budget-template-final.pdf

1) There are three worksheets in this sample budget document: (1) Sample Budget Instructions (this worksheet); (2)

Summary Budget; and (3) Detailed Budget. You can navigate between these worksheets by clicking on the tabs near the bottom of the document. We do not provide a template for the requested budget narrative.

2) In order to share information about the budget recommendations and requirements, we have created comments.

Comments appear as boxes with a yellow background on your screen. There is an arrow from the comment to the cell that it is associated with. Each cell with a comment also has a small red triangle on the upper right hand corner of the cell. Currently all comments should be shown. Once you have reviewed all of the comments, you may wish to hide them. To hide all comments, select the “Review” menu at the top of the screen. There you should see a button that says “Show All Comments” which you can unselect to hide all the comments and select again to make all the comments reappear. If you do not have this button or menu option, use the software's help feature to find out where this feature is on your version of the software. You are also able to view individual comments by hovering your mouse over the cell that has the comment you wish to review. Please be sure to review all of the comments as they contain important information about the budget.

3) You may add and delete lines anywhere in the Detailed Budget depending on your needs. Please ensure that you explain all of your budget details clearly and concisely in your budget narrative, particularly if you have made budgeting decisions that depart from the suggestions in the NOFO or POGI.

4) Some cells are set up to auto calculate based on values that you fill in. For example, once you fill in the amount of staff member #1’s salary covered by the grant (in the ECA Funds Request column) and the amount covered by cost-share (in the 2016 Cost-Share column), the 2016 Total Budget Column will automatically add those two values together. You can tell which cells will automatically fill in because they have a $ in them before you enter anything in the spreadsheet.

While we have done our best to ensure that this auto fill feature is useful and accurate, it is your responsibility to check the math to ensure that the calculations are accurate and account for all line items in your budget.

5) The Summary Budget also has auto fill features both for the Year One budget (which is drawn from your entries on the Detailed Budget worksheet) and for the per participant costs. For the per participant costs to calculate, you will need to fill in the number of participants in the rose colored boxes. The number of participants remains the same each year and is specified in the NOFO and POGI. As with the detailed budget, it is your responsibility to check the math and ensure these automatic calculations are correct.

6) You are required to give estimated budget numbers for the Option Years in the Summary Budget. Please do not provide the detailed budget for these estimates at this time. If ECA decides to exercise an option year, a detailed budget will be requested at that time.

If you are using this document to create your budget, please read the important information below to ensure you can fully navigate the sample budget. If you have questions once you review this guidance, you may also contact the program officer responsible for this competition.

IMPORTANT INFORMATION ABOUT THIS DOCUMENT

Sample Budget Instructions

We encourage you to use this sample budget template. If you choose not to use this format, please ensure that your format is easy to use and provides information in the same general categories. Regardless of the format, please also include a budget narrative with your proposal (no template is provided for the narrative).

Period Description

Funds Requested from ECA Cost Share Funds Total Costs

Year One

Participants

Administrative Costs -$ -$ -$

Program Costs -$ -$ -$

Total Costs -$ -$ -$

Administrative Costs Per Participant #DIV/0! #DIV/0! #DIV/0!

Program Costs Per Participant #DIV/0! #DIV/0! #DIV/0!

Total Costs Per Participant #DIV/0! #DIV/0! #DIV/0!

Year Two Estimates

Participants

Administrative Costs

Program Costs

Total Costs

Administrative Costs Per Participant #DIV/0! #DIV/0! #DIV/0!

Program Costs Per Participant #DIV/0! #DIV/0! #DIV/0!

Total Costs Per Participant #DIV/0! #DIV/0! #DIV/0!

Year Three Estimates

Participants

Administrative Costs

Program Costs

Total Costs

Administrative Costs Per Participant #DIV/0! #DIV/0! #DIV/0!

Program Costs Per Participant #DIV/0! #DIV/0! #DIV/0!

Total Costs Per Participant #DIV/0! #DIV/0! #DIV/0!

Total Three Year Estimated Costs

0 Participants

Administrative Costs -$ -$ -$

Program Costs -$ -$ -$

Total Costs -$ -$ -$

Administrative Costs Per Participant #DIV/0! #DIV/0! #DIV/0!

Program Costs Per Participant #DIV/0! #DIV/0! #DIV/0!

Total Costs Per Participant #DIV/0! #DIV/0! #DIV/0!

Study of the U.S. Institute

Insert Title

Insert Applicant Name

Summary Budget Choose one of the following:

Civic Engagement

Global Environmental Issues

Religious Pluralism

Social Entrepreneurship

Insert the number of participants in this cell to auto calculate the costs per Participant.

