1 Module 5: Budget. Objectives 2 Welcome to the Cayuse424 Budget module. In this module you will...

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Module 5: Budget

Objectives2

• Welcome to the Cayuse424 Budget module.• In this module you will learn:

– Cayuse424 Basic Budget Concepts– How to use Cayuse424 to create a:

• Detailed Budget• Modular Budget• Subaward Budget

Cayuse424 Basic Budget Concepts3

• Cayuse424 allows you to start building your budget at any point in the form set, including on the:

– Detailed Budget pages.– Modular Budget page.– Subaward Budget page as

a worksheet or a separate subaward proposal.

Start Building Your Budget Anywhere4

DetailedBudget

Start here?

Start here?

Start here?

SubawardBudget

ModularBudget

Cayuse424 Basic Budget Concepts5

• Cayuse424 supports budget preparation as follows:– Autofills Principal Investigator and Senior/Key Persons

information from their Professional Profiles. – Functions like a spreadsheet and performs budget

calculations once salary, effort and other requested fund amounts are specified.

– Allows users to override auto-filled salary amounts as desired.

– Performs cost replication and escalation for all budget categories on multiple budget periods.

Key Variables6

There are several key variables that come into play on the budget forms.

Each variable is discussed on the next several slides.

Salary7

• The budget function sources salary information for PIs and Senior/Key Persons from their respective Professional Profiles.

• Salary is based on appointment type (e.g., calendar, academic).• Cayuse424 cannot auto-calculate salary fields on the budget

pages unless appointment type and salary are specified in the Professional Profile.

• Salary for Principal Investigators is autofilled on the budget pages when the proposal is created.

• Salary for Senior/Key Persons can be autofilled once they are added to the proposal.

• In the event salary data can not be sourced from the Professional Profile or it is autofilled with incorrect information it can be entered directly into the appropriate field(s) on the budget pages.

Fringe Rates8

• Institutional Base Fringe Rate and other fringe rates are set in the Institutional Profile.

• Default rates for individuals are set once they are affiliated with an institution.

• Fringe rates specific to an individual can be added in their Professional Profile.

• Pertinent fringe rates are applied automatically to all salary calculations.

• Autofilled fringe rates can be overridden if required.

Indirect Costs9

• Indirect Costs are set up in the Institutional Profile– Indirect Cost Type Defaults for Budget Page Items– Additional Indirect Cost Types along with their default settings

• When you create a proposal and name the institution all indirect cost type information associated with that institution is used as a basis for budget calculations.

• If you name a Key Person who represents a sub-institution, the indirect cost types for that institution will be used in calculations for that person.

Budget Periods10

• Proposals can only be created if the budget period(s) are specified.

• Up to five budget periods can be specified.• The number of Budget Periods can be changed once

the proposal is created.• When working with multiple budget periods, it is

important to ensure that the correct data (e.g., months of effort, IDC rates, travel expenses, etc.) is input for all relevant budget periods; otherwise the proper calculations will not occur.

Cayuse424: Integrating Data and Function11

Each key component within Cayuse424 works together to make budget preparation fast and convenient.

Summary12

Cayuse424 Autofills Budget Pages with: • Institutional Profile data• Professional Profile data

User:• Edits imported information (if necessary)• Overrides salary (if necessary)• Adds key and other personnel• Inputs effort/all budget periods• Enters all relevant budget info

Cayuse424 Calculates:• Requested Salary• Fringe Benefits• Funds Requested

Professional Profiles (PP) store:• Appointment Type• Salary• Fringe Rates that apply to PP

Institutional Profiles (IP) store:• Fringe Rates & Benefits• Indirect Costs Categories• Indirect Cost Types Defaults• Escalation Types

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Detailed Budget

SF424RR Budget14

• The complete SF424 budget forms set is displayed on all proposals whose opportunities require detailed budgets.

• Use Cayuse424 to:– Edit budget periods.– Edit PI information.– Add Senior/Key Persons.– Add Additional Personnel.– Add Equipment.– Calculate salary and fringe benefits.– Override salary, IDC and fringe rates that were auto-filled but require adjustment.– Replicate budget information into multiple budget periods.– Escalate budget information over multiple budget periods.– Attach budget justification information.

SF424RR Budget15

• In the remaining slides of this Budget Module, you will learn:– Special features of Cayuse424 relative to completing the budget pages.– How to use those features to complete the budget pages of the SF424

form set.– Two methods for linking subaward budgets to your primary proposal.

SF424RR Budget: Section A16

• In Section A, use Cayuse424 to:– Manage Budget Period(s)– Manage information about Senior/Key Persons

• Edit Principal Investigator Salary Information.

• Input Principal Investigator Effort.

• Add/Edit Key Persons.

• Autofill information for Key Persons.

• Override Autofill budget information if required for PI or Senior/Key Persons

Manage Budget Periods17

• Set Start Date and End Date for budget period(s) by clicking on the calendar.• Note: Cayuse424 allows you to set and edit the period start and stop dates in

several places, including here and on SF424 RR Page 1.


• Number of periods

is pre-defined when

you create the

proposal. Edit now,

if required.

• Select Period

Length using drop-

down menu.


• Click calendar and select desired Start Date.


• Cayuse424 autofills

start and end dates for

all budget periods,

based on selections.

• Click Set Dates to

autofill dates onto your

proposal.


• Once Budget Periods are defined, salary information is autofilled for the PI for all Budget Periods.

• Use the Budget Period drop down menu to navigate to different budget periods and view or input information for that period.

Manage Information About Senior/Key Personnel22

• Verify/edit Principal Investigator Salary Information– If salary information is not auto-filled that means it wasn’t present on the Professional

Profile. When this is the case, you must enter salary information manually.• Enter Cal Months (or Acad. Months) or percent of effort (e.g., 12%) for all budget periods. If you

enter a percent the system will convert it to the appropriate months.• Cayuse424 will auto-calculate fringe benefits and requested salary.


• Adding Key Person(s)– Key Persons are generally added on the SF424 RR Key Persons page, however

you can also add them and edit their data on Section A of the budget form.• To add a Key Person click Add/Edit KP icon


• On the Key Persons Autofill Window:

– Select Key Person you are adding by clicking the box next to their name.

– Specify Role using the drop-down menu.


• Adding Key Persons (cont’d)

– Review budget periods checked:

If necessary, change budget periods for Key Person to reflect actual required.

If you unclick a budget period the name and salary will not appear for that budget period.


• Adding Key Persons (cont’d)– Review salary information

• Verify salary information is correct for all budget periods.

• If no salary information exists or it is incorrect, input correct salary for all relevant budget periods.


• Adding Key Persons (cont’d)– Enter Months (or %

effort) – calendar or academic – as appropriate, for each budget period.

– Cayuse424 will auto-calculate Required Salary, Fringe Benefits and Funds Requested.

– You can opt to enter effort on the actual budget pages later, if you choose.


• Adding Key Persons (cont’d)

– Click Close Autofill Window after you have made all necessary edits.

– Cayuse424 will autofill all information and return you to the budget page.

• Edit Key Persons autofilled fields (if required)– Once data is autofilled you can manually change any field.– If you override a calculated field, the system will insert a red star adjacent to the field.

– Auto-calculate will no longer work on that field.


Adding Other Personnel30

• Add Other Personnel in Section B.• Manually enter:

Number, Role, Months, Requested Salary and Fringe Benefits.

• Select Indirect Cost Type for Sections A and B using drop down menu.

Adding Other Personnel31

• Cayuse424 applies the correct rate to Key/Senior Persons and Other Personnel and auto-calculates Funds Requested ($) and Total Salary, Wage and Fringe Benefits.

Sections C, D, E32

• In Sections C, D & E of the detailed budget page, you may:

– Request New Equipment by listing the item(s) and dollar amount(s) for each piece of equipment exceeding $5000.

– Enter requested travel expenses.

– Enter requested Participant/Trainee Support Costs.

Requesting New Equipment33

• To request new equipment:– Click to budget period in which you wish to add

equipment.– Click New Equipment Row.– Enter name of equipment item.– Enter funds requested.– Select Indirect Cost Type using drop down

menu.– Repeat for all equipment in appropriate budget

period(s).

• Cayuse424 will auto-calculate Total Equipment and auto-fill on the cumulative budget page.

Requesting Travel Expenses34

• To enter requested travel expenses:– Click to budget period in which you wish to add travel expenses.– Enter travel Funds Requested ($).– Select Indirect Cost Type using drop down menu.– Repeat for all requested travel expenses in appropriate budget period(s).

