Attachment-5A-Budget-Guidance-and-Template-for-New-Awards-Optional.xlsx
XLSX spreadsheet 109 KB Posted
- Attached to
- YSEALI Summit 2026
- Opportunity number
- OFOP0002771
- Issued by
-
Department of State US Embassy Manila
About this file
This file is a budget guidance document and template for federal grant applications submitted to the U.S. Department of State's Embassy Manila for the YSEALI Summit 2026 cooperative agreement. The document outlines three mandatory budget submission elements: a summary budget using OMB cost categories from the SF-424A form, a detailed line-item budget in Microsoft Excel format showing direct and indirect costs with cost-share itemization, and a separate budget narrative explaining each line item and cost derivation. The detailed budget template includes specific cost categories: Personnel (HQ-based and field staff with salary and effort percentages), Fringe Benefits, Travel (international, country, and domestic with per diem), Equipment (items exceeding $5,000 with useful life over one year), Supplies (items under $5,000), Contractual (vendor contracts and sub-awards to non-profit partners), Construction, and Other Direct Costs. All budgets must fit on 8.5x11-inch letter-sized paper in 10-point font or larger and reflect realistic yearly expenses aligned with the approved project timeline.
The guidance establishes specific requirements and restrictions for budget preparation, including that all sub-award costs be listed under the Contractual line item with separate itemized breakdowns provided in a dedicated Subrecipient Budget tab, that all line items receive narrative explanation, that equipment be distinguished from supplies based on the $5,000-per-unit threshold, and that cost-sharing include both organizational contributions and in-kind donations such as volunteer time. Indirect costs may be claimed at a Negotiated Indirect Cost Rate (NICRA) if available, or at 15 percent of Modified Total Direct Costs for organizations without an established rate. The document prohibits use of federal award funds for alcoholic beverages and entertainment expenses and reserves the right for the Embassy to adjust proposal budgets based on program needs and funding availability. All organizations must comply with OMB 2 CFR 200 and 600 regarding uniform administrative requirements, cost principles, and audit requirements for federal awards.
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1. Budget Guidelines
BUDGET GUIDELINES
| In addition to the budget information required on the SF-424A, applicants must provide the following three elements as part of the budget submission: | |
| A. | Summary Budget (Note: using the OMB cost categories, see SF-424A) [TAB 2] |
| B. | Detailed Line Item Budget (Direct and Indirect Costs) [TAB 3] |
| C. | Budget Narrative [SEE SEPARATE ATTACHMENT 5B FOR TEMPLATE] |
A. Summary Budget (Note: TEMPLATE ON TAB 2, autofills from Tab 3 "Detailed Budget")
| B. Detailed Line Item Budget (Note: TEMPLATE ON TAB 3) | |
| Note: Applicants must provide a detailed line-item budget (in Microsoft Excel or similar spreadsheet format) outlining specific cost requirements within each of the summary budget categories. | |
| � | 10 font or larger; must fit on 8x11 letter sized paper, not legal size - once approved, the budget will be incorporated as a PDF into the binding agreement. |
| � | Cost sharing should be itemized in the separate column. See below for more details on Cost Share. |
| � | The budget should be for the entire project period and reflect realistic yearly expenses based on project need and the approved timeline. |
| � | All sub-award costs should be listed under Line F, Contractual, of the prime budget. A separated itemized breakdown of costs should be provided in the Subrecipient Budget tab. |
| � | All line items must be described in the budget narrative. |
The budget sample on Tab 3 is an example of the required format, but is not exhaustive: your budget might have additional items not listed here. Please edit it to reflect your planned expenditures.
| C. Guidelines |
| Note: Include a budget narrative in a separte excl sheet to explain each line-item and how the amounts were derived, what specific activities are supported as well as the source and description of all cost-share offered. |
| Personnel and Fringe Benefits: Describe the wages, salaries, and 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. |
| 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. |
| Equipment: 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 $10,000 per unit. |
| Supplies: List and describe all the items and materials, including any computer devices, that are needed for the program. If an item costs more than $10,000 per unit, then put it in the budget under Equipment. |
| 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. |
| 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. |
| 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 15% of Modified Total Direct Costs (MTDC) as defined in 2 CFR 200.1. |
| “Cost Sharing” refers to contributions from the organization or other entities other than the U.S. Embassy. It also includes in-kind contributions such as volunteers’ time and donated venues. |
| Alcoholic Beverages: Please note that award funds cannot be used for alcoholic beverages and other entertainment related expenses. |
Before grants are awarded, Post reserves the right to reduce, revise, or increase proposal budgets in accordance with the Post's program needs and availability of funds.
| Office of Management and Budget (OMB) Circulars |
| Organizations should be familiar with the applicable sections of OMB 2 CFR 200 and 600 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. |
| 2 CFR §200 |
| 2 CFR §600 |
https://www.ecfr.gov/cgi-bin/text-idx?SID=da7b966b71ea39698b715acfff4e8d8b&mc=true&node=pt2.1.200&rgn=div5https://www.ecfr.gov/cgi-bin/text-idx?SID=da7b966b71ea39698b715acfff4e8d8b&mc=true&tpl=/ecfrbrowse/Title02/2chapterVI.tplhttps://www.ecfr.gov/current/title-2/part-200/section-200.1
2. Summary Budget Template
| SAMPLE SUMMARY BUDGET | |||
| Organization Name | |||
| Project Title | |||
| Project Duration | |||
| Federal Request | Cost Share | Total Project Budget |
| A | Personnel | 0.00 | 0.00 | 0.00 |
| B | Fringe Benefits | 0.00 | 0.00 | 0.00 |
| C | Travel | 0.00 | 0.00 | 0.00 |
| D | Equipment | 0.00 | 0.00 | 0.00 |
| E | Supplies | 0.00 | 0.00 | 0.00 |
| F | Contractual | 0.00 | 0.00 | 0.00 |
| G | Construction | 0.00 | 0.00 | 0.00 |
| H | Other Direct Costs | 0.00 | 0.00 | 0.00 |
| I | Total Direct Costs | 0.00 | 0.00 | 0.00 |
| J | Total Indirect Costs | 0.00 | 0.00 | 0.00 |
| K | Total (Sum I + J) | 0.00 | 0.00 | 0.00 |
* line item amounts auto-fill from "Detailed Grant Budget Template" tab
3. Detailed Budget Template
| DETAILED LINE-ITEM BUDGET | |
| Organization's Name | Organization Name |
| Project Title | Project Title |
| Project Duration | Project Title |
| Unit Cost | Requested Federal Funds | Cost-Share by Applicant | Program Total | |||||
| Unit | Number | Amount | Rate | |||||
| A | Personnel | months or years | salary (month or year) | % effort | ||||
| A.1 | HQ-Based personnel | |||||||
| A.1.1 | Project Manager | 0.00 | 0.00 | |||||
| A.1.2 | Project Officer, etc. | 0.00 | 0.00 | |||||
| A.2 | Field Personnel | |||||||
| A.2.1 | 0.00 | 0.00 | ||||||
| Subtotal Personnel | 0.00 | 0.00 | 0.00 | |||||
| B | Fringe Benefits | |||||||
| B.1 | HQ-Based Personnel Fringe Benefits | 0.00 | 0.00 | |||||
| B.2 | Field Personnel Fringe Benefits | 0.00 | 0.00 | |||||
| Subtotal Fringe Benefits | 0.00 | 0.00 | 0.00 | |||||
| C | Travel | # people | # days | Cost | % allocation | |||
| C.1 | International Travel | |||||||
| C.1.1 | Mode - Traveler - From..To /RT | 0.00 | 0.00 | |||||
| C.1.2 | Lodging | 0.00 | 0.00 | |||||
| C.1.3 | Per Diem (City, Country) | 0.00 | 0.00 | |||||
| C.2 | Country Travel | |||||||
| C.2.1 | Mode - Traveler - From..To /RT | 0.00 | 0.00 | |||||
| C.2.2 | Lodging | 0.00 | 0.00 | |||||
| C.2.3 | Per Diem (City, Country) | 0.00 | 0.00 | |||||
| C.3 | Domestic Travel | |||||||
| C.3.1 | Mode - Traveler - From..To /RT | 0.00 | 0.00 | |||||
| C.3.2 | Lodging | 0.00 | 0.00 | |||||
| C.3.3 | Per Diem (City, Country) | 0.00 | 0.00 |
| Subtotal Travel | 0.00 | 0.00 | 0.00 | |||||
| D | Equipment (> $5,000 per unit ) | # units | unit cost | % allocation | ||||
| D.1 | (description, e.g. generators) | 0.00 | 0.00 | |||||
| Subtotal Equipment | Sub Total Equipment | 0.00 | 0.00 | 0.00 | ||||
| E | Supplies (< $5,000 per unit) | # units | unit cost | % allocation | ||||
| E.1 | (description) | 0.00 | 0.00 | |||||
| Subtotal Supplies | Sub Total Supplies | 0.00 | 0.00 | 0.00 | ||||
| F | Contractual | #units | unit cost | |||||
| F.1 | Subawards | |||||||
| F.1.1 | Subrecipient (Name)* | 0.00 | 0.00 | 0.00 | ||||
| F.2 | Contracts/Consultants | |||||||
| F.2.1 | Contractor | 0.00 | 0.00 | |||||
| Subtotal Contractual | 0.00 | 0.00 | 0.00 | |||||
| G | Construction | |||||||
| G.1 | 0.00 | 0.00 | ||||||
| Subtotal Construction | 0.00 | 0.00 | 0.00 | |||||
| H | Other Direct Costs | |||||||
| H.1 | Specify, itemize (e.g. Program Audit) | 0.00 | ||||||
| H.2 | (e.g. Training: venue and catering) | 0.00 | 0.00 | |||||
| Subtotal Other Direct Costs | 0.00 | 0.00 | 0.00 | |||||
| I | Total Direct Costs | 0.00 | 0.00 | 0.00 | ||||
| J | Total Indirect Costs (select one: NICRA %, Final, Pre-determined, Provisional and Basis or 10% De Minimis based on MTDC) | 0.00 | ||||||
| K | Total Project Cost | (must match award amount) | 0.00 | 0.00 | 0.00 | |||
| * Detailed line-item budgets for sub-grantees should be included in additional tabs within this excel workbook. |
SubRecipient Budget (if apl.)
