FY2026 APS FAQ.docx

FY2026 Annual Program Statement Frequently Asked Questions

1. Eligibility Q: Who is eligible to apply for funding?

A: Eligible applicants include non-profit organizations, civil society organizations, educational institutions, think tanks, cultural institutions, and other qualified organizations. In limited cases, individuals may apply if the APS explicitly states that individual applications are permitted and if the individual demonstrates the capacity to implement the program and comply with all U.S. federal award requirements.

Q: Can government institutions apply for funding?

A: Public or government-affiliated institutions may apply if the proposed program supports the objectives of the APS and complies with U.S. government grant regulations. Applicants should clearly demonstrate their ability to manage grant funds and implement program activities, and comply with U.S. government grant regulations and applicable local laws regarding receipt of foreign funding.

Q: Can I apply for funding to conduct projects in the United States or in third countries?

A: Programs funded through the U.S. Embassy’s Public Diplomacy Section must primarily benefit audiences in Germany and take place in Germany. Limited activities in the United States or third countries may be considered only if they are clearly justified and directly support the program’s impact in Germany, and if the APS explicitly permits such activities.

2. Application Logistics Q: When should I submit a grant proposal?

A: Applicants should submit proposals well in advance of the proposed project start date to allow sufficient time for review and award processing. As a general guideline, applicants should plan for at least 10–12 weeks between submission and the proposed project start date.

Q: What do I need before submitting an application?

A: Organizations must obtain a Unique Entity Identifier (UEI) through SAM.gov before receiving a federal award. If selected for funding, organizations must complete active registration in SAM.gov. Registration in SAM.gov is free of charge.

Q: Do I need to complete SAM.gov registration before applying?

A: SAM.gov registration is not required to submit an application. However, organizations must complete SAM.gov registration and obtain a UEI before the Embassy can issue a federal award.

Q: How will my application be reviewed?

A: Applications are reviewed by the U.S. Embassy’s Public Diplomacy Section through a competitive process. Proposals are evaluated based on their alignment with the APS goals, program design, feasibility, organizational capacity, and potential impact.

Q: When will I be notified of the decision?

A: Applicants will be notified once the Embassy’s review process is completed. Review timelines may vary depending on the number of applications received and required approval steps.

Q: Is the APS subject to “funds availability”?

A: Yes. All grant awards are subject to the availability of funds. If available funding is exhausted, the Embassy may close the APS and stop accepting new proposals.

3. Budget Q: Which costs are allowable in the budget?

A: Budgets may include reasonable and necessary program costs such as personnel, travel, materials, venue rental, and program-related expenses. All costs must be clearly justified and directly related to the proposed activities.

Q: What exchange rate should I use when converting local currency to U.S. dollars?

A: Applicants may use a conversion rate that is reasonably close to the current market exchange rate at the time of submission. Applicants should indicate the exchange rate used in the budget narrative.

Q: Should I submit my full project budget or only the portion requested from the Embassy?

A: Applicants should submit the full project budget, clearly indicating which costs are being requested from the Embassy and which costs will be covered through other sources or cost-sharing.

Q: How are indirect costs handled if my organization does not have a negotiated indirect cost rate agreement (NICRA)?

A: Organizations without a NICRA may charge a de minimis indirect cost rate of up to 15% of modified total direct costs (MTDC), in accordance with U.S. federal grant regulations.

Q: Can grant funds be reallocated during the project?

A: Limited budget adjustments may be possible if justified and approved in advance by the Embassy’s Grants Officer or Grants (GO) Officer Representative (GOR).

4. Program Implementation Q: What types of activities are encouraged under this APS?

A: Programs should support the priority themes described in the APS, which may include Freedom 250 programming, educational exchanges, youth engagement, alumni activities, innovation initiatives, cultural programming, or other activities that strengthen U.S.–Germany ties.

Q: Can my proposal include partnerships with other organizations?

A: Yes. Partnerships with universities, non-governmental organizations, cultural institutions, alumni networks, and other partners are strongly encouraged and can help strengthen the impact and sustainability of the proposed program.

Q: Do programs need to include digital or public outreach components?

A: Applicants are encouraged to include outreach, communications, or digital engagement components to broaden the reach and visibility of their programs.

5. Reporting and Compliance Q: What reporting requirements will funded organizations have?

A: Award recipients will be required to submit programmatic and financial reports during and after the project period. Reporting schedules will be specified in the award agreement.

Q: What happens if a project timeline or budget needs to change?

A: Any significant changes to the project timeline, scope, or budget must be approved in advance by the Embassy’s Grants Officer or designated representative.

6. Ineligible Activities Q: What types of activities are not eligible for funding?

A: The following types of activities are generally not eligible for funding under this APS:

· Programs that are primarily for fundraising or commercial purposes

· Projects that support partisan political activities

· Programs that duplicate existing programs already funded by the U.S. government

· Activities that take place primarily outside Germany

· Construction or major infrastructure projects

· Ongoing operational costs of an organization unrelated to the proposed project Applicants should ensure that all proposed activities directly support the objectives and priority themes outlined in the APS.

7. Cost Sharing Q: Is cost sharing required?

A: Cost sharing is not required but is strongly encouraged. Proposals that demonstrate additional financial or in-kind support from partner organizations may be considered more competitive.