Suggested-budget-template.xlsx
XLSX spreadsheet 54 KB Posted
- Opportunity number
- PAS-ZAF-FY26-02
About this file
This is a budget template spreadsheet designed for federal grant applicants responding to the EducationUSA Opportunity Funds Program (OFP) 2026, a cooperative agreement administered by the U.S. Department of State's U.S. Mission in South Africa. The template provides detailed guidance for organizing project budgets according to SF-424A budget categories and includes instructions for properly categorizing and calculating costs. The spreadsheet includes separate tabs for Personnel (direct staff only, excluding consultants), Fringe Benefits (using Negotiated Indirect Cost Rate agreements if available), Travel (with purpose and participant classification requirements), Equipment (items costing $5,000 or more with useful life exceeding one year), Supplies (items under $5,000 including computer devices), Contractual (vendor services and sub-awards to non-profit partners), Other Direct Costs (itemized expenses not fitting other categories), and Indirect or Overhead Costs (calculated using Modified Total Direct Costs excluding sub-awards over $25,000, equipment, capital expenditures, and participant support costs). All cost columns auto-calculate and distinguish between USG (U.S. Government) and Grantee cost-share contributions.
The template mandates submission of a detailed budget narrative in addition to the completed spreadsheet and requires applicants to provide organization name, funding opportunity number, and submission date. The summary tab automatically aggregates costs across all categories to calculate total direct costs, indirect costs, and overall project costs. The template explicitly prohibits overwriting formula-generated calculations and advises organizations with a NICRA to attach the latest rate agreement. For organizations without a NICRA, the template permits requesting indirect costs up to 10 percent of modified total direct costs as defined in 2 CFR 200.68. Organizations must maintain all financial records and supporting documentation for three years from the date of final expenditure report submission.
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GUIDELINES
| How to use this spreadsheet | Budget Categories |
| Note: In addition to the SF-424A, we require a detailed budget narrative, whether you use this form or not. | PERSONNEL |
| Only include the costs of staff who will be working directly for the applicant organization. | |
| STEP 1 | Consultants or contractors hired just to work on this project are not included here. |
| Enter basic information below | Those costs should be entered under Contractual. |
| Name of organization applying for funding: | FRINGE BENEFITS |
| Funding opportunity number: | Outline various fringe benefits such as pension plans, health benefits, or other benefits |
| Funding opportunity name: | offered to employees for which the project will be charged under the agreement. |
| Date submitted (mm-dd-yyyy): | |
| If you have a NICRA that includes a rate for Fringe Benefits, please use that. | |
| STEP 2 | |
| • This spreadsheet has tabs for each of the SF-424A budget categories. | TRAVEL |
| • Only enter data for the categories relevant to your proposal. | • Briefly indicate purpose of travel, e.g. Return flight from Johannesburg to attend workshop in Cape Town. |
| • Do not enter cost-share information unless you intend this to be incorporated into the award. | • Are the travelers staff (or consultants/contractors), or project participants? (Participant costs are excluded |
| • The data you enter will auto-populate the final tab, "SUMMARY" | from the modified total direct costs (MTDC) calculation used for indirect costs, if any.) |
| • How many travelers? | |
| • What is the unit? For example, return flight, hotel night. | |
| • What is the unit cost? | |
| • How many units? | |
| • The total cost for the line item will be number of travelers x number of units x unit cost. | |
| EQUIPMENT | |
| Describe any machinery, furniture, or other personal property that is required for the program, | |
| which has a useful life of more than one year (or a life longer than the duration of the program), | |
| and costs at least $5,000 per unit. | |
| For example, a laptop costing $1,000 goes under Supplies, not Equipment. | |
| SUPPLIES | |
| List and describe all the items and materials, including any computer devices, that are needed for the program. | |
| If an item costs more than $5,000 per unit, then put it in the budget under Equipment. | |
| CONTRACTUAL | |
| Describe goods and services that the applicant plans to acquire through a contract with a vendor. | |
| Also describe any sub-awards to non-profit partners that will help carry out the program activities. | |
| If appropriate, add a tab for each sub-award to list the line-item details for the sub-award. | |
| OTHER DIRECT COSTS | |
| Describe other costs directly associated with the program, which do not fit in the other categories. | |
| For example, shipping costs for materials and equipment or applicable taxes. | |
| All “Other” or “Miscellaneous” expenses must be itemized and explained. | |
| INDIRECT OR OVERHEAD COSTS | |
| See "Indirect" tab for guidance. |
Personnel
| Recipient's staff working directly on the project. Consultants and contractors hired just to work on the project go under Contractual | |||||||||
| Cost columns are auto-calculated; do not overwrite the formulae in those columns | |||||||||
| Position Title | Employee's Name (if available) | Project Role (justification for cost) | Monthly salary | Number of months devoted to project | Percentage of time devoted to project | Cost | Cost-share percentage (leave blank if no cost-share) | USG cost | Grantee cost |
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| Total | $0.00 | $0.00 |
Fringe Benefits
| If you have a NICRA that includes a rate for Fringe Benefits, please use that. | ||||||
| Cost columns are auto-calculated; do not overwrite the formulae in those columns | ||||||
| Type of Fringe Benefits | Rate | Base | Cost | Cost-share percentage (leave blank if no cost-share) | USG cost | Grantee cost |
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| Total | $0.00 | $0.00 |
Travel
| Cost columns are auto-calculated; do not overwrite the formulae in those columns | |||||||||
| Purpose of travel | Participant Travel? | Number of Travelers | Unit (e.g. trip, day) | Unit Cost (e.g. cost of return flight) | No. of Units | Total Cost | Cost-share percentage (leave blank if no cost-share) | USG cost | Grantee cost |
| Travel | $0.00 | $0.00 | $0.00 | ||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| $0.00 | $0.00 | $0.00 | |||||||
| Total | $0.00 | $0.00 |
Equipment
| Describe any machinery, furniture, or other personal property that is required for the program, which has a useful life of more than one year (or a life longer than the duration of the program), and costs at least $5,000 per unit. Items that cost under $5,000 (e.g. a $1,000 laptop) should go under Supplies. | ||||||
| Cost columns are auto-calculated; do not overwrite the formulae in those columns | ||||||
| Description (what is the item and why is it needed?) | Each ($5,000 or more) | Quantity | Cost | Cost-share percentage (leave blank if no cost-share) | USG cost | Grantee cost |
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| Total | $0.00 | $0.00 |
Supplies
| List and describe all the items and materials, including any computer devices, that are needed for the program. If an item costs more than $5,000 per unit, then put it in the budget under Equipment. | ||||||
| Cost columns are auto-calculated; do not overwrite the formulae in those columns | ||||||
| Description (what is the item and why is it needed?) | Each | Quantity | Cost | Cost-share percentage (leave blank if no cost-share) | USG cost | Grantee cost |
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| Total | $0.00 | $0.00 |
Contractual
| Describe goods and services that the applicant plans to acquire through a contract with a vendor. Also describe any sub-awards to non-profit partners that will help carry out the program activities. | |||||
| USG and Grantee Cost columns are auto-calculated; do not overwrite the formulae in those columns | |||||
| Description of the contract or subaward; why is it needed for the project? | Contract or Subaward? | Cost | Cost-share percentage (leave blank if no cost-share) | USG cost | Grantee cost |
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| $0.00 | $0.00 | ||||
| Total | $0.00 | $0.00 |
Other Direct Costs
| Describe other costs directly associated with the program, which do not fit in the other categories. For example, shipping costs for materials and equipment or applicable taxes. All “Other” or “Miscellaneous” expenses must be itemized and explained. | ||||||
| Cost columns are auto-calculated; do not overwrite the formulae in those columns | ||||||
| Description (what is the cost and why is it needed?) | Each | Quantity | Cost | Cost-share percentage (leave blank if no cost-share) | USG cost | Grantee cost |
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| Total | $0.00 | $0.00 |
Indirect
| USG and Grantee Cost columns are auto-calculated; do not overwrite the formulae in those columns | ||||||
| Type of rate (e.g. Predetermined, Fixed, Final, De Minimis) | Modified Total Direct Costs* | Rate | Cost | Cost-share percentage (leave blank if no cost-share) | USG cost | Grantee cost |
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| $0.00 | $0.00 | $0.00 | ||||
| Total | $0.00 | $0.00 |
| Indirect costs |
| These are costs that cannot be linked directly to the program activities, such as overhead costs needed to help keep the organization operating. |
If your organization has a Negotiated Indirect Cost Rate (NICRA) and includes NICRA charges in the budget, attach a copy of your latest NICRA.
Organizations that have never had a NICRA may request indirect costs of 10% of the modified total direct costs as defined in 2 CFR 200.68.
| * To determine the Modified Total Direct Costs, take the total direct costs, and subtract the following: |
| • Portion of each sub-award over $25,000 |
| • Equipment |
| • Capital expenditures |
| • Rental costs |
| • Tuition remission |
| • Scholarships and fellowships |
| • Participant support costs |
SUMMARY
| Category | USG | Grantee | Total |
| Personnel | $0.00 | $0.00 | $0.00 |
| Fringe Benefits | $0.00 | $0.00 | $0.00 |
| Travel | $0.00 | $0.00 | $0.00 |
| Equipment | $0.00 | $0.00 | $0.00 |
| Supplies | $0.00 | $0.00 | $0.00 |
| Contractual | $0.00 | $0.00 | $0.00 |
| Other Direct Costs | $0.00 | $0.00 | $0.00 |
| Total Direct Costs | $0.00 | $0.00 | $0.00 |
| Indirect Costs | $0.00 | $0.00 | $0.00 |
| TOTAL COSTS | $0.00 | $0.00 | $0.00 |
File details come from the government source that posted it. Updated .