Entering a Detailed Budget in Coeus Lite 1. Select the Budget link from the left frame: 2. Select the Appointment Type for Budget Persons, then select Save. By default Budget Persons are the people entered in the Investigator/Key Persons section. 3. In Budget Set Up, section Personnel, make changes to Budget Personnel as needed; enter the Base Salary for all Budget Personnel. The Base Salaries should be effective on the most recent past July 1 st (from the day the proposal is built) so that salary increases are applied (except TBA s - salary effective date should match the start date of the proposal). Additional employees that are to be named on the proposal should be added as TBA s. Post-docs and graduate students can be added from the Add TBA link. After updating the information, select Save. 4. Under Budget Set Up you can also Adjust Periods for the proposal and adjust Proposal Rates. NOTE: When adjusting periods, the start date of the first period and the end date of the last period must match the start and end dates of the proposal on the General Information tab. 1 P age
The Proposal Rates screen lists the F&A, Fringe Benefit (which would never need to be changed), and Inflation rates that will be applied to your budgeted costs. Institute rates are maintained centrally by the Coeus Application Administrator, but rates to be applied to this proposal can be entered on this rates screen: NOTE: If you have opened or copied an older proposal or revised the start and end date of the proposal, select Sync at the bottom of the screen to update your proposal with the appropriate Institute rates effective for your budget periods, and then Save. If you make a mistake or change your mind, you can click Reset at the bottom of the screen to revert back to the Institute rates at the time the proposal was created, and then Save. If you are unsure about changing rates, contact your Grant Officer. 5. Once the Budget Set Up has been completed you can proceed to building the budget for Budget Period 1. [NOTE: If using the base salary will cause the application to exceed a limit on direct costs and therefore it is necessary that the salary NOT inflate, STOP here and contact your Grant Officer. Do NOT go to the Budget Periods/Personnel Budget tab. The Grant Officer will add the personnel in Coeus Premium in such a way so as not to inflate the salary.] Go to the Budget Periods/Personnel Budget tab, and select the Add Person link. You will be presented with a list of Investigators/Key Persons that were added in the Investigators/Key Persons section, as well as any other employees that were added in the Budget Set Up section, such as a Graduate Student. Select the checkbox at the top to add all investigators. Select the Save button. 2 P age
You will be brought to the Personnel Budget page. Enter details pertaining to the Salary Type and Effort for that particular budget period. [NOTE: If the Grant Officer added the personnel in Coeus Premium so as not to inflate the salary, select the Personnel Budget page and complete the remaining Personnel budget items as outlined below. To verify inflation is not applied, select Edit for the person added by the Grant Officer to verify the apply inflation box is unchecked.] Select the appropriate Salary Type from the drop-down menu. Contact your Grant Officer if you need help matching a salary type to personnel. o Note: Salary type for Faculty during the summer is Salary-Faculty Off Contract; during the academic year, salary type for Faculty is Salary-Faculty. Select the appropriate Period from the drop-down menu: o Academic: The 8-month academic year: September 1 through April 30. o Calendar: The 12-month calendar year. o Summer: The months not covered by the Academic period, May 1 through August 31 Input the appropriate Percent Charged and Percent Effort 3 P age
NOTE: At Northeastern, most Faculty have an 8 month appointment, with the Summer months recognized at 3.2 person months; Since Coeus would calculate a summer appointment at 4 months, use the Summer Salary Coeus Calculator on the Coeus webpage under Resources to determine the correct % Charged and % Effort to enter into Coeus. Percent Charged must equal percent Effort, otherwise, a cost share will be generated. Select the appropriate Start and End date Click the Add Person link to add other Budget Persons, including Faculty investigators if their work on the proposal spans over academic and summer periods (would be listed multiple times). Click the Save button once you have completed the necessary fields. 6. Equipment, Travel, Participant/Trainee, Other Direct Costs (which correspond to Banner account codes) are managed similarly in their respective sections: Fill in the Type, Description, (Quantity if listed), and Funds Requested fields. Descriptions entered will not print to the proposal with the exception of Equipment. Add as many budget lines as necessary. Note: Human Subject payments are not considered Participant/Trainee costs, but should be listed as Subject Money in Other Direct Costs. Calculate to see the impact to your budget, and Save when completed. Note: All budget items entered in the Other Direct Costs section will be consolidated to one budget line item when Coeus generates the final proposal budget on the RR Budget Form. 7. If you have completed your budget for period 1 you can go to the left side navigation and click Generate All Periods: 4 P age
This action will copy the period 1 budget and generate the outgoing budget periods for the proposal. It will inflate the outgoing budget years based on the proposal rate established in the Proposal Rates section under Budget Set Up. Please note: Generate All Periods function can only be used once, so be sure your Period 1 budget is complete. After all periods are generated, you can manually adjust the individual budget periods. 8. SubAwards (if applicable): Coeus 4.5.1 has the ability to create system-generated line items for subaward funding values in each project period into the proposal detailed budget. This is achieved by uploading an extracted Research and Related Budget V1-1 form for each subcontract included on the proposal through the Sub Award Budget link in the newly revised Budget Navigation. You can also input SubAward information manually. See SubAwards Upload on the Coeus QuickCards webpage for details. 9. Modular Budget (if applicable): With a Final Coeus detailed budget marked Modular on the Budget Summary screen, open the Modular Budget screen to sync the data for Direct Costs, Consortium F&A (subcontractors), and Indirect Costs data for the PHS form. See Modular Budget on the Coeus QuickCards webpage for details. 10. Once the budget has been completed, select the Budget Versions link from the left side navigation. Select the Final checkbox, change the Budget Status to Complete, and check/uncheck the Submit Cost Sharing button as appropriate. This will properly denote your budget as final. Note: If you create additional budget versions, you can only mark one budget as final and complete. Getting Help Coeus Support RA-Help@northeastern.edu Office of Research Administration & Finance (ORAF) Grant Officer: http://www.northeastern.edu/research/raf/contact/ 5 P age