Award Budget Entry. Table of Contents
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1 Award Budget Entry Table of Contents Navigation... 2 New Award Budget Set Up... 4 New Award Budget Set Up with Cost Share... 8 Award Modification Budget Entry... 9 Budget Reallocations STIP Budget Allocation Chartfield Mapping AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 1
2 Navigation To begin, navigate to the Award Budget Entry. The menu path is as follows: OR, enter via the RA Grants WorkCenter>Award Setup and Mainteneance>Award Budget Entry AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 2
3 More Navigation Options OR, use the Budget Allocations Needed query under RA Grants Workcenter Reports/Queries. A Pivot Grid will open with filter options sorted into Award Mod Budget, New Award Budget and STIP budget. Click the count hyperlink to see the outstanding items with the option to enter an individual budget from the query. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 3
4 New Award Budget Set Up 1. Click Add a New Value. 2. Enter the Business Unit. Enter Budget ID (Award, your two initials, date XXXXXXYYDD/DD/DD, eg., LG51017, if you are entering more than one budget activity new award and award mod on the same date you will need to add a number between your two initials. For instance, L1G51017 and L2G51017). Then enter Award ID (Use the eyeglass to find the award ID given the fund number.) and from the dropdown menu select New Award Budget. Next click on the eyeglass next to Interface ID Field. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 4
5 3. Select the Interface ID number. 4. Click Add. Similar to financial journals, you will be taken to the Header tab. It will auto populate with award information. The effective date will pre-populate with the first of the current month. If you are processing a new budget in the first couple days of the month, and will need to use the new chartstring in AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 5
6 a journal dated in the prior month, the award analyst to request an earlier effective date. 5. Click on the Lines tab. The awarded funds will prepopulate in the first line. Note that SPO award feeds are rounded up to the nearest dollar. The budget submission will match the rounded amount. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 6
7 6. Click on the + sign to create rows in order to distribute the Sponsor Funding Amount between BUDSUM Expense Account Codes and Indirect Costs. Then select Edit from the drop down menu and Process. 7. After the balance of debits to credits is confirmed to equal zero and Edit Status is Valid, submit the budget. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 7
8 8. Once submitted, you can follow the workflow in the Approvals tab. It will be in the Analyst s queue and then in the Supervisor s. New Award Budget Set Up with Cost Share 1. Follow Steps 1 through 6 of New Award Set Up. In the Lines tab, the Cost Share Funding Amount will be listed below Sponsor Funding Amount. It will also be already set up under in the obligated amounts by category as either Institutional, Third Party or Grant2Grant. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 8
9 2. An example of the distribution to the appropriate account codes for the sponsor funding amount and the cost share commitments is below. 3. Follow Steps 6 through 8 of New Award Budget Set Up instructions. Campus funds entered for cost share will automatically be mapped with a blank program code (as well as the combination entered in the Award Budget Set Up) to allow Operating Transfers by contributing units. Award Modification Budget Entry 1. Enter the Business Unit. Enter Budget ID (see naming convention p. 3 step 2), enter Award ID (Use the eyeglass to find the award ID given the fund number.), and from the dropdown menu select Award Mod Budget. Next click on the eyeglass next to Interface ID. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 9
10 2. If there is more than one modification pending, then they will both be available but will need to be completed separately. 3. Select the Interface ID and click Add. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 10
11 4. The associated Sponsored Funding change in the award modification will appear in the Sponsor Funding Amount on the Header. 5. The amount of funding change will also appear in the Lines tab as the top control amount to distribute against in your BUDSUM account allocation distribution. Add as many rows as required with the + icon. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 11
12 6. When all lines have been entered, select Edit from the drop down menu and Process. After the Edit process confirms the lines are valid, then the Edit Status will be updated to Valid. 7. Select Submit from the drop down menu and Process. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 12
13 8. The Budget Status will reflect that it was successful when it displays Submitted. Budget Reallocations 1. For an existing award, when you want to change the current budget allocations, complete a Budget Reallocation. Enter the Business Unit. Enter Budget ID (see naming convention p. 3 step 2), enter Award ID (Use the eyeglass to find the award ID given the fund number.), and from the dropdown menu select Budget Reallocation. Because a Budget Reallocation is not the result of a notification from SPO, there is no interface id. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 13
14 2. Select Add. 3. Since there is no interface id, the Header and Lines tabs will have zeroes in the amount fields because we are not changing the overall dollar amount. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 14
15 4. Select the Lines tab and enter the reduction of budget as a negative and the increase of budget as a positive number. 5. You will not be able to Submit if you are reallocating an amount from a chartstring, including account, which does not have sufficient budget available. An error message will be received. A new feature in the far right margin of each budget row is PROJECTED BALANCE. After clicking SAVE (you will be prompted if you forget), select PROJECTED BALANCE and it will open a display that will show the amount of budget available and the resulting balance with the effect of the entry you have just entered. In this case, the chartstring combination had a budget of $53,901 and if a $5,600 reduction is processed the budget will become $48,301. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 15
16 6. After completing the budget reallocation, select Edit from the drop down menu and Process. 7. Once the validation checks have processed, the Edit Status will show Valid and you will be able to select Submit from the drop down menu and Process. STIP Budget Allocation For awards that require interest to be applied to the project funding STIP funding will now be automatically applied to on a monthly basis under the STIP Revenue Allocation program. Interface IDs will now be captured in Budget Allocations Needed. Budget entry can be done by the RA or department if the automated allocation does not use adequate chartfields. Or you may choose to leave STIP where it sits and let pending interface IDs go unprocessed so long as a blank chartfield2 is not obscuring available funds from the PI in PI Portfolio. 1. Enter the Business Unit. Enter Budget ID (see naming convention p. 3 step 2) and enter Award ID (Use the eyeglass to find the award ID given the fund number.). Then select STIP Budget from the dropdown menu. Next click on the eyeglass next to Interface ID. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 16
17 2. Select the Interface ID. For STIP there will be one ID for each month of interest. AUTHOR: CSS-RA: BFS C&G Award Budget Entry Process How RAs Submit a Budget (last updated July 24, 2017) - Page 17
18 3. Click Add. 4. The Award Information section of the Header and Lines tabs will display the amount of the STIP interest recorded in BUDSUM account in need of distribution. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated May 16, 2017) - Page 18
19 5. Use the + icon to add as many lines as required to distribute the STIP. 6. Once the lines have been entered, perform the Edit/Process check and if the Edit Status is Valid, then Submit/Process. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated May 16, 2017) - Page 19
20 Chartfield Mapping 1. Enter the Business Unit. Enter Budget ID (see naming convention p. 3 step 2), enter Award ID (Use the eyeglass to find the award ID given the fund number.), and from the dropdown menu select Chartfield Mapping. There will not be an Interface ID. 2. Enter the five field validation you are requesting for the award in the rows on the Lines tab and select Edit/Process. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated May 16, 2017) - Page 20
21 3. Select Submit and Process. Note: A warning may be generated if an allocation is to a Dept ID which is not the award s Home Dept, however it will not prohibit you from submitting it. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated May 16, 2017) - Page 21
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