Free Federal Grant Cost Share and Match Calculator
Use this calculator to work out how much non-Federal cost share or match your project needs and whether your planned contributions cover it. Choose how your funding notice states the requirement, as a percentage of total project cost, a percentage of the Federal share, a ratio such as 1:1, or a fixed minimum, and the calculator converts it into the required match, the total project cost, and the Federal and non-Federal percentages, along with the maximum Federal request your match can support. List each cash and in-kind contribution, spread them across grant years, and screen each one against the conditions in 2 CFR 200.306(b). The calculator then flags match gaps, pending commitments, and contributions that need agency approval.
For example, a city applying for a $400,000 federal grant whose funding notice requires a 20% non-Federal share of total project cost selects "Non-Federal % of total project cost" and enters 20%. The calculator shows a total project cost of $500,000 and a required match of $100,000, not the $80,000 that 20% of the Federal amount would produce. The city then lists $60,000 in general fund cash and 1,000 volunteer hours valued at $25 an hour, both confirmed, plus $15,000 in donated meeting space whose commitment letter is still pending. The calculator reports $85,000 in confirmed match, flags a $15,000 match gap, and shows that the confirmed match currently supports a Federal request of up to $340,000.
Rules last reviewed: 2026-10-06 — 2 CFR 200.306 · SF-424A instructions · SF-425 instructions
This is a planning and documentation tool, not legal, financial, or agency guidance, and it does not certify that any contribution is allowable. The statute, notice of funding opportunity, and award terms control your match requirement and which sources can count. Always confirm them before submitting a proposal or report.
Project Setup
Where the match rule comes from: NOFO section, statute, or award term.
Range: 1–10 years
Year 1 begins in 2027
Match Requirement
The maximum award in the funding notice, if any.
A planning assumption, not a government-wide rule. Check whether your award requires match to keep pace with Federal spending.
Match Sources
Blue fields are inputs. Add one row for each contribution.
| Source / Provider | Provider Type | Contribution Type | Amount | Status | Allocation | Screening | |
|---|---|---|---|---|---|---|---|
| Cash | |||||||
| In-kind | $25,000 | ||||||
| In-kind |
Match Results
Required Non-Federal Share
$100,000
Eligible Confirmed Match
$85,000
Contingent Match
$15,000
Pending, approval needed, or screening incomplete
Gap
$15,000
Total Project Cost
$500,000
Maximum Federal Request Supported
$340,000
With pending match: $400,000
Federal $400,000 (80.00%) | Non-Federal $100,000 (20.00%)
Warnings
Match by Year
| Measure | Year 1 2027 | Year 2 2028 | Total |
|---|---|---|---|
| Federal Amount | $200,000 | $200,000 | $400,000 |
| Required Match (planned pace) | $50,000 | $50,000 | $100,000 |
| Confirmed Match | $42,500 | $42,500 | $85,000 |
| Pending Match | $7,500 | $7,500 | $15,000 |
| Gap or Surplus | -$7,500 | -$7,500 | -$15,000 |
| Cumulative Gap or Surplus | -$7,500 | -$15,000 | -$15,000 |
Match Composition by Year
Match Breakdown
By Type
| Type | Confirmed | Pending | Excluded |
|---|---|---|---|
| Cash | $60,000 | $0 | $0 |
| In-kind | $25,000 | $15,000 | $0 |
| Unrecovered indirect | $0 | $0 | $0 |
| Total | $85,000 | $15,000 | $0 |
SF-424A Section C
| Source | Confirmed | Pending |
|---|---|---|
| Applicant | $60,000 | $0 |
| State | $0 | $0 |
| Other sources | $25,000 | $15,000 |
| Total | $85,000 | $15,000 |
By Budget Category
| Category | Confirmed | Pending | Total |
|---|---|---|---|
| Personnel | $85,000 | $0 | $85,000 |
| Other | $0 | $15,000 | $15,000 |
Source Register
| Source / Provider | Provider Type | Contribution Type | Class | Budget Category | Amount | Status | Screening | Counted As | Doc Reference |
|---|---|---|---|---|---|---|---|---|---|
| City general fund | Applicant | Cash - recipient | Cash | Personnel | $60,000 | Budgeted | Screened | Confirmed | FY2027 adopted city budget |
| Community volunteers | Individual | In-kind - volunteer services | In-kind | Personnel | $25,000 | Letter received | Screened | Confirmed | Volunteer plan; rate from comparable city staff position |
| XY Business Alliance - donated meeting space | Business | In-kind - space | In-kind | Other | $15,000 | Requested | Not screened0 of 7 confirmed | Pending commitment status is Requested; 7 screening questions not yet confirmed | — |
Files are created and opened on your device only.
Note: Results reflect the information entered and the requirement mode selected. Required match by year follows the pace you chose, which is a planning assumption. The statute, funding notice, and award terms control what counts as match. Formula version csm-1.0; rules last reviewed 2026-10-06.
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Frequently Asked Questions
Is a 20% match calculated on the total project cost or on the Federal award?
It depends on the wording of your funding notice, and the difference matters. On a $100,000 Federal award, a 20% share of total project cost requires $25,000 in match for a $125,000 project, while 20% of the Federal amount requires $20,000 for a $120,000 project. Wording such as "the Federal share may not exceed 80%" or "20% of total project costs" uses the total-cost method; "a match equal to 20% of the Federal funds requested" uses the Federal-share method.
What is the difference between cash and in-kind match?
Cash match is money your organization or another non-Federal party spends on the project, including your own staff salaries and purchases. In-kind match is the value of noncash contributions from third parties, such as volunteer time, donated space, or donated supplies. Under 2 CFR 200.306, both must be verifiable from your records, necessary and reasonable for the project, and not counted toward any other Federal award.
Can money from another Federal grant count as match?
Generally, no. Under 2 CFR 200.306(b), match cannot be paid by the Federal Government under another Federal award unless a statute expressly authorizes it, and the same contribution cannot be counted toward more than one Federal award. The calculator excludes a contribution marked as Federally funded unless you enter the statute that permits it.
How do I value volunteer time and donated services?
Value volunteer services at rates consistent with what your organization pays for similar work, or at local labor-market rates if you have no comparable positions. Services donated by another organization's employees are valued at the employee's regular pay rate plus reasonable, allocable fringe benefits. Keep timesheets and a record of how you set each rate, since in-kind match needs the same documentation as any other cost.
Can unrecovered indirect costs count toward my match?
Only with prior approval from the Federal agency, or from the pass-through entity for a subaward. Unrecovered indirect costs are the indirect costs your rate would allow but that you do not charge to the Federal award. The calculator treats them as pending until you record the approval. To work out indirect costs first, use the De Minimis and Negotiated Indirect Rate with MTDC Calculator.
Need help with your budget?
Our calculators are planning tools. If you would like professional support building a compliant federal grant budget, we are happy to talk. You can also browse our free grant guides & checklists or search for current RFP opportunities.