U.S. Embassy Small Grants Program

Department of State 

Embassy of the United States in Nur-Sultan, Kazakhstan

Notice of Funding Opportunity (NOFO)

Program Office: Public Affairs Section, Embassy Nur-Sultan and Consulate General Almaty
Funding Opportunity Title: U.S. Embassy Small Grants Program 2021 (SGP)
Announcement Type: Grant and/or Cooperative Agreement
Funding Opportunity Number: DOS-KAZ-NS-AEECA-21-001
Deadline for Applications: April 30, 2021 (11.59 p.m. Nur-Sultan time)
CFDA Number:  19.900 – Assistance to Eastern Europe and Central Asia


  • For assistance with the requirements of this solicitation, contact SGP-Kazakhstan@state.gov
  • To inquire about the process for obtaining a Negotiated Indirect Cost Rate Agreement (NICRA) contact Donald Hunter at HunterDS@state.gov.

Due to the volume of applicants and inquiries, Public Affairs Section (PAS) does not accept letters of intent, concept papers, or requests for meetings or phone calls prior to application.

It is the responsibility of the applicant to ensure that the application package has been received in its entirety. Incomplete applications will be considered ineligible. Applicants are urged to begin the application process well before the submission deadline. No exceptions will be made for organizations that have not completed the necessary steps.

A. Funding Opportunity Description Summary 

Executive Summary: 

The U.S. Embassy Nur-Sultan and Consulate General Almaty Public Affairs Section of the U.S. Department of State is pleased to announce funding is available through the Embassy’s annual Small Grants Program.  This program supports the development of Kazakhstani democratic institutions and civil society by competitively awarding small grants to Kazakhstani nonprofit, nongovernmental organizations (NGOs) and associations, to nonprofit civil society organizations (CSOs), and to independent local media organizations.


The U.S. Embassy Public Affairs Section (PAS) is soliciting proposals for grants from Kazakhstani civil society and independent media organizations that focus on one of the three priority areas specified below.  Applicants should pay close attention to the Public Affairs Section’s goals and target audiences when developing their proposals.

TOPIC 1: Countering Trafficking-in-Persons 

Human trafficking remains a challenge in Kazakhstan.  The Trafficking-in-Persons (TIP) Report ranked Kazakhstan at Tier Two Watch List in both 2019 and 2020, reflecting the need for increased prevention efforts by both government and civil society.  Specifically, awareness of the problem, assistance to victims, and protection of at-risk groups need to be bolstered.

Previous Mission-funded projects have focused on raising public awareness and providing special training for law enforcement agencies and representatives from TIP government bodies in Aktobe, Atyrau, Turkestan, and Shymkent.

This funding opportunity seeks projects that will broaden TIP prevention efforts for at-risk groups by addressing specific, current challenges:

  • lack of awareness of TIP dangers for potential victims and law enforcement officials.
  • inadequate legal services and protection mechanisms for victims.
  • insufficient training for those who can help prevent human trafficking crimes.

The pandemic has created additional challenges for vulnerable populations, increasing the need to better support migrants, reduce exploitation of vulnerable groups, and assist government efforts in implementing policy reform and capacity building.

Project Goal: 

  • Reduce trafficking-in-persons in Kazakhstan by increasing awareness among potential victims, as well as strengthening capacity of individuals and institutions that can provide protection.

Project Audiences: 

  • At-risk populations including labor migrants.
  • Local and state government officials.

Project Objectives (Project proposals may address one or more of these objectives):

(1) Raise awareness of migrant legal rights through trainings reaching at least 100 current and potential labor migrants.

(2) Increase knowledge of at least 25 local and state government officials, including law enforcement, on existing trafficking-in-persons legislation, victim identification, anti-trafficking best practices.

(3) Create a prevention program to provide education and support to an at-risk group, identifying target audience and most likely vulnerabilities to trafficking.

TOPIC 2: Addressing Air Quality

Air quality in Kazakhstan is a significant public health and economic challenge, with Almaty and Nur-Sultan ranked among the world’s most polluted cities.  Coal-based heating systems and vehicle emissions both contribute significantly to the problem, though it remains unclear the extent to which each is a factor.  Longer-term solutions, including shifts to gas-fired power plants must be supplemented by short-term actions to promote awareness and incentivize immediate changes to consumer behavior, reflecting the urgency of the problem.

