PROPOSAL BUDGET BUDGETING OVERVIEW E.1.1. NAVIGATE TO BUDGET E.1.2. NAVIGATE FROM BUDGET TO PROPOSAL HOW TO START A BUDGET

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1 E. PROPOSAL BUDGET E. E. E. BUDGETING OVERVIEW E. NAVIGATE TO BUDGET E. NAVIGATE FROM BUDGET TO PROPOSAL HOW TO START A BUDGET PERSONNEL E. E.2 E. E. F. E. E. E. E.7. E.8. E.9. E.10. E.1 E.1 E.1 E.1 E.1 E.1 E. ADDING ADDITIONAL PERSONNEL ADDING TBA's ADDING SUMMER SALARIES BUDGETING AY/SUMMER SALARIES BUDGETING FY SALARIES PROPOSAL RATES EQUIPMENT TRAVEL PARTICIPANT/TRAINEE COSTS OTHER DIRECT COST GENERATING ALL PROJECT PERIODS BUDGET VERSIONS NEW BUDGET VERSION MAKE A COPY OF AN EXISTING BUDGET VERSION HOW TO PICK A FINAL BUDGET VERSION CREATING A MODULAR BUDGET CONSORTIUM FUNDS TUITION COSTS BUDGETING OVERVIEW In this section you will learn how to create a modular and detailed budget. COEUS contains centrally managed components of budget information that is made accessible through the COEUS system. The benefit is that Users are not required to look up and manually add in these items each time they wish to complete a proposal budget. All Institutionally approved F&A rates All Institutionally approved Fringe Benefit rates E. NAVIGATE TO BUDGET 1

2 Click the Budget link on the navigation pane. The Proposal Details will close and the screen will change to reflect the Budget module. E. NAVIGATE FROM BUDGET TO PROPOSAL Click on the Return to Proposal link. The Budget will close and the Details section of the proposal will re-open. E. HOW TO START A BUDGET The following information needs to be completed before starting to create a proposal budget in COEUS: Complete the minimum required fields on the General Info screen to save the record. (Optional) Complete the Investigator/Key Persons tab. This will pre-populate the Personnel list in the budget. Open a new Proposal Budget. Complete the Budget Personnel screen to define who shall receive salary from the proposal. Complete period 1 budget Personnel Salary. Complete period 1 budgeted Equipment (if needed). 7. Complete period 1 budgeted Travel expenses (if needed). 2

3 8. Complete period 1 budgeted Participant/Trainee costs (if needed). 9. Complete period 1 budget Other Direct Costs (if needed). 10. Automatically generate the remaining project periods. DO THIS ONLY IF YOU ARE 100% CERTAIN YEAR 1 IS CORRECT! E. PERSONNEL All individuals entered in the Investigator and Key Persons tabs will be automatically carried forward to the Budget Persons screen. NOTE: There are two ways to get individuals into the Budget Persons screen. The first is through the Investigator and Key Persons tabs. The second is to manually enter them into the Budget Persons screen. The proposal Budget must first be open. Click the Personnel link found in the Budget Set Up section on the navigation pane. The Budget Personnel screen will open, initially displaying all individuals listed on the Investigators/Key Persons screen. E. ADDING ADDITIONAL PERSONNEL The first step to budget personnel is to make sure that you have all the individuals who will receive salary from the proposal listed on the Budget Set Up Personnel screen. COEUS uses the Budget Personnel screen to determine how to calculate a budgeted person s monthly salary rate. COEUS does this by taking their annual salary (Base Salary) and dividing it by the number of months found in the Appointment Type. Appointment Types are a critical component in determining the correct salary calculations for each person. Use 9M DURATION for all AY paid employees, summer and 12M DURATION for all FY employees. The effective date must be updated for ALL persons (including TBAs). Sometimes you may want to budget salary for individuals that are named but not Investigators or Key persons. To add these personnel: Click Add Employee. Complete the standard Person search and select the desired person from the results list. 3

4 The new individual should now be listed in the Budget Personnel screen. E. ADDING TBA's To accommodate situations where employees will not be named, COEUS has a functionality where you can use a pre-made TBA person record to account for the salary you would like to budget. Click Add TBA. Scroll through the list of available TBA records and select one from the desired employee type. The TBA record should now appear in the Budget Persons Screen. E. ADDING SUMMER SALARIES 4

5 Before starting an AY Salary line, plan out how it will need to be budgeted. Depending on how the project period dates fall, it may be necessary to create two separate AY lines if there are two portions of AY pay separated by summer months. EXAMPLE: For a project period that starts on January 1st and ends on December 31st you must have a line for the spring semester salary (Jan. 1-May 15), a second line for any summer salary (May16-Aug.14), and a third line to account for fall salary (Aug. 15-Dec. 31). For each type of salary in a given project period, a separate line must be entered. Click on the Personnel Budget link in the Budget Periods section on the navigation pane. Click Add Person. 5

6 Select the individual to have salary budgeted by checking the box next to their name. The individual will have a new salary line created in the Personnel Budget window. Repeat each step for all additional salary lines for that individual for Period E. BUDGETING AY/SUMMER SALARIES A. ADDING AY/SUMMER SALARY LINES Each entered salary line for all individuals must have various criteria defined in order to accurately account for budgeted salary. Each line depicts a portion of salary for that person for each project period. 6

7 7. 8. B. Define Salary Type: Choose from the drop-down list the appropriate position category. This is used to designate the type of default fringe benefits and inflation for this line. Define Period: Select Academic from the option list. %Charged: Enter the percentage of salary for this line to be charged to project. %Effort: Enter the percentage of time that will be spent on project. Start Date: Define the start date of the salary budgeted for this line. End Date: Define the end date of the salary budgeted for this line. Repeat for all remaining Academic Salary lines. COMPLETE AY/SUMMER SALARY LINES 7

8 Summer salary lines are completed in the same fashion as AY lines. Define Salary Type: Choose from the drop-down list the appropriate position category. This is used to designate the type of default fringe benefits and inflation for this line. Define Period: Select Summer from the option list. %Charged: Enter the percentage of salary for this line to be charged to project. %Effort: Enter the percentage of time that will be spent on project. Start Date: Define the start date of the salary budgeted for this line. End Date: Define the end date of the salary budgeted for this line Repeat for all remaining Summer Salary lines. 9. Completed AY and Summer salary combined should look like this: E. BUDGETING FY SALARIES A. ADDING FY SALARY LINES Click on the Personnel Budget link in the Budget Periods section on the navigation pane. 8

9 Click Add Person. Select the individual to have salary budgeted by checking the box next to their name. The individual will have a new salary line created in the Personnel Budget window. Repeat each step for all additional salary lines for that individual for Period Repeat steps 1-5 for all additional employees with budgeted salary. B. COMPLETE FY SALARY LINES Each entered salary line for all individuals must have various criteria defined in order to accurately account for budgeted salary. Each line depicts a portion of salary for that person for each project period. 9

10 7. 8. Define Salary Type: Choose from the drop-down list the appropriate position category. This is used to designate the type of default fringe benefits and inflation for this line. Define Period: Select Calendar from the Period list. %Charged: Enter the percentage of salary for this line to be charged to project. %Effort: Enter the percentage of time that will be spent on project. Start Date: Define the start date of the salary budgeted for this line. End Date: Define the end date of the salary budgeted for this line. Repeat for all remaining Calendar Salary lines. E. PROPOSAL RATES Click the Proposal Rates link on the navigation pane under the Budget Set Up section. You can view the default values. To adjust rates: Click in the Applicable Rate field for any Rate Type and overtype the data to reflect the correct rate. NOTE: You should only update the F&A Rates and/or Inflation. MTDC: Modified Total Direct Costs/Indirect Costs/F&A Inflation: Salary and Tuition inflation rates 10

11 E. EQUIPMENT Click Equipment to generate a new line (if applicable). Select Type from drop-down list. Enter Description. Free text field for internal reference only. Enter Funds Requested ($). Amount to be budgeted for this project period. Repeat steps 1-5 for all additional equipment to be budgeted. E. TRAVEL Click Travel to generate a new line. Select Type from drop-down list. 11

12 Enter Description. Enter Funds Requested ($). Repeat steps 1-5 for all additional travel to be budgeted. E.7. PARTICIPANT/TRAINEE COSTS Click Add Participant/Trainee to generate a new line. Select Type from drop-down list. Enter Description. Enter Funds Requested ($). Repeat steps 1-5 for all additional Participant/Trainee costs to be budgeted. E.8. OTHER DIRECT COST 12

13 Click Add Direct Costs to generate a new line. Select Type from drop-down list. Enter Description. Enter Funds Requested ($). Repeat steps 1-5 for all additional Other Direct Costs to be budgeted. E.9. GENERATING ALL PROJECT PERIODS One of the most useful functions of COEUS is the automatic generation of future project periods. By using this function, COEUS will take the budget Period 1 and copy all lines into future project periods while automatically applying all rate changes and inflation to the budget. You must ensure that the budget for Project Period 1 is complete and accurate before Generating All Periods. Generating All Periods is a function that can only be completed once and cannot be reversed once generated. Manual adjustments to each project period will be necessary to update the budget. Project Period 1 must be fully complete with all budgeted costs. Click the Generate All Periods link found on the navigation pane. 13

14 A new window will open asking for confirmation. Click Generate Periods. Click on any budget component on the navigation pane. All project periods will now be listed by tab. Review or revise future periods by clicking on the Period tabs at the top of each screen. 14

15 E.10. BUDGET VERSIONS COEUS has the ability to create multiple versions of a budget within the same proposal record. This will allow you to try out different variations of a budget. E.1 NEW BUDGET VERSION Any budget version must first be open. Click the Budget Versions link on the navigation pane. 15

16 Click the Add New Version link. The screen will return to the original version. Again, click the Budget Versions link on the navigation pane. The new blank budget version will now be available for completion. E.1 MAKE A COPY OF AN EXISTING BUDGET VERSION Any budget version must first be open. Click the Budget Versions link on the navigation pane. Click the Copy link next to the version you wish copied. New window will open that will allow you to designate if only Period 1 will be copied to allow for adjustment and a generation of all periods or- copy all periods to make an exact duplicate of the existing budget version. 16

17 7. The screen will return to the original version. Again, click the Budget Versions link on the navigation pane. The new copied budget version will now be available for completion. E.1 HOW TO PICK A FINAL BUDGET VERSION Once a specific budget version is determined to be the one for sponsor submission, it is critical that the designated version is marked as Final. The application will not route without picking a final budget version. E.1 Option 1 The budget version that is final must first be open. Click the Budget Summary link on the navigation pane. Click the check box labeled as Final. E.1 Option 2 17

18 Any budget version must first be open. Click the Budget Versions link on the navigation pane. Click the check box labeled as Final next to the desired budget version. After either option you will need to go to the Budget Versions screen and change the budget status to Complete. E.1 CREATING A MODULAR BUDGET For NIH you are able to make use of the modular budget component. 18

19 Click Modular Budget link on the navigation pane. Under Direct Costs, click the Direct Cost less Consortium F&A field and type the amount. NOTE: Amount must be in $25,000 increments. Click the Consortium F&A field and type the appropriate amount if needed. Click the Add Indirect Cost link. 19

20 Under Indirect Costs, click the Indirect Costs Type field and type the description of the Indirect Cost type. Click the IDC Rate and enter the current rate. 7. Click IDC Base and add the correct Base amount. 8. Click the Funds Requested field and add the amount of IDC requested for this period. 9. Repeat this process for all years. Save. E.1 CONSORTIUM FUNDS Use this job aid to note Sub Award Consortium funds for a grant in COEUS. For each grant, Stony Brook University is allowed to recover indirect costs up to $25,000 for each Sub Award/Consortium. Beyond that, the university is not allowed to recover indirect costs on that amount. For this reason these costs must be separated once the $25k threshold is reached. Subaward/Consortium costs are entered per period. However, the $25,000 recoverable limit is for all periods combined, not for each individual period. Click the Other Direct Costs link on the navigation pane to access this screen. E.1 FOR SUBAWARD/CONSORTIUM COSTS UNDER $25K Click the drop-down list of the Type field and select Subcontractors-Subject to Campus F&A. Click in the Description field and type the name of the subaward/consortium institution. Click in the Funds Requested ($) field and type the dollar amount up to $25,000. Click the Add Direct Costs link to add a new line, if needed, otherwise click Save. E.1 FOR SUBAWARD/CONSORTIUM COSTS OVER $25K 20

21 Click the drop-down list of the Type field and select Subcontractors-No Campus F&A. Click in the Description field and type the name of the subaward/consortium institution. Click in the Funds Requested ($) field and type the dollar amount that represents the amount in the given period beyond the $25,000 allowed per grant in the under $25K category. Click the Save button. E.1 TUITION COSTS Click the Other Direct Costs link on the navigation pane to access this screen. For each period in the budget to which tuition applies: Click the Add Direct Costs link to add a new line, if needed. Click the drop-down list of the Type field, and then select SUNY Tuition and Fees. Click in the Description field, and then type a brief description of the tuition costs. Click in the Funds Requested field, and then type tuition amount requested for the period. NOTE: When COEUS calculates total indirect costs, it automatically excludes tuition costs. 21