Proposal Budget - Subawards

Overview

The Subaward tool is a user-friendly process that can be used with or without an uploaded S2S Adobe subaward form. Both with and without form process provides a Details table that is either populated from the uploaded form data, or manually by the users. The values from the Details table are inserted, creating the necessary line items for subaward funding values for each project period into the proposal budget. The system will parse the funding data into the appropriate line items in each budget period, including determining the amount allowed to be charged F&A (i.e. first $25k), F&A exempt of F&A, etc. NOTE: the Parameters defining the Subaward Cost Objects must be maintained. When utilizing the S2S Subaward Budget forms, the project periods defined in the subaward must be compatible with the project dates (fall within the start and end dates of your project) for the form data to sync and the budget expenses brought forward to the Details table. Also, the subaward budget form version must be the same as the one in the selected S2S opportunity to be transmitted with your proposal.

Subawards

Within the Subawards tab you can add subawards (manually or via RR Budget import), edit existing subaward information, or remove the subaward entirely.  Below outlines the various actions available.

Add Subaward

Clicking on the '+Add Subaward' button will give you a popup window to complete the necessary fields.

There are two (2) methods to uploading subawards using the subaward tool.

1. Upload an s2s RR budget form to translate the data to the details table and system-generate the lines to the budget periods.  This requires you to upload a completed unstitched RR budget from Grants.gov.  More information on this can be found in this support article.
2. Use the tool to create the subaward details table and manually enter the detail table and system-generate the lines to the budget (no form upload or it's a flat PDF not extracted GG unstitched form).

Do this for every detailed subaward budget required for your proposal:

• Complete your detailed budget line item entries and generate all budget periods using the toolbar > Autogenerate Periods.
• From the Subawards screen, click the [+Add Subaward] button to open the maintenance window.
• Enter an Organization record to serve as the name by using the Lookup tool. The Line Item Description field will populate with the name of the Organization in the budget periods.
• If using an S2S Subaward form, click [Browse] to search your local computer for the subaward form. Once a file has been selected, the file name will appear in the field. Otherwise, proceed to the next step.
• Enter Comments, if desired. As the Organization field displays a numeric ID, the comment field serves as a good place to detail the Sub PI Name or other reference point.
• Click [Add Subaward] to save this entry and add to the list section of the Subaward screen. Otherwise click [cancel] to close the window without adding the entry.
• If the budget periods of the selected subaward budget file DO NOT match any of your proposal dates:
  • Warnings will appear in the Subaward screen header to alert you.
  • A subaward line will appear in the list, but the details table will not have been populated, and the system will not insert any line items into your budget.
• When the subaward upload matches the budget periods of your proposal:
  • The system will insert the appropriate line items into the matching budget periods.
  • The Details Table is populated with the Direct and Indirect expenses from the form.
  • An informational message will appear in the Subaward Budget subpanel header to indicate a successful upload
• If a form was NOT uploaded, use the [Edit in Dialog] aka ‘details’ button to open the maintenance window to manually enter the details.
• Please be aware that the Fee section is not typically allowed on a grant or cooperative agreement so we do not support/map anything from this field if included in the subaward budget and it will be excluded in the line items added.

AUTOCALCULATE PERIODS BEFORE YOU UPLOAD! The Subaward tool will insert line items into your budget periods. If you are creating a multi-period budget, complete all your recurring costs and generate all periods using the toolbar > Autocalculate Periods. Otherwise, you will lose the ability to Autocalculate in this budget version.

BEFORE YOU UPLOAD! Be certain that each subaward budget justification has a unique name with no spaces or special characters– these are the files uploaded in the PDF subaward form. Note: If everyone uses the same “budget_justification.pdf” name, your submission will error at Grants.gov!

Once added you can either click on the Details to edit subaward information (more info below) or delete the subaward entirely via the trashcan icon.  Be aware that any line items inserted from the Details table of this subaward will be deleted from all budget periods also.

Subaward Details

The Subaward maintenance window is used to review and maintain an uploaded & translated s2s subaward budget form and/or to manually enter subaward expense in the detail table.

• Click Details to open the Subaward Details window
• If a form was successfully translated, detailed form information will populate in the upper portion of the window and the Details table will be populated with the Direct Cost, F&A Cost, and Total Costs for each budget periods. The Cost Sharing field is meant to be manually entered, if applicable.
• If no form was uploaded, the Organization name appears, and the ability to upload a form if desired. The Details table will contain the same budget periods as your prime budget, with empty fields for the expenses to be entered.

To Manually Enter Subaward Expense Detail

In an existing subaward row, click Details to open the Details window.

In the Details table:

• Enter the subaward Direct Cost for each period in the fields in the Direct Cost column.
• Enter the subaward indirect cost for each period in the fields in the F&A Cost column.
• If appropriate, enter the subaward cost sharing in each period in the fields in the Cost Sharing column.
• The Total Cost fields will display auto-sum the Direct Cost and F&A Cost for each period in the read-only Total Cost column.
• Subaward cost sharing will be populated to the Institutional Commitments > Cost Sharing screen for review.

To Maintain Uploaded S2S Subaward (PDF) Forms

In an existing subaward row, click Details to open the Details window.

• View PDF: Opens the uploaded subaward in Adobe PDF format - use this tool to review the file details.
• View XML: Opens the uploaded subaward in XML format to review the subaward XML code. This view is not helpful to most, but can be used to confirm the form version number and see the transmitted information in XML format.
• Sync from PDF: Will refresh the information from the uploaded file. Use this tool to reload the Details table with the expense values if you modified any in error.
• Replace PDF: Will activate the browse option so you can search and select a replacement file. Replacing the fill refresh the Details table and the inserted line items. Use this option if your subawardee provides a revised budget form.
• Delete PDF: Removes the subaward file; upon save changes, all period line items will be removed from your budget.