Module 5: Budget
• In this module you will learn:
– Cayuse424 Basic Budget Concepts – How to use Cayuse424 to create a:
• Detailed Budget • Subaward Budget
Cayuse424 Basic Budget Concepts
• Cayuse424 allows you to start building your budget at any point in the form set, including on the:
– Detailed Budget pages. – Subaward Budget page as a worksheet or a separate subaward proposal.
Cayuse424 Basic Budget Concepts
• Cayuse424 supports budget preparation as follows:
– Autofills Principal Investigator and Senior/Key Persons information from their Professional Profiles. – Functions like a spreadsheet and performs budget calculations once salary, effort and other requested fund amounts are specified. – Performs cost replication and escalation for all budget categories on multiple budget periods.
Key Variables
There are several key variables that come into play on the budget forms.
Salary and Fringe Rates
• Salary can be entered directly into the appropriate field(s) on the budget pages. • Effort must be entered for all personnel • Effort should be expressed in person months • Fringe Benefit rate can be entered directly into the appropriate field • Requested amount will auto calculate
Indirect Costs
• Indirect Costs are set up in the Institutional Profile
– Indirect Cost Type Defaults for Budget Page Items – Additional Indirect Cost Types along with their default settings
• When you create a proposal and name the institution all indirect cost type information associated with that institution is used as a basis for budget calculations.
Budget Periods
• Proposals can only be created if the budget period(s) are specified. • Up to five budget periods can be specified. • The number of Budget Periods can be changed once the proposal is created. • When working with multiple budget periods, it is important to ensure that the correct data (e.g., months of effort, IDC rates, travel expenses, etc.) is input for all relevant budget periods; otherwise the proper calculations will not occur.
SF424RR Budget
• In the remaining slides of this Budget Module, you will learn:
– Special features of Cayuse424 relative to completing the budget pages. – How to use those features to complete the budget pages of the SF424 form set. – Two methods for linking subaward budgets to your primary proposal.
SF424RR Budget: Section A
• In Section A, use Cayuse424 to:
– Manage information about Senior/Key Persons
• Enter Salary Information. • Input Effort • Enter Fringe Benefits • Auto-calculate amount requested
Manage Information About Senior/Key Personnel
• • • • Enter Base Salary and Salary by Appointment Type Enter Calendar Months or Academic and Summer Months according to appointment type Enter fringe benefit rate. Can enter as a % and Cayuse will convert to dollars. Cayuse424 will auto-calculate fringe benefits and requested salary.
Adding Other Personnel
• Add Other Personnel in Section B. • Manually enter:
Number, Role, Months, Requested Salary and Fringe Benefits.
• Blank lines may be used for roles not already described.
Sections C, D, E
• In Sections C, D & E of the detailed budget page, you may:
– Request New Equipment by listing the item(s) and dollar amount(s) for each piece of equipment exceeding $3000. – Enter requested travel expenses. – Section E should only to be used as required by the FOA.
Requesting New Equipment (continued sections C, D, and E)
• To request new equipment:
– Click to budget period in which you wish to add equipment. – Click New Equipment Row. – Enter name of equipment item. – Enter funds requested. – Select Indirect Cost Type using drop down menu. – Repeat for all equipment in appropriate budget period(s).
•
Cayuse424 will auto-calculate Total Equipment and auto-fill on the cumulative budget page.
Requesting Travel Expenses
• To enter requested travel expenses:
– – – – Click to budget period in which you wish to add travel expenses. Enter travel Funds Requested ($). Select Indirect Cost Type using drop down menu. Repeat for all requested travel expenses in appropriate budget period(s) or use the replicate/escalate feature
• Cayuse424 will auto-calculate Total Travel Expenses and auto-fill on the cumulative budget page.
Request Participant/Trainee Support Costs
• To request participant/trainee support costs if required by the FOA:
– – – – – Click to budget period in which you wish to request participant/trainee support costs. Enter Requested Funds ($) for each category. Enter number of participants/trainees. Select Indirect Cost Type using drop down menu. Repeat for all requested support costs in appropriate budget period(s) or use the replicate/escalate feature.
• Cayuse424 will auto-calculate Total Participant/Trainee Support Costs and auto-fill on the cumulative budget page.
Sections F-K
• In Sections K-F of the detailed budget page, you may:
– Specify Other Direct Costs. – Specify Indirect Costs. – Attach the Budget Justification.
Specify Other Direct Costs
• To specify Other Direct Costs:
– Select budget period. – Enter the Funds Requested for the direct cost category. – Select the Indirect Cost Type for those funds – Repeat for all cost categories, for all budget periods or use the replicate/escalate feature. – Cayuse424 will autocalculate the total and add to the cumulative budget page.
