Tools & Templates

Thank you for checking out our Tools and Templates. Please note that many of these templates require some modification for use in your business. Those modifications may range from simply renaming pools to completely changing the indirect rate structure. Many of these templates are free and will be automatically emailed to the address provided on the download form. Those with a fee will generate an invoice that must be paid prior to sending the template.

We’re happy to help with customizations large and small. Simple, easy tweaks may be provided at no cost (at our discretion) while other customizations may require several hours of work billable at prevailing rates. Don’t hesitate to ask – we’ll give you an estimate of the effort.

Budget Template

This template is based on a single Fringe, Overhead, and G&A (TCI) and can be easily modified for additional pools. The template is built in tabs allowing you to easily focus on one type of expense at a time. We find this makes the budget process easier. It also includes a labor tab that helps you build all of the related fringe expenses which then automatically flow to the appropriate pools.

Chart of Accounts

Government contractors are expected to follow an industry standard chart of accounts. While this structure and numbering scheme are not codified or part of any particular regulations, the approach is standard across software platforms, vendors, and consultants.

Our detailed template combines the industry numbering scheme with accounting practices regarding liquidity of assets and timing of liabilities.

Facilities Capital Cost of Money Calculator

Facilities capital cost of money (FCCOM or COM) is an imputed cost related to the cost of contractor capital committed to facilities. CAS 414, Cost of Money as an Element of the Cost of Facilities Capital, provides detailed guidance on calculating the amount of facilities capital cost of money due under a specific contract. Under CAS 414, a business unit’s facilities capital cost of money is calculated by multiplying the net book value of the business-unit’s facilities investment by a cost of money rate based on the interest rates specified semi-annually by the Secretary of the Treasury under Public Law 92-41. The business-unit’s facilities capital cost of money is then broken down by overhead pool and allocated to specific contracts using the same allocation base used to allocate the indirect costs in the overhead pool.

Facilities capital cost of money is determined without regard to whether the source is owner’s equity or borrowed capital. It is not a form of interest on borrowing by the firm. COM is an allowable cost element for related party rent transactions in accordance with FAR 31.205-36.

Our tool is designed to help you calculate the proper amount of COM for a specific set of assets for a single pool or contract. Since COM is calculated for each pool, you need multiple tabs or worksheets that align with your business structure. Download the template and modify for the assets in use on your contract. Additional assets added to the “Assets” tab will have to be manually added to the “Summary Tab.”

FCCM is the method used to determine the amount reimbursable to the contractor for using its own money to invest in facilities and equipment that benefit the Government instead of using it for other investments for which it could receive a return on the investment.

Facilities Capital Cost of Money Calculator by Left Brain Professionals

Indirect Rate Calculators

We have multiple versions of the indirect rate calculator. Please select the version that matches your business structure and operations.

  1. Standard TCI | The Standard TCI version supports a single Fringe, Overhead, and G&A with Total Cost Input (TCI) base.
  2. Multi-OH TCI | The Multi-OH TCI version supports a single Fringe, up to 3 Overheads, and G&A with Total Cost Input (TCI) base.
  3. MSOH | The MSOH version supports a single Fringe, Overhead, MSOH, and G&A with Value-Added (VA) base.
  4. Multi-OH + MSOH | This Multi-OH + MSOH version supports a single Fringe, up to 3 Overheads, MSOH, and G&A with Value-Added (VA) base.
  5. Single-Element AASHTO | The Single-Element AASHTO version is designed for A/E contractors subject to AASHTO compliance for DOT funds. This version supports Fringe and General Overhead calculation with a single element base of direct labor.

An MSOH pool automatically defaults to a value-added G&A base since materials and subcontracts are moved from the G&A base to the MSOH base.

All versions support multi-year calculations, which helps compare fiscal years or build multi-year budgets.

Our indirect rate calculators also include the following tabs:

  1. Billing Rates | This tab allows you to develop billing rates for all employees or labor categories by entering base wages and desired profit margin. The rates automatically update as you make changes to the indirect rates.
  2. Hiring Rates | This tab tells you how much you can pay an employee based on a known billing rate (often dictated by the contract), your indirect rates, and your desired profit margin. This calculation works in reverse of the Billing Rates tab.

The Billing Rates tab tells you how much to charge based on your costs, and the Hiring Rates tab tells you how much you can afford to pay based on your billing rate and other costs.

Sample Indirect Rate Calculations

We offer two versions of sample indirect rate calculations so you can see numbers flowing through all of the pools. The standard version shows a single Fringe, Overhead, and G&A (TCI) structure while the advanced version shows a single Fringe, two Overheads, MSOH, and G&A (VA) structure.

Incurred Cost Proposal

We have multiple versions of the incurred cost proposal template. Please select the version that matches your business structure and operations.

  1. Standard | The Standard version supports a single Fringe, up to 3 Overheads, and G&A with a Total Cost Input (TCI) base.
  2. MSOH | The MSOH version supports a single Fringe, up to 3 Overheads, MSOH, and G&A with Value-Added (VA) base.
  3. Single-Element AASHTO | The Single-Element AASHTO version is designed for A/E contractors subject to AASHTO compliance for DOT funds. This version supports Fringe and General Overhead calculation with a single element base of direct labor.

Incurred Cost Proposal Materiality Calculator

The concept of materiality is applied by the auditor both in planning and performing the audit and in evaluating the effect of identified misstatements on the audit and of uncorrected misstatements, if any, on the financial statements and in forming the opinion in the auditor’s report.

DCAA’s Professional Practice Guide states, “Materiality, by definition, is more than just a number and is considered in the context of qualitative factors and, when applicable, quantitative factors. The relative importance of qualitative factors and quantitative factors when considering materiality in a particular engagement is a matter for the practitioner’s professional judgment.”

Auditors use the incurred cost proposal materiality calculator to determine which accounts and expense types warrant a deeper dive based on the projected impact on total claimed costs. We use this with our clients when developing a risk mitigation strategy when preparing the incurred cost proposal and for the related audit.

Materiality Calculator

Labor Distribution & Payroll JE Template

Labor distribution is converting hours into dollars and allocating those dollars across the GL and jobs. Labor distribution distributes salary or payroll expenses across direct, overhead, and G&A accounts. This GL distribution is critical for accurate indirect rate calculations.

Our template includes two tabs:

  1. Labor Distribution – conversion of hours into dollars with consideration for total time accounting (aka uncompensated overtime) for exempt employees.
  2. Payroll Journal Entry – simplifies the recording of payroll expenses, including labor, taxes, and other expenses.
Labor Distribution and Payroll Journal Entry

Policy & Procedures

Written policies and procedures (P&P) are the foundation of every system and compliance program. People often think of the software (e.g. Deltek, PROCAS) when asked about their accounting system overlooking the P&P that defines the system.

  1. P&P Lite| Our lite template is focused on the core P&P aligned with the SF 1408 requirements. This template is perfect for small businesses with limited staff working toward their initial accounting system adequacy. | $1,995 | Includes two hours of customization support.
  2. P&P Full | Our full template is designed for larger, growing organizations with mutliple staff able to support advanced internal controls. | $3,495 | Includes four hours of customization support.

Proposal Adequacy Checklist

This checklist is based on the guidance in DFARS 252.215-7009.

Please click on the download button below, and submit your email to receive a PDF copy of your checklist.

Proposal Adequacy Checklist by Left Brain Professionals

Wish government contracts were straight forward? We can help.