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This project budget sheet is a simple format of your expected breakdown of cost for the delivery of the project.
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Instructions
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1. Make a copy of this sheet and personalise it for your team. You can also Download it and use Excel if easier or more convenient.
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2. Delete each example entry under the categories and insert your actual costs.
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3. Try not to change the formulas in the Project Budget tab
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4. Add as much detail as possible for each item included, in the blue cells
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5. If you have any questions about how to use this sheet please email us at changemakers@worldhearingforum.org
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More details about the Project Budget tab
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There are Five categories of costs: Labour, Materials, Subcontracting, Travel & Subsistence and Other costs
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1. Labour Costs – Include salaries, wages, and associated employer costs (e.g., National Insurance, pension contributions) for staff working directly on the project. This should reflect the actual time spent on the project, calculated using daily rates based on gross annual salary. (Example: Research assistant’s salary for prototype development, project manager’s time for overseeing progress).
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2. Materials Costs – Include any materials and consumables required for the project, provided they are used exclusively for this initiative. These should be listed at cost price and should not include any markups or overheads. (Example: Electronic components for assistive technology, printing costs for training materials).
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3. Subcontracting Costs – Cover costs for specialist expertise or services provided by external companies or individuals that are not part of the core project team. These costs should be fully justified and provide value for money. (Example: Software development for an app, prototype manufacturing by an external company).
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4. Travel & Subsistence – Includes transport, accommodation, and subsistence costs directly incurred for project-related activities, ensuring they align with standard business travel policies. Only economy-class flights and standard rail fares should be included unless justified otherwise. (Example: Travel to a conference to present findings, field visits to user testing sites).
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5. Other Costs – Covers additional direct project costs not classified under the above categories, such as IP filing fees, regulatory approvals, insurance, licenses, or dissemination activities. These must be clearly justified as essential for project delivery. (Example: Ethical approval fees for research, software licenses for data analysis).
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Important Notes
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All the boxes in Grey are locked and the numbers automatically calculated. Please only populate the boxes in Yellow.
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