Specify Indirect Costs
• To specify Indirect Costs:
– Select the Indirect Cost Type, using the drop down menu. – Cayuse424 will automatically: • Enter the indirect cost rate (%). • Calculate the indirect cost base ($). • Update Funds Requested ($). – Autofill occurs for all budget periods. – Cognizant Federal Agency information defaults on all budget periods – Cayuse424 will automatically add figures to the cumulative budget page.
Attach the Budget Justification
• To attach the Budget Justification; click Add Attachment • Review Module 6 for detailed instructions on attachments
Replicating or Escalating Costs for Multiple Budget Periods • If you are requesting money for specific budget categories in the first budget period that will remain the same on multiple budget periods, you can replicate (or escalate) that information in subsequent budget periods rather than entering it manually. • Click the icon.
Replicating Costs: Multiple Budget Periods
• Enable the budget category you wish to replicate by clicking on the check box adjacent to the budget category. • Select the number of budget periods to which you wish to replicate numbers from the first budget period.
Replicating Costs: Multiple Budget Periods
• Click Replicate Starting Budget Period Without Escalation. • Cayuse424 will automatically copy first period numbers for that budget category into any budget periods you specified.
Escalating Costs: Multiple Budget Periods • Cayuse424 gives you the ability to automatically escalate budget figures from the first budget period into subsequent budget periods. • Click the icon.
Escalating Costs: Multiple Budget Periods
• • • Enable the budget category you wish to escalate by clicking on the check box adjacent to the budget category. Enter the percent of escalation for each budget category you have enabled. Select the number of budget periods to which you wish to escalate numbers from the first budget period.
Escalating Costs: Multiple Budget Periods
• Click Escalate Selected Categories. • Cayuse424 will automatically escalate first period numbers at that rate for the budget categories into the budget periods you specified.
Cumulative Budget
The Cumulative Budget page displays totals for all categories and costs/expenses, etc., indicated in the detailed budget pages. Cumulative budget totals are calculated by the system and cannot be overridden. If you find an error, correct it on the source page and the cumulative budget number will automatically be updated.
Subaward Budgets
• Cayuse424 allows you to create one or more subaward budgets by: – Linking to an existing subaward proposal • Once subaward budget figures are linked or created, they will automatically be displayed on the Cumulative Budget page.
Linking to an Existing Subaward Proposal
Step 1: To create a Subaward Proposal:
• Click New Proposal icon on the Proposal Tab.
•
Click Create Subaward in the Subaward Budget page.
OR
Linking to an Existing Subaward Proposal
Step 1: To create a Subaward Proposal (cont’d): • Type Proposal Name. • Select Organization. • Indicate # of Budget Periods. • Select Validation Type (e.g., NIH). • Click Create Proposal.
Linking to an Existing Subaward Proposal
Step 2: Complete the SF424 Budget Pages
• Cayuse424 creates the Subaward Proposal that includes only the detailed budget pages. • Fill in any missing information that identifies the institution. • Complete the Budget Pages:
– – – Specify budget period start and stop dates (they must match the dates in the primary proposal). Complete all required fields on the form set for all budget periods. Use Add/Edit, Autofill, Replication and Escalation icons where possible.
• Save the Subaward Proposal.
Linking to an Existing Subaward Proposal
Step 3: Link Subaward Proposal to Primary Proposal
• • • • • Open up your primary proposal. Go to Subaward Budget Page. Click Link Subaward. Select the appropriate Subaward. Click Link in Subaward.
Linking to an Existing Subaward Proposal
Note: Step 3 is not necessary if the Subaward Proposal was created in the Subaward Budget Page. In that case, the link will automatically occur; however, it is necessary to select the refresh icon to have the subaward costs linked to the prime proposal.
Linking to an Existing Subaward Proposal
Step 4: View/Verify • The subaward budget figures are now displayed in the primary proposal subaward budget page. • Note Subaward tab has been added. • Click anytime to view or edit the complete subaward budget.
Linking to an Existing Subaward Proposal
Step 4: View/Verify (cont’d) • Revise, if necessary: – Click Subaward tab to access the original subaward proposal. – Make necessary changes and save. – Click back to the primary proposal and respond to system prompt to replace old numbers with the new budget figures.
Linking to an Existing Subaward Proposal
Step 5: Include Subaward Proposal in the required form set: • Click the check box adjacent to the Subaward Budget on the navigation bar. This will ensure that the subaward budget will be included in the PDF you submit electronically to the grant agency.