| SUB-RECIPIENT BUDGET (if applicable) | |
| Sub-Recipient Organization Name | Organization Name |
| Project Title | Project Title |
| Project Duration | Project Title |
| Unit Cost | Requested Federal Funds | Cost-Share by Sub | Program Total | |||||
| Unit | Number | Amount | Rate | |||||
| A | Personnel | months or years | salary (month or year) | % effort | ||||
| A.1 | HQ-Based personnel | |||||||
| A.1.1 | Project Manager | 0.00 | 0.00 | |||||
| A.1.2 | Project Officer, etc. | 0.00 | 0.00 | |||||
| A.2 | Field Personnel | |||||||
| A.2.1 | 0.00 | 0.00 | ||||||
| Subtotal Personnel | 0.00 | 0.00 | 0.00 | |||||
| B | Fringe Benefits | |||||||
| B.1 | HQ-Based Personnel Fringe Benefits | 0.00 | 0.00 | |||||
| B.2 | Field Personnel Fringe Benefits | 0.00 | 0.00 | |||||
| Subtotal Fringe Benefits | 0.00 | 0.00 | 0.00 | |||||
| C | Travel | # people | # days | Cost | ||||
| C.1 | International Travel | |||||||
| C.1.1 | Mode - Traveler - From..To /RT | 0.00 | 0.00 | |||||
| C.1.2 | Lodging | 0.00 | 0.00 | |||||
| C.1.3 | Per Diem (City, Country) | 0.00 | 0.00 | |||||
| C.2 | Country Travel | |||||||
| C.2.1 | Mode - Traveler - From..To /RT | 0.00 | 0.00 | |||||
| C.2.2 | Lodging | 0.00 | 0.00 | |||||
| C.2.3 | Per Diem (City, Country) | 0.00 | 0.00 | |||||
| C.3 | Domestic Travel | |||||||
| C.3.1 | Mode - Traveler - From..To /RT | 0.00 | 0.00 | |||||
| C.3.2 | Lodging | 0.00 | 0.00 | |||||
| C.3.3 | Per Diem (City, Country) | 0.00 | 0.00 | |||||
| Subtotal Travel | 0.00 | 0.00 | 0.00 | |||||
| E | Supplies (< $5,000 per unit) | # units | unit cost | |||||
| E.1 | (description) | 0.00 | ||||||
| Subtotal Supplies | Sub Total Supplies | 0.00 | 0.00 | 0.00 | ||||
| F | Contractual | |||||||
| F.1 | Subawards | |||||||
| F.1.1 | Subrecipient (Name)* | 0.00 | 0.00 | |||||
| F.2 | Contracts | |||||||
| F.2.1 | Contractor | 0.00 | 0.00 | |||||
| Subtotal Contractual | 0.00 | 0.00 | 0.00 | |||||
| G | Construction | |||||||
| G.1 | (description) | 0.00 | 0.00 | |||||
| Subtotal Construction | 0.00 | 0.00 | 0.00 | |||||
| H | Other Direct Costs | |||||||
| H.1 | Specify, itemize (e.g. Program Audit) | 0.00 | 0.00 | |||||
| H.2 | (e.g. Training: venue and catering) | 0.00 | 0.00 | |||||
| Subtotal Other Direct Costs | 0.00 | 0.00 | 0.00 | |||||
| I | Total Direct Costs | 0.00 | 0.00 | 0.00 | ||||
| J | Total Indirect Costs (select one: NICRA %, Final, Pre-determined, Provisional and Basis or 10% De Minimis based on MTDC) | 0.00 | ||||||
| K | Total Project Cost | (must match award amount) | 0.00 | 0.00 | 0.00 |
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