Projects for Peace

Additional Guidance

• Budget Form Guidance

  The budget form accompanies your project proposal and is part of your grant application. Estimates are appropriate for the budget form, since it is not always possible to project actual expenses accurately. However, we ask that you do your utmost to provide thoughtful and realistic values. The budget must total $10,000, or more if additional funding is anticipated. Proposals with accompanying budgets that do not total $10,000 may be rejected or returned for revision. All values should be entered in US dollars. See below for notes on expense types and categories.

  Notes on Financial Management

  All grantees sign and review a funding agreement prior to receiving Projects for Peace funds through their institution. Throughout project implementation, grantees are encouraged to track expenditures consistently (i.e., daily, weekly), using the optional tabs provided here or other methods. Regular entries will help you monitor whether you are under or over budget and will save time when you are preparing your final report materials. Your institution may have specific requirements regarding financial management and the collection of receipts: see your campus liaison for campus-specific guidance.

  Expense Report Guidance

  The expense report is part of your final report materials and accompanies your final narrative. Actual expenses are appropriate for the expense report. Expenditures must total $10,000. Expense reports that do not total $10,000 will be returned and the project will remain open until a complete report is submitted. All values should be entered in US dollars. It is normal to have some variations between budget lines and actual expenditures, but significant deviations should be described and explained in the final report materials. Grantees who have remaining funds should discuss options with their campus liaisons, who may, in turn, reach out to Projects for Peace if necessary. See below for notes on expense types and categories

  Expense Types and Categories

  Funds should be designated according to the provided categories. Both the budget form and expense report distinguish between student and non-student expenses, and funds should be designated according to the provided categories. You may not have expenses in all categories. Not all categories may be acceptable at your institution: discuss with your campus liaison for campus-specific guidance. Feel free to add additional lines within categories if needed, taking care to double-check that any automatic calculations remain valid.

  Student Expenses

  Use this section to estimate costs that are directly related to the grantee(s). Important: not all categories of expenses are acceptable at all campus programs. Please discuss the details of your budget with your campus liaison.

  • Travel (including airfare): Expenses for airfare, car rentals, fuel and maintenance, public transportation and/or any other travel-related costs for the student team only. Include costs for both travel to the project focus region and within the project focus region.
  • Lodging: Lodging costs for the student team only, such as hotels, apartments, homestays, and utility costs. This does not include lodging costs for guests, beneficiaries, or any other participants not on the student team.
  • Communications: Personal communication costs for the student team only. For example: cell phones and minutes, calling cards, and wifi/internet access.
  • Food: Food expenses for the student team only, including food purchased while traveling and while working in the project focus region.
  • Student Stipend: Any funds designated to recover lost wages due to time spent on the project. Discuss with your campus liaison for approval.
  • Taxes: Any anticipated taxes to be paid. Discuss with your campus liaison and/or personal tax advisor.
  • Miscellaneous: Any additional personal costs that do not fall into the previous student expense categories. For example: vaccinations, visas and country entrance fees, etc.

  Non-Student Expenses

  Use this section to estimate costs that are directly related to the project. Important: not all categories of expenses are acceptable at all campus programs. Please discuss the details of your budget with your campus liaison.

  • Non-Student Travel and Lodging: Travel and lodging expenses for project staff, volunteers, beneficiaries, and anyone else involved in the project who is not a member of the student team.
  • Direct Equipment and Supplies: Equipment and supplies necessary for the direct implementation of the project and fulfillment of the project’s mission. For example: construction materials, books, computers, agricultural materials, and start-up costs.
  • Marketing and Events: Materials used to support the project but not for the direct fulfillment of the project’s mission. For example: marketing materials, infrastructure rental, media documentation materials, and event support materials (i.e., refreshments).
  • Staffing Costs: Any stipends or payments to guests, professional mentors, contractors, or community participants.
  • Miscellaneous: Any additional project expenses that do not fall into the previous categories. For example, donations for project sustainability, incorporation fees, and funding for ongoing activities, etc.