Contracts and Grants
Accounting
Budget Procedures
Effective July 1, 2014
C&G Training Presentation
Budget at Award Setup
OBJECTIVE: Define how the Authority to Spend will be executed
by allocating award amount into ChartStrings
• Submitting a complete budget “translates” the award
commitment into a spending plan that can be tracked and
reported to the sponsor
•
•
Informs CGA how the award’s financial agreement will be met (e.g.,
allocations to other PIs/departments, distinct “bodies or work” within the
award, cost sharing funding sources, etc.)
Ensures financial reports will reflect the level of reporting the sponsor
requires
• No spending is authorized until award setup is complete
•
•
fund advances also require a budget and set up before spending may begin
Incomplete or non-compliant budgets will delay award setup
2
Award Setup Timeline
Award Setup Process
Day 0
Notice of
Award Email
from SPO
Day 2
Day 3
Submit
Complete
Budget
Validate
Budget*,
setup
award
2 Business Days
Day 4
Spending
Authorized
(email from
CGA)
2 Business Days
*If the submitted budget is inaccurate or
noncompliant, the award setup will be delayed.
3
Award Setup Timeline
Day 0
Notice of
Award Email
from SPO
At NOA, the CSS-RA/Department has 2
Award Setup days
Processto submit complete budget to
CGA
Day 2
Submit
Complete
Budget
2 Business Days
Day 3
Day 4
• Either summary (DIR/IDC) or detail
(BUDSUM) level, based on sponsor
requirements
Spending
• Validate
Complete ChartString
for each
Authorized
Budget*,
budget row: Fund,
Account, Dept ID,
(email from
setup
Program
(and CF1, CF2
CGA)as required)
award
• Rows for committed cost sharing
(Fund
#, DeptID,
2 Business
Days specific cost share
CF1)
*If the submitted budget is inaccurate or
noncompliant, the award setup will be delayed.
4
Award Setup Timeline
When the budget is received, CGA has
2 days to verify accuracy and Award Setup Process
completeness, setup the award in BFS,
Day
0
Day 2
Day 3
then notify
CSS-RA/Department
• Verifies that the budget level
(summary or detail) meets sponsor
requirements
•
Notice of
Submit
ThatAward
all expense
are
Email categories
Complete
from(i.e.,
SPO F&A, cost sharing),
included
Budget
agree with the terms of the award
• Maps the Fund, Dept,
Program
2 Business
Days
Code, CF1 & CF2 ChartString to a PC
BU, Project ID and Activity ID
Day 4
Spending
Authorized
(email from
CGA)
Validate
Budget*,
setup
award
2 Business Days
*If the submitted budget is inaccurate or
noncompliant, the award setup will be delayed.
5
*Comments on budget template submissions and
rejections will be handled via email for the initial go live.
