Award Budget - Budget Field Definitions by Tab

 Budget Versions → Budget Overview

This section allows institutions to identify the overall state of the budget in the award.

Field Name	Definition / Use
Account ID	A number assigned to the award by your institution’s financial ledger system.
Award ID	System generated Award Number.
Budget Version Number	The number of budget versions that have been applied to this Award.
Award Budget Type	This indicates if the Budget is New or a Modification.
Award Budget Status	This shows the system status for the most recent budget document.
On/Off Campus	This flag indicates if the Budget is calculating as entirely on campus, entirely off campus, or if on/off campus calculation is defined at the line item level.
Description	This displays the Description field listed in the most recent Budget document. This can be set based on institutional process.
Comments	This displays the Comments from the most recent Budget document.
Budget Start Date	This shows the Start Date of the earliest budget period.
Budget End Date	This shows the End Date of the latest budget period.
Budget Total Cost Limit	This displays the total of distributable funding in the award node. This is the amount that the budget documents overall must equal in order to finalize a budget.
Budget Change Total  Cost Limit	This displays the amount of distributable funding in the award node that is not yet reflected in the award budget module. This is the amount the next budget modification must match in order to finalize a budget.
Unrecovered F&A Rate Type	This is the rate type that will be used to define “expected F&A” for the purpose of calculating unrecovered F&A on the Award Budget.
F&A Rate Type	This is the rate type that will be used to calculate the F&A on the Award Budget.

Budget Versions → Budget Versions Panel

Once you have opened a particular budget this screen shows the highest level details about the budget you are viewing.

Field Name	Definition / Use
Name	This displays the name of each budget version.
Version #	This shows the version number for each budget, and can be used to identify the order the budget actions were taken in.
Direct Cost	This shows the Direct Cost Total for each individual budget action.
F&A	This shows the Indirect Cost Total for each individual budget action.
Total	This shows the Total Cost for each individual budget action.
Budget Status	This shows what system status for each individual budget action.
Award Budget Type	This field will display New on budget actions that are budgeting new money. If a user initiates a budget action when no change to the Obligated Amount has been entered since the last finalized budget the Type will be Rebudget.

 Award Budget Document → Parameters

Field Name	Definition / Use
Current Actions Subpanel
Account ID	Describes the type of transaction being created for the award.
Award ID	Can be used to capture an institutionally defined date, such as the sponsor notice, modification, or authorization for the selected transaction type.
Budget Version Number	Can be used to enter additional information relevant to the Transaction being entered.
Award Budget Type	This field will display New on budget actions that are budgeting new money.  If a user initiates a budget action when no change to the Obligated Amount has been entered since the last finalized budget the Type will be Rebudget.
Award Budget Status	This shows the system status of the budget document.
On/Off Campus	This flag indicates if the Budget is calculating as entirely on campus, entirely off campus, or if on/off campus calculation is defined at the line item level.
Description	The description of this budget action assigned manually.
Comments	General comments on this budget action.
Obligation Start Date	This displays the Obligation Start Date from the linked Award.
Obligation End Date	This displays the Obligation End Date from the linked Award.
Obligated Previous	This shows the amount of money that was obligated as of the last budget action.
Obligated Change	This displays the difference between the amount Obligated as of the last budget action, and the distributable amount in the linked Award. This is the amount that this budget action must match so it can be finalized.
Obligated Total	This displays the Total Amount Obligated on this Award.
Unrecovered F&A Rate Type	This is the rate type that will be used to define “expected F&A” for the purpose of calculating unrecovered F&A on the Award Budget.
F&A Rate Type	This is the rate type that will be used to calculate the F&A on the Award Budget.
Budget Periods and Totals
Period Start Date	This displays the Start Date of each budget period.
Period End Date	This displays the End Date of each budget period.
Total Sponsor Cost	This displays the total sponsor cost of each budget period in this budget action.
Direct Cost	This displays the direct costs included in each budget period in this budget action.
F&A Cost	This displays the indirect costs included in each budget period in this budget action.
Unrecovered F&A	This displays the Unrecovered F&A that’s been calculated on the budget line items in each budget period in this budget action. The Unrecovered F&A Type and F&A Type are used to calculate this total.
Cost Sharing	This display the total cost sharing included on each budget period in this budget action.
Cost Limit	This displays the cost limit defined by the Obligation Change listed above.
Direct Cost Limit	This allows the user to define a cost limit that will calculate only on direct costs in the budget.

Award Budget Document → Personnel

This section allows institutions to identify the personnel on the budget overall, as well as define specific personnel line items on this budget

Field Name	Definition / Use
Budget Period	This allows the user to select which budget period in this budget action they want to see details for. After a selection is made click on the update view button and the screen will refresh with details from the selected period.
View	This allows the user to flip between a basic and comprehensive budget view.
Project Personnel (All Periods)
Job Code	This displays the Job code linked to this individual if the institution is associating job codes with their Person Appointments.
Appointment Type	This shows the Appointment type for each individual.  The Appointment Type dictates what period of time the individual’s salary is applied in. So a 10 month Appointment will apply this individual’s full salary in a period of 10 months, and apply 120% of their salary if they are included in a year long period.
Base Salary	This shows the salary for each individual.
Salary Effective Date	This defines when inflation will be applied to line items including this individual.
Salary Anniversary Date	This date can be used to forward date inflation for a given person so it doesn’t apply in certain periods of the budget.
Budget Overview
Start Date	The Start Date of the period you are currently viewing.
End Date	The End Date of the period you are currently viewing.
Direct Cost	The sum of the direct costs from all line items in the period you are currently viewing.
F&A Cost	The sum of the indirect costs from all line items in the period you are currently viewing.
Total Sponsor Cost	The sum of the Direct and F&A Cost for the period you are currently viewing.
Budget Amount	This includes the amount budgeted on all previous budget actions.
Obligated Amount	This shows the amount obligation from all previous Award actions.
Unrecovered F&A	This displays the difference between the F&A that would be included if the budget were calculated with the default system rates listed for the Unrecovered F&A Type, and the actual F&A amount calculated based on the F&A Rate Type, any changes to the Rates screen, and any line items that have been manually omitted from the F&A impact this calculation.
Cost Sharing	This displays the sum of cost share included on all line items in the period of the budget you are viewing.
Personnel Detail
Person	This dropdown allows a user to select one of the individuals listed at the top of the page, or to enter a Summary line that isn’t based on an individual’s salary.  In order for updates in the Project Personnel section to display in this dropdown a manual save must be executed.
Object Code Name	This dropdown displays all the object codes included in any of the Personnel budget categories. Each object code is linked to a fringe benefit rate.
Group	Creating Groups allows for additional organization within a budget.
Start Date	This defines the beginning of the period of time this individual is budgeted for within the budget period you are displaying. This date cannot be before the start date of the budget period.
End Date	This defines the end of the period of time this individual is budgeted for within the budget period you are displaying. This date cannot be after the end date of the budget period.
% Effort	This represents the % of effort this individual is spending on the project during the period of time they are budgeted for.
% Charged	This represents the % of effort that is being charged to the grant for this individual during the period of time they are budgeted for.  If the % Effort is higher than the % Charged the difference is automatically calculated as cost share.
Period Type	This represents the type of period this line item represents, Calendar, Academic, or Summer. In Proposal this field maps to S2S. In Award it is just for reference.
Personnel Line Item Details
Budget Category	This displays the Budget Category this line item is a part of. The Budget category can be overridden, but pulls from the Object Code table automatically.
Unrecovered F&A	This shows the portion of the Unrecovered F&A for the budget period you are viewing that is calculated off of this line item.
Apply Inflation	This check indicates if Inflation should be applied to future budget periods that are automatically calculated.
Submit Cost Sharing	This check indicates if the cost sharing calculated off of this line item should be submitted to the sponsor.  This flag only applies in Proposal Development.
Budget Justification  Notes	This allows the user to collect budget justification information for this line item.  The justifications that are entered during budget development can be compiled at the end of the budget process.
# of Persons	This is a reference field for use with Summary Personnel line items that let you register how many individuals are represented by your summary line item. It can also be used with TBD line items that represent multiple individuals.
Cost Sharing	This displays the cost sharing that is calculated on this line item.
On/Off Campus	This indicates if the On or Off Campus rates should be used for calculating this line item.  If checked, the on campus rates will be used. If unchecked the Off Campus rates will be used.
Group Description	If the line item is in a Group this field can be used to add a description for the group.  This is for organizational purposes only.

Award Budget Document → Non-Personnel

This section allows institutions to identify non personnel expenses on a budget.

Field Name	Definition / Use
Budget Period	This allows the user to select which budget period in this budget action they want to see details for. After a selection is made click on the update view button and the screen will refresh with details from the selected period.
View	This allows the user to flip between a basic and comprehensive budget view.
Budget Overview
Start Date	The Start Date of the period you are currently viewing.
End Date	The End Date of the period you are currently viewing.
Direct Cost	The sum of the direct costs from all line items in the period you are currently viewing.
F&A Cost	The sum of the indirect costs from all line items in the period you are currently viewing.
Total Sponsor Cost	The sum of the Direct and F&A Cost for the period you are currently viewing.
Budget Amount	This includes the amount budgeted on all previous budget actions.
Obligated Amount	This shows the amount obligation from all previous Award actions.
Unrecovered F&A	This displays the difference between the F&A that would be included if the budget were calculated with the default system rates listed for the Unrecovered F&A Type, and the actual F&A amount calculated based on the F&A Rate Type, any changes to the Rates screen, and any line items that have been manually omitted from the F&A impact this calculation.
Cost Sharing	This displays the sum of cost share included on all line items in the period of the budget you are viewing.
Budget Period	This allows the user to select which budget period in this budget action they want to see details for. After a selection is made click on the update view button and the screen will refresh with details from the selected period.
View	This allows the user to flip between a basic and comprehensive budget view.
Adding a Non Personnel Line Item
Object Code Name	This dropdown displays all the object codes included in the category you are entering a line item in.
Description	This is an optional field where you can add more details of how this line item pertains to this particular budget.
Quantity	This is an optional field to not the quantity of items being purchased. This field is for reference only and does not drive application behavior. (Example: Purchasing iPads for a grant, and you want to indicate you will be purchasing 50 iPads)
Change Amount	This defines the amount this object code will be changed by when you add this entry to the budget. This can include increasing or decreasing a given object codes amount in the case of the budget modification/deobligation.
Obligated Amount	On a rebudget action this will display the amount that was entered on this line item as of the last budget so the user can track the change to this line item and its impact on the line item total.
Non-Personnel Line Item Details
Start Date	This defines the beginning of the period of time this individual is budgeted for within the budget period you are displaying. This date cannot be before the start date of the budget period.
End Date	This defines the end of the period of time this individual is budget for within the budget period you are displaying. This date cannot be after the end date of the budget period.
Apply Inflation	This check indicates if Inflation should be applied to future budget periods that are automatically calculated. This functionality is commonly used in Proposal, but is less commonly used in Award Budget.
Budget Category	This displays the Budget Category this line item is a part of. The Budget category can be overridden, but pulls from the Object Code table automatically.
Budget Justification  Notes	This allows the user to collect budget justification information for this line item.  The justifications that are entered during budget development can be compiled at the end of the budget process.
Unrecovered F&A	This shows the portion of the Unrecovered F&A for the budget period you are viewing that is calculated off of this line item.
Cost Sharing	This displays the cost sharing that is calculated on this line item.
On/Off Campus	This indicates if the On or Off Campus rates should be used for calculating this line item.  If checked the on campus rates will be used. If unchecked the Off Campus rates will be used.
Submit Cost Sharing	This check indicates if the cost sharing calculated off of this line item should be submitted to the sponsor.  This flag only applies in Proposal Development.
Rate Classes
Rate Class	This shows the Rate Class of this particular rate, and will identify the type of rate being applied.
Rate Type	This will show the specific rate being applied.
Apply Rate	This checkbox defaults to on, but can be turned off if a given rate should not be applied to this specific line item.  If an indirect cost rate is deactivated the amount of indirect cost that would be applied to this line item where it active will be added to Unrecovered F&A.
Rate Cost	This is the calculated amount off money being applied to this rate for the line item you are displaying.  This amount can be overridden by the user.
Rate Cost Sharing	This allows the user to apply cost sharing directly to the rate. This is often used on grants where sponsors allow an institution to claim unrecovered F&A as cost share.
Obligated Amount	On a rebudget action this will display the amount that was entered on this line item as of the last budget so the user can track the change to this line item and its impact on the line item total.

Award Budget Document → Distribution & Income

This section allows institutions to identify cost sharing, unrecovered F&A and Income on a budget.

Field Name	Definition / Use
Cost Sharing
Fiscal Year	This is the fiscal year this cost share is allocated to.
Percentage	This is the percentage of overall cost share this line represents. This is a reference field some schools use and is not required.
Source Account	This is the account that is funding this cost share.
Amount	This is the amount of this cost share line.
Unit Name	This is the Unit Responsible for funding this cost share line.
Total Allocation	This shows the amount of cost share that has been allocated in this section.
Unallocated	This shows the amount of cost share that still needs to be allocated.
Periods	This section shows each budget period and the total amount of cost share applied to that period.
Total Cost Share	This shows the total cost share on this budget.
Unrecovered F&A
Fiscal Year	This shows the Fiscal Year that this Unrecovered F&A applies to.
Applicable Rate	This shows the rate that applies to this Unrecovered F&A
Campus	This indicates if this Unrecovered F&A applies to on or off campus expenses.
Source Account	This shows the account that is funding this unrecovered F&A
Amount	This is the Amount of unrecovered F&A on this line.
Total Allocated	This shows the total amount of Unrecovered F&A allocated on this screen.
Unallocated	This shows the amount of Unrecovered F&A on this budget that has not been allocated on this screen yet.
Periods	This shows the total amount of Unrecovered F&A applied to each period.
Project Income
Period	This shows the budget period this income is expected in
Income	This shows the amount of income that is expected from this activity.
Description	This is a description of where this project income will come from (Example: Registration for Conference being held at the end of the project)
Period Income	This shows the total income expected in each project period.
Total Income	Total Income

 Budget Actions Tab → Print Forms

This section allows you to export your budget data in a number of different formats.  Each Award Budget template can be set to include the comments for the current budget version or not.

Budget Actions Tab → Budget Justification

Justification for each line item in the budget can be added in the Budget Justification Notes fields.  If you use the "consolidate expense justifications" button in this panel it will aggregate all of your justification text into the Justification Text field, which you can then use as a starting point to build out a fully formatted budget justification.

Budget Actions Tab → Data Validation Panel 

This section allows users to validate data entered on the budget prior to committing a new version of the document. 

Budget Actions Tab → Ad Hoc Recipients Panel 

This section allows users to specify persons or groups who will receive action requests regarding the document. This section allows users to interrupt the normal workflow routing of the document and include individuals or workgroups in the routing path. Ad Hoc Routing does not supersede the normal workflow routing of the document but is in addition to the normal routing. 

 Budget Actions Tab → Route Log Panel

This section allows users to view document workflow status, actions taken, and future action requests.