Insert the number of participants in this cell to auto calculate the costs per Participant.

Insert the number of participants in this cell to auto calculate the costs per Participant.

Description

2016 ECA Funds

Requested

Cost-Share 2016 Total Budget

Direct Expenses

Salaries

Staff Name/Title Base Salary % of Time Cost of Staff Salary

Staff 1 -$ -$

Staff 2 -$ -$

Staff 3 -$ -$

Insert or delete lines as needed -$ -$

Benefits

Staff Name/Title Base Fringe % of Time Cost of Staff Fringe

Staff 1 -$ -$

Staff 2 -$ -$

Staff 3 -$ -$

Insert or delete lines as needed -$ -$

Expense 1 -$

Expense 2 -$

Expense 3 -$

Insert or delete lines as needed -$

Subtotal Direct Expenses -$ -$ -$

Indirect Costs

Subtotal Indirect Costs

Study of the U.S. Institute

Insert Title

Insert Applicant Name

Calculations

TOTAL ADMINISTRATIVE COSTS

Other Direct Expenses

Staff Costs

Year One Detailed Budget

ADMINISTRATIVE COSTS

Choose one of the following:

Civic Engagement

Global Environmental Issues

Religious Pluralism

Social Entrepreneurship

Administrative costs include staff, direct, and indirect expenses. Please see NOFO Section F.2 for a list of applicable Office of Management and Budget (OMB) Circulars.

Telephone, fax, postage, copying, printing, office supplies, etc. not accounted for in Indirect Costs.

Applicant Organization and Proposal Title Page 3 of 7

PROGRAM COSTS

General Program Costs

Honoraria

Speaker Name Daily Rate # of Days Honorarium Costs

Speaker 1 -$ -$

Speaker 2 -$ -$

Speaker 3 -$ -$

Insert or delete lines as needed -$ -$

Lodging Per Diem for Guest Speakers – where applicable

Speaker Name Per Diem Rate # of Days Speaker Per Diem

Speaker 1 -$ -$

Speaker 2 -$ -$

Speaker 3 -$ -$

Insert or delete lines as needed -$ -$

Meals and Incidentals Per Diem for Guest Speakers – where applicable

Speaker Name Per Diem Rate # of Days Speaker Per Diem

Speaker 1 -$ -$

Speaker 2 -$ -$

Speaker 3 -$ -$

Insert or delete lines as needed -$ -$

Item Type Cost Per Item # of Item Item Cost

Item 1 -$ -$

Item 2 -$ -$

Item 3 -$ -$

Insert or delete lines as needed -$ -$

Web Hosting -$

Ground Transportation -$

Educational Materials

Costs that do not vary by number of participants

Except for special circumstances, honoraria for speakers who are not being compensated on a salaried basis should not exceed $250/day, per speaker. Special circumstances should be explained in the budget narrative and are subject to ECA approval.

Per diem costs for guest speakers should not exceed prevailing U.S.

government rates. Rates may be found at http://www.gsa.gov/perdiem

Film and video rentals, educational materials, and other curricular needs for the program. NOTE: This section is for costs that do not vary by number of participants.

Costs associated with publishing the institute website – not to include salary for the webmaster, which should be included under administrative costs above.

Participant airport transfers, bus or van rentals, taxis, etc.

Per diem costs for guest speakers should not exceed prevailing U.S.

government rates. Rates may be found at http://www.gsa.gov/perdiem

Applicant Organization and Proposal Title Page 4 of 7

Welcome/Farewell Events

Event Type Cost/Participant # of Participants Event Cost

Event 1 -$ -$

Event 2 -$ -$

Insert or delete lines as needed -$ -$

University Staff Escort Lodging Per Diem

City Per Diem Rate # of Escorts # of Nights Per Diem Cost

City 1 -$ -$

City 2 -$ -$

City 3 -$ -$

Insert or delete lines as needed -$ -$

University Staff Escort Meals and Incidentals Per Diem

City Per Diem Rate # of Escorts # of Days Per Diem Cost

City 1 -$ -$

City 2 -$ -$

City 3 -$ -$

Insert or delete lines as needed #REF! -$

DC Briefing

Item Cost/Rate # of Staff # of Days Subtotal Cost

Airfare n/a -$ -$

Lodging -$ -$

Meals and Incidentals -$ -$

Follow-on Activities -$

Subtotal General Program Costs -$ -$ -$

Participant airport transfers, bus or van rentals, taxis, etc.

