Program Expenses

1. Gather All Financial Records

Collect invoices, receipts, and payment confirmations for contractor services.

Ensure all expenses related to the programs are documented.

2. Record Contractor Payments

Log each payment in the “Expenses” section of the P&L sheet under the appropriate category.

3. Verify Other Income and Expenses

Cross-check any additional revenue or costs related to the program or reporting period to ensure completeness.

Include operational costs, contractors, and any other overhead expenses.

4. Calculate Total Revenue

Sum up all revenue streams associated with the program, including Per Person rate (incl.GST, Incentive Package (Merchandise) incl.GST), Vehicle Transfers.

Enter this amount in the “Revenue” section of the P&L sheet.

5. Determine Total Expenses

Add up all recorded expenses, including contractor payments and other program-related costs. 

Double-check calculations for accuracy.

6. Compute Net Profit or Loss

Use the formula: Net Profit/Loss = Total Revenue - Total Expenses.

7. Review and Finalize the Sheet

Verify that all entries are accurate and consistent with financial records.

Ensure the P&L sheet balances and aligns with the program budget.

Step-by-Step Guide to Apportioning Costs:

1. Calculate the Total Number of Participants: Add up the number of participants across all four programs to determine the total headcount. This will serve as the basis for your apportionment.

2. Determine Each Program’s Proportion: For each program, divide the number of participants by the total headcount to get the percentage of costs that should be allocated to that program.

        Formula:       Proportion for Program X = Participants in Program X      /    Total Participants

3. Apportion the Costs: Multiply the total cost by each program’s proportion to determine the allocated cost for each program.

Formula:      Cost for Program X = Total Cost    ×      Proportion for Program X

Example Calculation:

Assumptions:

• Total Cost: PHP 200,000

• Participants:

  • Program A: 20

  • Program B: 30

  • Program C: 25

  • Program D: 25

Step 1: Total Participants =    20+30+25+25=100 participants

Step 2: Proportion for Each Program

• Program A: 20100=0.20\frac{20}{100} = 0.2010020​=0.20 (20%)

• Program B: 30100=0.30\frac{30}{100} = 0.3010030​=0.30 (30%)

• Program C: 25100=0.25\frac{25}{100} = 0.2510025​=0.25 (25%)

• Program D: 25100=0.25\frac{25}{100} = 0.2510025​=0.25 (25%)

Cost of Wages per Program

•  Program Wage Cost = (Total Wage Cost ÷ Total Program Weights) × (Program Days × Program Participants)

• Total Program Weights = Σ (Days × Participants) for all programs

Example:

• October - 7,663.50

• November - 28,169.42

• December - 7,582.50

______________________________

Total wage cost: 43,415.42

8 Programs:

• INVESTA                 11  pax  x  3 days = 33 

• MAMMOTH         17 pax   x  3 days = 51 

• TOWOOMBA      11  pax  x  3 days = 33

• LEADER X              9  pax     x  3 days = 27

• DUAL                        39 pax   x  3 days = 117

• EXEC X                    13 pax   x  2 days = 26

• EO SYDNEY         28  pax  x  2days = 56

• RECKON                17 pax   x  2 days = 34

___________________________________________________

                                                Total Weights  = 377

Formula:

3-day program with 11 pax

• Cost = (43,415.42 total cost ÷ 377 total weights) × (3 days × 11 pax for the program)

• Cost = 115.16027 × 33

• Cost = $3,800

2-day program with 12 pax 

• Cost = (43,415.42 total cost ÷ 377 total weights) × (2 days × 13 pax for the program)

• Cost = 115.16027 × 26

• Cost = $2,994

Total Cost of Wages for all Groups:  $5,793.00 

8 Tailor Groups:

• Zweibel Family            5 pax  x  2 guides = 10 

• Burnstein Family       4 pax   x  2 guides = 8

• Georgeaux Family     7 pax  x  2 guides = 14

• Haley Family                 4  pax x  4 guides = 16

• Liedtke Family             4 pax   x  2 days = 8

___________________________________________________

                                                Total Weights  = 56

Formula:
Weight = Participants × Guides

Program Wage = (Program Weight ÷ Total Weight) × Total Wages

Where:

• Program Weight = Participants × Guides

• Total Weight = 56

• Total Wages = $5,793

Step 1: Compute the weight

5 pax × 2 guides= 10

Step 2: Find Program 1’s share of the total

10 ÷ 56 = 0.178571

Step 3: Apply that share to total wages

0.178571 × 5,793 = 1,034.46

✅ Program 1 wage = $1,034.46

Formula: Program Linen Cost =

(Total Linen Cost ÷ Total Pax-Nights) × (Program Pax × Program Nights)

Convert each program into PAX-NIGHTS 

• (# of Pax) X (# of Nights)

• Total PAX-NIGHTS = 210 

Compute Cost per PAX-NIGHT

• Total Cost of Linen = $1,632

• $1,632÷210=$7.77 per pax-night (rounded)

• Example: 34 (Pax-Nights) X $7.77 = $264.18 Cost for the program

Site Rental Cost = # of pax + # of staff X $30 X Number of days + Cost of Site Rental X # of pax/ Total # of clients whole season 

Last Update Date: 29/01/26

Updated By: Cara