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Contracts & Grants Functionality
Paul Sandoval, University of Arizona
Jim Becker, Indiana University
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Overview
• Proposal DevelopmentBudget Builder
Routing Form
• Proposal Document• Award Document• Accounts• Budgets• Cost Share
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Kuali Budget Builder and Routing Form
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Kuali Budget Builder
• Maintenance tables capture your fringe and F&A rates
• Can be linked to HR systems for employee names, appointment types, etc.
• Calculates budget with inflation for out years
• Maps to your institution’s object codes for postaward use
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Budget Parameters
• Required items on the budget parameters page must be completed before the user proceeds to enter budget line items.• Project Director• Agency• Dates• Budget Type• Etc.
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Budget Parameters (cont.)
• Tasks can be used to create complex budgets like NIH Program Projects (P)
• Fringe benefit rates can be set by employee appointment type
• Standard rates can be overridden for proposals to agencies with benefit restrictions
• Justification is required if the fringe benefit or graduate student rates are changed for a particular budget.
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Budget Overview
• Cumulative budget can be viewed by task or period.
• Budget details can be hidden or displayed.
• Indirect costs are automatically calculated.
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Personnel Screens
• Different “personnel grids” are used, depending on appointment type (academic vs. fiscal, students, staff, etc.)
• Personnel are added via a user lookup. To Be Named personnel can be added to the budget.
• For academic-year employees, the summer period can be modified (at the institution level) to meet school needs
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Personnel – Academic, 12-month
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Personnel – Professional/Staff
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Personnel – Academic, 9-month
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Non-Personnel Expenses
• Non-Personnel subcategories map to institutional object codes
• Line items can be copied forward to future budget years, with inflation
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Non-Personnel Expenses
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Cost Sharing
• Captures cost share (institution, 3rd party, direct and F&A), and requires source distribution for all items
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Cost Sharing Overview
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NIH Modular Budgets
• Creates the NIH modular budget page based on your detailed budget.
• Allows the user to modify individual period requests to account for up-front costs such as equipment (with justification).
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Modular Budget
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Indirect Costs
• Calculates indirect costs based on project purpose (research, instruction, service) and on/off campus.
• Can calculate indirect costs on cost share.
• Can calculate and include unrecovered indirect costs as cost share.
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Permissions
• Allows you to add users (on an ad-hoc basis) to read or modify the budget.
• Also lists default permissions based on departments and colleges involved in the project.
• Workflow Route Log shows actions taken on the budget. The budget is not “approved” as a stand-alone document.
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Output
• Output creates PDF files in various templates: generic budget format, SF 424 R&R, and PHS 398/2590 budget pages
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Template
You can make copies of an existing budget for future modification.
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Audit Mode
When Audit Mode is activated, this page lists hard & soft errors in the budget document, and links to their location.
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Notes
• Like all Kuali eDocs, users may add notes/attachments to save with the budget document.
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Kuali Routing Form
• Electronic preparation, routing, and approval of the institutional routing sheet
• Links with the Kuali Budget
• Uses workflow to customize approval hierarchies / needs
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Main Page – Doc Overview & Agency Info
• Main Page uses lookups to select the sponsor, federal pass through (if any), and CFDA number.
• When a budget is created first and attached to a Routing Form, many fields pre-populate from the budget data.
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Main Page - Personnel
• All project personnel can be added to this page. Distribution for academic credit and F&A revenue are included.
• Personnel populate from the Budget document as well.
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Submission Details
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Personnel
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Research Risks
• Captures the individual proposal’s involvement with research risks and compliance items.
• System allows institutions to customize the types of research risks included in the Routing Form.
• A “yes” response requires additional information for each item.
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Project Details
• Cost sharing totals aggregate from the Kuali Budget, but can also be entered manually.
• Subcontract amounts are captured from the Kuali budget.
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Module Links
• Link with Kuali Budget Builder
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Notes
• Attach Notes or Files
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Output
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Template
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Audit Mode
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Permissions
• Give people read or modify permissions to the routing form
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Approvals
• See who has to approve the routing form in the Org Hierarchy.
• Add hoc route to individuals or work groups.
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Questions so far?
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Proposal and Award
Proposal and Award functionality includes:
• Proposal and Award tables
• C&G attributes on the Account table
• C&G Account(s) budgets
• Cost Share management
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Proposal
• Proposal number, project title, agency name, dates, amounts, and other details
• Collections Project director(s)
Organization(s)
Subcontractor(s)
• Automatic feed from the Routing FormManual entry also possible
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Award
• A separate table from the Proposal (allows differences between Proposal and Award)
• Copies data from the Proposal table for reduced data entry and greater accuracy
• Additional post-award financial detail included (LOC information, future funding, account numbers)
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Accounts
• C&G accounts are like other accounts
• C&G-specific fields include F&A rate, F&A exclusions, Higher Ed. Function Code, etc.
• Separate accounts may be established for on/off campus components, multiple departments, etc.
• Account is linked to the Award, and therefore to the Proposal
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Budget
• Reflects the awarded budget
• Budgets are established for each associated account
• Budgets are established at the object code level
• Sub-accounts allow budgets for multiple purposes, including cost share
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Subaccounts
• “Expense” or “Cost Share”
• Expense subaccounts are tied to the main account, with comparable (but editable) attributes
• Release 3.0 will include additional functionality for indirect costs at the subaccount level
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Cost Share
• Utilizes existing sub-account structure• Each cost-share sub-account is linked to a
departmental account• Encumbrances on the CS sub-account are mirrored
on the departmental account• Expenses on the CS sub-account are reimbursed
nightly by the departmental account• Ensures cost-share is only counted once, and is
included in the correct F&A base.
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Cost Share Model
C&G Account
Cost Share Sub-Account Department Account
Expenses – charged to a
Cost Share Sub-Account
Cash
Cash is transferred nightly to cover all cost share expenses incurred that day.
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Questions?