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Module 5: Budget

Module 5: Budget. Objectives. Welcome to the Cayuse424 Budget module. In this module you will learn: Cayuse424 Basic Budget Concepts How to use Cayuse424 to create a: Detailed Budget Modular Budget Subaward Budget. Cayuse424 Basic Budget Concepts.

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Module 5: Budget

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  1. Module 5: Budget

  2. Objectives • Welcome to the Cayuse424 Budget module. • In this module you will learn: • Cayuse424 Basic Budget Concepts • How to use Cayuse424 to create a: • Detailed Budget • Modular Budget • Subaward Budget

  3. 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. • Modular Budget page. • Subaward Budget page as a worksheet or a separate subaward proposal.

  4. Start Building Your Budget Anywhere Start here? Detailed Budget Start here? Modular Budget Subaward Budget Start here?

  5. 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. • Allows users to override auto-filled salary amounts as desired. • Performs cost replication and escalation for all budget categories on multiple budget periods.

  6. Key Variables • There are several key variables that come into play on the budget forms. • Each variable is discussed on the next several slides.

  7. Salary • The budget function sources salary information for PIs and Senior/Key Persons from their respective Professional Profiles. • Salary is based on appointment type (e.g., calendar, academic). • Cayuse424 cannot auto-calculate salary fields on the budget pages unless appointment type and salary are specified in the Professional Profile. • Salary for Principal Investigators is autofilled on the budget pages when the proposal is created. • Salary for Senior/Key Persons can be autofilled once they are added to the proposal. • In the event salary data can not be sourced from the Professional Profile or it is autofilled with incorrect information it can be entered directly into the appropriate field(s) on the budget pages.

  8. Fringe Rates • Institutional Base Fringe Rate and other fringe rates are set in the Institutional Profile. • Default rates for individuals are set once they are affiliated with an institution. • Fringe rates specific to an individual can be added in their Professional Profile. • Pertinent fringe rates are applied automatically to all salary calculations. • Autofilled fringe rates can be overridden if required.

  9. 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. • If you name a Key Person who represents a sub-institution, the indirect cost types for that institution will be used in calculations for that person.

  10. Budget Periods • 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.

  11. Cayuse424: Integrating Data and Function • Each key component within Cayuse424 works together to make budget preparation fast and convenient.

  12. Summary Cayuse424 Autofills Budget Pages with: • Institutional Profile data • Professional Profile data User: • Edits imported information (if necessary)‏ • Overrides salary (if necessary)‏ • Adds key and other personnel • Inputs effort/all budget periods • Enters all relevant budget info Cayuse424 Calculates: • Requested Salary • Fringe Benefits • Funds Requested Institutional Profiles (IP) store: • Fringe Rates & Benefits • Indirect Costs Categories • Indirect Cost Types Defaults • Escalation Types Professional Profiles (PP) store: • Appointment Type • Salary • Fringe Rates that apply to PP

  13. Detailed Budget

  14. SF424RR Budget • The complete SF424 budget forms set is displayed on all proposals whose opportunities require detailed budgets. • Use Cayuse424 to: • Edit budget periods. • Edit PI information. • Add Senior/Key Persons. • Add Additional Personnel. • Add Equipment. • Calculate salary and fringe benefits. • Override salary, IDC and fringe rates that were auto-filled but require adjustment. • Replicate budget information into multiple budget periods. • Escalate budget information over multiple budget periods. • Attach budget justification information.

  15. 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.

  16. SF424RR Budget: Section A • In Section A, use Cayuse424 to: • Manage Budget Period(s)‏ • Manage information about Senior/Key Persons • Edit Principal Investigator Salary Information. • Input Principal Investigator Effort. • Add/Edit Key Persons. • Autofill information for Key Persons. • Override Autofill budget information if required for PI or Senior/Key Persons

  17. Manage Budget Periods • Set Start Date and End Date for budget period(s) by clicking on the calendar. • Note: Cayuse424 allows you to set and edit the period start and stop dates in several places, including here and on SF424 RR Page 1.

  18. Manage Budget Periods • Number of periods is pre-defined when you create the proposal. Edit now, if required. • Select Period Length using drop-down menu.

  19. Manage Budget Periods • Click calendar and select desired Start Date.

  20. Manage Budget Periods • Cayuse424 autofills start and end dates for all budget periods, based on selections. • Click Set Dates to autofill dates onto your proposal.

  21. Manage Budget Periods • Once Budget Periods are defined, salary information is autofilled for the PI for all Budget Periods. • Use the Budget Period drop down menu to navigate to different budget periods and view or input information for that period.

  22. Manage Information About Senior/Key Personnel • Verify/edit Principal Investigator Salary Information • If salary information is not auto-filled that means it wasn’t present on the Professional Profile. When this is the case, you must enter salary information manually. • Enter Cal Months (or Acad. Months) or percent of effort (e.g., 12%) for all budget periods. If you enter a percent the system will convert it to the appropriate months. • Cayuse424 will auto-calculate fringe benefits and requested salary.

  23. Manage Information About Senior/Key Personnel • Adding Key Person(s)‏ • Key Persons are generally added on the SF424 RR Key Persons page, however you can also add them and edit their data on Section A of the budget form. • To add a Key Person click Add/Edit KP icon

  24. Manage Information About Senior/Key Personnel • On the Key Persons Autofill Window: • Select Key Person you are adding by clicking the box next to their name. • Specify Role using the drop-down menu.

  25. Manage Information About Senior/Key Personnel • Adding Key Persons (cont’d)‏ • Review budget periods checked: • If necessary, change budget periods for Key Person to reflect actual required. • If you unclick a budget period the name and salary will not appear for that budget period.

  26. Manage Information About Senior/Key Personnel • Adding Key Persons (cont’d)‏ • Review salary information • Verify salary information is correct for all budget periods. • If no salary information exists or it is incorrect, input correct salary for all relevant budget periods.

  27. Manage Information About Senior/Key Personnel • Adding Key Persons (cont’d)‏ • Enter Months (or % effort) – calendar or academic – as appropriate, for each budget period. • Cayuse424 will auto-calculate Required Salary, Fringe Benefits and Funds Requested. • You can opt to enter effort on the actual budget pages later, if you choose.

  28. Manage Information About Senior/Key Personnel • Adding Key Persons (cont’d)‏ • Click Close Autofill Window after you have made all necessary edits. • Cayuse424 will autofill all information and return you to the budget page.

  29. Manage Information About Senior/Key Personnel • Edit Key Persons autofilled fields (if required)‏ • Once data is autofilled you can manually change any field. • If you override a calculated field, the system will insert a red star adjacent to the field. • Auto-calculate will no longer work on that field.

  30. Manage Information About Senior/Key Personnel • Adding Key Persons “On-the-Fly” • Quickly create a Professional Profile from within the proposal • Click on Add/Edit Key Person • Click on Create New Key Person

  31. Manage Information About Senior/Key Personnel • Adding Key Persons “On-the-Fly” (cont.) • Fill out form and click Save • A Professional Profile will be created in addition to the Key Person being added to the Detailed Budget page and Key Person page

  32. Adding Other Personnel • Add Other Personnel in Section B. • Manually enter: • Number, Role, Months, Requested Salary and Fringe Benefits. • Select Indirect Cost Type for Sections A and B using drop down menu.

  33. Adding Other Personnel • Cayuse424 applies the correct rate to Key/Senior Persons and Other Personnel and auto-calculates Funds Requested ($) and Total Salary, Wage and Fringe Benefits.

  34. 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 $5000. • Enter requested travel expenses. • Enter requested Participant/Trainee Support Costs.

  35. Requesting New Equipment • 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.

  36. 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). • Cayuse424 will auto-calculate Total Travel Expenses and auto-fill on the cumulative budget page.

  37. Request Participant/Trainee Support Costs • To request participant/trainee support costs: • 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). • Cayuse424 will auto-calculate Total Participant/Trainee Support Costs and auto-fill on the cumulative budget page.

  38. Sections F-K • In Sections K-F of the detailed budget page, you may: • Specify Other Direct Costs. • Specify Indirect Costs. • Specify Fees. • Attach the Budget Justification.

  39. 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, using the drop down menu. • Repeat for all cost categories, for all budget periods. • Cayuse424 will auto-calculate the total and add to the cumulative budget page.

  40. 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. • Enter Cognizant Federal Agency on all budget periods (your proposal will be rejected by grants.gov if this information is missing). • Cayuse424 will automatically add figures to the cumulative budget page.

  41. Specify Indirect Costs • If multiple rates apply during a budget period, Cayuse424 calculates a composite rate. You do not need to manually adjust for multiple rates in the budget period.

  42. Specify Fees • To specify Fees: • Enter fees. • Cayuse will automatically add fee total to the cumulative budget page.

  43. Attach the Budget Justification • To attach the Budget Justification: • Click Add Attachment

  44. Attach the Budget Justification • To attach the Budget Justification (cont’d)‏ • On the Upload Attachment window: • Browse to locate the PDF version of your Budget Justification. • Browse to locate the source version of your Budget Justification. • Click Upload to attach.

  45. Replicating Costs: 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 that information in subsequent budget periods rather than entering it manually. • Click the icon.

  46. 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.

  47. 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.

  48. 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.

  49. 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.

  50. 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.

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