Two events, max $45/person with a with a 2-1 ratio of guests to participants, are allowable for direct U.S. government support.

Please provide the name of the per diem location.

Recipients must attend a briefing at the State Department, tentatively scheduled for April 22, 2016. Generally, the Academic and Administrative Directors should both attend.

We suggest you budget up to $5000 of ECA funds for this line item. The budget narrative should explain planned use of funds while retaining maximum flexibility by indicating that the funds will be used "for activities including, but not limited to" your planned activities.

Please provide the name of the per diem location.

Applicant Organization and Proposal Title Page 5 of 7

Per Participant Program Costs

Academic Residency Per Diem

Item Cost/Rate # of Participants # of Nights/Days Subtotal Cost

Lodging -$ -$

Meals and Incidentals -$ -$

Tour Lodging Per Diem By City

City Per Diem Rate # of Participants # of Nights Per Diem Cost

City 1 -$ -$

City 2 -$ -$

City 3 -$ -$

Insert or delete lines as needed -$ -$

Tour Meals and Incidentals Per Diem By City

City Per Diem Rate # of Participants # of Days Per Diem Cost

City 1 -$ -$

City 2 -$ -$

City 3 -$ -$

Insert or delete lines as needed -$ -$

Institute Textbooks and Materials

Item Item Cost # of Participants Materials Cost

Book 1 -$ -$

Other 1 -$ -$

Insert or delete lines as needed -$ -$

Book and Cultural Allowance

Item Item Cost # of Participants Allowance Cost

Allowance 600$ -$ -$

Participant Admissions

Activity Cost per Person # of Participants Activity Cost

Activity 1 -$ -$

Activity 2 -$ -$

Activity 3 -$ -$

Insert or delete lines as needed -$ -$

Total per diem rate (lodging, meals and incidentals) may not exceed established U.S. government per diem rates. While on-campus and study tour housing costs may well fall below USG rates, where feasible, each participant should receive the maximum U.S. government established allowance for meals and incidental expenses for each location throughout the program. U.S. government per diem rates may be found online at the following site: www.gsa.gov/perdiem

Please provide the name of the per diem location.

Please provide the name of the per diem location.

In order to keep costs down, organizers may wish to house two participants in each room for the study tour.

Participants should each receive $300 to purchase U.S. studies books and materials in their area of interest. These funds can also be used to cover admissions to cultural events of personal interest. These funds are not to be used to cover mandatory program activities or materials.

Use this line item for required readings, etc.

Use this line item for cultural activities planned for the group as part of the institute program, either during the academic residency or the study tour.

Applicant Organization and Proposal Title Page 6 of 7

Farewell Materials

Item Cost per Person # of Participants Item Cost

Item 1 -$ -$

Item 2 -$ -$

Insert or delete lines as needed -$ -$

Mailing

Cost per Person # of Participants Cost

Tax Withholding -$

Subtotal Per Participant Program Costs -$ -$ -$

U.S. Domestic Travel

University Staff/Escort Travel

Mode Destination Cost per Person # of Staff Cost

Mode1 City 1 -$ -$

Mode2 City 2 -$ -$

Mode3 City 3 -$ -$

Insert or delete lines as needed -$ -$

Participant Travel

Mode Destination Cost per Person # of Participants Cost

Mode1 City 1 -$ -$

Mode2 City 2 -$ -$

Mode3 City 3 -$ -$

Insert or delete lines as needed -$ -$

Guest Speaker Travel

Mode City of Origin Speaker Name

Mode1 City 1 Speaker 1 -$

Mode2 City 2 Speaker 2 -$

Mode3 City 3 Speaker 3 -$

Insert or delete lines as needed -$

Subtotal U.S. Domestic Travel -$ -$ -$

TOTAL PROGRAM COSTS -$ -$ -$

TOTAL COSTS -$ -$ -$

Type

Mailing and Baggage Allowance

Pre-departure Mailing

Such as Certificates of Participation.

A maximum of

$200 per participant to cover costs of shipping program related books and materials.

OPTIONAL: In the event the recipient institution chooses to mail materials to the participants prior to the program.

Some, but not all, organizations require taxes to be withheld on funds provided to participants. If your organization requires this, please include this line item. Please note: All of the amounts listed in the other line items should be the totals after any applicable taxes have been withheld. Please offer details on any withholdings in your budget narrative.

Air, Train, Bus, etc.

Air, Train, Bus, etc.

Air, Train, Bus, etc.

Applicant Organization and Proposal Title Page 7 of 7