Previous Mission-funded projects have focused on increasing awareness both in big cities and across rural Kazakhstan, through investigative journalism, education campaigns, and documentary films.

This funding opportunity seeks projects that will broaden understanding of the crisis and reduce individual contributions to poor air quality by addressing specific current challenges:

  • lack of understanding of poor air quality, including sources of air pollution, impact and mitigating responses
  • underdeveloped academic and professional institutions focused on air quality
  • insufficient availability of environmentally friendly alternatives, both in products as well as transportation, as well as incentives to use these options

Project Goal: 

  • Improve air quality in Kazakhstan by increasing understanding of the causes and deleterious effects of pollution, as well as providing more environmentally-friendly alternatives to citizens.

Project Audiences: 

  • Citizens, 10-35 years of age.
  • Civil society activists and researchers.
  • Academics and institutions focused on air quality.
  • Journalists and opinion leaders who can amplify key messages.

Project Objectives (Project proposals may address one or more of these objectives):

  1. Raise awareness of air quality challenges to at least 5000 members of a targeted demographic between the ages of 10-35, located outside of Almaty and Nur-Sultan, and provide information on mitigating responses.
  2. Develop capacity of academics and institutions for, and further research into, the causes of air pollution, and provide a policy and implementation framework for Kazakhstani local and regional authorities to reduce air pollution.
  3. Create a campaign to educate and incentivize use of environmentally friendly alternative consumer products or transportation, reaching at least 1000 people.

TOPIC 3: Promoting Renewable Energy

There is no greater long-term challenge confronting the world than climate change.  Nations must reduce fossil fuel usage for the long-term sustainability of the planet.  In 2019, only 1% of Kazakhstan’s energy production came from renewable energy sources.  Although Kazakhstan’s renewable energy usage has increased the last two years, much remains to be done, including for Kazakhstan to meet its Paris Agreement commitments.

The Mission has not funded specific projects on renewable energy recently, though economic diversification and sustainability have remained areas of focus, including on air quality (mentioned earlier).

This funding opportunity seeks projects that will promote and accelerate the usage of renewable and sustainable energy sources in Kazakhstan by addressing specific current challenges:

  • lack of awareness of the damage of fossil fuel usage
  • lack of information on alternative energy availability
  • underdeveloped academic and professional institutions focused on renewable energy

Proposed projects should seek to address one of these challenges above by leveraging local, state, and civil society stakeholders to strengthen and/or establish strategies to increase understanding of renewable energy advantages, develop capacity for research and production of alternative energy sources, and provide a framework for Kazakhstan to reduce its fossil fuel dependency.

Project Goal: 

  • Promote usage of renewable and sustainable energy sources in Kazakhstan through increased awareness and research.

Project Audiences: 

  • Energy consumers in either urban or rural Kazakhstan
  • Academics working in energy-related areas
  • Journalists covering renewable energy policy
  • Local government officials and policy makers in rural Kazakhstan

Project Objectives (Project proposals may address one or more of these objectives):

  1. Reach at least 5,000 citizens in Kazakhstan with an awareness campaign on the importance of renewable and sustainable energy
  2. Develop research guidelines among educational institutions to coordinate efforts and develop a cadre of renewable energy professionals.
  3. Develop a resource map of renewable energy resources for policy makers to highlight a pathway away from fossil-fuel dependency in Kazakhstan.

B. Federal Award Information                                                                                          

Funding Mechanism Type: Cooperative Agreement AND/OR Grant
Estimated Award Ceiling: $50,000
Estimated Award Floor: $10,000
Length of Project Period: up to 24 month, preferable length is 9-12 months
Anticipated program start date: August 1, 2021.

The Public Affairs Section reserves the right to award less or more than the funds described under circumstances deemed to be in the best interest of the U.S. government, pending the availability of funds and approval of the designated grants officer.

This program will be funded under the Foreign Assistance Act authorization.  All programming is subject to the statutory limitations of the funding determined.

C. Eligibility Information                                                                                                               

  1. The following organizations are eligible to apply:
    • Not-for-profit organizations
    • Civil society/non-governmental organizations 

For this announcement, only Kazakhstan-based organizations are eligible to apply.

