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1. Budget Guidelines
BUDGET GUIDELINES
| In addition to the budget information required on the SF-424A, applicants must provide the following three elements as part of the budget submission: |
| 1. Summary Budget (Note: using the OMB cost categories, see SF-424A) |
| 2. Detailed Line-Item Budget (Direct and Indirect Costs) |
| 3. Budget Narrative |
1. Summary Budget (Note: TEMPLATE ON TAB 2, auto fills from TAB 3 "Detailed Budget Template")
| 2. Detailed Line-Item Budget (Note: TEMPLATE ON TAB 3) |
| Note: Applicants must provide a Detailed Line-Item Budget (in Microsoft Excel or similar spreadsheet format) outlining specific cost requirements within each of the summary budget categories. |
| · Calibri 12 font; must fit on 8x11 letter sized paper, not legal size. Once approved, the budget will be incorporated as a PDF into the binding agreement. |
| · If applicable, Cost-Share should be itemized in the separate column. See below for more details on Cost-Share. |
| · The budget should be for the entire project period and reflect realistic yearly expenses based on project need and the approved timeline. |
| · All sub-award costs should be listed under Line F, Contractual, of the prime budget. A separated itemized breakdown of costs should be provided in the “SubRecipient Budget” tab. |
| · All line-items must be described in the Budget Narrative. |
| The Detailed Budget Template, Tab 3, is an example of the required format, but is not exhaustive: your budget might have additional items not listed here. Please edit it to reflect your planned expenditures. |
| 3. Budget Narrative |
| Note: Include a Budget Narrative (preferably in Microsoft Word format, Calibri 12 font) to explain each line-item and how the amounts were derived, what specific activities are supported, as well as the source and description of all cost-share offered. |
| OMB COST CATEGORIES |
| A. Personnel |
| Direct costs for the compensation of employees who work on the Federal award and work for the non-Federal entity in an appointed (designated) position either at the headquarters or field office. Compensation for personal services includes wages/salaries for services of employees rendered during the period of performance under the Federal award. |
Direct costs for compensation (wages/salaries) are allowable if they are reasonable, necessary, suitable to a particular purpose or requirement of the Federal award, and follow an appointment (by the non-Federal entity) based on the non-Federal entity’s written and established polices applied to both Federal and non-Federal activities and projects.
Compensation for employees is reasonable if it is consistent with wages/salaries offered to other employees of the non-Federal entity for similar work in other activities. If no other existing employees, of the non-Federal entity, perform similar work in other activities, compensation will be considered reasonable if it is based on comparable wages/salaries for similar work in the labor market in which the non-Federal entity competes for employees necessary and suitable for the Federal award.
Employee/Staffing requirements for the Federal award may include both supervisory (i.e., Project Director) and support staff (i.e., HR, IT, etc.). Employees, directly supporting the award, must be identified by their position title and include a description of duties and responsibilities tied to a particular purpose or requirement of the Federal award. The level of effort for each employee must be specified and based on a realistic, reasonable, and necessary amount of time to support an award activity.
Individuals that are not employees of the non-Federal entity and have a procurement relationship with the non-Federal entity, in which the individual provides a good or service for the Federal award, are Contractors. All Contractors, directly supporting the award, must be listed in the Contractual Category and not the Personnel Category.
