How to Add Other (direct cost) Line Items

  To Add Other Direct Costs to budget line items:

1.  Click on the down-arrow to display the eligible budget category cost elements/objects. Select one to apply to the budget period.

a.  Alternatively, click the lookup icon  to open the full list of potential cost objects in a separate window. Locate the appropriate cost object and click on [return value] to select the item.

2.  Enter text in the Description window.

3.  If appropriate, create or select a Group. Groups are useful if you will have multiple persons with similar special charges, such as off-campus F&A rate, no inflation, or submit/do not submit cost sharing details.

 

Figure 321 Budget Document > Non-Personnel Page >Other Direct line item entered but not yet added

4.  Click [add] to save the selections and insert the line item into the budget to define the expense.

The gold “splat” beside the [add] button is a visual reminder that you must select this action to complete your entry.

 

Figure 322 Budget Document > Non-Personnel Page > Other Direct > line item detail of added expense

5.  Review & modify the Line Item Details: click [show] in the subpanel below the item expense line.

Figure 323 Budget Document >Non- Personnel Page >Line Item Details

a.  If appropriate, modify the Start Date if it is not the same as the budget period start. Enter the appropriate date or use the calendar tool to select a date.

b.  If appropriate, modify the End Date if it is not the same as the budget period end. Enter the appropriate date or use the calendar tool to select a date

c.  If eligible, check/uncheck the Apply Inflation check box. A checked box indicates this item will be multiplied by the inflation factor maintained in the Rates tab.

d.  Budget Category: click the down-arrow to change the category from the default for this cost element.

A subset of the available cost elements are used for proposal submission. As a result, many of the cost elements you may be accustomed to seeing for post-award are unavailable. KC groups the elements into budget categories to support printing of sponsor forms. These categories are dependent on the individual sponsor's needs. Each available cost element has been assigned to a budget category based on Institute use and sponsor definition. You can reset the budget category in your proposal budget version when needed to support unique budget submission requirements.

e.  Budget Justification Notes: you may use this box to jot down notes about this line item expense. All the notes can be consolidated to provide you with a text document that can aid in preparing your complete budget justification narrative.

f.   Unrecovered F&A (display only): will populate with the calculated under-recovery, if any.

g.  Cost Sharing: if appropriate, enter the contributed amount designated as cost shared.

h.  On/Off campus (checkbox): defaults to the centrally maintained status for this cost element. Check or uncheck the box to change the status. A checked box indicates the cost element will match the maintained (default) status.

i.   Submit Cost Sharing (checkbox): Uncheck Submit Cost Sharing so this line item’s cost share expense won’t appear on S2S forms

6.  Expand the Rate Classes subpanel by clicking the [show] button

Figure 324 Budget Document > Non-Personnel Page >Line Item Details > show Rate Classes

7.  The Rate Classes sub-panel is used to view and adjust indirect and fringe rate application to the selected line item. The columns list the rate class, type, the default application, the calculated rate, and calculated cost sharing, if applicable.
Uncheck the box in the “Apply Rate?” Column to un-apply – which may only be relevant for special submissions – Caution:  This will become under-recovery.

Figure 325 Figure 326 Budget Document > Non-Personnel Page >Line Item Details > Rate Classes application options.

 

8.  Apply to later periods: Click this button to generate this expense line to one or more future budget periods, after the budget periods have been generated. This feature allows you to add or alter a line item to one budget period in an already generated budget, and have the system populate the remaining budget periods with the expense line.

9.  Sync to Period Cost Limit: Click this button to recalculate the budget using this line item expense to goal-seek the value to meet the period cost limit entered in the Parameters tab for this budget period. The value may be increased or decreased, depending on the current budget total. You will be presented with an option to cancel this transaction.

10. Sync to Period Direct Cost Limit: Click this button to recalculate the budget using this line item expense to goal-seek the value to meet the period direct cost limit entered in the Parameters tab for this budget period. The value may be increased or decreased, depending on the current budget total. You will be presented with an option to cancel this transaction.