How To Configure Grant Budget Settings

Budgets show the budget categories, grant-funded amounts, total costs, and total revenue by default. Additionally, grant years, line items, Responsible Individuals, GL accounts, actuals, and remaining amounts can be shown or hidden. As actuals are added against the budget, they can be displayed and filtered by expense date. This includes any Closed, Reviewed, Payment Requested, or Paid expenses. 

1. Open Grant Management>Grants>All Grants.
2. Click a grant name.
3. Open the Post-Award tab>Settings>Budget Settings.
4. Click the  (Edit icon) in the Icon Bar.
5. In the Matching section, select the default Match requirements. These can also be set on the category or line item.
   • Disable: match will not be tracked on budget categories or line items
   • Enable: match may be tracked on budget categories or line items
   • Require: cash match will always be tracked on budget categories and line items
6. Select Use Match Percentage As.
   • Percentage of Total Grant Budget: calculates match as percent of total budget, including grant-funded and match (i.e., 50% match of $150,000 total budget = $75,000)
   • Percentage of Grant-Funded Amount: calculates match as percent of grant-funded amount only (i.e., 50% match of $150,000 total budget = $50,000)
7. Select Default Cash Match. This is the amount or percent that will be inherited by budget categories and line items.
   1. If Percentage is selected, add the Cash Match Percent (in decimal format).
   2. If Amount is selected, add the Cash Match Amount.
8. Select Default In-Kind Match Personnel. This is the amount or percent that will be inherited by personnel line items.
   1. If Percentage is selected, add the In-Kind Match Personnel Percent (in decimal format).
   2. If Amount is selected, add the In-Kind Match Personnel Amount.
9. Select Default In-Kind Match Non-Personnel. This is the amount or percent that will be inherited by non-personnel line items.
   1. If Percentage is selected, add the In-Kind Match Non-Personnel Percent (in decimal format).
   2. If Amount is selected, add the In-Kind Match Non-Personnel Amount.
10. Select Default Other Funding. This is the amount or percent that will be inherited by non-personnel line items.
    1. If Percentage is selected, add the Other Funding Percent (in decimal format).
    2. If Amount is selected, add the Other Funding Amount.
11. In the Indirect section, check the Track Indirect Cost checkbox. If checked, an indirect cost category will appear in the grant’s Expense Budget which cannot be edited.
    
12. Select a Rate Type.
13. Add the Indirect Rate (in decimal format).
14. Select the Start Date and End Date.
15. Click the  (Add icon) to add additional indirect cost rates.
    
16. If Match is enabled, select the how indirect should be calculated on the Calculate Indirect By field.
    • Direct Cost: Match is included when calculating indirect
    • Grant-Funded Amount: Match is excluded when calculating indirect
17. On the Add Indirect Expenses By field, select how indirect expenses will be added by default.
    • System Generated: Indirect expenses will be automatically created when expenses are added against line items that generate indirect.
    • Manual Entry or Import: Indirect expenses will be added or imported by users.
18. In the Reconciliation Methods section, select from the available Allowable Reconciliation Methods.
     Note: Depending your account settings, this section may not be available.

    • Advance Payment: Grant funds are given to recipient a defined payment schedule which includes an initial advance 

    • Working Capital: Grant funds are given to recipient based on maintaining the working capital rate over the life of the grant. Includes an initial advance. 

    • Reimbursement: Recipient spends own money and then requests grant funds as reimbursement

    1. If Advance Payment, add Initial Advance. 

    2. If Working Capital, add Initial Advance and Working Capital Rate.

19. In the Payment Schedule section, add monthly payment schedule for the award. The ending balance must be $0.00 at the end of the grant.
     Note: This section is only available when Advance Payment is selected.
20. In the Categories section, select Budget Categories to be available on the budget. This list pulls from Administration>Lists>Budget Categories.
     Note: Federal budget categories are predefined and cannot be edited.
21. Click Add.
    
22. In the Benefits section, select how to Add Benefits By.
    • Personnel: benefits are planned per employee and will use staff compensation data on personnel line items
    • Benefit Type: benefits are planned as separate line items for all grant-funded positions
23. Select a Supported Benefit Type. This list pulls from Administration>Lists> Benefit Types.
24. Click Add.
    
25. Click Save.