Run Indirect Cost Rate Allocation Worksheet — Free

Worksheet Header and Period

Organization / Entity Name (required)

Fiscal Year (required)

Enter the fiscal year this worksheet covers.

Allocation Period Start Date (required)

Allocation Period End Date (required)

Prepared By (Name and Title) (required)

Date Prepared (required)

Department / Cost Center

Worksheet Version / Revision Number

Track revisions for audit trail purposes.

Indirect Cost Rate Details

Indirect Cost Rate Type (required)

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 (%) (required)

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 (required)

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 (required)

Select all award types covered by this rate on this worksheet.

Rate Documentation Attached (required)

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 (required)

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 ($) (required)

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 ($) (required)

Total Direct Costs minus Total MTDC Exclusions. This is the base to which the indirect rate is applied.

Total Indirect Costs Allocated – All Awards ($) (required)

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 (required)

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 (required)

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.

Yes No N/A

No Double-Charging of Costs (required)

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)).

Yes No N/A

Rate is Properly Authorized (required)

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.

Yes No N/A

Award Terms Reviewed for Indirect Cost Allowability (required)

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.

Yes No N/A

Records Retention Compliance (required)

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.

Yes No N/A

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) (required)

Review Date (required)

Reviewer Signature (required)

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).

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Run: Indirect Cost Rate Allocation Worksheet

Worksheet Header and Period

Indirect Cost Rate Details

Award-Level Direct Cost Base and Exclusions

MTDC Exclusion Detail

Allocation Summary and Reconciliation

Compliance Attestations

Review and Approval

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