You cannot start spending funds until the project period has been set (project start date) and the grant has been signed. You must spend all funds within the project period (before project end date).
Costs defined in the budget must be consistent with the narrative description of planned activities.
Food is an allowable item if necessary for the program. For example if you were getting coffee, tea and fruit for a break, that would be fine. But we cannot cover a group dinner. In general, we support food served between program sessions.
Please be aware that if international flights are a part of the budget you must comply with the Fly America Act (PDF 180 KB). This means that the person travelling must fly a US carrier (code share is fine) if one is available. So the Turkish Airways flight from NY to Istanbul would not work, but the United/Lufthansa flight via Munich would work. For further detail check the Fly America Act.
Per Diem amounts cannot exceed the maximum per diem amount allowed under the Federal Travel Regulations. For maximum per diem amounts please see Per Diem Rates(PDF 196 KB).
Although grant budgets can be amended, while the project is underway, amendments due to poor budget planning are unacceptable. Therefore, please plan carefully. Costs for line items in the budget should be exact where ever possible. If you must estimate a cost, please do your research carefully!
Funds must be spent as specified in the budget unless written approval is sought from the grants officer and an amendment is made to the budget.
At the end of the program, if there are unspent funds these must be returned to the US Embassy.
If cost sharing or cost participation is involved, please specify how much will be provided for each cost item in the budget. Please remember that the grantee must submit documentation to verify commitments to meet cost-sharing/cost participation requirements.
Please keep in mind that you will provide financial reporting at the end of the project. You are required to submit copies of invoices, wire transfer receipts etc. of all expenses incurred in line with the approved budget.
Recipients must maintain financial records (including receipts and invoices for each line item), supporting documents, statistical records, and all other records pertinent to an award for a period of three years from the date of submission of the final expenditure report.
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