Cost Allocation Plan Worksheet
TLDR
Most nonprofits charge shared costs to grants without a documented methodology, then scramble to defend the charges during audit. A written cost allocation plan documents which costs are direct, which are shared, and how shared costs are allocated across funding sources. This worksheet walks through building a plan that survives single audit scrutiny and matches what 2 CFR 200 requires.
Why Cost Allocation Matters
Most nonprofits run multiple programs with shared costs: rent, utilities, finance staff, IT, executive director time. When some of those programs are funded by grants, the organization has to decide how much of each shared cost to charge to each grant. The decision is not arbitrary. Federal grants and most foundations require that allocations be reasonable, consistent, and documented.
The Uniform Guidance at 2 CFR 200 sets the framework. Section 200.405 requires costs allocable to a federal award to be incurred in proportion to relative benefit. Section 200.412 requires consistent treatment between direct and indirect costs. Section 200.413 requires direct costs identifiable to a specific cost objective. Together they require a written, applied methodology.
This worksheet walks through building a cost allocation plan: classifying costs, choosing bases, calculating allocations, and documenting the methodology. The result is a plan that survives single audit scrutiny and gives funders confidence in your numbers.
Section 1: Classify Costs
Before allocating anything, classify every cost into one of three categories.
Direct costs
Costs that can be identified specifically with a particular cost objective (a program, a grant, an activity). Examples:
- A teacher’s salary in an after-school program funded by a specific grant
- Supplies purchased for a specific program
- Travel for a specific program activity
- Subcontractor working on one funded project
Direct costs are charged in full to the cost objective they support.
Shared (indirect) costs
Costs that benefit multiple cost objectives and cannot be readily identified to a single one. Examples:
- Executive Director salary (overseeing multiple programs)
- Finance staff
- Office rent
- Utilities
- IT and software costs
- General administrative supplies
Shared costs are allocated across cost objectives using a defined methodology.
Unallowable costs
Costs that cannot be charged to federal awards regardless of methodology, per 2 CFR 200 Subpart E. Examples:
- Alcohol
- Lobbying
- Fundraising
- Bad debts
- Entertainment (unless specific exceptions met)
Unallowable costs must be tracked separately and removed from any base used for allocation.
For a deeper review of allowability, see the allowable costs guide.
Cost Allocation Plan Worksheet
A working template to build a defensible nonprofit cost allocation plan — direct costs, shared costs, allocation bases, and documentation that holds up under audit. Delivered by email.
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