| Suggested References: |
| § 200.405 Allocable costs |
| 2 CFR 200.430: Compensation - personal services. |
| 2 CFR 200.413(c): The salaries of administrative and clerical staff should normally be treated as indirect (F&A) costs. Direct charging of these costs may be appropriate only if all of the following conditions are met: (1) Administrative or clerical services are integral to a project or activity; (2) Individuals involved can be specifically identified with the project or activity; (3) Such costs are explicitly included in the budget or have the prior written approval of the Federal awarding agency; and (4) The costs are not also recovered as indirect costs. |
| B. Fringe Benefits |
| Fringe benefits are allowances and services provided by employers to their employees as compensation in addition to regular salaries and wages. Specify the type & rate and explain how benefits are computed for each category of employee. Fringe benefits include, but are not limited to, the costs of leave (vacation, family-related, sick, or military), employee insurance, pensions, and unemployment benefit plans. These costs may be derived from historical costs or calculated as a percentage of salaries and wages. If the costs are calculated as a percentage of salaries and wages, this percentage will need to be justified by the entity’s written internal policy, dictated by country law, or documented in their Negotiated Indirect Cost Rate Agreement (NICRA). |
| C. Travel |
| Describe the purpose of travel and how it relates to specific activities or actions within the proposal, as applicable. Distinguish staff travel from that of consultants, contractors, project participants or beneficiaries. International travel is considered travel from the prime organization's country location, specified in their SAM.gov entity record to another country. For U.S. based organizations, this would be travel outside of the CONUS. For foreign based organizations, this would be travel outside of the country location reported in the SAM.gov entity record. Country Travel is travel within or between two or more of the project's target countries. For example, a project for a U.K. based organization that includes travel within the target country of Mexico or travel between the two target countries of Mexico and Brazil would capture these costs under this section. Domestic travel is travel within the prime organization's country of origin. Travel modes may include airfare, train, bus, public or private car. Lodging and Per diem rates must be consistent with organizational policy rates. In the absence of policy rates, per diem rates may not exceed the published U.S. government allowance rates. Explain differences in fares among travelers on the same routes: e.g., project staff member traveling for three weeks whose fare is higher than that of staff member traveling for four months. All travel must be in compliance with the Fly America Act. |
| Fly America Act: Fly America Act | GSA |
| Foreign Per Diem Rates by Location: U.S. Department of State | Home Page |
| GSA Per Diem Lookup: Travel Resources | GSA |
| D. Equipment |
| Provide a justification for any equipment that will be PURCHASED. Equipment is defined as tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost of $5,000 or more. Specify the total dollar amount charged to the Federal award for equipment that will be used solely for the authorized purposes and activities of the Federal award during the period of performance. |
If acquiring replacement equipment, the non-Federal entity may use the equipment to be replaced as a trade-in or sell the property and use the proceeds to offset the cost of the replacement property. The non-Federal entity must, at a minimum, provide the equivalent insurance coverage for equipment acquired or improved with Federal funds as provided to equipment owned by the non-Federal entity.
Information technology systems means computing devices, ancillary equipment, software, firmware, and similar procedures, services (including support services), and related resources.
| Suggested References: |
| 2 CFR 200.1 Definitions – Equipment |
| 2 CFR 200.1 Definitions – Federal Interest |
| 2 CFR 200.330 Reporting on real property. |
| 2 CFR 200.1 Information technology systems |
| 2 CFR 200.310 Insurance coverage |
| 2 CFR 200.313 Equipment |
| 2 CFR 200.405 Allocable costs |
| 2 CFR 200.439 Equipment and other capital expenditures |
| 2 CFR 200.436 Depreciation |
| 2 CFR 200.407 Prior written approval (prior approval) |
| E. Supplies |
| Describe and/or list supplies that may be specific to the project from those supplies for general office use. Where general office supplies are being requested, provide types (photocopying, postage, telephone/fax, printing, etc.) of supplies, amount being charged and the percentage to the award. Generally, laptops, cell phones and printers less than 5K USD would be considered supplies. |
| F. Contractual |
| Direct costs for subawards, subrecipients, contractors, consultants, trainers, procurement contracts, renting/leasing agreements for office space (not already charged under indirect costs or to other Federal awards), and equipment rentals. |
| Subawards |
| Subaward means an award provided by a non-Federal entity to a subrecipient for the subrecipient to carry out part of a Federal award received by the non-Federal entity. It does not include payments to a contractor or payments to an individual that is a beneficiary of a Federal program. A subaward may be provided through any form of legal agreement, including an agreement that the non-Federal entity considers a contract. |
| Subrecipients |
| Subrecipient means an entity, usually but not limited to non-Federal entities, that receives a subaward from a non-Federal entity to carry out part of a Federal award; but does not include an individual that is a beneficiary of such award. A subrecipient may also be a recipient of other Federal awards directly from a Federal awarding agency. |
A detailed line-item budget is required for each subrecipient and should be submitted in a separate excel tab “SubRecipient Budget” with the same level of detail for all line-items, as a prime recipient’s budget. A subrecipient budget narrative is also required with the same level of detail as a prime recipient budget narrative. Required budget narrative details include explanations on how costs were calculated, staff responsibilities, and specific award activities being supported.
