Modify Budgets and Funding

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Distribution

Comptroller

GM Award Manager

GM Project Manager

GM Setup Specialist

GM OSP Setup Specialist

Related Procedures

Creating Award Budgets [PRO4005U]

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Decrease/Modify budgets Goto task #11.

Increase Funding - GM Award Manager, GM Setup Specialist

Refer to Budget Office Guidelines for Modifying Budgets [http://www.virginia.edu/integratedsystem/howdoi/FAQs/faqfmca15.xls]

Run the standard report in GA: UVA PA Installment vs Project Funding vs Expenditures or UVA PA Revenue Installment vs Project Funding vs Expenditures

Grants Accounting
N ® Awards
Find Award

1. Navigate to Find Award window.

2. Enter award number.

3. Select [Find].

4. Select [Open].

5. Navigate to the Installments region to view the installment.

It is important to select the installment that encompasses the current fiscal year.

6. Select [Project Funding].

7. Select Project to increase.

Funded amount cannot be more than installment amount or less than the budgeted amount.

8. Highlight funded amount and enter the increased amount (for example original amount of 10,000 is being increased by 10,000 equals 20,000).

DO NOT DELETE funded amount when increasing or decreasing.

9. Save.

10. Close Fund Projects window.

Increase/Decrease/Modify Budgets

11. Navigate to the Award budgets window (GA Award Managers/GA Setup Specialists can select [Tools], [Award Budgets] on the menu bar in the Award Management window.)

Grants Accounting
N ® Budgets ® Award Budgets
Award budgets

When you enter the Award Budget window directly from the Award window the award number is populated, if there is only one project associated with the Award the project number is populated or choose from the LOV. Proceed to step 14.

12. Enter Award Number.

13. Select Project Number (if there is only one project associated with the Award the project number is populated or choose from the LOV).

14. Select [Find Draft].

Determine whether you need to create or amend an award budget.

15. Enter the Version Name (for example "Revision #1 FY06").

16. Enter a description (for example, "Increment 2006) budget for $x for salary funding".

17. Select [Details] and the Task Budgets window opens.

If more than one task select the task to budget.

18. Select [Budget Lines] and the Budget Lines window opens.

19. Choose the period (month) you'd like to budget to. The dates are automatically set to equal the start and completion dates of the project and task.

If the award is "year to date" by fiscal year (FY), the budget would be loaded in July of that FY. If the award is "project to date," you can budget at the first month of the project, task & installment depending on the type of Award you are budgeting.

20. Choose/Enter the resource (Expenditure type.).

Burdened Cost for Amount Type populates when the Resource is selected.

21. Choose the period you want to budget, if changing the period amount enter the new amount (increased/decreased). The field amount will highlight when you select the period.

Do not delete the resource line or the period amount using the delete icon or Edit>Delete from the menu bar. Deleting the resource line will delete the entire budget line. If the total period amount needs to be deleted highlight the amount and use the delete key on your Key Board only.

22. Save after each line.

You can enter a change reason and comment for each period you budget.

For multiple task budgets, click on the blue arrows down/up next to the task field to choose the next task to budget. Repeat steps 19 - 22.

23. Close Budget Lines window

24. Close Task Budgets.

25. Select [Submit].

Existing budgets that have no transactions against them will not submit a concurrent request for submitting but will instead submit on-line

When you submit the award budget for a project and award linkage with transactions against them a concurrent process is kicked off and a Note window will open.

26. Select [OK]

To review the concurrent process, select View on the menu bar then select Requests. The Find Requests window opens, select [Find]. The Request window opens. If the process has not completed select [Refresh] until complete, then close and return to the Award Budget window.

27. Select [Find Draft].

Find Draft will refresh the Award Budget window; once the process is completed the [Submit] button changes to [Baseline].

28. Select [Baseline].

New budgets, or existing budgets that have no transactions against them will not submit a concurrent request for baselining but will instead baseline on-line.

When you baseline the award budget for a project and award linkage with transactions against them a concurrent process is kicked off and a Note window will open.

29. Select [OK].

30. Select [Find Draft].

Note: When the concurrent process has completed the draft and current burdened costs will be the same.

31. Close Award Budgets form.

Project Budgets are summarized systematically after the Award Budget is Baselined.

Project Manager will notify Award Manager to decrease the funding.

Decrease Funding - GM Award Manager, GM Setup Specialist

Budget must be decreased before decreasing funding

Grants Accounting
N ® Awards
Find Award

GM Award Managers and GM Setup Specialists can navigate to the Award from the Award Budget window if they drilled down to Award Budgets from the Award Management window.

32. Navigate to Find Award window.

33. Enter award number.

34. Select [Find].

35. Select [Open].

36. Navigate to the Installment where funding is to be decreased.

37. Select [Project Funding].

38. Select Project to be reduced.

39. Highlight funded amount and key in the reduced funded amount.

Do Not Delete funded amount when reducing/increasing.

Funding amount cannot be less than budgeted amount or more than installment amount.

40. Save.

41. Close Fund Projects window.

42. Close Award Management window

Reducing the installment is a Central Administration Function. You will need to contact the office responsible for the award type.

End of activity.

Effective: 03/30/09