  1. Organizations may sub-contract with other entities, but only one, non-profit, non-governmental entity can be the prime recipient of the award. When sub-contracting with other entities, the responsibilities of each entity must be clearly defined in the proposal.
  2. In order to be eligible to receive an award, all organizations must have a unique entity identifier (Data Universal Numbering System/DUNS number from Dun & Bradstreet), as well as a valid registration on www.SAM.gov.
  3. Cost sharing or matching is not required for this funding opportunity.
  4. Pre-award costs are not an allowable expense for this funding opportunity.
  5. This award does not allow:
    • Projects relating to partisan political activity;
    • Conferences abroad or individual trips abroad;
    • Charitable or development activities; including direct social services;
    • Construction projects;
    • Projects that support specific religious activities;
    • Fund-raising campaigns;
    • Lobbying for specific legislation or programs
    • Medical, scientific research or surveys;
    • Art or cultural projects;
    • Commercial projects; or
    • Projects that duplicate existing projects

D. Application and Submission Information:                                                                              

Please follow all instructions below carefully. Proposals that do not meet the requirements of this announcement or fail to comply with the stated requirements will be ineligible. 

Content and Form of Application Submission

Please ensure:

  1. Proposal clearly addresses the goals, audiences, and objectives of this notice.
  2. All documents are in English.
  3. All budgets are in U.S. dollars.
  4. All pages are numbered.
  5. All documents are formatted to 8 ½ x 11 paper.
  6. All Microsoft Word documents are single-spaced, 12-point Times New Roman font, with a minimum of 1-inch margins.
  7. All applicant authorized signatures are provided where indicated on the various, required forms.

Application Deadline: All applications must be received by April 30, 2021 (11.59 p.m. Nur-Sultan time). 

If organizations fail to meet the deadline noted above their application will be considered ineligible and will not be considered for funding.

Application Submission Process: There are two application submissions methods available to applicants. Applicants may submit their application using Submission Method A or Submission Method B outlined below.  

  • Submission Method A:  Submitting all application materials directly to the following email address: SGP-Kazakhstan@state.gov. Applicants opting to submit applications via email to SGP-Kazakhstan@state.gov must include the Organization name in the subject line of the email.
  • Submission Method B: Submitting all application materials through Grants.gov.  For those opting to apply through Grants.gov, thorough instructions on the application process are available at http://www.grants.gov. For questions relating to Grants.gov, please call the Grants.gov Contact Center at 1-800-518-4726 or go to https://www.grants.gov/support.html. Please note that SGP-Kazakhstan @state.gov is unable to assist with technical questions or problems applicants experience with Grants.gov.

Required Registrations 

Any applicant listed on the Excluded Parties List System (EPLS) in the System for Award Management (SAM) is not eligible to apply for an assistance award in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR, 1986 Comp., p. 189) and 12689 (3 CFR, 1989 Comp., p. 235), “Debarment and Suspension.” Additionally, no entity listed on the EPLS can participate in any activities under an award.  All applicants are strongly encouraged to review the EPLS in SAM to ensure that no ineligible entity is included.

All organizations applying for grants (except individuals) must obtain these registrations.  All are free of charge:

  • Unique entity identifier from Dun & Bradstreet (DUNS number)
  • NCAGE/CAGE code
  • www.SAM.gov registration

Follow the steps outlined below to obtain the required registrations: 

  • Step 1: Apply for a DUNS number and an NCAGE number
  • DUNS application:  Organizations must have a Data Universal Numbering System (DUNS) number from Dun & Bradstreet, if your organization does not have one already, you may obtain one by calling 1-866-705-5711 or visiting http://fedgov.dnb.com/webform
        1. Instructions for the NCAGE application process:https://eportal.nspa.nato.int/AC135Public/Docs/US%20Instructions%20for%20NSPA%20NCAGE.pdf
          1. For help from within the U.S., call 1-888-227-2423
          2. For help from outside the U.S., call 1-269-961-7766
        2. Email NCAGE@dlis.dla.mil for any problems in getting an NCAGE code. After receiving the NCAGE Code, proceed to register in SAM by logging onto: https://www.sam.gov/
  • Step 2: Once DUNS and NCAGE are obtained, continue to SAM registration on www.SAM.gov .

