Contracts & Grants Functionality

Paul Sandoval, University of Arizona

Jim Becker, Indiana University

Overview

• Proposal DevelopmentBudget Builder

Routing Form

• Proposal Document• Award Document• Accounts• Budgets• Cost Share

Kuali Budget Builder and Routing Form

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

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.

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.

Budget Overview

• Cumulative budget can be viewed by task or period.

• Budget details can be hidden or displayed.

• Indirect costs are automatically calculated.

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

Personnel – Academic, 12-month

Personnel – Professional/Staff

Personnel – Academic, 9-month

Non-Personnel Expenses

• Non-Personnel subcategories map to institutional object codes

• Line items can be copied forward to future budget years, with inflation

Non-Personnel Expenses

Cost Sharing

• Captures cost share (institution, 3rd party, direct and F&A), and requires source distribution for all items

Cost Sharing Overview

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).

Modular Budget

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.

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.

Output

• Output creates PDF files in various templates: generic budget format, SF 424 R&R, and PHS 398/2590 budget pages

Template

You can make copies of an existing budget for future modification.

Audit Mode

When Audit Mode is activated, this page lists hard & soft errors in the budget document, and links to their location.

Notes

• Like all Kuali eDocs, users may add notes/attachments to save with the budget document.

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

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.

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.

Submission Details

Personnel

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.

Project Details

• Cost sharing totals aggregate from the Kuali Budget, but can also be entered manually.

• Subcontract amounts are captured from the Kuali budget.

Module Links

• Link with Kuali Budget Builder

Notes

• Attach Notes or Files

Output

Template

Audit Mode

Permissions

• Give people read or modify permissions to the routing form

Approvals

• See who has to approve the routing form in the Org Hierarchy.

• Add hoc route to individuals or work groups.

Questions so far?

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

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

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)

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

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

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

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.

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.

Questions?