Managing Award Budgets

In this topic, you will learn how to manage award budgets, which allows you to finalize the budget for a project.

Steps:

1. Begin by navigating to the Project Budgets page.

    

   Click the Main Menu button.

   Step 1

2. Click the Grants menu.

   Step 2

3. Click the Awards menu.

   Step 3

4. Click the Project Budgets menu.

   Step 4

5. Click the Look up Business Unit (Alt+5) button.

   Step 5

6. Click the USCSP link.

   Step 6

7. Click the Search button.

   Step 7

8. Click the 20000029 link.

   Step 8

9. Use the Budget Detail page to enter budget amounts that are associated with a particular project.

    

   First, you will now enter the budget that was awarded, beginning with the Account code. The Account code is the expense code.

   Step 9

10. Click in the Account field.

    Step 10

11. Enter the desired information into the Account field.

     

    Enter "51000".

    Step 11

12. The Operating Unit is the division.

     

    Click in the Operating Unit field.

    Step 12

13. Click the Look up Operating Unit (Alt+5) button.

    Step 13

14. Use the scrollbar to view additional information on the page.

    Step 14

15. Click the CL034 link.

    Step 15

16. The Fund Code is the source of funding.

     

    Click the Look up Fund Code (Alt+5) button.

    Step 16

17. Tip: If you know the first letter of the source of funding, you can enter it in the Fund Code field and click the Look Up button.

    Step 17

18. Click in the Fund Code field.

    Step 18

19. Enter the desired information into the Fund Code field.

     

    Enter "F".

    Step 19

20. Click the Look Up button.

    Step 20

21. Click the F1000 link.

    Step 21

22. Department is the department that has been awarded the project.

     

    Click the Look up Department (Alt+5) button.

    Step 22

23. Use the scrollar to view additional information on the page.

    Step 23

24. Click the 115300 link.

    Step 24

25. Class Field identifies the type of project, i.e. "Research", "Instruction", etc.

    Step 25

26. Click the Look up Class Field (Alt+5) button.

    Step 26

27. Click the 200 link.

    Step 27

28. All projects must have at least one Activity associated with them. Examples are "BUD" for project budget and "CBU" for cost share budget.

    Step 28

29. Click the Look up Activity (Alt+5) button.

    Step 29

30. Click the 1 link.

    Step 30

31. Use Product if expenses need to be identified by semester.

     

    Click the Look up Product (Alt+5) button.

    Step 31

32. Click the Close button.

    Step 32

33. Budget Item is the expense category.

     

    Click the Look up Budget Item (Alt+5) button.

    Step 33

34. Click the SALARIES link.

    Step 34

35. Use the scrollbar to view additional information on the page.

    Step 35

36. Enter the desired information into the Amount field.

     

    Enter "25900.00".

    Step 36

37. In this topic, you will add multiple budget amounts.

     

    Click the Add a new row at row 1 (Alt+7) button.

    Step 37

38. Click in the Account field.

    Step 38

39. Enter the desired information into the Account field.

     

    Enter "54525".

    Step 39

40. Click in the Operating Unit field.

    Step 40

41. Enter the desired information into the Operating Unit field.

     

    Enter "CL034".

    Step 41

42. Click in the Fund Code field.

    Step 42

43. Enter the desired information into the Fund Code field.

     

    Enter "F1000".

    Step 43

44. Click in the Department field.

    Step 44

45. Enter the desired information into the Department field.

     

    Enter "115300".

    Step 45

46. Click in the Class field.

    Step 46

47. Enter the desired information into the Class Field field.

     

    Enter "200".

    Step 47

48. Click in the Activity field.

    Step 48

49. Enter the desired information into the Activity field.

     

    Enter "BUD".

    Step 49

50. Click the Look up Budget Item (Alt+5) button.

    Step 50

51. Click the FIXED CHARGES link.

    Step 51

52. Enter the desired information into the Amount field.

     

    Enter "1036.00".

    Step 52

53. Click the Add a new row at row 2 (Alt+7) button.

    Step 53

54. Click in the Account field.

    Step 54

55. Enter the desired information into the Account field.

     

    Enter "54600".

    Step 55

56. Click in the Operating Unit field.

    Step 56

57. Enter the desired information into the Operating Unit field.

     

    Enter "CL034".

    Step 57

58. Click in the Fund Code field.

    Step 58

59. Enter the desired information into the Fund Code field.

     

    Enter "F1000".

    Step 59

60. Click in the Department field.

    Step 60

61. Enter the desired information into the Department field.

     

    Enter "115300".

    Step 61

62. Click in the Class field.

    Step 62

63. Enter the desired information into the Class Field field.

     

    Enter "200".

    Step 63

64. Click in the Activity field.

    Step 64

65. Enter the desired information into the Activity field.

     

    Enter "BUD".

    Step 65

66. Click the Look up Budget Item (Alt+5) button.

    Step 66

67. Click the FRINGE BENEFIT link.

    Step 67

68. Enter the desired information into the Amount field.

     

    Enter "3027.00".

    Step 68

69. Click the Add a new row at row 3 (Alt+7) button.

    Step 69

70. Click in the Account field.

    Step 70

71. Enter the desired information into the Account field.

     

    Enter "59990".

    Step 71

72. Click in the Operating Unit field.

    Step 72

73. Enter the desired information into the Operating Unit field.

     

    Enter "CL034".

    Step 73

74. Click in the Fund Code field.

    Step 74

75. Enter the desired information into the Fund Code field.

     

    Enter "F1000".

    Step 75

76. Click in the Department field.

    Step 76

77. Enter the desired information into the Department field.

     

    Enter "115300".

    Step 77

78. Click in the Class field.

    Step 78

79. Enter the desired information into the Class Field field.

     

    Enter "200".

    Step 79

80. Click in the Activity field.

    Step 80

81. Enter the desired information into the Activity field.

     

    Enter "BUD".

    Step 81

82. Click the Look up Budget Item (Alt+5) button.

    Step 82

83. Click the INDIRECT COSTS link.

    Step 83

84. Enter the desired information into the Amount field.

     

    Enter "13451.00".

    Step 84

85. Use the Project Detail page to specify the values for the project related fields for the Grants budget rows that are displayed.

    Step 85

86. Click the Project Detail tab.

    Step 86

87. Use the scrollbar to view additional information on the page.

    Step 87

88. Click the General Ledger Detail tab.

    Step 88

89. Use the General Ledger Detail page to specify the General Ledger Chartfield values for the Grants budget rows. This was done on a previous page but can be done on this page as well.

    Step 89

90. Use the scrollbar to view additional information on the page.

    Step 90

91. Click the Commitment Control Detail tab.

    Step 91

92. Use the Commitment Control Detail page to display the ledger and ledger group that the system uses to book the budget journals.  You will also indicate if the budget is an original, adjustment, or carry forward.

    Step 92

93. Use the scrollbar to view additional information on the page.

    Step 93

94. Click the Grants Detail tab.

    Step 94

95. Use the Grants Detail page to identify the accounts which are F&A and cost share.

    Step 95

96. Click the Facilities and Administration option.

    Step 96

97. Use the scrollbar to view additional information on the page

    Step 97

98. Click the Save button.

    Step 98

99. You can now finalize the budget.

     

    Click the Finalize button.

    Step 99

100. Click the OK button.

     Step 100

101. Use the Process Monitor page to view the status of submitted process requests.

      

     Click the Process Monitor link.

     Step 101

102. Click the Refresh button.

     Step 102

103. Continue clicking refresh until the Run Status shows "Success" and the Distribution Status shows "Posted".

     Step 103

104. Note that the statuses have been updated to "Success" and "Posted".

     Step 104

Congratulations, you have successfully learned how to manage award budgets.

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