Enter each budget category and amount. Standard federal grant categories are pre-loaded.
Available to any organization that has never had a NICRA. Applied to modified total direct costs (MTDC).
Percentage of total budget your organization will contribute as match.
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What This Calculator Does
This grant budget calculator helps non-profit organizations allocate direct and indirect costs for federal, state, and foundation grant proposals. It follows the 2026 OMB Uniform Guidance (2 CFR 200) framework for calculating Modified Total Direct Costs (MTDC) and applying indirect cost rates. The calculator supports the 10% de minimis rate available to organizations without a Negotiated Indirect Cost Rate Agreement (NICRA), as well as custom NICRA rates ranging from 15% to 30%+. It also handles MTDC exclusions for equipment over $5,000 and subaward amounts over $25,000, and calculates cost share or match requirements.
The Formula
Direct costs are expenses that can be specifically identified with a particular grant project, such as personnel, travel, supplies, and equipment. Indirect costs (also called facilities and administrative costs) cover shared organizational expenses like rent, utilities, accounting, and IT support. The MTDC base excludes certain items per OMB Uniform Guidance: equipment over $5,000, the portion of subawards exceeding $25,000, and participant support costs. The indirect cost rate is applied to the MTDC base, not the full direct cost total.
Step-by-Step Example
Enter direct costs by category
Personnel: $120,000. Fringe benefits: $36,000. Travel: $8,000. Equipment: $15,000. Supplies: $12,000. Consultants: $25,000. Other: $5,000. Total direct: $221,000.
Select indirect cost rate
Organization uses the 10% de minimis rate (available to any nonprofit that has never had a NICRA). MTDC base: $206,000 (total direct minus $15,000 equipment). Indirect costs: $20,600.
Set cost share
The funder requires a 20% match. Cost share: $48,320. Grant request: $193,280.
Review budget
Total budget: $241,600. Direct costs are 91.5% of the total. Indirect costs are 8.5%. The budget is ready for submission with OMB-compliant allocations.
Real-World Use Cases
Grant Writer Preparing a Federal Proposal
Build a compliant budget using the correct indirect cost rate and MTDC exclusions, ensuring the proposal meets all OMB Uniform Guidance requirements and maximizes allowable costs.
Non-Profit CFO Evaluating Grant Feasibility
Determine whether the grant amount covers the true cost of the program when indirect costs and match requirements are factored in, preventing underfunded projects.
Development Director Comparing Funding Opportunities
Model budgets for multiple grants with different indirect cost caps and match requirements to prioritize applications that best align with organizational capacity.
Common Mistakes to Avoid
Not excluding equipment over $5,000 and subawards over $25,000 from the MTDC base. Applying the indirect rate to these excluded items inflates the budget and creates compliance issues during audits.
Using the de minimis 10% rate when a higher NICRA would be more beneficial. Organizations spending significant resources on indirect functions should negotiate a NICRA, which can recover 20% to 30% or more of MTDC.
Forgetting to include fringe benefits as a separate line item. Fringe benefits (health insurance, retirement contributions, payroll taxes) are direct costs and should be calculated at the organization-specific rate, typically 25% to 40% of salaries.
Not budgeting for cost share or match requirements. Many federal grants require 10% to 50% in matching funds. Failing to plan for this can create cash flow problems or require last-minute fundraising.
Submitting a budget without justification narratives. Every line item needs a brief explanation of how it was calculated and why it is necessary for the project. Reviewers reject budgets that lack clear justification.
Frequently Asked Questions
Accuracy and Disclaimer
This calculator provides grant budget estimates based on the 2026 OMB Uniform Guidance (2 CFR 200). Grant budget requirements vary by funder. Federal agencies, state governments, and private foundations may have different allowable cost policies, indirect cost caps, and match requirements. Always review the specific funding opportunity announcement (FOA) and consult with your grants management office before submitting a budget.
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