Building Dollars & Cents: Core Concept: Non-Personnel Budget Categories and Line Items

115 STEPS

1. Open eunasolutions.sharepoint and click Current Slide Pane

2. Click Current Slide Pane

3. Click Current Slide Pane

4. Click Current Slide Pane

5. Click Current Slide Pane

6. The first step is to open Grant Management and going to our grant

7. Choose Grant

8. Click Post-Award

9. With your mouse, hover Financial

10. Click Budget

11. Let’s start by adding our first budget category. Click the plus sign next to the Expense Budget

12. Click the drop down

13. Click Supplies

14. Click Budgeted Amount

15. Enter amount

16. To set a budget cap, check "Enable expense cap" and enter a dollar amount. Expenses above this limit will trigger an error and can't be saved.

17. Click Expense Cap Amount

18. You can also enable monthly spending alerts at the category level. By checking monthly spending alerts you can set either a dollar or percentage threshold for both over and under budget categories.

19. Click Total Spending Alerts

20. You can seta percentage of direct costs. Spending alerts are sent to the grant manager.

21. If you have entered master data for purpose areas, this field will appear in the budget category set up. You can click on the drop down to select one or multiple purpose areas to add to this budget category. 

22. At the bottom of the screen, you can either save the category to add it to the budget with editing still allowed, or lock it. Locked categories can only be unlocked and edited by an organizational admin or grant manager. click Save

23. Click Create category budget

24. Click Open

25. Add Travel

26. Click Budgeted Amount

27. Type Budgeted Amount

28. Click Save

29. To add a line item to supplies, I’ll click on the plus icon next to supplies. 

30. This pre-populates my item type as non-personnel and my category as supplies but those can be changed. 

31. I’ll enter the name Computers

32. Click Direct Cost

33. put my direct cost amount

34. Next, I’m required to select an assignee which pulls from your list of staff. Click on Assignee and choose staff member

35. Click Financials. This allows you to allocate the cost across your grant period. For allocation purposes, you can allocate by either month or year

36. The arrows evenly spread the values across your selection or you can clear via this icon. In addition, you can enter costs related to other funding. You can edit any of these amounts to match your budget as needed. Click Attachments

37. The final tab is Attachments, where you can upload relevant documents. This isn’t for receipts—they go with expenses—but it's ideal for application materials, quotes, estimates, or other supporting files. Click Save

38. After clicking Save I am directed back to my budget and now can see my $100,000 amount under grant funded. To see the line item name in your budget click the line item check box at the top. Click Line Items

39. At the top of the screen, you can customize your view by adding items like grant year

40. Assignee

41. Click GL Accounts

42. Click Actuals

43. Click Remaining

44. Click Remaining

45. Now let’s dive into a grant example with matching. I’ll navigate to my grant example

46. Click Grants

47. I’ll navigate to my grant example then let’s check the settings. Choose Grant

48. Click Post-Award

49. With your mouse, hover Settings

50. Click Budget Settings

51. Click Post-Award

52. With your mouse, hover Financial

53. Click Budget

54. Click the Plus Icon

55. Let’s add the same categories as last time of Supplies and Travel. As I entered both categories, I will leave my match as enabled on both. 

56. Select Supplies

57. Enter Budgeted Amount

58. Click Save

59. Click Create category budget

60. Click Open

61. Click Travel

62. Enter Budgeted Amount

63. Click Save

64. Click Create budget line item

65. Type Name

66. Enter Direct Cost

67. As I add my line items you’ll notice one new option is to exclude from match. If you have specific line items you do not match on you can use that check box.

68. Click Assignee(s)

69. Add assignee

70. Click Financials

71. If match is left on for the line item, under the financials tab you can set either a match percentage or dollar amount. Click Cash Match Amount

72. Here I’m adding a 25% match. All the other options on the other tabs are the same as what we reviewed in our earlier example

73. Click Save

74. After I hit save, I’m back on our budget and we have a few different items we can look at. First at the top I can view my line items, and also the match. Click Line Items

75. Click Match. Selecting those reveals more budget detail: the computer line item is $37,500, with a 25% match of $12,500. The remaining $150,000 is grant-funded.

76. Let’s add one more line item for our keyboards with the same match percentage of 25%. Click Create budget item

77. Enter Name

78. Enter Direct Cost

79. Choose Assignee

80. Select Exclude from match

81. Click Financials

82. Enter Cash Match Amount

83. Click Save

84. Now you can see the match for both line items and the total on your budget. Next, let’s look at an example budget where we track indirect cost. I’ll navigate back to my grants page

85. Click Grants

86. Navigate to Post-Award

87. With your mouse, hover Settings

88. Click Budget Settings

89. On the budget settings for this grant. I have % of indirect cost set up for the 3 year period and have them set to be system generated. Back in my budget I will add our same categories of Supplies and travel. Click Post-Award

90. With your mouse, hover Financial

91. Click Budget

92. Click Create category budget

93. Choose Supplies

94. Enter Budgeted Amount

95. Click Save

96. Click Create category budget

97. Choose Travel

98. Enter Budgeted Amount

99. When entering the category there is the option to change the indirect cost, 

100. it’s currently at enabled but you can change to required or disabled.

101. Click Save

102. Click Create budget item under the Supplies Category

103. Enter Name

104. Enter Direct Cost

105. Choose assignee

106. Click Configuration

107. As you enter your line items the only change is that under configuration, the option for generates indirect is checked. If that line item does not generate indirect costs you can uncheck the box before you save or lock. 

108. Click Line Items

109. When you go back to your budget page, you now see the computers line item and that the system has auto generated a line for indirect costs for that. Click Create budget item

110. Next, I added one more line item for keyboards, now on the budget you can see the keyboard line item and can also see that our indirect expenses amount has increased to $10,500. Enter Name

111. Enter Direct Cost

112. Choose assignee

113. Click Save

114. If we click on our indirect cost line item, you can see that we are able to edit the total cost to whatever amount we chose. . 

115. That's it. You're done.