Subrecipients are required to obtain a Unique Entity Identifier (UEI) number via SAM.gov prior to obtaining a subaward or receiving Federal award funds (certain exceptions apply).
| Subrecipient characteristics include the non-Federal entity’s: |
| · ability to determine who is eligible to receive what Federal assistance; |
| · performance being measured in relation to whether objectives of a Federal program were met; |
| · responsibility for programmatic decision-making; |
| · responsibility to adhere to applicable Federal program requirements specified in the Federal award; and |
| · in accordance with its agreement, use the Federal funds to carry out a program for a public purpose specified in authorizing statute, as opposed to providing goods or services for the benefit of a non-Federal entity. |
| Contractors |
| Contractor is an entity or individual that receives a contract for professional and consultant services rendered by persons who are members of a particular profession or possess a special skill, and who are not officers or employees of the non-Federal entity, when reasonable in relation to the services rendered and when not contingent upon recovery of the costs from the Federal Government. A contractor may provide services for audits, program specific IT services, third-party project evaluations, legal (limited under §200.435.), etc. |
| Contractor characteristics include a procurement relationship between the non-Federal entity and a contractor; in which the contractor: |
| · provides the goods and services within normal business operations; |
| · provides similar goods or services to many different purchasers; |
| · normally operates in a competitive environment; |
| · provides goods or services that are ancillary to the operation of the Federal program; and |
| · is not subject to compliance requirements of the Federal program as a result of the agreement, though similar requirements may apply for other reasons. |
NOTE: Both subrecipients and contractors must be searched on Sam.gov to ensure that subrecipients and contractors are not excluded from receiving Federal funds.
| Contracts |
| Contract means, for the purpose of Federal financial assistance, a legal instrument by which a recipient or subrecipient purchases property (goods) and/or services for the non-Federal entity's own use to carry out the Federal award and creates a procurement relationship with the contractor. |
Contracts for goods and/or services do not require a separate detailed line-item budget.
| Suggested References: |
| 2 CFR 200.1 Contract |
| 2 CFR 200.1 Subaward |
| 2 CFR 200.1 Subrecipient |
| 2 CFR 200.201 Use of grant agreements (including fixed amount awards), cooperative agreements, and contracts. |
| 2 CFR 200.331 Subrecipient and contractor determinations. |
| 2 CFR 200.435 Defense and prosecution of criminal and civil proceedings, claims, appeals and patent infringements. |
| 2 CFR 200.459 Professional service costs |
| § 200.465 Rental costs of real property and equipment. |
| H. Other Direct Costs |
| Direct costs that can’t be placed in other categories that are reasonable, necessary, and allocable for the Federal award. Typical direct costs may include participant support costs, venue/rental costs; food/non-alcoholic beverages, monthly subscriptions costs (software, research platforms, etc.); inoculation costs, gas for vehicles, etc. |
| J. Indirect Costs |
| Charges for overhead, facilities, or G&A may be recouped in different ways depending on applicability. See 2 CFR 200, "Cost Principles" for non-profit organizations; Federal Acquisition Regulation (FAR) 48 CFR part 31 for commercial firms. |
| Indirect Cost Notes: |
| · If your organization has an indirect cost-rate agreement (NICRA) with the U.S. Government, a current copy must be included with the application. |
| · If your organization does not have a NICRA, you may claim up to 10% of Modified Total Direct Costs, as described in 2 CFR 200.68 and 2 CFR 200.414. |
| · If sub-recipients are claiming indirect costs, they should have an established NICRA that is also submitted with the proposal package, or they may also claim up to the 10% MTDC rate. |
| · If your organization is relatively small and can easily identify shared costs among projects including rent; depreciation, facilities costs; etc. these may be directly allocated and charged as direct costs under H, Other Direct Costs. However, a description of the allocation methodology must be provided. |
| Cost-Share (By Applicant) |
| Cost-sharing is the portion of program cost not borne by DOS. Refer to the NOFO to determine whether cost-sharing is required or encouraged. In general, applications that include in-kind and/or cash contributions from non-U.S. Government sources will be more competitive since cost-sharing demonstrates a strong commitment to the activities and greater cost effectiveness. |
Assign a US dollar monetary value to each in-kind and/or cash contribution. The basis for determining the value of cash and in-kind contributions must be in accordance with 2 CFR 200.
