FY21 MWF_Sub-Award Sample Budget.pdf

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

Institution Summary Budget ; and (3) Host Institution 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 host institution 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 RFP 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

Cost Share column), the 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. For the per participant costs to calculate, you will need to fill in the number of participants in the rose colored box. As with the detailed budget, it is your responsibility to check the math and ensure these automatic calculations are correct.

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

MANDELA WASHINGTON FELLOWSHIP FOR YOUNG AFRICAN LEADERS

We encourage you to use this sample budget template for host university budgets. Please also include a budget narrative with your proposal (no template is provided for the narrative).

Sample Budget Template for Host Institutions

Description

Funds Requested from ECA Cost Share Funds Total Costs

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!

Mandela Washington Fellowship for Young African Leaders

Host Institution Summary Budget

Choose one of the following:

Business

Civic Leadership

Public Management

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

Description

ECA Funds

Requested

Cost-Share 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 -$ -$

Postage -$

Copying -$

Expense 3 -$

Insert or delete lines as needed -$

Subtotal Direct Expenses -$ -$ -$

Indirect Costs

Subtotal Indirect Costs

Mandela Washington Fellowship for Young African Leaders

Leadership Institute in

Insert Applicant Name

Calculations

TOTAL ADMINISTRATIVE COSTS

Other Direct Expenses

Staff Costs

Host Institution: Year One Detailed Budget

ADMINISTRATIVE COSTS

Choose one of the following:

Business

Civic Leadership

Public Management

Administrative costs include staff, direct, and indirect expenses. Please see NOFO Section VI.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 Incidentials 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

Books -$ -$

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 -$ -$

Summit Expenses -$

Cost Type Cost/Item or Person # of Items/People Total Cost

Cost 1 -$ -$

Cost 2 -$ -$

Insert or delete lines as needed -$ -$

Subtotal General Program Costs -$ -$ -$

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

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

government support.

May include staff escort costs such as lodging and perdiems.

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 -$ -$

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 -$ -$

Participant Admissions

Activity Cost per Person # of Participants Activty 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 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

Participants should each recieve $200 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. The applicant may choose to cover these costs from the overall budget rather than the sub-awardee budget.

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 during the academic residency.

Applicant Organization and Proposal Title Page 6 of 7

Tax Withholding -$

Subtotal Per Participant Program Costs -$ -$ -$

Guest Speaker Travel

Mode City of Orgin Speaker Name

Mode1 City 1 Speaker 1 -$

Mode2 City 2 Speaker 2 -$

Mode3 City 3 Speaker 3 -$

Insert or delete lines as needed -$

Staff Travel to Summit

Mode City of Orgin Cost per Staff # of Staff Travel Cost

Mode1 City 1 -$ -$

Mode2 City 2 -$ -$

Insert or delete lines as needed -$ -$

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

TOTAL PROGRAM COSTS -$ -$ -$

Some, but not all, organizations require taxes to be withheld on funds provided to participants. If your organization requries 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.

Applicant Organization and Proposal Title Page 7 of 7