Indirect Cost Rate Allocation Worksheet

Applies the approved or de minimis indirect cost rate to direct cost bases by award. Used by finance teams to allocate overhead consistently and compliantly across federal and private grants, supporting OMB 2 CFR §200.414 and Uniform Guidance requirements.

Worksheet Header and Period

• Organization / Entity Name
• Fiscal Year
  Enter the fiscal year this worksheet covers.
• Allocation Period Start Date
• Allocation Period End Date
• Prepared By (Name and Title)
• Date Prepared
• Department / Cost Center
• Worksheet Version / Revision Number
  Track revisions for audit trail purposes.

Indirect Cost Rate Details

• Indirect Cost Rate Type
  Select the rate type applicable to this organization for this period.
• If 'Other Approved Rate', describe the rate source and authorization
• Cognizant Federal Agency (for NICRA rates)
  The federal agency responsible for negotiating and approving the rate agreement.
• NICRA Agreement Date
  Date the current NICRA was executed.
• Approved Indirect Cost Rate (%)
  Enter the rate as a percentage (e.g., enter 10 for 10%, 26.5 for 26.5%). De minimis rate is always 10.00%.
• Cost Base Methodology
  Select the direct cost base to which the indirect rate is applied. MTDC is required for de minimis rate users per 2 CFR §200.1.
• If 'Other Approved Base', describe the base and cite authorization
• This Rate Applies To
  Select all award types covered by this rate on this worksheet.
• Rate Documentation Attached
  Confirm that the NICRA, de minimis election documentation, or other rate authorization is attached or on file.
• Upload Rate Authorization Document (optional)
  Upload NICRA, de minimis election letter, or other supporting documentation.

Award-Level Direct Cost Base and Exclusions

• Award Direct Cost Base Table
  Enter one row per award. All dollar amounts in USD. Exclusions apply only when using MTDC methodology.
• Awards with Indirect Cost Restrictions or Caps
  Some private funders prohibit or cap indirect costs. Document these here to ensure compliance and avoid over-recovery.
• Awards Explicitly Prohibiting Indirect Cost Recovery
  Per 2 CFR §200.414(c)(1), if a federal program statute or regulation prohibits recovery, document it here.

MTDC Exclusion Detail

• Equipment and Capital Expenditures Excluded ($)
  Items with unit cost ≥ $5,000 and useful life >1 year, per 2 CFR §200.1 definition of 'equipment'.
• Subcontract Costs Excluded (amounts >$25,000 per sub) ($)
  Only the portion of each subcontract exceeding $25,000 is excluded from MTDC per 2 CFR §200.1.
• Patient Care Charges Excluded ($)
• Tuition Remission Excluded ($)
• Off-Site Facility Rental Costs Excluded ($)
• Other Exclusions ($)
• Description of Other Exclusions
  Describe any exclusions not covered by the standard MTDC categories above and cite the regulatory or award-specific authority.
• Total MTDC Exclusions – All Awards Combined ($)
  Sum of all exclusion categories above. Should reconcile to the sum of MTDC Exclusions column in the Award Table.

Allocation Summary and Reconciliation

• Total Direct Costs – All Awards ($)
  Sum of Total Direct Costs column from the Award Table.
• Total MTDC Exclusions – All Awards ($)
  Sum of MTDC Exclusions column. Enter 0 if using TDC methodology.
• Total Allowable Cost Base – All Awards ($)
  Total Direct Costs minus Total MTDC Exclusions. This is the base to which the indirect rate is applied.
• Total Indirect Costs Allocated – All Awards ($)
  Sum of Indirect Cost Charged column from the Award Table. Should equal Total Allowable Base × Approved Rate.
• Indirect Costs Not Recovered (due to funder restrictions) ($)
  Amount of indirect cost that could not be charged due to funder caps or prohibitions. Document for internal cost analysis.
• General Ledger Account(s) for Indirect Cost Allocation
  Reference the GL account codes used to record indirect cost charges and recoveries.
• Reconciliation Variance (if any) ($)
  Difference between calculated indirect costs and amounts posted to the GL. Should be $0.00. Document any variance and explain below.
• Variance Explanation
  If a reconciliation variance exists, explain the cause and corrective action.
• Supporting Schedules / Trial Balance Attached
  Confirm that the supporting trial balance or cost detail reports are attached or referenced.
• Upload Supporting Schedule (optional)
  Upload trial balance, cost detail export, or other reconciliation support.

Compliance Attestations

• Consistent Methodology
  I confirm that the same indirect cost rate and base methodology has been applied consistently to all awards in this period, without cherry-picking rates by award.
• No Double-Charging of Costs
  I confirm that no costs included in the indirect cost pool have also been charged as direct costs to any award (per 2 CFR §200.405(c)).
• Rate is Properly Authorized
  I confirm that the rate applied is either a current NICRA from the cognizant federal agency or the de minimis rate elected per 2 CFR §200.414(f), and that supporting documentation is on file.
• Award Terms Reviewed for Indirect Cost Allowability
  I confirm that each award's terms and conditions have been reviewed for indirect cost restrictions, caps, or prohibitions, and that this worksheet reflects those limitations.
• Records Retention Compliance
  I confirm that this worksheet and all supporting documentation will be retained for a minimum of 3 years after the final expenditure report per 2 CFR §200.334, or longer if required by award terms.
• Additional Notes or Disclosures
  Use this field to document any exceptions, pending rate negotiations, or circumstances that deviate from standard practice.

Review and Approval

• Reviewed By (Name and Title)
• Review Date
• Reviewer Signature
  Electronic signature of the reviewing finance official.
• Approved By (Name and Title)
  Required for allocations exceeding organizational materiality threshold or involving federal awards.
• Approval Date
• Approver Signature
  Electronic signature of the approving official (CFO, Finance Director, or designee).
• Next Scheduled Review / Reconciliation Date
  Set the date for the next indirect cost reconciliation (typically monthly or quarterly).