If the proposed project is a component of a larger program or initiative such as a public-private partnership, DO NOT include this as cost-share.
Applicants should consider all types of cost-sharing. Examples include the use of office space owned by other entities; donated or borrowed supplies and equipment; (non-federal) sponsored travel costs; waived indirect costs; and program activities, translations, or consultations. The values of offered cost-share should be reported in accordance with 2 CFR 200. Other USG funding or foreign government funding does not constitute as cost-sharing.
The recipient of an assistance award must maintain written records to support all allowable costs which are claimed as its contribution to cost-share, as well as costs to be paid by the Federal government. Such records are subject to audit.
In the event the recipient does not meet the amount of cost-sharing stipulated in their application, the Bureau’s contribution may be reduced in proportion to the recipient’s stated contribution.
| BUDGET CONSIDERATIONS |
| The Bureau/Post WILL CONSIDER budgeted line-items for: |
| · Independent evaluations to assess the project’s impact (costs must be built into the overall original budget proposal and must be reasonable); and |
| · Costs associated with an internal evaluation conducted by the applicant (costs must be built into the overall original budget proposal and must be reasonable). |
| The Bureau/Post WILL NOT CONSIDER budgeted line-items for: |
| · Any unallowable costs, as described in OMB cost principle circulars; |
| · Projects designed to advocate policy views or positions of foreign governments or views of a particular political faction; and |
| · Entertainment expenses, including alcoholic beverages. |
Before grants are awarded, the Bureau/Post reserves the right to reduce, revise, or increase proposal budgets in accordance with the Bureau’s/Post's program needs and availability of funds.
| Office of Management and Budget (OMB) Circulars |
| Organizations should be familiar with the applicable sections of OMB 2 CFR 200 and 600 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. |
| 2 CFR §200: eCFR :: 2 CFR Part 200 -- Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards |
| 2 CFR §600: eCFR :: 2 CFR Chapter VI -- Department of State |
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2. Summary Budget Template
| SUMMARY BUDGET | | | |
| Organization Name | | | |
| Project Title | | | |
| Project Duration (insert total number of months) | | | |
| Requested Federal Funds | Cost-Share By Applicant | Total Project Cost |
| A | Personnel | 0.00 | 0.00 | 0.00 |
| B | Fringe Benefits | 0.00 | 0.00 | 0.00 |
| C | Travel | 0.00 | 0.00 | 0.00 |
| D | Equipment | 0.00 | 0.00 | 0.00 |
| E | Supplies | 0.00 | 0.00 | 0.00 |
| F | Contractual | 0.00 | 0.00 | 0.00 |
| G | Construction | 0.00 | 0.00 | 0.00 |
| H | Other Direct Costs | 0.00 | 0.00 | 0.00 |
| I | Total Direct Costs | 0.00 | 0.00 | 0.00 |
| J | Total Indirect Costs | 0.00 | 0.00 | 0.00 |
| K | Total (Sum I + J) | 0.00 | 0.00 | 0.00 |
* line item amounts auto-fill from "Detailed Budget Template" tab
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3. Detailed Budget Template
| DETAILED LINE-ITEM BUDGET | |
| Organization's Name | Organization Name |
| Project Title | Project Title |
| Project Duration (insert total number of months) | Project Title |
