Module 5: Budget

1
Module 5 Budget
2
Objectives

• 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

3
Cayuse424 Basic Budget Concepts

• 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.

4
Start Building Your Budget Anywhere
Start here?
Detailed Budget
Start here?
Modular Budget
Subaward Budget
Start here?
5
Cayuse424 Basic Budget Concepts

• 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.

6
Key Variables

• There are several key variables that come into
  play on the budget forms.
• Each variable is discussed on the next several
  slides.

7
Salary

• 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.

8
Fringe Rates

• 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.

9
Indirect Costs

• 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.

10
Budget Periods

• 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.

11
Cayuse424 Integrating Data and Function

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

12
Summary

• 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

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

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

13
Detailed Budget
14
SF424RR Budget

• 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.

15
SF424RR Budget

• 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.

16
SF424RR Budget Section A

• 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

17
Manage Budget Periods

• 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.

18
Manage Budget Periods

• Number of periods is pre-defined when you create
  the proposal. Edit now, if required.
• Select Period Length using drop-down menu.

19
Manage Budget Periods

• Click calendar and select desired Start Date.

20
Manage Budget Periods

• Cayuse424 autofills start and end dates for all
  budget periods, based on selections.
• Click Set Dates to autofill dates onto your
  proposal.

21
Manage Budget Periods

• 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.

22
Manage Information About Senior/Key Personnel

• Verify/edit Principal Investigator Salary
  Information
• If salary information is not auto-filled that
  means it wasnt 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.

23
Manage Information About Senior/Key Personnel

• 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

24
Manage Information About Senior/Key Personnel

• 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.

25
Manage Information About Senior/Key Personnel

• Adding Key Persons (contd)?
• 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.

26
Manage Information About Senior/Key Personnel

• Adding Key Persons (contd)?
• 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.

27
Manage Information About Senior/Key Personnel

• Adding Key Persons (contd)?
• 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.

28
Manage Information About Senior/Key Personnel

• Adding Key Persons (contd)?
• Click Close Autofill Window after you have made
  all necessary edits.
• Cayuse424 will autofill all information and
  return you to the budget page.

29
Manage Information About Senior/Key Personnel

• 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.

30
Manage Information About Senior/Key Personnel

• Adding Key Persons On-the-Fly
• Quickly create a Professional Profile from within
  the proposal
• Click on Add/Edit Key Person
• Click on Create New Key Person

31
Manage Information About Senior/Key Personnel

• Adding Key Persons On-the-Fly (cont.)
• Fill out form and click Save
• A Professional Profile will be created in
  addition to the Key Person being added to the
  Detailed Budget page and Key Person page

32
Adding Other Personnel

• 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.

33
Adding Other Personnel

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

34
Sections C, D, E

• 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.

35
Requesting New Equipment

• 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.

36
Requesting Travel Expenses

• 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.

37
Request Participant/Trainee Support Costs

• 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.

38
Sections F-K

• In Sections K-F of the detailed budget page, you
  may
• Specify Other Direct Costs.
• Specify Indirect Costs.
• Specify Fees.
• Attach the Budget Justification.

39
Specify Other Direct Costs

• 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.

40
Specify Indirect Costs

• 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.

41
Specify Indirect Costs

• 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.

42
Specify Fees

• To specify Fees
• Enter fees.
• Cayuse will automatically add fee total to the
  cumulative budget page.

43
Attach the Budget Justification

• To attach the Budget Justification
• Click Add Attachment

44
Attach the Budget Justification

• To attach the Budget Justification (contd)?
• 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.

45
Replicating Costs Multiple Budget Periods

• 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.

46
Replicating Costs Multiple Budget Periods

• 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.

47
Replicating Costs Multiple Budget Periods

• Click Replicate Starting Budget Period Without
  Escalation.
• Cayuse424 will automatically copy first period
  numbers for that budget category into any budget
  periods you specified.

48
Escalating Costs Multiple Budget Periods

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

49
Escalating Costs Multiple Budget Periods

• 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.

50
Escalating Costs Multiple Budget Periods

• Click Escalate Selected Categories.
• Cayuse424 will automatically escalate first
  period numbers at that rate for the budget
  categories into the budget periods you specified.

51
Cumulative Budget

• 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.

52
Modular Budget
53
Modular Budget

• 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.

54
Creating A Modular Budget from Detailed Budget

• This Modular Budget was automatically created
  from a detailed budget.
• Cayuse424 automatically rounds up the Modular to
  the nearest 25,000.

55
Entering Modular Budget Directly into Modular
Budget Page

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

56
Entering Modular Budget Directly into Modular
Budget Page

• To complete the form
• Click on the calendar icon to set Budget Period
  Start and End Dates.
• Enter Direct Cost less Consortium FA and
  Consortium FA (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.

57
Entering Modular Budget Directly into Modular
Budget Page

• 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.

58
Subaward Budgets
59
Subaward Budgets

• Cayuse424 allows you to create one or more
  subaward budgets by
• Linking to an existing subaward proposal
• Creating an unlinked worksheet row
• Importing a subaward proposal
• Once subaward budget figures are linked, imported
  or created, they will automatically be displayed
  on the Cumulative Budget page.

60
Linking to an Existing Subaward Proposal

• Before you create a Subaward Proposal make sure
• An Institutional Profile exists for the
  subcontracting institution that includes
• Institutions Name.
• DUNS number.
• At least one named IDC rate with a start date.
• At least one Key Persons Professional Profile is
  associated with the subcontracting institutions
  profile.

61
Linking to an Existing Subaward Proposal

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

OR

• Click Create Subaward in the Subaward Budget page

62
Linking to an Existing Subaward Proposal

• Step 1 To create a Subaward Proposal (contd)
• Type Proposal Name.
• Select Organization.
• Indicate of Budget Periods.
• Select Validation Type (e.g., NIH).
• Click Create Proposal.

63
Linking to an Existing Subaward 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.

64
Linking to an Existing 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.
65
Linking to an Existing Subaward Proposal

• 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.

66
Linking to an Existing Subaward Proposal

• Step 4 View/Verify (contd)?
• 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.

67
Linking to an Existing Subaward Proposal

• 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.

68
Creating an Unlinked Worksheet Row

• 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
  Worksheet Row.

69
Creating an Unlinked Worksheet Row

• Click Create unlinked subaward Worksheet row.
• Enter Worksheet Row Title.
• Click Add Worksheet Row.

70
Creating an Unlinked 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.

71
Importing a Subaward Proposal

• In order to import a subaward proposal, your
  subcontractor must create the subaward proposal
  using Cayuse424 or Subawards.com and send the
  exportable file to you via email.
• You can choose to import the subaward proposal to
  either the Proposals tab or directly into the
  prime proposal.

72
Importing a Subaward Proposal to the Proposals Tab

• Navigate to the Proposals tab and click the
  Import icon

• Enter internal subaward proposal name
• Browse to location of exported subaward proposal

73
Importing a Subaward Proposal to the Proposals Tab

• Locate exported subaward proposal file and click
  Import Subaward
• Subaward Proposal will now appear in your list
  of proposals in the Proposals Tab

74
Importing a Subaward Proposal into Your Prime
Proposal

• Navigate to the Subaward Budget page within your
  prime proposal
• Click on Import Subaward

75
Importing a Subaward Proposal into Your Prime
Proposal

• Locate exported subaward proposal file and click
  Import Subaward
• Subaward Proposal will now appear under Linked
  Subaward Names
• Subaward budget figures will be populated to the
  Subaward Budget page as well as your detailed
  budget page

76
Exporting a Subaward Proposal

• You also have the capability to create and export
  a subaward proposal to another Cayuse424 customer
  institution
• From the Proposals tab click Subaward
• Fill in subaward proposal details
• Click Create Proposal

77
Exporting a Subaward Proposal

• After clicking on Create Proposal
• A subaward proposal is created
• Complete subaward proposal
• Click the Export icon and enter a name for the
  exported file

78
Exporting a Subaward Proposal

• Click Export Subaward (source files and documents
  from the Proposal Summary section can also be
  uploaded and exported).
• Save exported subaward proposal to desktop,
  folder or shared drive
• Attached exported file to an email and send to
  collaborator

79
Exporting a Subaward Proposal

• Tips on Exporting Subawards
• Internal documentation (e.g. signed Face Pages,
  Letters of Support, Letters of Collaboration,
  etc) can be added to the Documents page under
  Proposal Summary. These will be exported with the
  subaward proposal.
• Running the validation Check is recommended
  prior to exporting

80
Sub-Award NIH Requirements

• 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 isnt provided your proposal
  may be rejected or delayed after submission.

81
Conclusion

• 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