Creating a Budget

Updated 06/10/2024

Creating a Budget Page 1 of 10

Proposals must be completed and routed seven (7) business days before the deadline for

OSP to submit the proposal.

Creating a Detailed Budget

The GeauxGrants Budget tab replaces the need to separately complete an excel spreadsheet

for your proposal. The budget will automatically calculate salary, fringe benefits, tuition

remission and indirect costs. You can also export the budget to excel or to the Grants.gov

budget PDF.

These instructions must be followed unless the sponsor has a required budget template that

must be used. When sponsor has a required budget template follow instructions for Creating a

Simplified Budget.

Budget Tips

• The Budget tab will open in a new window. Clicking Done will close just the budget

screen and return user to Proposal Development record.

• It is recommended that you enter budget as a whole instead of by each budget period.

• The Budget Summary will summarize the total costs of the entire institution budget.

• Other sections on the screen include Personnel Costs, Non-Personnel Costs,

Subawards, and Subprojects, which is equivalent to SPS Tasks.

• Only upload a separate budget when the sponsor has a required budget template.

• If the budget period is not a full twelve month period or does not start on the first of the

month, we recommend following the steps in our removing appointments guide

for

Named personnel. Failure to remove the Salary appointment can cause incorrect

calculations due to the system calculating at a daily rate instead of the normal monthly.

Budget –

Named Personnel

• Step 1: The PI of the proposal will automatically appear under the Personnel section.

To enter other Personnel, begin typing last name, first name and then choose from list.

Select Type & Role from dropdown options and click Add Person.

Creating a Budget Page 2 of 10

• Step 2: Click Detail button by person’s name to make edits to their salary and effort. All

LSU appointments will be loaded from Workday. This Mike the Tiger has an Academic

appointment; therefore, GeauxGrants will only allow Academic & Summer months to be

entered.

• Step 3: On the Detail popup, enter the requested person months.

• Step 3a: Click Save and fringe benefits will automatically be calculated based on

personnel type. If you are adding a named Graduate Assistant, see separate

user guide for Budgeting for Graduate Assistants – Named

• Step 3b: Choose Effort from dropdown list if sponsor requests salaries in

percent effort instead of person months.

• S

tep 4: Click Appointments tab, to select a percent to calculate inflation in the out years.

GeauxGrants will automatically calculate this inflation on the Detail tab. Enter inflation

and click Save. Note: Appointments dates are for calculation purposes only. Workday

is the official system for all employee appointment dates.

• S

tep 5: Click Save and Close once information has been entered.

Creating a Budget Page 3 of 10

Note: Personnel direct costs on Budget Detail includes both requested salary and

fringe benefits.

Budget

– Unnamed Personnel

To add an unnamed position or To Be Hired (TBH), follow these steps:

• Step 1: Click Add New Profile

• Step 2: In pop-up window, make sure Temporary Profile is marked

• Step 3: Type position description as Last Name & (i.e. Graduate Assistant)

• Step 4: Enter Department

• Step 5: Click Save

• Step 6: Click Close

• Step 7: On Personnel tab, select Type (Key or Non-Key)

• Step 8: Select Role.

• Step 9: Click Add Person

Creating a Budget Page 4 of 10

• S

tep 10: The Budget Detail window will appear for the unnamed personnel/TBH you

just entered. Enter number of personnel, effort months & salary requested. Calculate

the salary based on the total number of personnel for each role. For example: If there

are 2 graduate assistants on the project, enter 2 in the Number of Personnel column and

the total salary for both graduate assistants in the Salary column.

• Step 11: Click the white arrow on the Fringe Benefits Column and choose the

appropriate type from the dropdown list.

• Faculty and Staff = Employee

• Graduate Assistants = Health Insurance will populate under Fringe and Tuition

remission will populate under Non-Personnel.

 GA Calendar Health/Tuition

 GA Academic Health/Tuition

 GA Summer Health/Tuition

• 2-Year Postdoctoral Researcher, 2-Year Postdoctoral Researcher (AP), 2-Year

Intern-Athletic, and 2-Year Intern-Non-Medical job codes = 2-Year Postdoc/Intern

• Transient, Continent Workers, WAEs = Transient

• Step 12: Enter inflation for out years if desired.

• Step 13: If sponsor requests salaries in percent effort instead of person months, select

Effort from the Person Months dropdown.

• Step 14: Click Save and Close to calculate.

