How to Add Project Personnel to Personnel Details
To Add Persons to budget line
items:
1. Click on the down-arrow to display the eligible Project Personnel. Select one of the named persons to apply to the budget period.
2. Click the down-arrow to display the potential cost elements/object codes appropriate to the project person selected in the Person column.
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.
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 290 Budget Document > Personnel Page > Personnel Detail (Period 1) Section Layout after adding person details
4. Click [add] to save the selections and insert the line item into the budget to define the expense.
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The gold “splat”
beside the [add] button |
is
a visual reminder that you must select this action to complete your
entry.
Figure 291 Budget Document > Personnel Page > Personnel Detail (Period 1)> line item detail of added Budget Person
5. Define the specific expense details for the added person:
Figure 292 Budget Document > Personnel Page >Personnel Detail> Added Person required entries for expense detail
a. If the Start Date is not the same as the budget period start, enter the appropriate date or use the calendar tool to select a date. It may be appropriate to change one of these dates to compensate for such occurrences as vacation eligible time or a late start on the project
b. If the End Date is not the same as the budget period end, enter the appropriate date or use the calendar tool to select a date
c. Click in the % Effort field Click in the field to enter the percentage of a 40-hour work week this person will charge to the project.
d. Click in the % Charged field to enter the percentage of the person’s salary to be charged to the project. (This field cannot be greater than % Effort.)
e. Click the down-arrow to select a Period Type (The type will appear on certain budget forms but does not impact the calculation.)
f. Calculate: click the calculate button to display the Requested Salary and Calculated Fringe.
Figure 293 Budget Document > Personnel Page >Personnel Detail> Added Person calculated expenses
6. Expand the Line Item Details sub-panel by clicking the [show] button under the totals line.
Figure 294 Budget Document > Personnel> Line Item Details sub-panel expanded
7. The Line Item Details subpanel is used to maintain Budget Document > Personnel Page >Personnel Details > Added Person’s Line Item the following items:
a. Budget Category: click the down-arrow to change the category from the default for this cost element.
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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. |
b. Unrecovered F&A (display only): will populate with the calculated under-recovery, if any.
c. Apply Inflation (checkbox): Uncheck Apply Inflation so the generated budget periods do not inflate.
d. Submit Cost Sharing (checkbox): Uncheck Submit Cost Sharing so this line item’s cost share expense won’t appear on S2S forms
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. # of Persons: defaults to list the number of persons defined in this line item.
g. Cost Sharing: displays the calculated cost sharing amount when the Charged amount is less than the Effort amount.
h. On/Off campus (checkbox): defaults to the centrally maintained status for this cost element. Check or uncheck the box to change the status.
i. Group Description: if this line was added to a group, the name will display.
8. Expand the Rate Classes subpanel by clicking the [show] button
Figure 295 Budget Document > Personnel Page >Personnel Details > Line Item Detail > show Rate Classes
9. 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.
10. 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.
The Personnel Details pop-up window
Figure 296 Budget Document > Personnel> Action column> Details button” The Personnel Detail pop-up window - example
Figure 297 Budget Document > Personnel Page > Personnel Detail (Period 1) Section Layout
Table 126 Expenses Page - Unique Action Buttons
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Button |
Description |
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The system will re-calculate all line item amounts within the specified budget period -- based on current/changed values, rates &/or line item attributes (such as Rates, inflation, on/off campus). |
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Prints the list of salaries into a form in portable document format. |
