Cost allocation calculator

1. Enter what the trip cost, line by line.
2. Add each grant, program or fund the trip served (up to six). Choose whether to split by percentage or by the days spent on each.
3. Check the shares add up to 100%. The calculator splits each cost line and rounds to the cent so the shares always add up to the exact total: a leftover cent goes to the share that was rounded down the most.
4. Download the CSV for your accounting system or the trip file.

Write down the basis

Whatever method you use, record why: for example, the agenda showing days spent on each program, or the timesheet. Auditors and funders look for a reasonable, documented basis, applied consistently. For federal awards, the Uniform Guidance sets out when a cost is allocable to an award at 2 CFR 200.405, and travel costs at 2 CFR 200.475: 2 CFR part 200 on eCFR . Private funders may have their own rules; check each award.

When the split isn’t clean

Some costs relate to one purpose only (a flight extension for one project, say). Charge those directly to that grant or program rather than splitting them, and allocate only the shared costs.