Creating a Budget Page 5 of 10

Budget

– Non-Personnel

There are 2 ways to add non-personnel cost: 1) Choose categories from dropdown list or 2)

Click Add Bulk Entry to add up to 5 categories at a time.

• S

tep 1: Choose from dropdown list.

• Step 1a: Select cost category from dropdown list or type name and then select.

• Step 1b: Click Add Item

• Step 1c: On the popup, enter amount requested on the Detail tab. Year 1 amount

will populate into out years. Enter inflation rate for the out years, if desired. You can

also manually adjust out years.

• Note: Tuition Remission is automatically added for Graduate Assistants from the

Personnel section.

• Step 2: Click Add Bulk Entry

• Step 2a: Click Add Bulk Entry

• Step 2b: Select cost categories from dropdown list or type name and then select.

• Step 2c: Enter requested amounts and inflation, if desired. You can also manually

adjust out years.

• Step 2d: Click Add and click Close when done. Cost categories will populate under

Non-Personnel. You can enter five (5) line items at a time.

Creating a Budget Page 6 of 10

udget – Subawards

See separate user guide for including Subawards

in your proposal and budget.

udget – Subprojects

Contact OSP for assistance.

F&A Tab

• F&A is automatically calculated based on the federally negotiated rate for Program Type

and Location (on-campus vs. off-campus) of the project. See the bottom of the Budget

Detail page.

• To adj

ust F&A, you will need to click on the F&A Tab. Institution Base/Target Scheme is

equal to federal rate for Project Function and On/Off Campus location. Do not change.

• Step 1: Projects funded by Louisiana state or local government (not federal flow-

through)

 Step1a: Change Scheme to Project Function or Off-campus for State (e.g.

Research State On-Campus.)

 Step 1b: Click Apply to calculate.

Creating a Budget Page 7 of 10

• Step 2

: Projects with Sponsored Limited rates

• Step 2a: Select sponsor published base. Options are Manual, Modified Total Direct

Costs (MTDC), Salaries, Wages and Fringe Benefits (SWF), and Total Direct Costs

(TDC). If a sponsored limited base is not specified select TDC. If sponsor has a

different base type, select Manual.

• Step 2b: Choose Rate of Manual Entry for limited rate. Choose rate of No IDC when

sponsor does not allow F&A.

• Step 2c: For Manual Entry, a Rate box appears. Enter the sponsor limited rate.

• Step 2d: Click Apply to calculate.

• Summ

ary of F&A, which includes rate used, is at the bottom.

• The Manual F&

A button is used to enter the Sponsor F&A Base and Requested F&A

amounts directly into the field versus an automatic calculation.

Cost Sharing

See separate user guide for including Cost Sharing in your budget.

Justifications

If required by the sponsor, upload your budget justification on this tab.

o Step 1: Click Browse to attach budget justification and click Upload. You can upload

Word or PDF documents. GeauxGrants will convert Word documents to a PDF.

Creating a Budget Page 8 of 10

o St

ep 2: To open the uploaded file, click the PDF logo. Remove option is also available

if new version needs to be uploaded.

Budget – Complete

• Once you have completed you budget, go to Budget tab and click Complete Button on

top right corner.

• Once Budget is complete, Budget will be in View Mode, and you will need to click on Un-

Complete Budget to make edits.

Budget – Build PDF (Grants.gov)

To see your budget in the Grants.gov budget format, click Build PDF after budget has

been Completed.

Budget – Export to Excel

• To export your budget to Excel to send to a sponsor, click Import/Export and then click

Export Budget to Excel.

Creating a Budget Page 9 of 10

• The Excel spreadsheet will consist of several tabs:

• Summary Tab – breakdown of requested budget in each budget period and total

amount. Personnel Salaries include both requested salary & fringe benefits. If

sending this to sponsor, rename “Personnel Salaries” to “Personnel Salaries and

Fringe Benefits.”

• P

ersonnel Tab – breakdown of just personnel with fringe benefits and effort for each

budget period. If sponsor does not require effort, then you can delete these

columns.

• F&A

tab – Will not use.

• Cost Sharing tab – breakdown of sponsor requested and cost sharing among the

different sources in each budget period and total amounts. Personnel amounts

include both requested salary and fringe benefits. If sending this to sponsor, rename

“Personnel Salaries” to “Personnel Salaries and Fringe Benefits.”

Creating a Budget Page 10 of 10

• Fully Loaded Budget tab – We will not use.