026 U.S. Speaker Program, a cooperative agreement under the Department of State's Public Diplomacy Programs (CFDA 19.040), implemented through the U.S. Embassy in New Delhi to connect American experts with Indian audiences on security, technology, and economic development priorities.
Budget Template
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment 6 - Suggested Application Format.docx | DOCX document | |
| Attachment 5 - Applicant Organization Info.docx | DOCX document | |
| Attachment 3.1 - Instructions - M&E Performance Monitoring Plan.docx | DOCX document | |
| Attachment 3 - M&E Performance Monitoring Plan.xlsx | XLSX spreadsheet | |
| Attachment 2 - SF424A.pdf | ||
| Attachment 1 - SF424.pdf |
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Text version
Instructions Instructions:
for U.S. Entities
| BUDGET (U.S. Entity) | |
| Applicant Name: | Applicant Name: |
| Project Name: | Project Name: |
| Budget Category | |||
| and Line Items | included in MTDC | Proposed Budget (USD) |
| Rate (USD) | Unit | ||||||
| Sameer Verma: Please specify the unit used for each expense | Qty | Total | |||||
| PERSONNEL | |||||||
| Position Title and Name | 0 | per Hour/Day/Month | 0 | 0.00 | |||
| Position Title and Name | 0 | per Hour/Day/Month | 0 | 0.00 | |||
| Position Title and Name | 0 | per Hour/Day/Month | 0 | 0.00 | |||
| Sub-Total Personnel | 0.00 | ||||||
| FRINGE BENEFITS | |||||||
| Fringe Benefit 1 | 0 | per Hour/Day/Month | 0 | 0.00 | |||
| Fringe Benefit 2 | 0 | per Hour/Day/Month | 0 | 0.00 | |||
| Fringe Benefit 3 | 0 | per Hour/Day/Month | 0 | 0.00 | |||
| Sub-Total Fringe Benefits | 0.00 | ||||||
| Travel | |||||||
| Travel (Who, Why, Where) | 0 | per trip | 0 | 0.00 | |||
| Travel (Who, Why, Where) | 0 | per trip | 0 | 0.00 | |||
| Travel (Who, Why, Where) | 0 | per trip | 0 | 0.00 | |||
| Sub-Total Travel | 0.00 | ||||||
| Equipment (Unit cost exceeds $5000) | |||||||
| Equipment 1 | No | 0 | per unit | 0 | 0.00 | ||
| Equipment 2 | No | 0 | per unit | 0 | 0.00 | ||
| Equipment 3 | No | 0 | per unit | 0 | 0.00 | ||
| Sub-Total Equipment | 0.00 | ||||||
| Supplies | |||||||
| Supply 1 | 0 | per unit | 0 | 0.00 | |||
| Supply 2 | 0 | per unit | 0 | 0.00 | |||
| Supply 3 | 0 | per unit | 0 | 0.00 | |||
| Sub-Total Supplies | 0.00 | ||||||
| Contractual Services | |||||||
| Contractual 1 | 0 | per contract | 0 | 0.00 | |||
| Contractual 2 | 0 | per contract | 0 | 0.00 | |||
| Contractual 3 | 0 | per contract | 0 | 0.00 | |||
| Sub-Total Contractual | 0.00 | ||||||
| Other Direct Costs | |||||||
| Other Direct Cost 1 | 0 | specify unit | 0 | 0.00 | |||
| Other Direct Cost 2 | 0 | specify unit | 0 | 0.00 | |||
| Other Direct Cost 3 | 0 | specify unit | 0 | 0.00 | |||
| Sub-Total Other Direct Costs | 0.00 |
TOTAL DIRECT COSTS 0.00
Indirect Costs applicable on MTDC
| (Modified Total Direct Costs) | 0 | |
| Sameer Verma: Autocalculated cell based on data filled in column B. | 0% |
Sameer Verma: apply percentage here
| Sameer Verma: Please specify the unit used for each expense | 0.00 | ||
| Modified total direct costs (MTDC) means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward (regardless of the period of performance of the subawards under the award). Modified total direct costs excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward in excess of $25,000. | |||
| TOTAL USG Share of Cost -- (A) | 0.00 |
| Cost Share | |||||
| Cost Share 1 | 0 | each | 0 | 0.00 | |
| Cost Share 2 | 0 | each | 0 | 0.00 | |
| Cost Share 3 | 0 | each | 0 | 0.00 | |
| Total Grantee Cost Share Costs -- (B) | 0.00 |
GRAND TOTAL (A) + (B) 0.00
| Yes |
| No |
for Indian Entities
| BUDGET (Indian Entity) | |
| Applicant Name: | |
| Project Name: | |
| Exchange Rate used: USD 1 = INR | 92.00 |
Budget Category and Line Items
| (insert/delete rows, as required | included in MTDC | Proposed Budget (INR) | |
| (for Indian Entities only) | Proposed Budget (USD) AutoCalculation |
| Rate (INR) | Unit | |||||||||
| Sameer Verma: Please specify the unit used for each expense | Qty | Total | Rate (USD) | Unit | Qty | Total | ||||
| PERSONNEL (payroll staff only) | ||||||||||
| Position Title and Name | 0 | per Hour/Day/Month | 0 | 0.00 | 0.00 | per Hour/Day/Month | 0 | 0.00 | ||
| Position Title and Name | 0 | per Hour/Day/Month | 0 | 0.00 | 0.00 | per Hour/Day/Month | 0 | 0.00 | ||
| Position Title and Name | 0 | per Hour/Day/Month | 0 | 0.00 | 0.00 | per Hour/Day/Month | 0 | 0.00 | ||
| Sub-Total Personnel | 0.00 | 0.00 | ||||||||
| TRAVEL (ticket+lodging+meals+visas here) | ||||||||||
| Travel (Who, Why, Where) | 0 | per trip | 0 | 0.00 | 0.00 | per trip | 0 | 0.00 | ||
| Travel (Who, Why, Where) | 0 | per trip | 0 | 0.00 | 0.00 | per trip | 0 | 0.00 | ||
| Travel (Who, Why, Where) | 0 | per trip | 0 | 0.00 | 0.00 | per trip | 0 | 0.00 | ||
| Sub-Total Travel | 0.00 | 0.00 | ||||||||
| Equipment (Unit cost exceeds $5000) | ||||||||||
| Equipment 1 | No | 0 | per unit | 0 | 0.00 | 0.00 | per unit | 0 | 0.00 | |
| Equipment 2 | No | 0 | per unit | 0 | 0.00 | 0.00 | per unit | 0 | 0.00 | |
| Equipment 3 | No | 0 | per unit | 0 | 0.00 | 0.00 | per unit | 0 | 0.00 | |
| Sub-Total Equipment | 0.00 | 0.00 | ||||||||
| SUPPLIES | ||||||||||
| Supply 1 | 0 | per unit | 0 | 0.00 | 0.00 | per unit | 0 | 0.00 | ||
| Supply 2 | 0 | per unit | 0 | 0.00 | 0.00 | per unit | 0 | 0.00 | ||
| Supply 3 | 0 | per unit | 0 | 0.00 | 0.00 | per unit | 0 | 0.00 | ||
| Sub-Total Supplies | 0.00 | 0.00 | ||||||||
| CONTRACTUAL Services (contractual staff here) | ||||||||||
| Contractual 1 | 0 | per contract | 0 | 0.00 | 0.00 | per contract | 0 | 0.00 | ||
| Contractual 2 | 0 | per contract | 0 | 0.00 | 0.00 | per contract | 0 | 0.00 | ||
| Contractual 3 | 0 | per contract | 0 | 0.00 | 0.00 | per contract | 0 | 0.00 | ||
| Sub-Total Contractual | 0.00 | 0.00 | ||||||||
| Other Direct Costs (no Misc./Contingencies) | ||||||||||
| Other Direct Cost 1 | 0 | specify unit | 0 | 0.00 | 0.00 | specify unit | 0 | 0.00 | ||
| Other Direct Cost 2 | 0 | specify unit | 0 | 0.00 | 0.00 | specify unit | 0 | 0.00 | ||
| Other Direct Cost 3 | 0 | specify unit | 0 | 0.00 | 0.00 | specify unit | 0 | 0.00 | ||
| Sub-Total Other Direct Costs | 0.00 | 0.00 |
TOTAL DIRECT COSTS 0.00 0.00
Indirect Costs applicable on MTDC
| (Modified Total Direct Costs) | 0 | |||||
| Sameer Verma: Autocalculated cell based on data filled in column B. | 0% | |||||
| Sameer Verma: apply percentage here | 0.00 | 0.00 | 0% | 0.00 | ||
| Modified total direct costs (MTDC) means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward (regardless of the period of performance of the subawards under the award). Modified total direct costs excludes equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward in excess of $25,000. | ||||||
| TOTAL USG Share of Cost -- (A) | 0.00 | 0.00 |
| Cost Share | ||||||||
| Cost Share 1 | 0 | each | 0 | 0.00 | 0.00 | each | 0 | 0.00 |
| Cost Share 2 | 0 | each | 0 | 0.00 | 0.00 | each | 0 | 0.00 |
| Cost Share 3 | 0 | each | 0 | 0.00 | 0.00 | each | 0 | 0.00 |
| Total Grantee Cost Share Costs -- (B) | 0.00 | 0.00 |
| GRAND TOTAL (A) + (B) | 0.00 | 0.00 | |
| INR | USD | ||
| Program Income Expected, if any | 0.00 | 0.00 | |
| Yes | |||
| No |
&D
Page &P of &N
Microsoft_Word_Document.docx
a. Personnel – Identify staffing requirements by each position title and brief description of duties. Please list the annual salary of each position, percentage of time and number of months devoted to the project. (e.g., Administrative Director gets $30,000 per year and will work on the project 25% of her time for 8.5 months: calculation is $30,000/12 x 25% x 8.5 months = $5,312).
b. Fringe Benefits - State benefit costs separately from salary costs and explain how benefits are computed for each category of employee - specify type and rate.
c. Travel - Staff and any participant travel
1) International Airfare
2) In-country Travel
3) Domestic Travel in the U.S., if any
4) Per diem/maintenance: Includes lodging, meals and incidentals for both participant and staff travel. Per diem rates may not exceed the published U.S. government allowance rates; institutions may use per diem rates lower than official government rates. Please explain differences in fares among travelers on the same routes. Please note that all travel, where applicable, must be in compliance with the Fly America Act.
d. Equipment – Please provide justification for any equipment purchase/rental, defined as tangible personal property having a useful life of more than one year and an acquisition cost of $5,000 or more per unit.
e. Supplies – The specifications and cost of each type of supply proposed (e.g., desktop computer with pre-installed software) must be included in this section. List items separately using unit costs (and the percentage of each unit cost being charged to the award) for photocopying, postage, telephone/fax, printing, and office supplies (e.g., a telephone used 50% of the time for this project, for a one year period: calculation $50/month account x 50% x 12 month = $300).
f. Contractual -
a) Sub-grants and sub-contracts. For each sub-grant/contract please provide a detailed line item breakdown explaining specific services. In the sub-grant budgets, provide the same level of detail for personnel, travel, supplies, equipment, direct costs, fringe benefits, and indirect costs as required of the direct applicant.
b) Consultant Fees. For example lecture fees, honoraria, travel, and per diem for outside speakers or independent evaluators: list number of people and rates per day (e.g., 2 x $150/day x 2 days).
g. Other Direct Costs - these will vary depending on the nature of the project. The inclusion of each should be justified in the budget narrative.
i. Indirect Costs - Organizations claiming indirect costs should have an established Negotiated Indirect Cost Rate Agreement (NICRA). A copy of the organization’s NICRA should be provided with the proposal package. If sub-grantees are claiming indirect costs, they should also have an established NICRA which is submitted with the proposal package. If an organization does not have a NICRA, and the proposal budget has a line item for indirect cost charges, those indirect charges may not exceed 10%.
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