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This procedure covers budgeting in Grants Accounting (GA).
Budgeting - Creating Budgets [NAV4076U]
Modify Budgets & Funding [NAV4128U]
View Burdening Cost [NAV4077U]
Budget Funds Check Results [NAV4136U]
The Department of Accounting Services has primary responsibility for the establishment and maintenance of all University accounts, [Awards]. This responsibility has been delegated to
An Award for sponsored projects, grants and contracts, provides the University with authorized additional resources for conducting its instruction, research, and public service functions. These awards are set up in GA by GM Setup Specialists in OSP.
Awards for other than sponsored projects are set up in GA by the GM Setup Specialists in the respective areas.
The GM OSP Setup Specialist is responsible for ensuring that, for Grants & Contract (G&C) awards, the award budget is submitted and baselined.
The GM Setup Specialist is responsible for ensuring, for non-Grants & Contract awards that the award is created and installed. A notification is sent via email to key award personnel that the award has been established.
The GM Award Manager is responsible for ensuring that the award budget is submitted and baselined.
The GM Project Manager is responsible for ensuring that the award budget is submitted and baselined.
The GM GL Projects is responsible for ensuring that the award budget is submitted and baselined.
Comptroller
GM Award Manager*
GM Project Manager*
GM Setup Specialist*
GM OSP Setup Specialist*
The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
This activity is performed whenever a new award is created in GA and then funded by installment(s). (An installment typically represents a budget year). A budget must be created.
A funded and budgeted award must be associated with a funded project.
Refer to Funding a Project [PRO4004U].
This procedure continues from:
Creating & Revising an Award [PRO4003U].
Steps in Creating an Award Budget
The e-mail notice will be sent to the initiator of the workflow (Award Manager or Setup Specialist).
The email notice will include the amount of your funding.
If you are the Project Manager but not an Award Manager or a Setup Specialist, you may also see the funding amount allocated to your project by navigating to the Project Funding Summary window.
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
The following steps show you how to enter your budget into the GA module.
Remember: an Award budget cannot exceed the amount funded to the project by the award.
GM Award Manager, GM Project Manager, GM OSP Setup Specialist, GM Setup Specialist
If you are a GM Project Manager, goto task #1. Otherwise, goto task #8.
1. GM Project Managers navigate to the Award Budgets window.
Grants Accounting
N® Budgets ® Award Budgets ® B® Find Draft
Award Budgets
2. Enter Award Number or use LOV.
4. Choose the Project for which you want to create a budget.
6. Select Budget Type (Approved Cost Budget) [OK].
Goto task #10 to continue
7. GM Award Managers or GM Setup Specialists navigate to Award Budgets from the Award Management window.
Grants Accounting
N® Awards ® Find ® Award Management ® Tools ® Award Budgets
Award Budgets
8. Select the Project that is funded by the Award if there is more than one Project.
If the Award is funding only one Project, the Project number will default in automatically.
Determine whether you need to create or amend an award budget
11. Enter the Version Name, (for example "Original FY03" or "Revision #1 FY03").
12. Enter the description, for example, "Increment 2003) budget for $x for salary funding".
The status, Working, is updated when you [Submit]/[Baseline].
The UVa Standard - Task Level will default in as the Entry Method.
GA does not allow changing the level for subsequent budgets.
GA does not allow changing the budget level for projects funded by multiple awards. Otherwise, it would not summarize the project budget accurately.
UVa Standard resource list automatically populates the Resource List field in the Entry Options region.
13. Select [Details] and the Task Budgets window opens.
In this example, the project has only one task. If your project has more than one task, all tasks will be listed on this page. When you select [Budget Lines] you will be entering the budget lines for the active task (the one with the blue square to the left of the task number).
14. Select [Budget Lines] and the Budget Lines window opens.
In order to spend money allocated to your project, it must be funded, budgeted, and approved, and have budgetary controls enabled.
Budgets must fall within the dates of the project, task and award installment. The amount of the budget cannot exceed the amount of the funding for the project. You can create a budget with no dollars, but there must be funding of at least $.01.
You can budget at either the resource group or resource, but not to both within a resource group. For example, you can make a budget entry under Supplies, Lab Other and Supplies, Office providing that you have not made an entry under the high level category Supplies & Materials. It is recommended that you budget at the resource level, otherwise referred to as "expenditure type" level.
15. 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," the first month of the project, task & installment is where we are budgeting.
16. Enter the resource (i.e., Expenditure type.)
Burdened Cost for Amount Type populates when the Resource is selected.
17. Enter the amount you want to budget for the resource. Save after each line.
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.
You can enter a change reason and comment for each period/resource you budget.
If you are budgeting multiple tasks, click on the blue arrows down/up next to the task field to choose the next task to budget. Repeat steps 10 - 12 for each task that you are budgeting.
18. Close the Budget Lines window
19. Close Task Budgets window.
New budgets, or 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.
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.
Find Draft will refresh the Award Budget window; once the process is completed the [Submit] button changes to [Baseline].
If at this point you decide to make a budget line change you can do so by selecting [Rework]. This changes status from submitted to working.
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.
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.
Find Draft will refresh the Award Budget window; once the process is completed the Draft and Current region will be the same amounts.
Budgetary controls are enabled and Project Budgets are summarized systematically after the Award Budget is Baselined.
Effective: 05/15/09
Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
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