How RAs Submit the Budget There are now two ways for RAs to upload their budgets using the new functionality. The RA can manually enter the budget on the page and is ideal for RAs who are submitting budgets with a small number of budget lines. Additionally, the RA can use the Excel upload with an updated Excel template and is ideal for RAs who are submitting budgets with a large number of budget lines. Both methods will require that the budget be submitted from the new Department Budgets Add/Edit page that is located conveniently within the RA Grants WorkCenter. This document will review both methodologies. New features: Added the Award ID field on the search page so RAs can now submit multiple funds/projects budgets. Added Download to Excel functionality. Added combo edit at the front end so that the chartfields are edited before budget upload is sent to CGA for review. The page includes budget upload history showing the entire audit history. Added multiple statuses including: Analyst Approved (CGA), Analyst Rejected (CGA), Not Submitted (RAs), PC Loading Error (CGA), Re-Submitted (RAs), Submitted (RAs), Supervisor Approved (CGA), Supervisor Rejected (CGA), and Withdrawn (RAs). RAs now have the option to Withdraw Budget if the budget needs to be modified. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 1
Method 1 Manual Entry To begin, navigate to the RA Grants WorkCenter. The menu path is as follows: Main Menu Grants RA Grants WorkCenter New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 2
There is a new link available in the WorkCenter titled Department Budgets Add/Edit. To enter a new award budget, select the link. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 3
1. Click Add a New Value. Enter the Award ID and select a Budget Purpose from the dropdown menu and then click on the Add button. 2. In the Budget Amounts for Period section the RA should add each line of the budget. 3. The Business Unit will already be defaulted with 10000 ; if a different Business Unit is required, such as J0000, please enter it here. Enter the Account, Fund Code, Department, Program Code, Budget Amount and the Accounting Date. The first line will be the Unallocated Amount and should be a negative number. As with the previous budget upload process, once the RA has completed all lines for the budget, the sum of the Budget Amount should add up to zero, $0.00. The Accounting Date is the date the RA is uploading the budget or the date the RA is redistributing the budget. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 4
NOTE: The RA can enter text in the Description field although it is not a required or mandatory field. The Description field is generally used to indicate the reason the RA is submitting the budget. Common reasons may be that the RA is allocating their budget to another PI or hiring a new graduate student so the RA needs to move money from equipment to salaries. Any description that is entered is for internal reference only by the RAs department and does not appear in the BAIRS reporting. This completes line one. To add additional lines, click the Add a New Row icon 4. Repeat the same process for all lines that make up the budget. NOTE: When entering many budget lines, it is always a good practice to click the Save button frequently. This not only preserves your work but also subtotals the Budget Amount. Remember that once all the lines in the budget are added, the total budget amount should add up to zero, $0.00. As the Message Box indicates after you have clicked on the Save button, Total Budget Amount Should be Equal to Zero. Please verify the amounts. The system will not allow the RA to submit the budget until this has occurred. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 5
5. In this example the RA is done adding the budget lines and has clicked the Save button. The sum of the Budget Amount is equal to zero, $0.00. The next step is to click on the Submit Budget button. Once Submit Budget button is clicked, the file is in the CGA Grants WorkCenter. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 6
NOTE: When the Submit Budget button is clicked, the program is checking the combo edit rule(s). Once the budget passes the combo edit, the Chart Edit Status will show as Valid and the File Status will change from Not Submitted to Submitted. This page will also record the name of the RA who submitted the budget, the date and the time of the budget submission. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 7
New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 8
Method 2 Excel Upload To begin, navigate to the RA Grants WorkCenter. The menu path is as follows: Main Menu Grants RA Grants WorkCenter New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 9
1. The first step is to download the new Budget CSV Template from the RA Grants WorkCenter The new template looks very similar to the template the RAs have been using. There are two additional columns that need to be populated, CONTRACT_NUM and BUDGET_PURPOSE. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 10
Column C will need to be populated with the Contract/Award Number. Column D will need to be populated with the Budget Purpose. The acronym s for the four different types of budgets are listed below for your reference. N: New Award Budget M: Award Mod Budget R: Budget Reallocation C: Chartfield Mapping 2. The RA would enter the budget information as they have done with previous budget uploads using the date the RA enters or redistributes the budget as the accounting date. Once all lines have been entered, including populating the two new fields, ensure that the total budget amount adds up to zero, $0.00. In Excel, click on File, Save As, enter the file name, select CSV (Comma delimited) (*.csv) as the file type and click on Save. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 11
3. The RA is now ready to upload the budget via the Budget Upload link in the RA Grants WorkCenter. Select Budget Upload from the *Import Process dropdown, select Research Administrator from the *External System dropdown, Click on the Browse button. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 12
Once the budget has been uploaded successfully the RA will receive a dialogue box indicating the Import/Export Process Successful message. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 13
4. Go to the new Department Budgets Add/Edit link in the RA Grants WorkCenter New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 14
5. Enter the Award ID, click on Search and select the budget file that was just uploaded. 6. After the RA has verified the budget information on the page, the normal process is followed by clicking on the Submit Budget button. Once Submit Budget button is clicked, the file is in the CGA Grants WorkCenter. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 15
NOTE: When the Submit Budget button is clicked, the program is checking the combo edit rule(s). Once the budget passes the combo edit, the Chart Edit Status will show as Valid and the File Status will change from Not Submitted to Submitted. This page will also record the name of the RA who submitted the budget, the date and the time of the budget submission. New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 16
New C&G Budget Submission Process in BFS How RAs Submit the Budget (last updated 11-08-16) - Page 17