GRANTS ADMINISTRATION ADJUSTMENTS


There are three Grant Transaction Types that can be edited by BudCast users.  These are: BudCast Reallocations, Manual Salary Forecast, and Manual OOE Commitments.  All of these transaction types are incorporated into the Grants Reports in the Reporting module.  Transaction descriptions will flow through to the report at the transaction level.  Providing detailed descriptions of each entry will maximize the impact of BudCast grants reports.

 

Note: BudCast Adjustments made in the ‘Grants Admnistration View’ do not update the totals shown in the View. To see how the adjustments made affect the budget totals you must view this information in a “Grants Report”.  It is helpful to have two BudCast windows open at once to see the cause and effect relationship between the View and Report. For more information on running a Grant Report refer to training “Grants Administration Reporting”.

 

                                       

 BudCast Adjustment Location in the View. All BudCast Adjustments will need to be made in the Grants Administration View at the Transaction level. This is the last available drilldown level in the View. At the Transaction level the user will see the white cells that are editable. For assistance getting to this step please refer to the trainings “Navigating to the Grants Module” and “Drill Down Levels”.

 

 

  BudCast Reallocations. The BudCast Reallocation transaction type exists for users to make budget adjustments to balance budget categories by budget period. A user can debit an amount from one budget category and credit it to another budget category within the grant. It’s important to note that these budget category transfers only happen within BudCast for forecasting purposes. For real budget transfers please contact your KUCR team.

2.1 At the transaction level enter the description. In this example the user is transferring funds out of Domestic Travel and onto Equipment.

2.2 Enter any additional comments.

2.3 Debit (subtract) the amount from the correct month(s) by entering -$1795 into the white editable month cell(s).

2.4 Note the total project amount.

2.5 Drill down to the transaction level under BudCast Reallocations-Equipment, and repeat steps 2.1-2.4 to credit (add) the Equipment account $1795.

2.6 View the changes in the budget period total.


 

Manual OOE Commitments.  Manual OOE Commitments transactions exist for users to forecast known non-salary expenditures.  These entries will also flow into BudCast grants reports, allowing users to show a more accurate final project balance that includes committed/known expenses. 

 

 3.1 At the transaction level enter the description. In this example the user is forecasting Tuition payments for two students that will be a future expense on this project.

3.2 Enter any additional comments.

3.3 Enter the transaction amounts into the corresponding white editable month cell(s). Expenses are positive

3.4 Note the total project amount.

3.5 View the changes in the budget period total.

 

Note: The forecasted amounts entered into the white editable cells are considered static data (i.e. data will not automatically update as time passes). In this case; the user should manually delete these tuition payments in the Fall semester after the tuition expense has occurred to avoid double counting the tuition expense as both a forecast and an actual transaction.

 


Manual Salary Commitments.  Manual Salary Forecast transactions exist for users to forecast known salary and fringe expenditures.  These entries will flow into BudCast grants reports allowing PI’s to see a final project balance available which includes committed/known expenses.  The starting point for this transaction type is blank, however, for the user’s reference, UBUD Gross & Fringe salary projections are provided under transaction type six (6). 

 

4.1 At the transaction level enter the description. In this example the user is forecasting salaries for two proposed researchers that we know will be an expense on this project in the future.

4.2 Enter any additional comments.

4.3 Debit the amount from the correct month(s) by entering the amounts into the white editable month cell(s).

4.4 Note the total project amount.

4.5 View the changes in the budget period total.

 

Note: The forecasted amounts entered into the white editable cells are considered static data (i.e. data will not automatically update as time passes). In this case; the user should manually delete these salary payments each month after the expense has occurred to avoid double counting the salary expense as both a forecast and an actual transaction.



 

 

 UBUD Salary Projection.  For the user’s reference, UBUD Gross & Fringe salary projections are provided under transaction type 6. The UBUD salary projections are not reflected in a report or in the budget bottom line calculation. If these projections are accurate the user will need to copy and paste them into the Manual Salary Forecast to see the effect on the budget bottom line.

 

5.1 At the transaction level in UBUD Salary Projection use the cursor to select the cell/rows desired to be copied. Right click the cursor and click the   button.

 

5.2 Drill down to the transaction level in the Manual Salary Forecast. Right click in the Description cell and click the  button to paste the data from the UBUD Salary Projection into the Manual Salary Forecast.

 

5.3 View the changes in the budget period total.

 

Note:  The UBUD salary projections reflect what is keyed into HR Pay for each position. If no end date has been keyed into HR Pay the salary forecast for that person will be forecasted as-is until the project ends. 

 


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