| | Cost Breakdown By Line-Item | | | | Requested Federal Funds | Cost-Share By Applicant | Total Project Cost |
| | Unit | Number of Units | Cost Per Unit | Rate | | | |
| | (months, years, or people, etc.) | (days, etc.) | (salary, etc.) | (level of effort, allocation, etc.) | | | |
| A | Personnel | months or years | | salary (month or year) | % level of effort | | | |
| A.1 | HQ-Based Personnel | | | | | | | |
| A.1.1 | Project Manager | | | | | 0.00 | 0.00 | 0.00 |
| A.1.2 | Project Officer, etc. | | | | | 0.00 | 0.00 | 0.00 |
| A.2 | Field Personnel | | | | | | | |
| A.2.1 | | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Personnel | | | | | | 0.00 | 0.00 | 0.00 |
| B | Fringe Benefits | | | | | | | |
| B.1 | HQ-Based Personnel Fringe Benefits | | | | | 0.00 | 0.00 | 0.00 |
| B.2 | Field Personnel Fringe Benefits | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Fringe Benefits | | | | | | 0.00 | 0.00 | 0.00 |
| C | Travel | # people | # days | cost | % allocation | | | |
| C.1 | International Travel | | | | | | | |
| C.1.1 | Mode (air or ground) - Traveler - From..To /RT | | | | | 0.00 | 0.00 | 0.00 |
| C.1.2 | Lodging | | | | | 0.00 | 0.00 | 0.00 |
| C.1.3 | Per Diem (City, Country) | | | | | 0.00 | 0.00 | 0.00 |
| C.2 | Country Travel | | | | | | | |
| C.2.1 | Mode (air or ground) - Traveler - From..To /RT | | | | | 0.00 | 0.00 | 0.00 |
| C.2.2 | Lodging | | | | | 0.00 | 0.00 | 0.00 |
| C.2.3 | Per Diem (City, Country) | | | | | 0.00 | 0.00 | 0.00 |
| C.3 | Domestic Travel | | | | | | | |
| C.3.1 | Mode (air or ground) - Traveler - From..To /RT | | | | | 0.00 | 0.00 | 0.00 |
| C.3.2 | Lodging | | | | | 0.00 | 0.00 | 0.00 |
| C.3.3 | Per Diem (City, Country) | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Travel | | | | | | 0.00 | 0.00 | 0.00 |
| D | Equipment (> $5,000 per unit ) | | # units | unit cost | % allocation | | | |
| D.1 | (description, e.g. generators) | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Equipment | Sub Total Equipment | | | | | 0.00 | 0.00 | 0.00 |
| E | Supplies (< $5,000 per unit) | | # units | unit cost | % allocation | | | |
| E.1 | (description) | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Supplies | Sub Total Supplies | | | | | 0.00 | 0.00 | 0.00 |
| F | Contractual | | #units | unit cost | | | | |
| F.1 | Subawards | | | | | | | |
| F.1.1 | Subrecipient (Name)* | | | | | 0.00 | 0.00 | 0.00 |
| F.2 | Contracts/Consultants | | | | | | | |
| F.2.1 | Contractor | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Contractual | | | | | | 0.00 | 0.00 | 0.00 |
| G | Construction | | | | | | | |
| G.1 | | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Construction | | | | | | 0.00 | 0.00 | 0.00 |
| H | Other Direct Costs | | | | | | | |
| H.1 | Specify, itemize (e.g. Program Audit) | | | | | 0.00 | 0.00 | 0.00 |
| H.2 | (e.g. Training: venue and catering) | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Other Direct Costs | | | | | | 0.00 | 0.00 | 0.00 |
| I | Total Direct Costs | | | | | 0.00 | 0.00 | 0.00 |
| J | Total Indirect Costs (select one: NICRA %, Final, Pre-determined, Provisional and Basis or 10% De Minimis based on MTDC) | | | | | 0.00 | 0.00 | 0.00 |
| K | Total Project Cost | (must match award amount) | | | | 0.00 | 0.00 | 0.00 |
| * Detailed line-item budgets for sub-grantees should be included in additional tabs within this excel workbook. | | | | | | | | |
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SubRecipient Budget (if apl.)
