Suggested budget template - Grants above $25,000.xlsx
XLSX spreadsheet 53 KB Posted
- Attached to
- Academy for Women Entrepreneurs
- Opportunity number
- PAS-ZAF-FY25-03
About this file
This is a detailed budget template spreadsheet designed for federal grant applications over $25,000, specifically related to the Academy for Women Entrepreneurs program administered by the U.S. Embassy in Pretoria. The template contains worksheets for each SF-424A budget category: Personnel, Fringe Benefits, Travel, Equipment (items over $5,000), Supplies, Contractual, Other Direct Costs, and Indirect Costs.
The template supports a grant opportunity (PAS-ZAF-FY25-03) funded through the Department of State's Educational and Cultural Exchange Programs (CFDA 19.022) to train 100 women entrepreneurs across South Africa (60), Lesotho (20), and Eswatini (20). The program utilizes the Francis and Dionne Najafi 100 Million Learners Global Initiative through Arizona State University's Thunderbird School of Global Management. Implementation requires organizing virtual, hybrid, and in-person events across seven cities, with U.S. government program alumni serving as facilitators. Each worksheet includes automated calculations for both USG costs and grantee cost-sharing, though cost-sharing is optional unless specifically intended for incorporation into the award.
Suggested budget template
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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 |
| $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 .