6
RA Grants WorkCenter in BFS
The RA Grants WorkCenter will be your one-stop shop for all
grants-related tasks and information. Here you will find:
Links to:
• Budget Upload pages
• Award Closeout pages
• Receivables pages
• Department Contact
Maintenance
• Award Information
Queries for:
• Fund, Cost Share CF1,
• Cost Share Transactions
Program Income CF1 lookup
• BUDSUM account number
lookup
7
Budget Submission
•
•
Use the Budget Template provided in the BFS RA Grants WorkCenter
•
Download spreadsheet template, save it locally as a CSV* file named “award#_YYYYMMDD”
•
Submit one template (i.e., include cost share) per award, and only for the obligated amount as
stated on the NOA (submit new budget as each subsequent budget period/amount is authorized)
Balance per upload file must be zero
•
•
Total award $ amount (entered as a negative) and all expense $ allocations equals zero
Each expense category must have a complete ChartString
•
Use ChartField 1 to define sponsor-required funding periods or defined “bodies of work”
–
•
•
For Cost Share, CGA will create the CF1 value (RA can find it in BFS using SPO award#)
Use ChartField 2 to identify allocations to Co-PIs
Upload completed budget to WorkCenter. CGA will create the award
structure and populate the Project Costing Mapping Table in 2 days
•
CGA uses budget, chartfields to generate Project and Activity ChartField values in BFS
•
The Mapping Table enables Bearbuy, related systems to function using award ChartStrings
*Mac users save as “Windows Comma Separated” (NOT comma separate value)
8
CF1 Responsibilities
CGA Creates
• Cost Share CF1
• If award anticipates Program
Income, CGA will create this
tracking CF1 at setup
• Values begin with 2
•
Departments Create
• CF1s required for Sponsor reporting:
• Fund year/period
• Task/Deliverable
• Fabrication
• Values begin with 2-character
Dept node identifier
(as required by COA Guidelines)
To keep the resulting award structure as simple as possible, create CF1s
only if the sponsor requires reporting on specific funding periods, or on distinct
‘bodies of work’
9
Where to Find the Template
1. In the BFS RA Grants WorkCenter menu, select “Budget CSV Templates”
2. Click “Download” to get a template spreadsheet
3. Open and Save it to your computer with a unique file name: XXXXXX_yyyymmdd
“6-digit SPO award # underscore today’s date with year first”
10
Find Your Chartfield Values
SPO Award Number:
038009-025
The SPO core award number
(listed in Phoebe and the
NOA) is also used in BFS to
identify the Award.
Enter the SPO Award # to
look up ChartField values.
SPO Award # and related ChartField values: use the Fund, DeptID, and Program Code (and
CF1 for cost sharing or program income, if applicable) to complete budget ChartStrings.
NOTE: Although you have the fund
number, spending cannot occur
until the award setup is completed.
11
How to Populate the Template
1
4
2
2
3
3a
3b
1.
Line ID is sequentially numbered starting from 1
2.
For new awards, create the Unallocated Budget line first. The obligated amount (stated in the SPO
NOA) is entered as a negative value. Complete the ChartField values for that row:
–
–
–
–
–
–
3.
Allocate amount into direct and indirect cost rows. Always use BUDSUM accounts
a.
b.
4.
Account = 58000 (BUDSUM unallocated funds account)
DeptID = award home department
Fund = award fund #
Program Code = 44
ChartField1 and ChartField2 are not used in this row – leave CF1 and CF2 blank
Accounting Date = award date (format MM/DD/YYYY)
CF1 and CF2 are typically used to identify allocations or funding periods. If they are used, the values
must be valid ChartFields (retrieve or create CF1, CF2 with appropriate descriptive Attributes)
Regardless of the number of rows in the budget, the sum of amounts entered in column “I” must
equal zero – upload will fail if balance is not 0
Default “1” in Budget_Period and UC_Budget_Period Chartfields (value entered in columns K and L
is always 1)
12
Budget Template Examples
same award, budgeted two ways
Budgeted at Summary level (Direct/Indirect)
LINEID BUSINESS_UNIT DEPTID FUND_CODE ACCOUNT PROGRAM_CODE CHARTFIELD1 CHARTFIELD2 RESOURCE_AMT ACCOUNTING_DT BUDGET_PERIOD UC_BUDGET_PERIOD
1
10000 13291
85841
58000
44
-100000.00
4/1/2014
1
1
2
10000 13291
85841
58018
44
63897.76
4/1/2014
1
1
3
10000 13291
85841
57900
80
36102.24
4/1/2014
1
1
•
Here, the sponsor does not require reporting for different types of expenses,
just the total amount spent
Budgeted at Detailed Level (Budget Categories)
LINEID BUSINESS_UNIT DEPTID FUND_CODE ACCOUNT PROGRAM_CODE CHARTFIELD1 CHARTFIELD2 RESOURCE_AMT ACCOUNTING_DT BUDGET_PERIOD UC_BUDGET_PERIOD
1
10000 13291
85841
58000
44
-100000.00
4/1/2014
1
1
2
10000 13291
85841
58012
44
20000.00
4/1/2014
1
1
3
10000 13291
85841
58019
44
10000.00
4/1/2014
1
1
4
10000 13291
85841
53000
44
15000.00
4/1/2014
1
1
5
10000 13291
85841
55000
44
18897.76
4/1/2014
1
1
6
10000 13291
85841
57900
80
36102.24
4/1/2014
1
1
•
Here, the sponsor requires salaries and supply costs reported separately.
Notice that F&A is in one row
Note: because this award has only one PI, one
funding period, no distinct ‘bodies of work’, and
no cost sharing, it does not require a CF1 or CF2.
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Budget Template Examples
same award, budgeted two more ways
Budgeted at Summary level (Direct/Indirect) w/ 2 PIs & Cost Share
LINEID BUSINESS_UNIT DEPTID FUND_CODE ACCOUNT PROGRAM_CODE CHARTFIELD1 CHARTFIELD2 RESOURCE_AMT ACCOUNTING_DT BUDGET_PERIOD UC_BUDGET_PERIOD
1
10000
13291
85841
58000
44
-100000.00
4/1/2014
1
1
2
10000
13291
19900
58000
44
200034
-25000.00
4/1/2014
1
1
3
10000
13291
85841
58018
44
EEMC1
44728.43
4/1/2014
1
1
4
10000
19231
85841
58018
44
EEJZ1
19169.33
4/1/2014
1
1
5
10000
31201
19900
58018
44
200034
25000.00
4/1/2014
1
1
6
10000
13291
85841
57900
80
36102.24
4/1/2014
1
1
Budgeted at Detailed Level (Budget Categories) 2 PIs, Cost Share
LINEID BUSINESS_UNIT DEPTID FUND_CODE ACCOUNT PROGRAM_CODE CHARTFIELD1 CHARTFIELD2 RESOURCE_AMT ACCOUNTING_DT BUDGET_PERIOD UC_BUDGET_PERIOD
1
10000
13291
85841
58000
44
-100000.00
4/1/2014
1
1
2
10000
13291
19900
58000
44
200034
-25000.00
4/1/2014
1
1
3
10000
13291
85841
58012
44
EEMC1
35782.74
4/1/2014
1
1
4
10000
19231
85841
58012
44
EEJZ1
11501.60
4/1/2014
1
1
5
10000
13291
85841
58019
44
EEMC1
4472.84
4/1/2014
1
1
6
10000
13291
85841
53000
44
EEMC1
4472.84
4/1/2014
1
1
7
10000
19231
85841
53000
44
EEJZ1
7667.73
4/1/2014
1
1
8
10000
31201
19900
55000
44
200034
25000.00
4/1/2014
1
1
9
10000
13291
85841
57900
80
36102.24
4/1/2014
1
1
Note: this award has two PIs, one funding period,
and no distinct ‘bodies of work.’ The cost sharing
CF1 is created by CGA Analyst.
14
How to Upload the Template
1. In the RA Grants WorkCenter menu, select “Budget Upload.”
2. Select “Budget Upload,” then “Research Administrator,” and click “Import.”
3. Template file must be in Comma Separated Value* (CSV) format to upload correctly.
*Mac users use “Windows Comma Separated” (NOT comma separate value)
15
Upload Error Handling
Search using Employee
ID for the person who
submitted the budget
Select the CSV file name
that has errors, click “View
Log” icon in the row
1. Open the Review
Import/Export Logs panel
2. Search by Budget Upload
3. Select “Budget CGD” to find
C&G budget files
4. Narrow search using EmpID,
select file that failed upload,
click “View Log” to see list of
errors in the Message Log.
Message Log displays error(s)
and the line it’s in in the file
If reviewing the Log is not helpful, contact
the BFS Help Desk for assistance
16
Contracts & Grants
Implementation Project
http://controller.berkeley.edu/departments/
contracts-grants-accounting
contractsgrants@berkeley.edu
17
BudSum
Accounts
18