Creating the Detailed Budget in Coeus: Rates/Boundaries Budget Persons The Running Man

Transcription

1 Creating the Detailed Budget in Coeus: Select Edit>Budget Select New If any investigator has multiple appointments, a window will pop up. Select the primary appointment for this proposal. OH Rate Type Select the appropriate type. If on-campus, select MTDC Adjacent or MTDC remote. On/Off Campus Select on or off campus UR Rate Type Select same as OH Rate Type Submit Cost Sharing If Cost Share on line items should be submitted to sponsor, leave checked. If Cost Share not submitted to sponsor, uncheck. This controls the budget as a whole if unchecked, even checked line items will not be sent. If checked, Coeus will defer to line items if cost share should be sent Start/End dates Pull from proposal tab, change there, if needed. Rates/Boundaries Select Edit>Rates Sync This syncs the rates to the current institutional rates MTDC rates Adjust if necessary TDC rate Adjust if TDC proposal that is not Change rate for on/off for all FYs of proposal Employee Benefits There are 4 options for rates depending on needs of proposal and budget line items being used: adjust as needed and change on/off for all FYs of proposal Inflation rates There is 1 rate/proposal. Change rate as needed you can choose to apply/not apply it to each line item. Adjust Period Boundaries Default is 1 year period, to adjust as needed: Budget Periods>Adjust to change start and end date; add delete periods as needed. Budget Persons The Running Man Edit>Persons This is a menu of all of the people that may be on the budget Senior/Key people and TBA GAs and Post-Docs Add UM named person Click Find Person, search by name. JobCode leaving the default is fine. Appt Type: REG Employee = 12 mos SUM Employee = 3 mos TMP Employee = 1 mos Effective Date = Start Date of Proposal Enter base salary Enter anniversary date- this is the date that the salary will first inflate; typically this is the start of budget period 2. If left blank, Coeus will apply inflation on July 1, the start of the fiscal year.

2 Add non-um named person Add not-yet-named person ENTERING LINE ITEMS Adding Personnel line items Delete personnel line item Add Cost element Description Line Item Detail Click Find Rolodex, search by name. Appt Type: REG Employee = 12 mos SUM Employee = 3 mos TMP Employee = 1 mos Effective Date = Start Date of Proposal Enter base salary Enter anniversary date (default is 7/1/xx so Coeus will calculate inflation at rate after that date; to calculate inflation at new budget period enter start date as anniversary date) Click Add TBA and select best option. If need multiple of same type (at the same salary) change the Job Code of one to JOBCD2, JOBCD3, etc. so you can differentiate Appt Type: REG Employee = 12 mos SUM Employee = 3 mos TMP Employee = 1 mos Effective Date = Start Date of Proposal Enter base salary Enter anniversary date (default is 7/1/xx so Coeus will calculate inflation at rate after that date; to calculate inflation at new budget period enter start date as anniversary date) Select the Budget Period, click on the Add line item icon or Ctrl-A from active line. Double click in CE column to bring up line item choices Start to enter code or description will just to that place in the line Highlight and click OK to select To enter cost element if code is known, enter code (case sensitive) on budget line Enter description for your own use With line highlighted, click on the Strong Man; Select person to add to line item (named individuals end up in section A senior key person) Determine cycle (calendar, academic, summer) and percent effort. Salary is calculated the in the following manner: Percent effort Charged * number of days shown in the person line next to effort * (base salary/appointment type from the running man) Can add more than 1 person if the role, IDC, cost share, and fringe rates are the same Delete person from CE, then delete the CE Select Budget Period Click on Add line item icon on Ctrl A from active line item Double click in CE column to bring up line item choices Start to enter code or description will just to that place in the line Highlight and click OK to select To enter cost element if code is known, enter code (case sensitive) on budget line This is free form text and does not go to Grants.gov Double click line item to open detail window

3 Possible to modify the following for each line o Category for ggov form o On/off campus rate o Description o Apply inflation o Submit cost share o Cost/cost share amount Justification for each item is optional, Coeus will collect all so you can use in your justification attachment View Select View>Customize view >Grouped by category to see more details. Changing Category for Line When necessary, the Ggov budget category can be changed for a cost Items element. If a personnel line item, this MUST be done before individuals are added to the line item. Double-click on the line item to open it. In the drop-down category, select the revised category where this element should appear on the budget. Note about personnel line item If a person named as an Investigator or Key Person is added to the categories budget, their salary will appear in Ggov form section A, regardless of category selected. If a person is only named in the budget, their salary will show in the budget category selected in the cost element details. TBA personnel will only show up correctly on the Ggov budget if their category is left as a B category. OTHER BUDGET Actions refer to following page for differing types of budgets/scenarios Generate all periods Budget Periods>Generate all periods adds cost elements to all other periods Calculate Calculate and Save often Add line item to all periods If add line item after all periods are generated, select line item; then Items>apply to later periods Budget Justification If you have entered justification items at each line Edit>Justification will allow you to consolidate each of them and copy into txt/doc file. Budget justification is a type of Narrative attachment and needs to be added in the Narrative module NIH Modular Budget justifications are also in the Narrative attachments Project/Program Income Edit>Program income; add income and description for each period Budget Summary File>Budget Summary: By period= detail for each period, with categories Distribute Cost Share Edit>Cost Sharing Distribution. Cost share from line items will be totaled for each budget period. In the Source code column, enter in the last 6 digits of the department responsible for the cost share. If external, enter extern. Lines may be added or consolidated. Distribute Underrecovery If underrecovery has been generated on the proposal because the IDC rate is less than a negotiated rate, this needs to be distributed so the Institute Proposal costs are correctly generated. Open Edit>Underrecovery distribution. Consolidate all lines to 1 line with total amount of underrecovery. In the Source Account, enter TBD.

4 Create Subaward Budget: Let Coeus Do The Work Grants.gov 424 R&R Subaward Attachment Form: Edit > Subawards Generate all of the budget Before uploading your Subaward Budget Form in Coeus (which will periods automatically add the cost elements) you will need to generate all budget periods. Go to Budget Periods > Generate All Budget Periods Is the 424 R&R subaward Refer to the solicitation instructions budget attachment required by the FOA? Has the subaward budget Refer to Action>Grants.gov>Forms attachment form been selected to be included in the submission? Find the solicitation on Locate and download the appropriate ggov application package. Grants.gov Extract the budget from ggov Complete Sub award budget; attach budget justification application In Coeus budget: Attach pdf of sub budget only Edit>Subaward Click Add then click Upload Search for file, add name of organization. Each attachment name must be unique Click Translate Translate to XML must get green check Subaward Cost Element Codes F&A will be applied to the first $25,000 will automatically appear at the bottom of each budget period Changes? Go back to original ggov subaward, change and re-upload and retranslate If Subaward Form is not available to extract and upload, Add Subaward Cost Element Codes in Manually Add line items to each budget period Two sets of subaward cost element codes: F37342: Apply F&A F37322: Do not appy F&A For all subawards greater than $25,000, F&A will need to be applied to the first 25k (of the entire project). Use cost element code F37342, for the amount of $25,000 on one line in budget period 1 only. The next line will be the remaining amount of the award (Subaward Total Amount - $25000 = remaining amount) with cost element code F37322 (do not apply F&A). Use this cost element code for the remaining budget periods.

5 NIH Subaward Is Not Active in All Budget Periods of Prime Budget Does the primary budget span The R&R Budget forms do not allow for "empty" budget periods on longer than the subaward the R&R Forms Version C. They include several required fields which budget? must be completed (even for inactive periods) in order to successfully submit. Provide the following information for inactive budget periods: Organization DUNS Budget Type = Subaward/Consortium Budget Period Start/End Dates (align with budget periods and dates of the prime budget) In section A: Senior/Key Person, provide a single entry including the following: PD/PI or subaward lead First and Last names Project Role (may default to PD/PI; can be adjusted as needed) Calendar Months =.01 (smallest amount effort allowed in the field) Requested Salary = $0 Fringe Benefits = $0 Explanation of the inactive budget periods in the budget justification NIH sponsor NIH Modular Budget used, detailed budget created in Coeus Has the modular budget been Refer to Action>Grants.gov>Forms selected to be included in the submission? Add line items to each budget For EACH organization add a line items for the portion of the period subcontract: FX7012: Direct costs don t apply UM F&A FX7022: Direct costs apply UM F&A FX7032: Indirect costs don t apply UM F&A FX7042: Indirect costs apply UM F&A Check Budget Summary: Modular Budget Edit>Modular budget Check the modular budget numbers Click OK. Mark budget as final and complete Refer to worksheet for more details Sync; answer yes to the are you sure Make adjustments to the number of modules, consortium F&A, and IDC base/funds requested as needed SAVE

6 NIH budgets using the Modular Budget; do not have line items completed Has the modular budget been Refer to Action>Grants.gov>Forms selected to be included in the submission? Create new budget Check Budget Summary: Modular Budget Complete the Summary Enter Direct/Indirect/Cost Share totals for each budget period on Budget the Summary budget Edit>Modular budget Enter the modular budget Make adjustments to the number of modules, consortium F&A, and numbers IDC base/funds requested as needed Click OK. SAVE Mark budget as final and complete

7 Detailed Budget Random Situations On occasion, aggregators will encounter various situations where they will need to manually adjust their detailed budget. Detailed budgets are only required on System-to-system (S2S) proposals. Common instances would be: I. Manual inflation of salaries - Multiple people on your budget have salaries which have different inflation rates II. PI has varied amount of effort throughout the same year; summer effort vs year-long effort III. Pay Scale of GA changes in the same funding period IV. Adjusting time on project to get exact dollar value V. New Rule for Submitting Subaward Budgets to NIH Section I: Manual Inflation of Salaries: When you need to use this method: Your budget has multiple persons whose salaries do not increase at a consistent rate, for example: 1. A GA goes from a step 1 to step 2; 2. One investigator s salary inflates at 3% each year while another investigator s salary inflates at 5% each year; 3. Your budget has multiple persons whose salaries do not increase on the same date Step 1: After setting up the new budget in Coeus (selecting OH Rate Type, UR Rate Type, setting rate percentages via Edit > Rates, etc.), open the Budget Persons module (Edit>Persons or ) Normally, in the Budget Persons module, each person is only listed once (ex: 3 people on the project, 3 line items entered in Budget Persons). In this particular case, for each person who does not follow the designated inflation rate for your budget, (see Edit>Rates or to see the set budget s overall inflation rate), you will need to create multiple line items for that person, for each year of the budget in the Proposal Personnel module. For example, for a 2 year project, the budget s set inflation rate is 3%, but your lead PI has an inflation rate of 4%. In the Budget Persons module, you will need to create two line items for the PI one line item for year 1, and one line item for year 2. Step by Step: the PI s salary (Paul Kurt Flick) needs to inflate by 2% each project period. The Co-I s salary (Mosi Skerritt) needs to inflate by 6%. The TBA Grad s salary needs to inflate by 4% (the budget s overall inflation rate).

8 In the rates table, the inflation rate is 4%. Project Period is 9/1/14-8/31/17 (three year project) Open the Budget Persons module. You will Add a total of 7 line items (3 line items for Paul Kurt Flick, 3 line items for Mosi Skerritt, and 1 line item for the TBA Grad Assistant). o o o But why? o The Job Codes are edited to reflect the budget periods for reference. Make sure the Appointment Type is set to the correct duration Effective Dates are the start dates of the budget periods Paul Kurt Flick and Mosi Skerritt have a different inflation rate than the overall budget inflation rate (which is set at 4%), so they each will need 3 line items for each year of the budget. 3 line items for Paul Kurt Flick (year 1: 2014-, year 2: -2016, year 3: ) 3 line items for Mosi Skerritt (year 1: 2014-, year 2: -2016, year 3: ) 1 line item for the TBA Grad Assistant - this line item will be used for all 3 years of the project because the TBA Grad Assistant s inflation rate is 4%, which is the same as the overall budget inflation rate. Click ok 3 line items for Paul Kurt Flick 3 line items for Mosi Skerritt 1 line item for GA *Note: You can enter a base salary for the PI if you want it to appear on the grants.gov detailed budget Step 2:

9 Go to the Period 1 tab to add the cost element for each person for year 1. For each person added on year one, you will need to add the Personnel Line Items (Strongman Icon ). Year 1: Add in the appropriate cost element line as normal for the person (for this example I chose A10122S). Open the Personnel Budget Details (strong man icon), click the Add button, and select the person with the job code yr1.

10 Make sure the Period is set to the correct option (Summer, Calendar, Academic), enter the % Charged and % Effort. PI Salary $ PI 1 yr1 09/01/201 08/30/ Calendar 50% 50% $ Costs calculated based on rate table Click OK

11 Step 3: Complete the year 1 budget and generate all of the budget periods. Once the budget periods have been generated, you will need to edit each of the personnel line elements individually for subsequent periods. For example: We need to edit period 2 and period 3 to reflect the different inflation rates for both Paul Kurt Flick and Mosi Skerritt. Highlight the personnel line item and click on the personnel budget line item (strong man). Delete the investigator with the yr1 job code.

12 After deleting the line item, click the Add button. Select the year 2 job code for the person you are trying to add for Budget Period 2 in the Select Budget Persons Table. Adjust the rest of the data as needed. Click calculate. Repeat Step 3 for other personnel and other years as needed.

13 Section II: Differing Level of Effort Academic VS. Summer When there are different levels of effort (academic vs. summer), you will need to separate one regular 12 month period into two: Academic period and Summer Period. To do this, you must first adjust the rates Step 1: After creating a new budget and completing the Summary tab, open the rates table and set the inflation rates for all Fiscal Years to 0%. Click OK Step 2: Next you will edit the Budget Persons table. You will enter in a line item for every person, for every year. The Job Codes are edited to reflect the budget periods for reference. Make sure the Appointment Type is set to the correct duration

14 Effective Dates are the start dates of the budget periods In this circumstance, there is no inflation on this proposal (0%), therefore you do not need to enter dates in the Anniversary Date column. Note: As a measure of best practice, it is recommended that you enter the anniversary dates for each person for each year. Entering anniversary dates for this circumstance will not affect your budget. If you want the base salary to show on the Grants.gov form, enter it into the Base_Salary_p1. Note: the Base Salary p1, p2, p3 fields are not required but will not affect your budget. Step 3: Period 1 tab You will need 2 line items for both Paul Kurt Flick and Mosi Skerritt; one for academic period (at 30% primary fringe) and one for summer (at 8% summer fringe). In this example, tenured positions are used for the cost elements, Step 4: Once you have added the cost element line items, you will add in your first person via the Strong Man. For this example, we will first add in Paul Kurt Flick s academic line:

15 Notes: Add in the Paul Kurt Flick line that has the Job Code: yr1 Change the Start Date and End Date. o Paul Kurt Flick operates on a 12 month (Reg Employee) basis. When you add Paul in the Personnel Budget Details (strong man), You will need to decrease the time frame by 3 months: For this example, the Start Date is 9/1/2014 and the End Date is 8/31/ (12 months). We will reduce the End Date to 5/31/ to reflect a 9 month period instead of a 12 month period. Remember: Calendar = 12 mo Academic = 9 mo Summer = 3 mo Change the Period from Summer to Academic % Charged and % Effort: o % Charged and % Effort is calculated based on the number of months that Paul Kurt Flick will work in accordance to the Start and End dates that you set. For this example, we set our Start and End dates to a 9 month duration (9/1/14 through 5/31/15). Paul Kurt Flick will work 3 months during this 9 month period. 3 (months worked) / 9 (period duration) = Turn into a percentage: 33.33% % charged= and % effort = Note: Coeus goes 2 decimal places, you may need to adjust the percentage by or to get the salary for that period correct. Adjust the start and end dates to reflect a 9 month period % charged and % effort calculated based on the # of months Person is working / the # of months in the start and end dates. Once you enter the % charged and % effort, Coeus will automatically calculate the salary for that period.

16 Step 5: Next we will add Paul Kurt Flick s Summer Line (3 month duration): Notes: On the Period 1 tab, highlight the Summer line item For Paul Kurt Flick and click on the strong man Add Paul Kurt Flick s year 1 line item (same line item used in previous step). Change the Start and End date to a 3 month period Note: Your start date will pick up where you left off from the academic line item. Summer period cannot overlap with Academic period o In this example, the Academic period ended on 5/31/15, so our start date for the Summer period will be 6/1/15 and our end date will be 8/31/15 3 months total, ending Period 1. Verify the Period field is set to Summer Enter the % Charged and % Effort o Remember, % Charged and % Effort is calculated based on the number of months the person is working during the span of time that you set. For this example, we will say that Paul Kurt Flick is working 2 summer months out of the 3 month period (6/1/15-8/31/15). 2 (months worked) / 3 (summer period) = = 66.67% Paul Kurt Flick is working 66.67% (or 66.66% if this gets your salary number closer) of the summer period. Perform Steps 4 and 5 for to add Mosi Skerritt for year 1 For this example o Mosi will work 5 months out of the academic period: 5/9 = which is 55.56% (55.55% if you choose to not round) o Mosi will work 1 month out of the summer period: 1/3 = which is 33.33% Academic time: 9/1/14-5/31/15; academic; Summer time: 6/1/15-8/31/15; summer; These cost elements, time periods, and budget personnel should carry over properly once you have generated all of your budget periods.

17 Section III: Level of GA changes in funding period: For each instance when a person is changing salaries within the same budget period, you will add multiple budget personnel entries to coincide with the salary for that time frame. For example: On a 4 year project there will be a GA on the first year of your budget which is half level 2 and half level 3. You will add two GA budget person entries one entry to account for the time the GA will have the level 2 salary and one entry to account for the time that the GA will have the level 3 salary. Step 1: Open the Budget Persons Module and enter 2 line items to account for both portions of the person s salary in the same budget period. (In the above example you will enter a TBA-Graduate Assistant Line Item) Step 2: In the Job Code field, enter a description* that will distinguish this entry with the other entry. *NOTE: There is a 6 character limit in the Job Code field

18 Step 3: Next you will adjust the Eff Date column to reflect the start date of when the person will get paid each of the different salaries In this example, from January 1, 30, the GA will be paid the level 2 salary. From July 1, December 31, the GA will be paid the level 3 salary. Step 4: Enter the salary with its corresponding line entry in the Calc Base column.

19 Step 5: If inflation will occur in the following budget periods, enter the appropriate anniversary date (the date you want inflation to apply) If you do not want inflation to apply, this adjustment will be made later in the Budget Line Item Details Step 6: Save your Budget Persons entries. On the appropriate budget period tab, add a new line item selecting the appropriate Cost Element Code and entering a description (For this example we will select cost element B10202P and will enter a description of Grad Asst Salary Level 2 )

20 Step 7: Open the Personnel Budget for Line Item window and once the window opens click the Add button. The Select Budget Persons window will appear. Step 8: Select the appropriate person from the list (this is where the Job Code field from the Budget Personnel comes in handy). Click Ok Step 9: Adjust the Start Date and End Date accordingly

21 Step 10: Adjust the Period accordingly Step 11: Enter the appropriate % Charged and % Effort. Then click the Calculate button. Step 12: Repeat Steps 6 through 10 to account for the person s new salary for the remainder of the budget period. NOTES: For Step 6: Enter a description that differs from the previous entry (for our example you can enter Grad Asst Salary Pt 2) For Step 8: Select the Budget Person entry you did not use (for our example you would select the entry with the Job Code of GAprt2)

22 Section IV: Adjusting Time on Project to Get Exact Dollar Value Scenario 1: Coeus is limited to 2 decimal places which can cause a rounding issue when trying to reach an exact salary and fringe benefit amount. Typically the fringe rate or effort percentages are adjusted to reach the desired dollar amount. In some cases, changing these areas does not allow the user to reach the exact salary and/or fringe benefits. If the user is unable to meet a specific dollar amount, they can adjust the base salaries and time on the project instead as a workaround. Coeus calculates salaries based in the following formula: Salary=daily salary from base salary * amount of time on project * % effort Base salary = amount/number of months of appointment type To reach a specific salary, the user will need to adjust the base salary and appointment type in the Budget Persons Module to TMP Employee which is the monthly salary. Step1 Example: On the budget form, a PI s salary needs to show exactly $14,857 for working 2.5 months on a one year project. Calculate the monthly salary: $14,857/2.5months = $ per month $ = Monthly Salary Open the Budget Persons Module Change the Appointment Type to TMP Employee (monthly salary) Step 2 Enter the monthly salary ( ) in the Calc Base column. Click OK when finished

23 Step 3 In the appropriate budget period, add a new cost element line item. Once the new cost element line item is inserted click on the Personnel for Budget Line Item Module person from the list.. and select the appropriate Step 4 Change the start date and end date to reflect the duration that the person will work For this example: Change the Start Date and End Date to total 2.5 months (it does not matter which months are selected since this does not show on the budget form). Step 5 Change the Period to Calendar. Step 6 Change both the % Charged and % Effort to Click the Calculate button. Step 7 The salary calculates to the exact amount that is needed to display on the budget form:

24 Scenario 2: If the person is working less than one month on a project the monthly salary will be entered in the Budget Persons Module. Step 1 For example: A person is working 1 week on a project and the salary for that duration of time is $ To calculate the monthly salary take the total salary for one week and multiply by 4 (4 weeks in 1 month): $ *4= $ $ will be entered as the base salary in the Budget Persons module The Appointment Type will be TMP Employee (monthly salary) Step 2 Insert a Cost Element line item on the proper budget period. Open the Budget Line Item module and select the appropriate person from the list of names. Once the name appears, the Start Date and End Date will need to be adjusted to reflect a total time of one month Since the month(s) selected do not appear on the budget form, in this example we have chosen to use 9/1/15-9/30/15 as the Start Date and End Date. Change the Period to Calendar.

25 Step 3 The % Charged and %Effort will reflect the percentage of time that the person will work within one month s time span. For this example, the person is working 1 week on the project. There are 4 weeks in 1 month so 1 week \ 4 weeks = % will be entered in the % Charged and %Effort Columns The salary for the PI properly calculates to $1, and will appear as.25 calendar months on the RR budget form:

26 V. New Rule for Submitting Subaward Budgets to NIH NIH now requires that all subaward periods be entered, even inactive periods, in order to successfully submit. Since the R&R Budget forms do not allow for empty budget periods, several required fields must be completed for inactive periods. For each inactive periods you will need to enter: DUNS Budget Type = Subaward/Consortium Budget Period Start/End Dates (match with budget periods and dates of the prime budget) In section A: Senior/Key Person, provide a single entry including the following: o PD/PI or subaward lead First and Last names o Project Role (may default to PD/PI; can be adjusted as needed) o Calendar Months =.01 (smallest amount effort allowed in the field) o Requested Salary = $0 o Fringe Benefits = $0 o Explanation of the inactive budget periods in the budget justification attachment More information may be found here if required: