Issued By: SayPro Finance Department & Strategic Partnerships Office
Purpose: To ensure transparency and accountability in the distribution of funds across SayPro projects by clearly outlining how donor and internal resources are allocated.
🎯 Objective
Provide a clear and structured overview of how financial resources are distributed across various project components, enabling effective planning, donor trust, and compliance with funding agreements.
✅ Standard Budget Allocation Categories
| Category | Description | Typical Allocation |
|---|---|---|
| Program Delivery | Direct costs for activities, events, training, materials, travel, logistics. | 60% – 75% |
| Personnel Costs | Salaries, benefits, and fees for project staff, trainers, and consultants. | 15% – 25% |
| Monitoring & Evaluation | Data collection, assessments, surveys, evaluations, and performance tracking. | 5% – 10% |
| Operational/Administrative | Rent, utilities, internet, office supplies, and admin services. | 10% – 15% |
| Capacity Building | Staff training, organizational development, partner capacity support. | 3% – 8% |
| Contingency & Risk Buffer | Reserved funds for unexpected costs or emergencies. | 2% – 5% |
📊 Example Budget Allocation Table (Total Budget: ZAR 1,000,000)
| Component | Amount (ZAR) | % of Budget |
|---|---|---|
| Program Delivery | 700,000 | 70% |
| Personnel Costs | 150,000 | 15% |
| Monitoring & Evaluation | 50,000 | 5% |
| Operational Expenses | 80,000 | 8% |
| Capacity Building | 20,000 | 2% |
| Contingency Reserve | 30,000 | 3% |
| Total | 1,030,000 | 103% |
Note: Budget adjustments must be made to maintain 100% total based on project priorities and donor conditions.
🛠️ Budget Management Guidelines
- Pre-approval Required: All budget plans must be reviewed by SayPro Finance before funds are disbursed.
- Donor Conditions: Must comply with specific donor caps (e.g., max 20% admin costs).
- Reallocation Protocol: Any reallocation above 10% between categories must be approved and documented.
- Regular Monitoring: Budget burn rate must be reviewed monthly through the SayPro Financial Reporting Template.
- End-of-Cycle Reporting: Final financial report due 30 days after project closure.
🧩 Tools and Templates to Use
- SayPro Budget Allocation Template (Excel)
- SayPro Financial Reporting Template
- Donor Budget Compliance Checklist
- SayPro Project Costing Guide
All available on the SayPro Internal Portal under:
📁 Finance & Compliance > Templates > Budget Tools
📞 Support Contact
SayPro Finance Office
📧 finance@saypro.online
📞 +27 (0)11 000 4321
🌐 SayPro Internal Portal – Finance Section