Coeus

Proposal Development
Create or change proposal budget

Proposal budget periods

Coeus sets up a budget period for each twelve months that fall within the proposal's start and end dates. Any remaining months become the last budget period.

Overview of budget creation

When you create a new budget or a new budget version, a budget summary page and a page for the first budget period appear.

On the first budget period page, you enter salary rates for budget persons, proposal costs, and salary distribution.

Next, use the option Generate All Periods, to create the remaining budget periods for the proposal, based on the costs you entered for the first period. You can then adjust costs for each period as needed.

Coeus also generates a budget total page. The Total page shows proposal totals and subtotals for each budget period by cost element, including EB, OH, and lab allocation.

Access budget pages

From an open proposal window:

1. On the Edit menu, select budget, or use the toolbar button. The window Select Budget appears.
2. Press New, or select an existing budget version and press Modify.

The window Create Budget for Proposal ... -- or Modify Budget for Proposal ... appears, with the Budget Summary page showing.

Budget summary page

Use this page to view the total cost and dates for each budget period.

Enter Residual Funds and/or Total Cost Limit as needed.

Enter salary for budget persons

Before entering cost elements for the first budget period, search for the names of persons who are to work on the project and enter their annual salary rate:

1. On the Edit menu, select Persons or use the toolbar button for Budget Persons. The Budget Persons window appears.
2. If you know the person's name and job code, select Add, then enter the name and job code.
   OR
   Search for the person's exact name and job code:
   

   Select Search. The Select Person window appears, showing possible persons for the proposal budget. On the Query tab page, enter selection criteria, such as last name or Home Unit number. Use the horizontal scroll bar to see all the selection fields. For a TBA, enter TBA in the field Full Name. Select Find. The Result page shows the names retrieved by your entry. Highlight the desired name and press OK. The name and job code appear on the Budget Persons window.

3. Enter appointment type and salary:
   

   In the field ...	enter ...
   Appointment Type	Select the duration of the appointment from the pulldown options.
   Calc Base	Annual salary. For faculty, enter academic year salary. Press OK and save your changes.

Enter costs for Period 1

Starting from the main budget window:

1. Select the Period 1 tab. The Period 1 page appears.
2. On the Items menu, select Add Line Item, or use the toolbar button. A new cost element (CE) line appears, with the cost justification icon showing at the right. The red X indicates that no justification has been entered yet.
3. Enter the CE number .
   OR
   

   Select the CE from a list: Double click on the CE column. Use the scrollbar to find the desired CE. Speed up your search by entering a partial description in the Description field at the top. Examples: "summer", "faculty", "salaries", "travel". Select the desired CE by double clicking on it.

   The CE and description appear in the columns CE and Cost Element Description on the Period 1 page.
4. Enter your description and cost for the CE in the Description and Cost fields. For personnel items, see the next section.
5. Adjust Start and End dates as needed, for partial period items.
6. Change indirect cost rates that apply to the budget as needed.

Enter personnel budget

After you have added the person's annual salary and a personnel cost element as described in the sections above, enter the person's salary for distribution:

1. On the budget period page, highlight the personnel cost item.
2. On the Items menu, select Personnel Budget, or use the toolbar button. The window Personnel Budget Details appears.
3. Press Add. The window Select Budget Persons appears. Highlight the desired persons and press OK. Use Ctrl-click to select a second person. The Personnel Budget Details window reappears.
4. On the line for the newly added person:
   1. Adjust the start and end dates as needed, for partial period items.
   2. Enter the % Charged (to the government) and the % Effort. The % Charged cannot be greater than the % Effort.
   3. In the Period field, use the pulldown choices to change the default value "Cycle" to the type of appointment that applies--regular, summer, or academic year.
   4. Select Calculate. The salary to be distributed appears in the Salary field and in the Cost field above. Indirect cost itemizations appear in the lower section of the window.
   5. Press OK to close the Personnel Budget Details window. The budget period page reappears.

Enter cost sharing, underrecovery, justification

For multi-period budgets, start on a budget period page. For single period budgets, start on the summary page.

1. Double click on the desired detail line. The window Budget - Line Item Detail appears.
2. Enter information as needed.
3. Use the button Justify to enter cost justification.
4. Press OK to close the window.
5. Save changes when the prompt appears.

Calculate

As you enter proposal cost items, use the Calculate button or the Budget Periods menu Calculate options -- Calculate Current Period or Calculate All Periods -- to see direct and indirect costs for the period.

Generate all periods

When you have entered all cost elements that apply to all budget periods for the proposal, checking the direct and indirect costs as needed, you are ready to generate all budget periods for the proposal.

On the Budget Periods menu, select Generate All Periods.

A page is generated for each budget period. Also generated is the budget total page showing proposal totals for the project and for each budget period by cost element, including EB, OH, and lab allocation.

Synchronize non-salary items with cost limits

If you set a total cost limit for a proposal or a cost limit for a budget period, a warning message appears if you try to save an amount that exceeds the limit.

Adjust a non-salary cost item for a budget period so that costs for the period equal the cost limit:

1. Highlight the item on the Period tab page.
2. On the Items menu, select Synch to Period Cost Limit. When the confirmation message appears, select Yes. The direct and indirect costs for the item are adjusted so that costs for the period equal the cost limit.

View salary detail

On the View menu, select Salaries to see salary detail by person for all proposal periods.

Customize view

Use this option to rearrange the display of costs on the budget windows. You can:

• Group cost items by category--personnel, travel, etc.
• Select which costs and calculated amounts to view.

On the View menu, select Customize. The Customize View window appears, showing system defaults for cost displays.

Copy a budget

To create a budget by copying and modifying an existing budget version, you usually will copy only the first budget period, modify it as needed, then regenerate the remaining periods.

How to copy a budget
On the window Select Budget, select the budget version, then the Copy button. On the Copy Budget window, select the option, Copy period one only.

Submit proposal

To submit a proposal without a budget, be sure that the Budget field on the Proposal page shows "None".

Help with proposal development tasks

Comments about these pages
Last modified: 03/04/2004