| SUB-RECIPIENT BUDGET (if applicable) | |
| Sub-Recipient Organization Name | Organization Name |
| Project Title | Project Title |
| Project Duration (insert total number of months) | Project Title |
| | Cost Breakdown By Line-Item | | | | Requested Federal Funds | Cost-Share by Sub | Program Total |
| | Unit | Number of Units | Cost Per Unit | Rate | | | |
| | (months, years, people, etc.) | (days, etc.) | (salary, etc.) | (level of effort, allocation, etc.) | | | |
| A | Personnel | months or years | | salary (month or year) | % effort | | | |
| A.1 | HQ-Based personnel | | | | | | | |
| A.1.1 | Project Manager | | | | | 0.00 | 0.00 | 0.00 |
| A.1.2 | Project Officer, etc. | | | | | 0.00 | 0.00 | 0.00 |
| A.2 | Field Personnel | | | | | | | |
| A.2.1 | | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Personnel | | | | | | 0.00 | 0.00 | 0.00 |
| B | Fringe Benefits | | | | | | | |
| B.1 | HQ-Based Personnel Fringe Benefits | | | | | 0.00 | 0.00 | 0.00 |
| B.2 | Field Personnel Fringe Benefits | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Fringe Benefits | | | | | | 0.00 | 0.00 | 0.00 |
| C | Travel | # people | # days | Cost | | | | |
| C.1 | International Travel | | | | | | | |
| C.1.1 | Mode (air or ground) - Traveler - From..To /RT | | | | | 0.00 | 0.00 | 0.00 |
| C.1.2 | Lodging | | | | | 0.00 | 0.00 | 0.00 |
| C.1.3 | Per Diem (City, Country) | | | | | 0.00 | 0.00 | 0.00 |
| C.2 | Country Travel | | | | | | | |
| C.2.1 | Mode (air or ground) - Traveler - From..To /RT | | | | | 0.00 | 0.00 | 0.00 |
| C.2.2 | Lodging | | | | | 0.00 | 0.00 | 0.00 |
| C.2.3 | Per Diem (City, Country) | | | | | 0.00 | 0.00 | 0.00 |
| C.3 | Domestic Travel | | | | | | | |
| C.3.1 | Mode (air or ground) - Traveler - From..To /RT | | | | | 0.00 | 0.00 | 0.00 |
| C.3.2 | Lodging | | | | | 0.00 | 0.00 | 0.00 |
| C.3.3 | Per Diem (City, Country) | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Travel | | | | | | 0.00 | 0.00 | 0.00 |
| E | Supplies (< $5,000 per unit) | | # units | unit cost | | | | |
| E.1 | (description) | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Supplies | Sub Total Supplies | | | | | 0.00 | 0.00 | 0.00 |
| F | Contractual | | | | | | | |
| F.1 | Subawards | | | | | | | |
| F.1.1 | Subrecipient (Name)* | | | | | 0.00 | 0.00 | 0.00 |
| F.2 | Contracts | | | | | | | |
| F.2.1 | Contractor | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Contractual | | | | | | 0.00 | 0.00 | 0.00 |
| G | Construction | | | | | | | |
| G.1 | (description) | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Construction | | | | | | 0.00 | 0.00 | 0.00 |
| H | Other Direct Costs | | | | | | | |
| H.1 | Specify, itemize (e.g. Program Audit) | | | | | 0.00 | 0.00 | 0.00 |
| H.2 | (e.g. Training: venue and catering) | | | | | 0.00 | 0.00 | 0.00 |
| Subtotal Other Direct Costs | | | | | | 0.00 | 0.00 | 0.00 |
| I | Total Direct Costs | | | | | 0.00 | 0.00 | 0.00 |
| J | Total Indirect Costs (select one: NICRA %, Final, Pre-determined, Provisional and Basis or 10% De Minimis based on MTDC) | | | | | 0.00 | 0.00 | 0.00 |
| K | Total Project Cost | (must match award amount) | | | | 0.00 | 0.00 | 0.00 |
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Department of State