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Allocating costs: The process of booking costs to projects, which are often paid for centrally at a Country Office level but are defined as Direct Costs of a project.
Amendment – FAD or SPAD: A FAD or SPAD amendment is an internal document used to clarify and agree on any financial changes made to a fully-signed off FAD or SPAD.
Annual Budget: A budget that captures the internal planning and monitoring of a Country Office for one financial year.
Apportioned costs: The costs incurred in Country Offices for general programme operations and administrative functions which benefit all projects and cannot be directly related to a specific project or a group of projects. (For example, bank charges for general bank accounts.) Apportioned costs are apportioned across all projects in an equitable way.
Authority limits/ approval limits: Plan Inc has set financial authority limits for different levels of Plan management. These limits are followed in the FAD approval process. Full details can be found in the authority limits policy.
Business partner: The SAP term for donor.
Contractual match funding: Financial resources that Plan is required by a donor to contribute to the total cost of a project as part of the donor agreement.
Cost drivers: The factors that cause a change in the cost of an activity. A cost driver (eg headcount) may be used as a unit of measure to allocate costs.
Cost recovery: The process through which Plan identifies and recovers costs from donors that are incurred when implementing projects.
Cost type: For Plan budgeting purposes, there are four kinds of costs:
• Project-specific direct costs
• Shared direct costs
• Apportioned costs
• Indirect costs
Country cost ratio: The ratio between direct costs and apportioned costs for a Plan Country Office, based on all the costs incurred by the country, both direct and apportioned. The direct costs exclude GIK, but include the costs of local fundraising and sponsorship communications.
Direct costs: The costs incurred directly as a result of a project (this can include costs incurred by COs, NOs, Regional Hubs or Global Hub). All partner costs are direct costs.
Donor budget: A budget for an external donor.This will usually be more summarised than our internal project budget, and will usually cover only the portion of the project which the donor will fund.
Fair share: Shared costs (whether shared direct or apportioned) are added to a project budget based on the value of the project specific direct costs.
Framework agreement: A strategic partnership between Plan and a donor which typically runs over several years and allows Plan flexibility in allocating funding to interventions within the framework.
Fund – in SAP: In SAP, income is given a ‘fund’ code, which describes what kind of expenditure the fund can be used for.
Funding Approval Document (FAD): The FAD is a document which sets out the key features of a project to be funded fully or partly by one or more grants, and can include an element of sponsorship. It allows the Plan parties involved to clarify and agree on the project and funding sources for it. It needs to be approved by Plan Inc. management as well as NO/s involved before the project is agreed with the donor.
Funding Approval Document Open to All (FOA): When a large number of grants from various sources are raised for one purpose, they are grouped together in a 'FAD open to all'. They are usually used for funds which are raised in response to a special appeal, such as Emergency response
Funding bundle: A SAP term to capture the funding mix used to fully fund a single project. Each funding bundle has a unique funding bundle number, which is also used as the FAD number for the project.
Funding mix: This refers to the mix of funds used, either for to fully fund a project or the country annual budget.
Funds: Funds can be any financial resources given to Plan for a particular purpose, including multilateral, institutional, individual giving and sponsorship.
Gifts in kind (GIK): Goods or services provided to Plan without charge by the supplier or at a non-commercial discount. FADs which include gifts in kind use different Plan authority limits.
Indirect costs: The costs incurred at Global Hubs, Regional Hubs and NOs, not related to any specific project. They are not included as part of the total project costs.
Overhead contributions: The funds provided by donors which are intended to cover general management costs. Each donor may define the purpose and use of these contributions in differing ways so it is important to map these to Plan’s definitions of costs. They have various names according to donor, including ICR (Indirect Cost Rate), Management Fees, Administration Costs, NICRA etc.
Pooled costs: Similar costs are added together, ‘pooled’, and then spread out over projects.
Project budget: An internal budget that captures the full costs anticipated to deliver the project outputs and outcomes, regardless of what any particular donor might fund.
Project: A collection of activities within COs, Regional Hubs, Global Hub or NOs designed to achieve one or more specific outcome(s). They have certain characteristics as detailed in the Project Definition Guidance.
Project Outline: The unit for entering projects into the SAP Programme Module. A Project Outline is entered at the PU / Profit Centre level. One Project Outline cannot be entered covering multiple PUs. Therefore one Project can be entered into SAP using multiple Project Outlines, one for each PU where it is being implemented.
Shared costs: Sometimes a cost item is shared:
• As a direct cost between different projects
• Part as a direct cost for a project and part as an apportioned cost for the country operation.
• The direct costs need to be budgeted and allocated to projects.
Shared direct costs: Costs which are incurred in order to directly deliver outputs and outcomes for more than one project but do not benefit all projects. These normally fall into two categories:
• PU Support staff and running costs who support all projects within a location.
• Technical advisors who support all projects within a thematic area.
Sponsorship project funding approval document (SPAD): A document which sets out the key features of a project to be funded fully by sponsorship, in the same way that a FAD does for a grant-funded project. It needs to be approved by Plan Inc management before the project starts.
Sub-grant: Funding made by a recipient of donor funding to an eligible implementing partner (sub-grantee)
Sub-grantee: Organisation receiving funding from a primary recipient of donor funding to support the overall objectives of a donor’s funded programme.
Total project costs: All the direct costs of a project, plus a fair share of the country’s apportioned costs. This usually differs from the amount a donor will cover in the grant agreement.
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