Budget Template (1).xlsx

XLSX spreadsheet 130 KB Posted Jul 24, 2026

Attached to: Pax Silica Artificial Intelligence Assistance Project
Opportunity number: DFOP0019193
Issued by: Department of State Bureau of Economic and Business Affairs

About this file

Written by GovTribe AI · Jul 25, 2026

This is a Budget Template document providing comprehensive guidance and standardized formats for developing federal grant budgets aligned with OMB cost categories and 2 CFR 200 requirements. The template consists of three required submission elements: a Summary Budget (auto-populated from detailed line items), a Detailed Line-Item Budget in Microsoft Excel format, and a Budget Narrative. All budgets must be prepared in Times New Roman 12-point font on 8.5x11-inch paper and include line-item descriptions for each cost category across the entire period of performance, with separate columns for Federal funding and Cost-Share contributions.

The template defines OMB cost categories including Personnel (direct-hire staff with position titles), Fringe Benefits (specified by type and rate), Travel (transportation, lodging, per diem consistent with GSA rates and Fly America Act requirements), Equipment (tangible property exceeding $10,000 per unit), Supplies (items under $10,000), Contractual (subrecipient agreements, contracts for audits and services), Construction, and Other Direct Costs (venue fees, translations, software subscriptions, participant support). The document clarifies distinctions between subrecipients (co-applicants performing programmatic functions) and contractors (providing standard business services). Indirect costs may be claimed through an established Negotiated Indirect Cost Rate Agreement (NICRA) or a de minimis 15% rate applied to Modified Total Direct Costs (MTDC). Cost-sharing contributions must be valued and documented according to 2 CFR 200, with all records subject to audit. The template prohibits unallowable costs including entertainment expenses, advocacy for foreign governments, and provides sample calculations demonstrating MTDC computation that includes personnel, fringe, supplies, services, travel, and the first $50,000 of each subaward while excluding equipment, capital expenditures, and participant support costs.

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Budget Template

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File	Type	Posted
NOFO FY26 Pax Silica AI Assistance Project (2).docx	DOCX document	Jul 24, 2026
EEB NOFO DFOP0019193 Q&A.docx	DOCX document	Jul 24, 2026

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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)
B.	Detailed Line Item Budget (Direct and Indirect Costs)
C.	Budget Narrative

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.
�	Times New Roman 12 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.
�	If applicable, cost sharing should be itemized in the separate column. See below for more details on Cost Share.
�	The budget should be for the entire period of performance 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.
�	Hide columns for years 2 and 3 if your program is only 1 year. Alternatively add another year if your program is 4 years.

The budget template 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.

OMB Cost Category Descriptions

Personnel – Staffing of employees should be appropriate to the program needs to include support staff such as HR, IT, Finance, etc. In general, direct employees of the non-federal entity receiving benefit are considered personnel. Contractors hired through a contractual agreement to assist with the project should be included under F. Contractual. Identify staffing requirements by each position title. To protect personally identifying information, applicants are encouraged not to identify employee names in the budget.

Fringe Benefits -Allowances and services employers provid to their employees as compensation in addition to regular salaries and wages. Fringe benefits include, but are not limited to, the costs of leave (vacation, family-related, sick, or military), employee insurance, pensions, and unemployment benefits. Specify the type & rate and explain how benefits are computed for each category of employee.

Travel - Identify travel costs of personnel to activities outlined in the proposal narrative.Travel costs include transpotation, lodging, subsistance, and related items incurred by employees who are in travel status on offical business of the recipient or subrecipient. Travel modes may include airfare, train, bus, public or private car. Lodging and Per diem rates must be consistent with organizational policy rates. In the absence of policy rates, per diem rates may not exceed the published U.S. government allowance rates. Travel costs must be consistent with 2 CFR 200.475 Travel Costs. Do not include travel for participants or consultants under this section.

Fly America Act - https://www.gsa.gov/policy-regulations/policy/travel-management-policy-overview/fly-america-act

Foreign Per Diem Rates - https://aoprals.state.gov/content.asp?content_id=184&menu_id=78

GSA Per Diem Rates - https://www.gsa.gov/travel/plan-book/per-diem-rates

Equipment – means tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost that equals or exceeds the lesser of the capitalization level established by the recipient or subrecipient for financial statement purposes, or $10,000. See the definitions of capital assets, computing devices, general purpose equipment, information technology systems, special purpose equipment, and supplies in this section. If equipment is replacing previous equipment, provide more information on equity among other projects or certification that the equipment is used solely for the intended project.

Supply - means all tangible personal property other than those described in the equipment definition. A computing device is a supply if the acquisition cost is below the lesser of the capitalization level established by the recipient or subrecipient for financial statement purposes or $10,000, regardless of the length of its useful life.

Computing Devices: means machines that acquire, store, analyze, process, and publish data and other information electronically, including accessories (or “peripherals”) for printing, transmitting and receiving, or storing electronic information.

Contractual – Inclusive of sub-recipients and contracts (e.g, audits, program specific IT services, third-party evaluations, etc.) uner a Federal award. If charged as a direct cost, renting or leasing agreements for office space/real property or equipment specifically for this program should be included here. Do NOT include consultancy costs in this section.

�	Subrecipient: means an entity that receives a subaward from a pass-through entity to carry out part of a Federal award. The term subrecipient does not include a beneficiary or participant. A subrecipient may also be a recipient of other Federal awards directly from a Federal agency. A subrecipient works with the prime applicant to carry out a portion of the award’s objectives and performs specific activities identified in the proposal. Typically, a subrecipient provides technical expertise that provides strategic or programmatic value and often assists the recipient with programmatic direction. The recipient functions as a pass-through, so the subrecipient is responsible for the management of their portion of the federal funding received and must also comply with federal regulation. See 2 CFR 200.1 Subaward. Subrecipient agreements are subject to 2 CFR 200.332 Requirements for pass-though entities. Sub-recipients can be though of as co-applicants. If applying as a consortium, one applicant must be the lead/prime applicant. Remaining consortium members would receive a sub-award as a sub-recipient under the prime. While at the discretion of the applicant, sub-recipients typically do not undergo a competitive process since they are not procurement action.
	Note: A recipient and sub-recipient can be co-applicants. If applying as a consortium, one applicant must be the lead/prime applicant. Remaining consortium member(s) would receive a subaward as a subrecipient as the prime recipient as the pass-through entiry.
	Contract: means, for the purpose of Federal financial assistance, a legal instrument by which a recipient or subrecipient conducts procurement transactions under a Federal award. The purpose of a contract is to obtain goods and services for the recipient's or subrecipient' use. For additional information on subrecipient and contractor determinations, see 2 CFR 200.1 Subaward and 200.331 Subrecipient and contractor determinations.
�	Contractor: means an entity that receives a contract. A contractor does not assist the recipient with programmatic direction or provide programmatic or technical value. Typically, a contractor provides goods and services within normal business operations and normally operates in a competitive environment. A contractor is not subject to compliance requirement of a Federal program as a result of the agreement although similar requirements may applay for other reasons.

Other Direct Costs - These will vary depending on the nature of the project but are typically costs associated with activities or costs that cannot be placed in other categories. Other Direct Costs may include venue costs for workshops or activity events; daily or hourly translation costs, food/beverages, monthly subscriptions costs (software, research platforms, etc.); innoculation costs, gas for vehicles, printing of workshop or event materials, etc. Participant support costs and consultancy costs (including travel) should be included as Other Direct Costs.

Participant: generally means an individual participating in or attending program activities under a Federal award, such as trainings or conferences, but who is not responsible for implementation of the Federal award. Individuals committing effort to the development or delivery of program activities under a Federal award (such as consultants, project personnel, or staff members of a recipient or subrecipient) are not participants. Examples of participants may include community members participating in a community outreach program, members of the public whose perspectives or input are sought as part of a program, students, or conference attendees.

Participant support costs: means direct costs that support participants and their involvement in a Federal award, such as stipends, subsistence allowances, travel allowances, registration fees, temporary dependent care, and per diem paid directly to or on behalf of participants.

Indirect Charges - Charges for overhead, facilities, or G&A may be recouped in different ways depending on applicability. See 2 CFR 200, "Cost Principles" for non-profit organizations; Federal Acquisition Regulation (FAR) 48 CFR part 31 for commercial firms.
�	If your organization has an indirect cost-rate agreement (NICRA) with the U.S. Government, will be requested prior to award issuance.
�	If your organization does not have a NICRA, you may claim up to 15% of Modified Total Direct Costs, as described in 2 CFR 200.414.
�	If sub-recipients are claiming indirect costs, they should have an established NICRA that is also submitted with the proposal package, or they may also claim up to the 15% MTDC rate.
�	If your organization is relatively small and can easily identify shared costs among projects including rent; depreciation, facilities costs; etc. these may be directly allocated and charged as direct costs under the appropriate section. Rental or leasing agreements for office space should be reflected under contractual while other should be reflected in other direct costs.

Modified Total Direct Cost (MTDC): means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $50,000 of each subaward (regardless of the period of performance of the subawards under the award). MTDC 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 $50,000. Other items may only be excluded when necessary to avoid a serious inequity in the distribution of indirect costs and with the approval of the cognizant agency for indirect costs.

Cost Considerations

The Bureau WILL CONSIDER budgeted line items for:

�	Independent evaluations to assess the project’s impact (costs must be built into the overall original budget proposal and must be reasonable);
�	Costs associated with an internal evaluation conducted by the applicant (costs must be built into the overall original budget proposal and must be reasonable).

The Bureau/Post WILL NOT CONSIDER budgeted line items for:

�	Any unallowable costs, as described in OMB cost principle circulars;
�	Projects designed to advocate policy views or positions of foreign governments or views of a particular political faction;
�	Entertainment expenses, including alcoholic beverages.

Before grants are awarded, the Bureau/Post reserves the right to reduce, revise, or increase proposal budgets in accordance with the Bureau’s/Post's program needs and availability of funds.

Cost Share

�	Cost sharing means the portion of project costs not paid by Federal funds or contributions (unless authorized by Federal statute). This term includes matching, which refers to required levels of cost share that must be provided. See 2 CFR 200.306 Cost sharing. Refer to the NOFO to determine whether cost sharing is required or encouraged. In general, applications that include in-kind and/or cash contributions from non-U.S. Government sources will be more competitive, since cost-sharing demonstrates a strong commitment to the activities and greater cost effectiveness.
�	Assign a US dollar monetary value to each in-kind and/or cash contribution. If the proposed project is a component of a larger program or initiative such as a public-private partnership, DO NOT include this as cost share.
�	Applicants should consider all types of cost sharing. Examples include the use of office space owned by other entities; donated or borrowed supplies and equipment; (non-federal) sponsored travel costs; waived indirect costs; and program activities, translations, or consultations. The values of offered cost share should be reported in accordance with 2 CFR 200.
	Note: Other USG funding or foreign government funding does not constitute as cost sharing.
�	The recipient of an assistance award must maintain written records to support all allowable costs which are claimed as its contribution to cost-share, as well as costs to be paid by the Federal government. Such records are subject to audit. The basis for determining the value of cash and in-kind contributions must be in accordance with 2 CFR 200. In the event the recipient does not meet the amount of cost-sharing stipulated in their application, the Bureau’s contribution may be reduced in proportion to the recipient’s stated contribution.

Office of Management and Budget (OMB) Code of Federal Regulations

Organizations should be familiar with the applicable sections of Title 2 CFR 200 and Title 2 CFR 600 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.

2 CFR 200 - https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200?toc=1

2 CFR 600 - https://www.ecfr.gov/current/title-2/subtitle-B/chapter-VI/part-600

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

		Cost Breakdown				Year 1	Cost Breakdown				Year 2	Cost Breakdown				Year 3	Total Requested Federal Funds	Cost-Share by Applicant	Program Total
		Unit	Number	Number	Allocation		Unit	Number	Number	Allocation		Unit	Number	Number	Allocation
A	Personnel (Direct-Hires)	# months	rate		%		# months	rate		% effort		#months	rate		% effort
A.1	HQ-Based personnel
A.1.1	Project Manager					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
A.1.2	Project Officer, etc.					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
A.2	Field Personnel (Direct-Hires)
A.2.1						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Personnel						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
B	Fringe Benefits		%	rate				%	rate	rate			%	rate	rate
B.1	HQ-Based Fringe Benefits					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
B.2	Field Fringe Benefits					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Fringe Benefits						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
C	Travel	# people	#trips/days	cost	%		# people	#trips/days	cost	%		# people	#trips/days	cost	%
C.1	Activity Travel
Activity/Purpose -
C.1.1	Mode - Traveler - From&To /RT					$ - 0					$ - 0					$ - 0	$ - 0
C.1.2	Lodging					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
C.1.3	Per Diem (City, Country)					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
C.2	Admin/Monitoring Travel
Activity/Purpose -
C.2.1	Mode - Traveler - From&To /RT					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
C.2.2	Lodging					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
C.2.3	Per Diem (City, Country)					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Travel						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
D	Equipment (> $10,000 per unit )		number	cost	%							unit	number	cost	%
Activity/Purpose
D.1	(description, e.g. generators, vehicles, etc)					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Equipment	Sub Total Equipment					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
E	Supplies (< $10,000 per unit)		number	cost	%							unit	number	cost	%
Activity/Purpose -
E.1	(description e.g. laptops, cell phones)					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Supplies	Sub Total Supplies					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
F	Contractual		number	cost	%								number	cost	%
F.1	Subawards
Activity/Purpose -
F.1.1	Subrecipient Name					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
F.2	Contracts
Activity/Purpose
F.2.1	Contractor Name					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Contractual						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
G	Construction
G.1						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Construction						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
H	Other Direct Costs	unit	number	cost	%		unit	number	cost	%		unit	number	cost	%
Activity/Purpose
H.1	Specify, itemize (venue fees in X location)					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
H.2	Specify, itemize (e.g. radio airtime fees)					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
Subtotal Other Direct Costs						$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
I	Total Direct Costs					$ - 0					$ - 0					$ - 0	$ - 0	$ - 0	$ - 0
J	Total Indirect Costs (select one: NICRA %, Final, Pre-determined, Provisional and Basis or 15% De Minimis based on MTDC)																$ - 0	$ - 0	$ - 0
K	Total Project Cost					$ - 0					$ - 0	(must match award amount)				$ - 0	$ - 0	$ - 0	$ - 0
* 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	Program 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	Admin/Monitoring 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
Subtotal Travel						0.00	0.00	0.00
D	Equipment (> $10,000 per unit )
D.1	(description, e.g. generators, vehicles, etc)					0.00
Subtotal Supplies	Sub Total Supplies					0.00	0.00	0.00
E	Supplies (< $10,000 per unit)		# units	unit cost
E.1	(description e.g. laptops, cell phones)					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						0.00		0.00
Subtotal Construction						0.00	0.00	0.00
H	Other Direct Costs
H.1						0.00		0.00
H.2						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 15% De Minimis based on MTDC)					0.00	0.00	0.00
K	Total Project Cost	(must match award amount)				0.00	0.00	0.00

MTDC Calculation

Modified Total Direct Costs (MTDC) Calculation

xxxxx

Modified Total Direct Costs (MTDC)
1)	All direct salaries and wages
	A. Personnel	$157,725.00

2)	Applicable fringe benefits
	B. Fringe Benefits	$22,219.50

3)	Materials and supplies
	E. Supplies	$6,410.00

4)	Services
	F. Contractual	$0.00
	H. Other Direct Costs	$0.00

5)	Travel
	C. Travel	$31,800.00

6) Up to first $50,000 of each subaward $50,000.00

EXEMPTIONS
	Equipment	$0.00
	Capital expenditures	$0.00
	Charges for patient care	$0.00
	Rental costs
	Tuition remission	$0.00
	Scholarships and fellowships	$0.00
	Participant support costs	$0.00
	Portion of each subaward in excess of $50,000

TOTAL	$268,154.50
NICRA / 15% De Minimis Indirect Cost Rate	$40,223.18

File details come from the government source that posted it. Updated Jul 25, 2026.