STT Budget Calculator

Budget Builder

Short Term Trip
This form is to assist in the planning stage of a Short Term Trip (STT) with Global Hope Network International. It's meant for in-house purposes, only.

The information WILL NOT be publically shared but used for administrative purposes. A general total cost per traveler will be given to interested parties. If they inquire about details, a list of expenses will be provided--but not individual costs.

We understand that costs and plans are not set in stone, as this is just the planning stage. Details will be used as a guideline for approval of this STT and for Payment Authorizations (PAs) turned into our bookkeeper.
Country of STT blanks* City/Village of STT blank*
Name of Person Planning STT Budget*

First NameLast Name
Email*
example@example.com
Has the Regional Field Leader for this area been consulted on this budget?*

YESNO
Name of Regional Field Leader who needs to approve this budget:*
What is the group size that is appropriate for this particular STT? (This affects cost per person and ground support)*

1 - 5 (usually for leaders or specific donor group)5 -1011 - 2021 - 3031+
Multiple Trips with same Budget?

If you are offering multiple trip dates using this same budget, please list the dates of those trips below.

Each trip MUST be the same amount of days/nights. If not, then you need to create separate Budgets per trip.
Multiple Trip Dates:
Only ONE trip?

Enter the dates of this trip below.

DO NOT ENTER DATES below if this is for multiple trips listed above.
First Day IN COUNTRY for STT

MonthDayYear
Date
Last Day of STT

MonthDayYear
Date
For a Single Trip or Multiple Trips, enter the number of nights and days below.
# Days in Country*
This affects food, ground travel, security, etc.
# Nights in Country (should be less than # Days)*
This affects accommodations, etc.
IMPORTANT:

If you wish to have input from another staff person or finish this form later, "SAVE" your form and share the email that JotForm sends you to the other staff person. DO NOT CLICK "SUBMIT" until you are completely done, as no changes will be possible after submitting.

COSTS Per TRAVELER

On the Ground Daily & Non-Daily Costs
Please enter costs in USD currency for our offices. If you need a currency converter, please click the green button below, and a new window will open to the currency converter.

CURRENCY CONVERTER

An additional overhead fee of $300 per traveler will be added later to compensate for leader expenses. Do not inflate the below items for this purpose.
DAILY COSTS

Please estimate the cost of each item per traveler:*

	Cost (USD)
Accommodation / Night (single occupancy)
Food / Day
Ground Travel Costs / Day
Security / Day (if needed)
Other Daily Costs

If you added "Other" costs, please describe:
Cost Per Day per traveler (auto-calculated)
NON-DAILY COSTS (PER TRAVELER)

1. Collect funds for things GHNI needs to pay for in advance.
*Include things like tourist attractions & transportation if GHNI is paying for these in advance.

2. List funds needed by travelers for costs they pay in-country, but will not be collected by GHNI.
*Make sure we notify them of these additional costs.
Ex. Tourist attractions, transport to attractions, etc.
1. NON-DAILY COSTS (PER TRAVELER) GHNI PAYS FOR IN ADVANCE
Additional costs PER TRAVELER that are NOT DAILY

Example: Recreational Activities booked in advance (tours, museums, site visit, safari, boat ride, etc.)

This allows the volunteers to raise funds for these costs.
Please list, number each, and describe each item.

Please add the costs of the items you listed immediately above for NON DAILY costs:

	Cost (USD)
ITEM 1
ITEM 2
ITEM 3

The BELOW calculations will be done by JotForm. Please do not enter anything in the cell.
Non-Daily Costs (auto-calculated)
BASELINE Cost per Traveler (auto-calculated all above costs based on #nights and adding 11% STT Assessment, but does not include $300 admin fees)
PARTNER or HIRED HELPER(S) ALLOWANCE

Will you need funds to compensate the Partner (Non-Staff) or Hired Helpers (like translators or drivers) working alongside GHNI for this STT? (optional, if planned)
IMPORTANT!
Ideally, this cost would be shared among the travelers. However, there is no way to calculate how much to add to each traveler's costs because we don't know how many travelers there will be when planning. Please keep this amount practical as to not greatly increase the trip cost per traveler.

Once a solid number of travelers is known, please add this shared cost to the individual traveler's cost. This may be done when the cost is rounded to the nearest $100.
Please name the Partner(s) or Helper(s) and what they will be doing:
Will you give a money gift, host a meal, purchase a gift-in-kind?
PARTNER or HELPER ALLOWANCE amount to be shared across all travelers' costs:
Total $ Gift in USD
$300 per traveler will now be added to the total cost per traveler.
($250 team leader expenses + $50 application fee)
AUTO-CALCULATED COST per TRAVELER (includes $300 fees) JotForm will calculate. Please DO NOT ENTER anything here.
NOTES for amount to enter below:

1. Use the number generated above for "Cost per Traveler" and ADD only some of any Partner/Helper Stipend to be shared by all travlelers.

Do not enter the whole amount for the stipend because it will be shared among all travlers and not by only one. This is a guess based on the number of estimated travelers you enterd at the beginning.

2. Round total to nearest $100.
ENTER ADVERTISED COST per TRAVELER (Please ROUND to the nearest $100 to publish.)
Comments:

2. NON-DAILY COSTS (PER TRAVELER) needed, but NOT PAID through GHNI.
Additional Costs per traveler that they will pay on their own but need to plan for:
Example "1.Visa 2. Excursion to Museum 3. Special Meal etc."

Please add the costs of the items travelers will need to plan to pay on their own:

	Cost (USD)
ITEM 1
ITEM 2
ITEM 3

Non-Daily Costs (auto-calculated)
Make sure to notify travelers to plan for this additional cost not collected by GHNI in the above Total. But they may raise funds for them.

PROGRAM COSTS

Amount is for the entire STT and not per traveler.
Will STT members participate in TCD program activities that need funding? Please make a numbered list of any program costs with a description. If you will have program materials costs, please number, list and describe those. You may list and describe as many specific costs your STT will encompass.

**These Program Costs will ultimately be the responsibility of the STT Leader and not guaranteed to be raised by the volunteers.**
Enter Numbered List of Activities:
For example, if your team will be funding food boxes, number and list that. "1. Food Boxes ~ containing ... "

Please estimate the cost of items in the above List of TCD Program Costs by itemized number.

	Cost (USD)
ITEM 1
ITEM 2
ITEM 3
ITEM 4

Program Cost (auto-calculated) DO NOT ENTER anything here.
TOTAL PROGRAM COSTS (auto-calculated with 20% Assessment added)

Please feel free to offer any other notes here before submitting to the STT Coordinator:
ADVERTISE on GHNI WEBSITE!

Please complete a separate form with the description of the STT to be advertised on the GHNI website along with photos and a link for donations:

STT PROPOSAL

Once the green button opens a new tab for the STT Proposal Form, please remember to click "SUBMIT" below or your Budget will not be turned in.

Reminder: If you wish to have input from another staff person, "SAVE" your form and share the email that JotForm sends you. DO NOT CLICK "SUBMIT" until you are completely done.

If needed, changes may be made through a link sent from JotForm after submitting.
Should be Empty:

Budget Builder

COSTS Per TRAVELER

PARTNER or HIRED HELPER(S) ALLOWANCE

PROGRAM COSTS