Budget Template Worksheet

Budget Template Worksheet

Budget Template Worksheet
Budget Template Worksheet


Hello and welcome to the Budget Template!  In order to better understand budgetary requirements, every prospective grantee is asked to complete this Budget Template Workbook.  Please be as accurate as possible - should a grant be awarded this workbook will be used to track  budget and actual expenses over time.

This worksheet provides an overview of the Budget Template structure and outlines a recommended workflow to complete the template. Additional instructions are provided on the next tab.  Also, be on the lookout for any orange text.  Clicking on a cell with orange text will provide additional instructions.

Instructions for using Budget Template Worksheet

1-Getting Started

PROSPECTIVE GRANTS: Your grant proposal must include a proposed budget. Please enter all estimates in USD. If you anticipate using currencies other than USD, please include your detailed assumptions for exchange rates in your budget narrative.

  1. Review the Formatting and Definitions section below. 
  2. Click the Basic Info tab and provide the requested information. Basic Info Tab 
  3.  Next, complete the input worksheets, following steps 4 -9 below:Input Sheets 
  4. Click the Personnel tab, and complete that worksheet first. Data from this sheet will automatically populate other sheets.
  5. Click the Funding Sources tab and complete that worksheet, identifying other potential funding sources such as other grants or earned income\fees that you anticipate to support this project. 
  6.  If you are sub granting, please complete the Org Sub grants worksheet in this workbook. Data from this sheet will automatically populate other sheets. Please include the total cost of the sub grant (including the sub grantee's indirect costs and accounting for any differences in inflation. 
  7. Click the appropriate Major Activity budget tabs, and complete the worksheet for each Major Activity you selected in constant dollars (i.e., all in 2021 dollars). Inflation will automatically be calculated based on the value you select on the Basic Info tab.
  8. Review the final Proposal Budget Summary Sheets to validate your information. They will be completed automatically based on information entered on other worksheets.
  9. Save the workbook and submit it to the Foundation with your Grant Proposal.

EXISTING GRANTS:  Your required progress report must include a report on actual expenses and any budget revisions for additional grant years.
  1. 1)  Review the budget you had submitted with your approved grant proposal. 
  2. Please use the worksheets with the Purple tabs: Actuals and Revised Budget
  3. Enter the expenditures for the previous budget period on the Actuals and Revised Budget worksheet. Then revise your budget as necessary for the current and future budget periods. 
  4.  Review the variances in the Budget Variance by Activity worksheet. Material variances (10% or greater) should be explained in the narrative of your progress report, as well as any material proposed changes (10% or greater) in the future budget.
2-Formatting and Definitions:
FORMATTING:  This workbook includes formulas and is formatted to help you use the different worksheets.  Please note:
  1. INPUT: These are INPUT cells.  Most of your time will be spent entering data in these cells. 
  2. Orange Text: When you click on one of these cells, you'll see a message box with guiding instructions. 
  3. Expand/Collapse +/-: Click on the "+" or "-" signs located on the left side or top of the screen to expand ("+") or collapse ("-") rows or columns.  You may need to expand some areas to have sufficient room to enter your budgeted or actual expenses.
MAJOR ACTIVITIES:  Your budget will be organized according to the major activities for your project.  You will have to define the major activities that are most appropriate to your project. Some examples of typical Major Activities are defined below, but please enter what ever is most appropriate to your proposed project.

  • Project Management: Costs to manage and oversee the project, including executive, project management, and administrative costs. 
  • Product Development: Costs to test, develop, and bring a new product to market. 
  • Implement in Country X: Costs to implement this project in a particular country. 
  • Client Education and Technical Assistance: Costs to develop and provide training, education, and technical assistance on products to clients.
DIRECT COST CATEGORIES:  You'll enter direct costs for each of the Major Activities you have selected. Use the direct cost categories, defined below, as needed.  Please don't change these direct cost categories.
  • Personnel:  compensation to officers, directors, trustees and employees for work on this project 
  • Benefits: cost of ordinary employee benefits (stated as a % of salary) 
  • Consulting & Professional Fees: amounts paid non-employees retained to complete work for this project 
  • Materials & Supplies: cost of office supplies and services (photocopying, shipping, etc.) specifically related to this project (not general indirect costs) 
  • Computers & Equipment: cost of computers, peripherals, and other equipment purchased and used for this project (not general indirect costs).  Computers & Equipment valued at $5,000 USD or more should be listed under "Capital Equipment". 
  • Printing & Publications: cost of producing or purchasing printed materials (books, newsletters, etc) or electronic media (videos, DVD's etc.) used or produced as a part of this project 
  • Travel & Accommodations:  all travel related and incidental expenses incurred as a result of this project. 
  • Conferences, Conventions, Meetings: registration fees for employees or consultants working on this project; facility costs for meetings or conferences held in conjunction with this project. 
  • Software and Licenses: Cost of software and licenses purchased and used for this project (not general indirect costs) 
  • Capital Equipment: Capital equipment is tangible property having an acquisition value per unit of $5,000 USD or more and a useful life expectancy of more than one year. This property should be used to manufacture a product, provide a service, or be used to sell, store and deliver merchandise and/or services in the conduct of the project. Repairs, maintenance parts or components, warranty costs, maintenance contracts or annual software licensing fees are not considered capital equipment and should be expensed.
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