Budget Template Spreadsheet.xlsx

INSTRUCTIONS

How to Use this Excel file:

Important: Please save this file on your computer before attempting to insert data.

This worksheet is intended to help you prepare your cost proposal. If you provide us with an electronic copy of the cost proposal, we can save time by not recreating it. This will help speed up the review/award process and perhaps reduce the number of questions we would need to ask in order to understand your proposal. We understand that one spreadsheet format cannot fit every situation; however, we have attempted to provide you with a model that fits most circumstances that arise in government contracting. Feel free to modify the spreadsheet to fit your circumstances and to use the parts that work for you.

Summary Page

Please insert your organization's name in cell A2 and the RFP No. in cell A3.

The totals from each cost element page are automatically carried forward to the Summary worksheet. Enter the start date of the contract in cell C5.

This Excel file is set up for seven periods with each period on an annual basis; however, make the dates consistent with the respective work segment (i.e., Contract Line Item Numbers) periods (i.e., 2 years, 3 years, etc.) of your project.

Direct Labor

Use the Labor - Percent of Effort worksheet if you track labor on a percent of effort basis. Generally, Universities, Hospitals, and Non-Profit Organizations track labor by percent of effort.

Use the Labor - Hourly worksheet if you track labor on an hourly basis. Commercial organizations track labor on an hourly basis.

Use both pages if you track some employees by each method. Please do not put any employee on both pages.

The proposed amounts must be based on current payroll information that shows hourly, monthly, or annual rate/salary for each proposed (named) individuals. Acceptable documentation includes any one of the following: 1) personnel action forms, or 2) most recent payroll register showing name, pay rate, and percent of effort, if applicable, or 3) copy of pay stub. Supporting documentation may be requested later.

If the proposed positions have not been named, or are to be filled or pending employees to be hired, then acceptable documentation includes the following: 1) letter of intent to hire, including salary rate and title, or 2) position descriptions and salary scales or organizational wage table showing salary range and a copy of hiring policy, or 3) a comparable employee's payroll document. Supporting documentation may be requested later. Annual increase for proposed positions that are to be named, or are named, but are to be filled, are not eligible for increases in the first period.

Indirect Rates Including Fringe Benefit Rate(s) for Commercial Organizations

If your organization does not have negotiated rates, the following URL contains information that will assist you in computing indirect rates: https://oamp.od.nih.gov/dfas/indirect-cost-branch/indirect-cost-submission. Please do not submit your indirect cost proposal to the Division of Financial Advisory Services at this time.

Point of Contact

If you have any questions, please contact the Contracting Officer.

SUMMARY

* Overhead 0% $0 0% $0 0% $0 0% $0 0% $0 0% $0 0% $0 $0

Not all organizations allocate indirect costs the same way. It is important that you use the indirect rate structure applicable to your organization. For example, if you have a three tier indirect rate structure, then you will use a three tier structure when proposing indirect costs.

Generally, universities and non-profits have fringe benefit and G&A (sometimes called F&A) rates, while for-profit companies can have various indirect rates such as fringe benefits, overhead, G&A, etc.

The base for overhead costs includes direct labor and fringe benefits. Please modify if your base is different.

If applicable, insert exclusions to the G&A base in row 26.

Please insert the Company's name and the RFP No.

Enter the contract start date in cell C5 and make adjustments for leap year.

LABOR - Percent of Effort

ANNUAL INCREASE FACTOR: 0.00%

ANNUAL INCREASE DATE: 00/00/00

NUMBER OF MONTHS AT NEXT ANNUAL INCREASE 0

*Adjust the number of months per period as recommended in the RFP/BAA.

The following boxes in Column "D" below may be used to calculate the ADJUSTED BASE SALARY as indicated:

(Use of these cells will affect the entire adjusted base salary column; if individual anniversary dates differ, the adjusted base salaries must be entered individually in Column "D" of the spreadsheet and explained in the budget justification) Insert annual CPI % and/or merit increases and explain the % in the budget justification.

Insert annual increase date.

Insert number of months using the new salary.

LABOR - Hourly

ANNUAL INCREASE DATE: 00/00/00

NUMBER OF MONTHS AT NEXT ANNUAL INCREASE 0

*Adjust the number of months per period as recommended in the RFP/BAA

The following boxes in Column "D" below may be used to calculate the ADJUSTED BASE SALARY as indicated:

(Use of these cells will affect the entire adjusted base salary column; if individual anniversary dates differ, the adjusted base salaries must be entered individually in Column "D" of the spreadsheet and explained in the budget justification) Insert annual increase date.

Insert annual CPI % and/or merit increases and explain the % in the budget justification.

Insert number of months using the new salary.

Insert your direct work year.

Materials

&24&USUMMARY OF MATERIALS AND SUPPLIES

Please use current catalog, historical documentation, or vendor quotes. Supporting documentation may be requested later.

Travel

Please review the RFP/BAA for the recommended number of trips and destinations, if applicable. Please use the company or institutional travel policy unless current government per diem rates are utilized. Please use current vendor quotes for airfare and other travel costs. Supporting documentation may be requested later.

Equipment

&24&USUMMARY OF EQUIPMENT COSTS

All proposed equipment costs should include a justification and be based on current vendor quotes. Supporting documentation may be requested later.

Consultants

Please provide a complete breakdown for each consultant with rates for the number of hours or days plus any proposed travel costs (including travel rates). Please obtain a signed letter of commitment which shows the base rate for each consultant. Supporting documentation may be requested later.

Other Direct

&24&USUMMARY OF OTHER DIRECT COSTS

Please use current catalog prices or vendor quotes. Supporting documentation may be requested later.

Patient Care

&24&USUMMARY OF PATIENT CARE COSTS

Please use current institutional costs or vendor quotes. Supporting documentation may be requested later.

Subcontracts

A complete breakdown and summary sheet for each proposed subcontract must be included with the offeror's proposal. The same format should be used for both the prime and subcontract proposals.