• Cayuse424 will auto-calculate Total Travel Expenses and auto-fill on the cumulative budget page.

Request Participant/Trainee Support Costs35

• To request participant/trainee support costs:– Click to budget period in which you wish to request participant/trainee support costs.– Enter Requested Funds ($) for each category.– Enter number of participants/trainees.– Select Indirect Cost Type using drop down menu.– Repeat for all requested support costs in appropriate budget period(s).

• Cayuse424 will auto-calculate Total Participant/Trainee Support Costs and auto-fill on the cumulative budget page.

Sections F-K36

• In Sections K-F of the detailed budget page, you may:

– Specify Other Direct Costs.– Specify Indirect Costs.– Specify Fees.– Attach the Budget

Justification.

Specify Other Direct Costs37

• To specify Other Direct Costs:

– Select budget period.– Enter the Funds Requested

for the direct cost category.– Select the Indirect Cost Type

for those funds, using the drop down menu.

– Repeat for all cost categories, for all budget periods.

– Cayuse424 will auto-calculate the total and add to the cumulative budget page.

Specify Indirect Costs38

• To specify Indirect Costs:– Select the Indirect Cost Type, using the drop down menu.– Cayuse424 will automatically:

• Enter the indirect cost rate (%).• Calculate the indirect cost base ($).• Update Funds Requested ($).

– Autofill occurs for all budget periods.– Enter Cognizant Federal Agency on all budget periods (your proposal will be rejected by grants.gov if this

information is missing).– Cayuse424 will automatically add figures to the cumulative budget page.

Specify Indirect Costs39

If multiple rates apply during a budget period, Cayuse424 calculates a composite rate. You do not need to manually adjust for multiple rates in the budget period.

Specify Fees40

• To specify Fees:– Enter fees.– Cayuse will automatically

add fee total to the cumulative budget page.

Attach the Budget Justification41

• To attach the Budget Justification:

– Click Add Attachment

Attach the Budget Justification42

• To attach the Budget Justification (cont’d)

– On the Upload Attachment window:

• Browse to locate the PDF version of your Budget Justification.

• Browse to locate the source version of your Budget Justification.

• Click Upload to attach.

Replicating Costs: Multiple Budget Periods43

• If you are requesting money for specific budget categories in the first budget period that will remain the same on multiple budget periods, you can replicate that information in subsequent budget periods rather than entering it manually.

• Click the icon.


• Enable the budget category you wish to replicate by clicking on the check box adjacent to the budget category.

• Select the number of budget periods to which you wish to replicate numbers from the first budget period.


• Click Replicate Starting Budget Period Without Escalation.

• Cayuse424 will automatically copy first period numbers for that budget category into any budget periods you specified.

Escalating Costs: Multiple Budget Periods46

• Cayuse424 gives you the ability to automatically escalate budget figures from the first budget period into subsequent budget periods.

• Click the icon.


• Enable the budget category you wish to escalate by clicking on the check box adjacent to the budget category.

• Enter the percent of escalation for each budget category you have enabled.• Select the number of budget periods to which you wish to escalate numbers from the first

budget period.


• Click Escalate Selected Categories.• Cayuse424 will automatically escalate first period numbers at that

rate for the budget categories into the budget periods you specified.

Cumulative Budget49

The Cumulative Budget page displays totals for all categories and costs/expenses, etc., indicated in the detailed budget pages.

Cumulative budget totals are calculated by the system and cannot be overridden. If you find an error, correct it on the source page and the cumulative budget number will automatically be updated.

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Modular Budget

Modular Budget51

• Modular Budgets are created in one of two ways:– If you start with a detailed budget, Cayuse424 will

automatically create a modular budget and round up to the nearest module; or,

– If you opt out of using a detailed or subaward budget, you may enter modular budget figures directly into the Modular Budget page.

Creating A Modular Budget from Detailed Budget52

• This Modular Budget was automatically created from a detailed budget.

• Cayuse424 automatically rounds up the Modular to the nearest $25,000.

Entering Modular Budget Directly into Modular Budget Page

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To create a Modular Budget without doing a detailed budget, complete the Modular Budget form and then attach all Budget Justifications.


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• To complete the form:

– Click on the calendar icon to set Budget Period Start and End Dates.

– Enter Direct Cost less Consortium F&A and Consortium F&A (if you have a subcontract). Cayuse424 will calculate Total Direct Costs.

– Select Indirect Cost Type for all categories. The system will auto-populate the Indirect Cost Rate (%).

– Enter Indirect Cost Base.– Enter Cognizant Agency.– Enter Indirect Cost Rate

Agreement Date.

• Repeat for all budget periods.


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• To attach budget justifications:– Click Add.– Follow prompts on Upload Attachment window:

• Browse to locate PDF and source files• Click Upload

– Repeat for remaining justifications.

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Subaward Budgets

Subaward Budgets57

• Cayuse424 allows you to create one or more subaward budgets by:– Linking to an existing subaward proposal and/or,– Creating an unlinked worksheet row.

• You can use either or both methods to create the subaward budgets on the same proposal.

• Once subaward budget figures are linked or created, they will automatically be displayed on the Cumulative Budget page.

Linking to an Existing Subaward Proposal58

• Before you create a Subaward Proposal make sure:– An Institutional Profile exists for the subcontracting

institution that includes:• Institution’s Name.• DUNS number.• At least one named IDC rate with a start date.

– At least one Key Person’s Professional Profile is associated with the subcontracting institution’s profile.


Step 1: To create a Subaward Proposal:• Click New Proposal icon on the Proposal Tab.

OR• Click Create Subaward in the Subaward Budget page


Step 1: To create a Subaward Proposal (cont’d):

• Type Proposal Name.• Select Organization.• Indicate # of Budget Periods. • Select Validation Type (e.g., NIH).• Click Create Proposal.


Step 2: Complete the SF424 Budget Pages• Cayuse424 creates the Subaward Proposal that

includes only the detailed budget pages.• Fill in any missing information that identifies the

institution.• Complete the Budget Pages:– Specify budget period start and stop dates (they must match the dates in the

primary proposal).– Complete all required fields on the form set for all budget periods.– Use Add/Edit, Autofill, Replication and Escalation icons where possible.

• Save the Subaward Proposal.


Step 3: Link Subaward Proposal to Primary Proposal

• Open up your primary proposal.• Go to Subaward Budget Page.• Click Link Subaward.• Select the appropriate Subaward.• Click Link in Subaward.

Note: Step 3 is not necessary if the Subaward Proposal was created in the Subaward Budget Page. In that case, the link will automatically occur.


Step 4: View/Verify

• The subaward budget figures are now displayed in the primary proposal subaward budget page.

• Note Subaward tab has been added.

• Click anytime to view or edit the complete subaward budget.


Step 4: View/Verify (cont’d)

• Revise, if necessary:– Click Subaward tab

to access the original subaward proposal.

– Make necessary changes and save.

– Click back to the primary proposal and respond to system prompt to replace old numbers with the new budget figures.


Step 5: Include Subaward Proposal in the required form set:

• Click the check box adjacent to the Subaward Budget on the navigation bar. This will ensure that the subaward budget will be included in the PDF you submit electronically to the grant agency.

Creating an Unlinked Worksheet Row66

• You can also create a subaward by adding an unlinked worksheet row and entering the budget information.

• Go to the Subaward Budget page and click Link Subaward.


• Click Create unlinked subaward “Worksheet” row.

• Enter Worksheet Row Title.

• Click Add Worksheet Row.


• In the worksheet row that is added enter Subaward Direct Costs and Indirect Costs for all budget periods.

• Cayuse424 auto-calculates Allocated to IDC Base.

Sub-Award NIH Requirements69

• For Opportunities that require a full budget you must attach the complete subaward proposal.– NIH cannot compare your grant costs correctly to the direct

cost limitation without the complete subaward budget– NIH cannot calculate the indirect costs on subs without the

attachment.

• If this information isn’t provided your proposal may be rejected or delayed after submission.

Conclusion70

• This concludes the Cayuse424 Budget module.• In this module you learned:

– Cayuse424 Basic Budget Concepts– How to use Cayuse424 to create a:

• Detailed Budget• Modular Budget• Subaward Budget

1 Module 5: Budget. Objectives 2 Welcome to the Cayuse424 Budget module. In this module you will...

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