COEUS Manual: Proposal Budget

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E.      PROPOSAL BUDGET

          E.1.     BUDGETING OVERVIEW

                        E.1.1. NAVIGATE TO BUDGET

E.1.2.  NAVIGATE FROM BUDGET TO PROPOSAL

            E.2.     HOW TO START A BUDGET

            E.3.     PERSONNEL

                                E.3.1.   ADDING ADDITIONAL PERSONNEL

                        E.3.2    ADDING TBA's 

E.3.3.   ADDING SUMMER SALARIES

                        E.3.4.   BUDGETING AY/SUMMER SALARIES

                        F.3.5.   BUDGETING FY SALARIES

            E.4.     PROPOSAL RATES

E.5.     EQUIPMENT

E.6.     TRAVEL

E.7.     PARTICIPANT/TRAINEE COSTS

E.8.     OTHER DIRECT COST

E.9.     GENERATING ALL PROJECT PERIODS

E.10.   BUDGET VERSIONS

E.11.   NEW BUDGET VERSION

E.12.   MAKE A COPY OF AN EXISTING BUDGET VERSION

E.13.   HOW TO PICK A FINAL BUDGET VERSION

E.14.   CREATING A MODULAR BUDGET

E.15.   CONSORTIUM FUNDS

E.16.   TUITION COSTS

 

E.1.     BUDGETING OVERVIEW

In this section you will learn how to create a modular and detailed budget.

COEUS contains centrally managed components of budget information that is made accessible through the COEUS system.  The benefit is that Users are not required to look up and manually add in these items each time they wish to complete a proposal budget. 

All Institutionally approved F&A rates

All Institutionally approved Fringe Benefit rates

 

E.1.1.   NAVIGATE TO BUDGET

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1.  Click the Budget link on the navigation pane.

2.  The Proposal Details will close and the screen will change to reflect the Budget module.

E.1.2.   NAVIGATE FROM BUDGET TO PROPOSAL

1.  Click on the Return to Proposal link.

2.  The Budget will close and the Details section of the proposal will re-open.

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E.2.     HOW TO START A BUDGET

 

The following information needs to be completed before starting to create a proposal budget in COEUS:

1.  Complete the minimum required fields on the General Info screen to save the record.

2.  (Optional) Complete the Investigator/Key Persons tab.  This will pre-populate the Personnel list in the budget.

3.  Open a new Proposal Budget.

4.  Complete the Budget Personnel screen to define who shall receive salary from the proposal.

5.  Complete period 1 budget Personnel Salary.

6.  Complete period 1 budgeted Equipment (if needed).

7.  Complete period 1 budgeted Travel expenses (if needed).

8.  Complete period 1 budgeted Participant/Trainee costs (if needed).

9.  Complete period 1 budget Other Direct Costs (if needed).

10.  Automatically generate the remaining project periods. DO THIS ONLY IF YOU ARE 100% CERTAIN YEAR 1 IS CORRECT!

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E.3.     PERSONNEL

All individuals entered in the Investigator and Key Persons tabs will be automatically carried forward to the Budget Persons screen. 

NOTE:            There are two ways to get individuals into the Budget Persons screen.  The first is through the Investigator and Key Persons tabs.  The second is to manually enter them into the Budget Persons screen. 

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1.  The proposal Budget must first be open.

2.  Click the Personnel link found in the Budget Set Up section on the navigation pane.

3.  The Budget Personnel screen will open, initially displaying all individuals listed on the Investigators/Key Persons screen.

 

E.3.1.   ADDING ADDITIONAL PERSONNEL

The first step to budget personnel is to make sure that you have all the individuals who will receive salary from the proposal listed on the Budget Set Up – Personnel screen. COEUS uses the Budget Personnel screen to determine how to calculate a budgeted person’s monthly salary rate.  COEUS does this by taking their annual salary (Base Salary) and dividing it by the number of months found in the Appointment Type.  Appointment Types are a critical component in determining the correct salary calculations for each person.  Use 9M DURATION for all AY paid employees, summer and 12M DURATION for all FY employees. The effective date must be updated for ALL persons (including TBAs).

 

Sometimes you may want to budget salary for individuals that are named but not Investigators or Key persons.  To add these personnel:

1.         Click Add Employee.

2.         Complete the standard Person search and select the desired person from the results list.

3.         The new individual should now be listed in the Budget Personnel screen.

 

E.3.2.   ADDING TBA's 

To accommodate situations where employees will not be named, COEUS has a functionality where you can use a pre-made TBA person record to account for the salary you would like to budget.

1.         Click Add TBA.

2.         Scroll through the list of available TBA records and select one from the desired employee type.

3.         The TBA record should now appear in the Budget Persons Screen.

E.3.3.   ADDING SUMMER SALARIES

Before starting an AY Salary line, plan out how it will need to be budgeted.  Depending on how the project period dates fall, it may be necessary to create two separate AY lines if there are two portions of AY pay separated by summer months.

EXAMPLE:  For a project period that starts on January 1st and ends on December 31st you must have a line for the spring semester salary (Jan. 1-May 15), a second line for any summer salary (May16-Aug.14), and a third line to account for fall salary (Aug. 15-Dec. 31).

For each type of salary in a given project period, a separate line must be entered.

1.         Click on the Personnel Budget link in the Budget Periods section on the navigation pane.

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2.         Click Add Person.

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3.         Select the individual to have salary budgeted by checking the box next to their name.

4.         Click Save.  The individual will have a new salary line created in the Personnel Budget window.

5.         Repeat each step for all additional salary lines for that individual for Period 1.

 

E.3.4.   BUDGETING AY/SUMMER SALARIES

A.                 ADDING AY/SUMMER SALARY LINES

Each entered salary line for all individuals must have various criteria defined in order to accurately account for budgeted salary.  Each line depicts a portion of salary for that person for each project period.

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1.         Define Salary Type:  Choose from the drop-down list the appropriate position category.  This is used to designate the type of default fringe benefits and inflation for this line.

2.         Define Period:  Select “Academic” from the option list.

3.         %Charged:  Enter the percentage of salary for this line to be charged to project.

4.         %Effort:  Enter the percentage of time that will be spent on project.

5.         Start Date:  Define the start date of the salary budgeted for this line.

6.         End Date:  Define the end date of the salary budgeted for this line.

7.         Click Save.

8.         Repeat for all remaining Academic Salary lines.

B.                 COMPLETE AY/SUMMER SALARY LINES

 

Summer salary lines are completed in the same fashion as AY lines.

1.         Define Salary Type:  Choose from the drop-down list the appropriate position category.  This is used to designate the type of default fringe benefits and inflation for this line.

2.         Define Period:  Select “Summer” from the option list.

3.         %Charged:  Enter the percentage of salary for this line to be charged to project.

4.         %Effort:  Enter the percentage of time that will be spent on project.

5.         Start Date:  Define the start date of the salary budgeted for this line.

6.         End Date:  Define the end date of the salary budgeted for this line.

7.         Click Save.

8.         Repeat for all remaining Summer Salary lines.

9.         Completed AY and Summer salary combined should look like this: