University of Delaware
PeopleSoft Grants Training
B-3. Budget Lines and Cost Sharing using Budget Line Summary
The Budget Line Summary page is where all proposal budget detail by category is entered, including cost sharing amounts. This page breaks out the total funding responsibilities of the sponsor and the total cost share between UD and any third parties. It also shows the breakdown for direct and
F&A budget amounts.
Navigation:
¾
Go to PeopleSoft Menu Grants
Æ
Proposals
Æ
Budget Line Summary
¾
At the Budget Line Summary page you will see Find an Existing Value
Budget Line Summary
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1.
Enter Proposal ID, Sponsor ID, Empl ID, Dept ID, or other value in one of the boxes to search for your proposal
2.
Click the “Search” button
3.
Click on the desired Proposal Project from the Search Results list.
4.
NOTE: Proposals with multiple projects and budget periods will have a line for each project and it’s associated periods in the search results. You will enter a budget for each period separately.
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University of Delaware
PeopleSoft Grants Training
Budget Line Summary Page
Click here to enter detailed budget data for the PI or Co-PI on separate lines.
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Use this button if
Cost Share is to be distributed equally across all budget categories.
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Click here to apply cost sharing to a specific budget .
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Summary Line Data
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Line # - accept default number
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Description - will default from Category, it can be changed if necessary
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Details (required for certain categories) – click this icon to build budget line with details.
a.
Salary Budget Lines requirements:
1.
When category is PERSON (Personnel), you must enter salary and fringes within the Details page.
2.
When a person has both Academic and Summer salary lines on a proposal, you must put them on separate budget line and use the
Details page (below).
b.
Subrecipient Budget Line requirements:
1.
When category is SUB<25 (Subrecipient Less Than $25,000) select the details icon and enter the name of the sub recipient. Be sure the name is the same as that which you typed on the resource page.
2.
For multiple subs, include multiple details.
3.
This maps to the Proposal Approval Form subrecipient section.
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University of Delaware
PeopleSoft Grants Training
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1.
Row_Number – Use “lookup” to select PI or Co-PI associated with this proposal.
2.
Job Code and Rate Type are based on HR records.
NOTE - Items 3 to 6 are for the Effort Reporting and Current & Pending Reports.
3.
Appointment Type – Click the appropriate box for the type of salary/effort being requested
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Calendar – any 12-month period (including fiscal year)
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Academic – 9 months September to May
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Summer – 3 months June to August
4.
Begin/End – Defaults to Budget Period dates, do not accept these defaults. These dates calculate the months field and should represent the appropriate number of months of effort on this project.
5.
Months – This field is calculated based on the Begin/End dates of the Budget Period. This field maps to the NSF C&P report available in the UD Processes menu of PeopleSoft.
6.
Effort Pct – Enter the effort percent the person intends to give this project. The calculation is: number of months of effort/12 mos. See table for common months and percentages. (This field does not affect the # of Months in the months field.) This field maps to the NIH Other Support
Report available in the UD Processes menu of PeopleSoft.
B Proposal Budget 3.0 Line Summary.doc
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University of Delaware
PeopleSoft Grants Training
Effort and Salary Percent Rates for 9-, 10- and 11-month Faculty
.5 month
1 month
2 months
3 months
Annualized
9-month salary
EFFORT %
4.167%
8.333%
16.67%
25.8%
Annualized
10-month salary
Annualized
11-month salary
4.167% 4%
8.% 8%
17% 17%
25% 25%
7.
COL Incr Pct and Dt – Do not use , leave blank .
8.
Merit Incr Pct, Dt – these are optional – leave blank .
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Summer appts can be changed to 8% if faculty has elected NO summer retirement contributions.
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This is entire budgeted salary amount including cost share. Cost share is entered elsewhere.
Items 9 and 10 are for salary amounts based on actual salary costs not Effort %. For example a 9month faculty person: 1 month Effort = 8%, but Salary Cost = 1/9 or 11%. SEE: table below.)
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Salary box: ( NOTE: salary data will not be loaded from HR):
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Annualized Salary – DO NOT USE (it uses Effort Percent incorrectly).
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Fixed Salary Amt – Enter the salary amount you’ve already calculated it for this project.
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Budget Salary – Calculated from Annualized Salary or defaults from Fixed Salary Amt.
10.
Fringe box:
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Annual Fringe Amt – Enter an amount here only if fringe is limited by the sponsor.
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University of Delaware
PeopleSoft Grants Training
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Fringe Rate – Defaults based on Rate Type . (S hould be changed only for some Summer appts .)
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Fixed Fringe Rate – Enter rounded amount if calculated amount includes unwanted cents.
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Budget Fringe – System calculates based on Budget Salary X Fringe Rate.
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Additional personnel should not be added by clicking the “+” button, the preferred method is to add separate PERSON line on Budget Line Summary page.
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Click “OK” button to return to main page.
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Total Direct – enter budget amount on this page when additional details are not required.
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Category use “lookup” icon to select each budget category. These categories map to accounts in the award process and accumulate fringes and F&A during the budget calculation. The list below is also published on the OVPR web site:
Budget Category
CLERK
OTPERS
STUWG
FRINGE
TRAVEL
DOTRAV
FOTRAV
OTHER
SUPL
FOOD
OSRPER
OTPROF
PSTDOC
STPOST
SRPERS
PERSON
GRADST
GRADFL
CONSLT
SHIP
PTOTHR
REU
PBLCTN
B Proposal Budget 3.0 Line Summary.doc
B3-5
Account
130100
130500
140000
140000
145600
123000
125200
126000
129000
130000
146000
146800
146900
148100
148300
120200
120400
120800
120800
121100
121800
122600
122700
2/28/2006

University of Delaware
PeopleSoft Grants Training
SUPLNO
TUITIO
Budget Category
OCMNT
FABCAT
SUB<25
SUB>25
RENTAL
EQUIP
140000
149000
Account
150000
153100
153200
153300
154200
160000
COMPTR 170000
FACADM 195000
2.
Cost Share represents the amount not directly charged to the sponsor however is an actual costs incurred by the University for this project.
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Distribute on individual budget lines o Cost sharing budget data should be entered on separate lines.
o Enter amount under total direct and click cost share
Applying Cost Share
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Click the “Cost Share” button to apply cost share to the PI’s salary.
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University of Delaware
PeopleSoft Grants Training
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Cost Share % must total 100%
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Cost Share is the percent of direct cost for this budget category, there are two ways to enter it:
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Cost Share Direct – Enter the amount of direct cost covered by cost share and the system will calculate the Cost Share Percent .
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Sponsor Direct – The system recalculates the sponsor’s direct cost after you enter cost share.
2.
Cost Sharing Distribution – these entries map to the Proposal Approval Form and will facilitate the routing for approval of the cost share commitments by the institutional representatives. All cost share is approved through this internal routing mechanism.
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Institution – Enter one or more departments’ cost share through use of the C/S Direct
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Third Party – Enter industry cost share (if any) through use of the C/S Direct
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Distribution Totals – Note the running totals at the bottom, the percent must equal 100%.
3.
Click the “OK” button to return to the main page.
4.
Click “Save” button once you are back on the Summary Budget Line page.
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University of Delaware
PeopleSoft Grants Training
Continue Adding More Budget
Categories
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Add more budget categories as needed by clicking then “+” button
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Enter budget amounts by clicking Details icon OR entering in Total Direct field.
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The Total Direct field becomes a closed field when the budget numbers are entered in the
Budget Detail page.
2.
The system keeps running totals of direct costs, cost share amounts, F&A and total budgets.
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Every time you change or add an amount, the system updates these totals.
3.
Your goal is to have the Total Budget equal the Total Sponsor Budget
4.
Click the “Details” icon on any of the categories to enter additional information.
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For example, click icon on the Equipment line to build this budget if you have multiple pieces of equipment or want to specify the type of equipment.
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When you build the budget in the Budget Detail page, it will overwrite the amount on this
Summary page.
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When using the Sub-Recipients categories of SB<25F or SUB>25 , you must use the
“Details” icon to record the name of the sub-contract institution.
5.
Click “Save” button
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University of Delaware
PeopleSoft Grants Training
Build Budget in the Budget Detail page
OR
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For each type of equipment, enter:
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Description
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Total Direct cost
• or a Quantity and a Unit Price (system will calculate the Total Direct cost)
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Begin Date and End Dates if required by the sponsor
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Use “+” button to add more equipment lines
2.
The system updates the “Total Direct Budget” amount each time you add or change an amount, quantity, or unit price.
3.
Click “OK” button to return to the main page.
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University of Delaware
PeopleSoft Grants Training
More information on Budget Line Summary page
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Click the “FA” (Facilities & Administration) button to view the F&A calculation based on your proposal budget for this period. This page is informational and cannot be changed (see below). The
F&A rate is set on the Budget Header. Click the “OK” button to return to the main page.
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B3-10 2/28/2006

University of Delaware
PeopleSoft Grants Training
“More Summary Line Data” tab
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Click the “More Summary Line Data” tab to enable the detail lines to print on the proposal and to pass to the award budget.
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−
” buttons on this tab to add or delete rows – use
Summary Line
Data tab
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Map Dtl (map detail) – click boxes for the categories you want the detail budget to print on the proposal and to pass to the award budget. (The greyed-out boxes are categories on which you didn’t use the detail pages.)
2.
Justification – click the “Justification” button to add any information.
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University of Delaware
PeopleSoft Grants Training
Budget Justification Entry
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Enter justification information as needed.
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You may cut & paste from other documents into this box.
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There is no maximum character limit.
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This justification content will eventually map to sponsor forms, but this capability is not yet functional for July 2004.
2.
Click “OK” button to return to main page.
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University of Delaware
PeopleSoft Grants Training
Save Your Work
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Click on the Summary Line Data tab.
2.
Click the “Save” button.
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Verify your budget is complete. Make adjustments by clicking Details icon, changing Total
Direct amounts or clicking the “Cost Share” button. Click “Save” button after any changes.
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Click “Next in List” to enter budget for any subsequent budget periods for this proposal.
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B3-13 2/28/2006

University of Delaware
PeopleSoft Grants Training
Go to Next Budget Period for the Same Proposal Project
¾ You now have the next Budget Period for the same proposal ready for budget entries.
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Repeat the budget entry process from the beginning.
¾ OR use the “Copy Budget Period” menu item and follow the instructions with the same name on pages C2-3 to C2-5, see section B. BUILDING A MULTI-PERIOD BUDGET.
B Proposal Budget 3.0 Line Summary.doc
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