Applicants utilizing Grants.gov must register with Grants.gov prior to submitting an application. Registering with Grants.gov is a one-time process; however, it could take as long as two weeks to have the registration validated and confirmed. Please begin the registration process immediately to ensure that the process is completed well in advance of the deadline for applications. Until that process is complete, you will not be issued a user password for Grants.gov, which is required for application submission.  After completing the required steps above to obtain a DUNS number, NCAGE/CAGE code, and SAM.gov registration, follow the steps below to complete Grants.gov registration:

Step 1: Once SAM registration is confirmed, continue to Grants.gov organization registration http://www.grants.gov/web/grants/applicants/organization-registration.html.Organizations must maintain an active SAM registration (www.SAM.gov) with current information at all times during which they have an active Federal award or an application under consideration by a Federal awarding agency. SAM registration must be renewed annually. Given the volume of applications, review may take up to 90 days, and we are unable to individually confirm receipt of proposals.

Step 2: Register yourself as an Authorized Organization Representative (AOR); and be authorized as an AOR by your organization on www.grants.gov

Applicants must acquire all required registrations and rights in the United States and Kazakhstan. All intellectual property considerations and rights must be fully met in the United States and Kazakhstan.

Any sub-recipient organization must also meet all the U.S. and Kazakhstani requirements described above.

E. Technical Requirements for Application:


When submitting a proposal, applicants are required to include the following documents and information from Sections 1–5 below, as applicable: 

Section 1—Standard Form 424 Family

All submissions must include the SF-424 Application for Federal Assistance (Attachment 1) and the SF-424A Budget Information—Non-Construction (Attachment 2). These forms and the instructions for completing them are available at http://www.grants.gov/web/grants/forms.html under the heading “SF-424 Family.”  NOTE: The SF-424B is required only for those applicants who have not registered in SAM.gov or recertified their registration in SAM.gov since February 2, 2019 and completed the online representations and certifications.  An authorized signature by the applicant must be provided on this form.

Please note:

  1. Other items NOT required/requested for submission, but which may be requested if your application is approved for funding include:
    1. Copies of an organization or program audit within the last two (2) years
    2. Copies of relevant human resources, financial, or procurement policies
    3. Copies of other relevant organizational policies or documentation that would help the Department determine your organization’s capacity to manage a federal grant award overseas.
  2. The Embassy reserves the right to request any additional programmatic and/or financial information regarding the proposal.
  3. The overall file size must not exceed 5 MB.

Section 2—Organization Information 

    1. Applicant Organizational Information Sheet: Applicants must complete and submit the form provided (Attachment 3). An authorized signature by the applicant must be provided on this form.
  • Proof of Registration: A copy of the organization’s registration should be provided with the proposal application. Kazakhstan-based organizations should submit a copy of their certificate of registration from the appropriate government organization.

 Section 3—Technical Proposal

  1. Applicants must submit a complete narrative proposal using the attached proposal template (Attachment 4). The proposal shall not exceed twelve (12) pages.  Refer to the evaluation criteria in Part G below for further detail about what makes a strong proposal. All proposals must address the following areas:
    • Organizational Description and Capacity
    • Project Justification, Sustainability, and Impact
    • Project Goals, Audiences, Objectives, Activities, and Deliverables
    • Implementation Timeline
    • Monitoring and Evaluation (see note below)

Monitoring & Evaluation

  1. Performance Monitoring Plan (PMP): Using the provided PMP template (Attachment 5), applicants should describe how they intend to monitor and evaluate the activities of their award and collect data that tracks award performance. The applicant should also submit If-Then statements to illustrate how project activities will lead to intended outcomes. In addition, the applicant must complete a short table outlining their proposed activities and chosen indicators. Please select indicators under your topic of choice from the list of suggested indicators on the Standard Indicator Sheet (Attachment 6).

Section 4—Budget

A) Budget and Budget Detail: Applicants must submit a detailed budget and budget narrative justification. Applicants are encouraged to utilize the template provided with the funding opportunity, but are not required to do so (Attachment 7). Line item expenditures should be listed in the greatest possible detail. Personnel salaries should include the level of effort and the rate of pay, which should cover the percentage of time each staff member will dedicate to grant-based activities.  If your organization is charging an indirect cost rate, you must apply it to the modified total budget costs (MTDC), refer to 2CFR§200.68.  Budgets that are not in the provided format will not be considered. Budgets shall be submitted in U.S. dollars and final grant agreements will be conducted in U.S. dollars.

