Award Budget

The Award Budget document allows you to manage the budget over time as budget categories, internal institutional account distributions, or the total amount of funding change. It is an optional document that does not have to be created for all Award documents. Award Budget can utilize the Proposal Development budget of a linked Funding Proposal: the budget information may be copied to form a basis for a new Award Budget document. If there is no KC proposal budget, the Budget Administrator can create budgets using functionality that is practically identical to the KC Proposal Development Budget. The funding level entered in the Award Time and Money document populated the Award Budget, including: Total Cost Limit, F&A Rate, F&A Type, Cost Sharing, and Distribution & Income. In order to create an Award Budget document, you must first specify the following in a Time & Money document: Obligation Start/End Dates and Anticipated Amount. In order to load a proposal budget, the award must have a Funding Source that was created from a KC Proposal Development document with a detailed budget.

Access

The Award Budget document is accessed by either creating a new or clicking the open button in the Budget Versions section of the Award document.

Permissions

Available roles available are:

• Award Budget Aggregator: permission to create and maintain award budget at department level

• Award Budget Viewer: permission to view award budget at departmental level

• Award Budget Modifier: permission to modify or view award budget at departmental level

• Award Budget Approver: permission to edit and approve award budget

• Award Budget Maintainer: permission to modify and submit award budget at departmental level

• Award Budget Administrator: permission to manage any award budget at OSP level

Initial Display

The Budget Versions page is present in the Award document, where the Budget Overview and Budget Limits panels are read-only. The Budget Versions panel will display any existing versions and allows the user to create new or copy existing versions. It shares the same Document Number as the corresponding Award document. Once the Award Budget Version is created and opened, the Award Budget document defaults to the Parameters page of that document. The Budget Versions page in the Award Budget document allows the user to create new or copy existing budget versions; the Budget Overview and Budget Limits panels are located and editable on the Parameters page in the Award Budget Document.

Figure 1432 Award Budget Document > Budget Versions page > Budget Versions Panel only - example.

Figure 1433 Award Document > Budget Versions Page > Only Budget Versions panel is active to create new, copy, and open the version in the Award Budget document.

Header

The Award Budget document displays the unique Budget Name and Version # fields in the document header area at the top, right of any page.

Figure 1434 Award Budget Document - Document Header Example

Table 579 Award Budget Document – Document Header Field Descriptions

Field	Description
PI	The Principal Investigator populated from the Award document
Lead Unit	The unit responsible for managing the project populated from the Award document
Sponsor Name	The sponsor populated from the Award document
Document ID: Status:	Doc ID is a number that identifies this budget. Status is the state this document is currently in as it relates to the completion of the document (not its routing or submission).
Award ID: Account:	The system generated ID for the related Award document. The account ID entered in the related Award document.
Last Update:	The date and user name of the person who last edited this award budget document.
Created	The time and date this document was created by any user.

Navigation Buttons

Upon navigating to the Budget Versions tab in the Award document, the [time & money] button appears in the upper right quadrant of the page. This button will navigate to the Time and Money document because the user is still in the Award document.

Once the Award Budget document is opened, regardless of the currently-displayed page, you are able to return to the associated Award document by clicking the[return to award] button, which appears in the upper right quadrant of any page, and is highlighted in blue.

Figure 1435 Award Budget Document - Return To Award Button

Action Buttons

Dynamic Action Button Concept: The available action buttons at the bottom of the screen differ depending upon which page is currently displayed.

Figure 1436 Award Budget Document - Action Buttons that appear on the Parameter page.

Pages

Once the Award Budget document is opened, it has the following eight (8) pages:

Figure 1437 Award Budget Document – Pages Layout

Table 580 Award Budget Document – Page Descriptions and Subtopic Links

Page (linked to subtopic)	Brief Description
Budget Versions	View information about the different potential budgets that are works in progress in addition to the one currently accessed. One of these candidates will eventually be selected to be the final version associated with a Proposal document.
Parameters	View basic information about the Budget document including its status, relevant dates, costs, rates and period totals. This is the page that is displayed by default when the Budget document is first accessed via a Proposal Development document.
Rates	Select and add types of rates related to a Budget document, specify or adjust their values as necessary, calculate totals and then synchronize them throughout.
Summary	View expenses, calculated expenses and total expenses entered in the Budget document.
Personnel	Search for and select employees that are to participate in the activities associated with the proposed research work so that their salaries can be figured in with the costs associated with the project being proposed.
Non-Personnel	Search for and select non-employees that are to participate in the activities associated with the proposed research work so that their salaries can be figured in with the costs associated with the project being proposed.
Distribution & Income	View cost sharing and unrecovered F&A distribution lists, add income amount lines by period, calculate summary totals and synchronize.
Budget Actions	Select and print forms that sort and summarize information entered into the Budget document; and enter text that justifies the necessity of the document.

Quick Guide to Creating and Submitting a Budget Version

Ø Navigate to the Budget Versions tab of an Award in Final status.

Ø Expand the Budget Versions panel

• Enter a Name in the add row field

• Click the [new] button to create a budget version.

Ø In the newly added Award Version section below the Add row, click the [open] button.

Ø The Award Budget document will open to the Parameters page.

• For a Summary Budget: enter values in the Total Sponsor Cost, Direct Cost, F&A cost, as well as the Underrecovered F&A, and Cost Sharing if appropriate.

• For a Detailed budget, do one of the following:

i. Click the search icon in the Action column to locate the Funding Proposal Budget and copy the corresponding budget period into the Award Budget.

ii. Navigate to the Personnel and Non-Personnel pages in the Award Budget to manually build the budget.

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