  1. Publishing short informational publications, manuals and public informational materials are allowable.  All publishing should be clearly linked to the project activity, should describe the intended audience, provide a clear understanding of the material’s content, how materials will be distributed, and specify who is responsible for the distribution of the materials.
  2. Salaries (including income tax and social deductions), equipment, and other administrative expenses are allowable only as they relate to specific project activities.  Salary or honoraria should be listed according to rate of pay and percentage of time spent on program-related activities.  While salary expenses are permissible for local personnel, payment of honoraria and other expenses for foreign experts will be reviewed on a case-by-case basis.  U.S. Mission Kazakhstan strongly urges applicants to consider utilizing local and regional experts.
  3. Equipment bought with Mission grant money can only be procured locally.  Any request for computer equipment must include the procurement of original, not pirated, software.
  4. Any equipment which is procured grant funds is loaned to the NGO and remains the property of the U.S. Mission for a minimum of three years.  This is to ensure that equipment will not be used for personal matters and that equipment will be returned to the U.S. Mission should the NGO cease its activities.  At the end of project or three years, PAS will review the work of the NGO to determine whether 1) the loan will be extended, 2) the equipment will be given permanently to the NGO, or 3) the equipment will be returned to the U.S. Embassy.
  5. Coffee breaks and working lunches only will be considered on case by case basis and should be clearly justified and limited to a maximum of 10% of the total award amount.  This includes expenses associated with individual per diems for grant-related activities.
  6. Lodging costs should be indicated separately from meal costs related to the project activities.
  7. U.S. Mission funds should not be used to pay for travel to the United States or for travel grants.  Projects involving regional travel will be considered on a case-by-case basis and must have a clear justification outlining why the travel is integral to the project.
  8. Alcohol and entertainment costs are not allowable expenses.

B) Audit Requirements:  Please note the audit requirements for Department of State awards in the Standard Terms and Conditions https://www.state.gov/m/a/ope/index.htm and 2CFR200, Subpart F – Audit Requirements.  The cost of the required audits may be charged either as an allowable direct cost to the award OR included in the organization’s established indirect costs in the award’s detailed budget.

Section 5—Key Personnel and Project Partners

A. Key Personnel: A résumé, not to exceed one page in length, must be included for the proposed key staff persons, such as the Project Director and Finance Officer, as well as any speakers or trainers (if applicable).  If an individual for this type of position has not been identified, the applicant may submit a 1-page position description, identifying the qualifications and skills required for that position, in lieu of a résumé.

B. Project Partners: Letters of support should be included for sub-recipients or other partners. The letters must identify the type of relationship to be entered into (formal or informal), the roles and responsibilities of each partner in relation to the proposed project activities, and the expected result of the partnership.  The individual letters cannot exceed 1 page in length.

C. Permission Letters: Official permission letters, if required for project activities

F. Review and Selection Process                                                                                                    

  1. Acknowledgement of receipt. Applicants will receive acknowledgment of receipt of their proposal.
  2. Review. All submissions are screened for technical eligibility. If a submission is missing any required forms/documents listed, it will be considered ineligible and will not be reviewed by the grants review committee. A technical review panel will review the proposal and based upon the criteria noted in this NOFO.
  3. Follow up notification.  Applicants will generally be notified within 90 days after the NOFO deadline regarding the results of the review panel.

G. Application Evaluation Criteria                                                                                               

Criteria:  Each application submitted under this announcement will be evaluated and rated on the basis of the criteria enumerated below. The criteria are designed to assess the quality of the proposed project, and to determine the likelihood of its success.

  • Project Planning/Ability to Achieve Objectives – 35 points: The project plan is well developed, with sufficient detail about how activities will be carried out. The proposal specifies target audiences, participant recruitment, and geographic areas of implementation. The proposal outlines clear, achievable objectives. The proposal includes a reasonable implementation timeline. The project scope is appropriate and clearly defined.
      • A media or amplification plan (if appropriate) that shows how the organization will use social or traditional media or otherwise increase the number of people who gain exposure to the issue and knowledge of the activities beyond the core participants.
  • Quality and Feasibility of the Program Idea – 25 points:  The program idea should be innovative and well developed, with sufficient detail about how project activities will be carried out. The proposals should demonstrate originality and outline clear, achievable objectives. The proposal includes a reasonable implementation timeline. The project scope is appropriate and clearly defined.
  • Budget – 15 points: The budget and narrative justification are sufficiently detailed. The budget demonstrates that the organization has devoted time to accurately determine expenses associated with the project instead of providing rough estimates. Costs are reasonable in relation to the proposed activities and anticipated results. The results and proposed outcomes justify the total cost of the project. Budget items are reasonable, allowable, and allocable.
  • Monitoring and Evaluation – 15 points:  Applicant demonstrates it is able to measure program success against key indicators and provides milestones to indicate progress toward goals outlined in the proposal. The organization has clearly articulated how it will assess and measure its own performance throughout the project implementation phase using concrete quantitative and qualitative assessment tools.
      • Expenses directly associated with monitoring and evaluation are considered allowable.  The suggested template includes a space to list the portion of the total budget amount directly associated with monitoring and evaluation activities.
  • Organizational Capacity and Record on Previous Grants – 10 points:
    • The project proposal demonstrates that the organization has sufficient expertise, skills, and human resources to implement the project.
    • The organization demonstrates that it has a clear understanding of the underlying issue that the project will address.
    • The organization demonstrates capacity for successful planning and responsible fiscal management. This includes a financial management system and a bank account.
    • Applicants who have received grant funds previously have been compliant with applicable rules and regulations.
    • Where partners are described, the applicant details each partner’s respective role and provides curriculum vitae (CVs) for persons responsible for the project and financial administration. Proposed personnel, institutional resources, and partners are adequate and appropriate

H. Federal Award Notices                                                                                                              

The grant award or cooperative agreement will be written, signed, awarded, and administered by the Grants Officer. The assistance award agreement is the authorizing document and it will be provided to the recipient for review and signature by email. The recipient may only start incurring project expenses beginning on the start date shown on the grant award document signed by the Grants Officer.

If a proposal is selected for funding, the Department of State has no obligation to provide any additional future funding. Renewal of an award to increase funding or extend the period of performance is at the discretion of the Department of State.

The Federal government is not obligated to make any Federal award as a result of the announcement. Issuance of this NOFO does not constitute an award commitment on the part of the U.S. government, nor does it commit the U.S. government to pay for costs incurred in the preparation and submission of proposals. Further, the U.S. government reserves the right to reject any or all proposals received. The U.S. government also reserves the right to make an award in excess of the award ceiling.

Administrative and National Policy Requirements

Terms and Conditions: Before submitting an application, applicants should review all the terms and conditions and required certifications which will apply to this award, to ensure that they will be able to comply.  These include: 2 CFR 25, 2 CFR 170, 2 CFR 175, 2 CFR 182, 2 CFR 183, 2 CFR 200, 2 CFR 600, Certifications and Assurances, and the Department of State Standard Terms and Conditions, all of which are available at:  https://www.state.gov/m/a/ope/index.htm

In accordance with the Office of Management and Budget’s guidance located at 2 CFR part 200, all applicable Federal laws, and relevant Executive guidance, the Department of State will and consider applications for funding, as applicable to specific programs, pursuant to this notice of funding opportunity in accordance with the following: NOTE:

  • President’s September 2, 2020 memorandum, entitled Memorandum on Reviewing Funding to State and Local Government Recipients of Federal Funds that Are Permitting Anarchy, Violence, and Destruction in American Cities;
  • Executive Order on Protecting American Monuments, Memorials, and Statues and Combating Recent Criminal Violence (E.O. 13933); and
  • Guidance for Grants and Agreements in Title 2 of the Code of Federal Regulations (2 CFR), as updated in the Federal Register’s 85 FR 49506 on August 13, 2020, particularly on:

o Selecting recipients most likely to be successful in delivering results based on the program objectives through an objective process of evaluating Federal award applications (2 CFR part 200.205),

o Prohibiting the purchase of certain telecommunication and video surveillance services or equipment in alignment with section 889 of the National Defense Authorization Act of 2019 (Pub. L. No. 115—232) (2 CFR part 200.216),

o Promoting the freedom of speech and religious liberty in alignment with Promoting Free Speech and Religious Liberty (E.O. 13798) and Improving Free Inquiry, Transparency, and Accountability at Colleges and Universities (E.O. 13864) (§§ 200.300, 200.303, 200.339, and 200.341),

o Providing a preference, to the extent permitted by law, to maximize use of goods, products, and materials produced in the United States (2 CFR part 200.322), and

o Terminating agreements in whole or in part to the greatest extent authorized by law, if an award no longer effectuates the program goals or agency priorities (2 CFR part 200.340).


Recipients are required to quarterly program progress and financial reports throughout the project period. Progress and financial reports are due 30 days after the reporting period. Final certified programmatic and financial reports are due 120 days after the close of the project period.

All reports are to be submitted electronically.

Awardees that are deemed to be high risk may be required to submit more extensive and frequent reports until their high risk designation has been removed.

The Awardee must also provide the Embassy on an annual basis an inventory of all the U.S. government provided equipment using the SF428 form.

I. Other Information                                                                                                                       

Guidelines for Budget Justification

Personnel and Fringe Benefits: Describe the wages, salaries, and benefits of temporary or permanent staff who will be working directly for the applicant on the project, and the percentage of their time that will be spent on the project.

Travel: Estimate the costs of travel and per diem for this project, for both program staff, consultants or speakers, and participants/beneficiaries. If the project involves international travel, include a brief statement of justification for that travel.

Equipment: Describe any machinery, furniture, or other personal property that is required for the project, which has a useful life of more than one year (or a life longer than the duration of the project), and costs at least $5,000 per unit.

Supplies: List and describe all the items and materials, including any computer devices, that are needed for the project. If an item costs more than $5,000 per unit, then put it in the budget under Equipment.

Contractual: Describe goods and services that the applicant plans to acquire through a contract with a vendor.  Also describe any sub-awards to non-profit partners that will help carry out the project activities.

Other Direct Costs: Describe other costs directly associated with the project, which do not fit in the other categories. For example, shipping costs for materials and equipment or applicable taxes. All “Other” or “Miscellaneous” expenses must be itemized and explained.

Indirect Costs:  These are costs that cannot be linked directly to the project activities, such as overhead costs needed to help keep the organization operating.  If your organization has a Negotiated Indirect Cost Rate (NICRA) and includes NICRA charges in the budget, attach a copy of your latest NICRA. Organizations that have never had a NICRA may request indirect costs of 10% of the modified total direct costs as defined in 2 CFR 200.68.

“Cost Sharing” refers to contributions from the organization or other entities other than the U.S. Embassy.  It also includes in-kind contributions such as volunteers’ time and donated venues.

Branding Requirements 

As a condition of receipt of a grant award, all materials produced pursuant to the award, including training materials, materials for recipients or materials to communicate or promote with foreign audiences a program, event, project, or some other activity under an agreement, including but not limited to invitations to events, press materials, and backdrops, podium signs, etc. must be marked appropriately with the standard, rectangular U.S. flag in a size and prominence equal to (or greater than) any other logo or identity. Note: Exceptions to the branding requirement are allowable under certain conditions. If an applicant is notified that their award has been chosen for funding, the Grants Officer will determine, in consultation with the applicant, if an exception is applicable.

Copyrights and Proprietary Information 

If any of the information contained in your application is proprietary, please note in the footer of the appropriate pages that the information is Confidential – Proprietary. Applicants should also note what parts of the application, program, concept, etc. are covered by copyright(s), trademark(s), or any other intellectual property rights and provide copies of the relevant documentation to support these copyrights.


  1. SF-424 (DOC, 14KB)
  2. SF-424A (DOC, 15KB)
  3. Applicant Organization Information Sheet (DOC, 48KB)
  4. Grant Application Template (DOC, 49KB)
  5. Performance Monitoring Plan (PMP) (DOC, 39KB)
  6. Standard Indicator Reference Sheet (DOC, 32KB)
  7. Budget Narrative Template (XLSX, 32KB)

Q&A Session: