The Initial and Competing renewal budgets in GMAS provide a high-level summary of the proposed budget that has been/is being submitted to the sponsor. This job aid provides guidance on how to record the high-level budget information in GMAS initial and competing renewal proposals. The following sections are covered in this documentation:
How to navigate to the proposal budget
- Budget periods
- Subagreement costs
- Direct costs/Harvard direct costs
- Total direct costs
- Indirect costs
- Total proposed amount
Prerequisites
This job aid assumes that the reader has an understanding of the basic functionality and terminology of GMAS.
How to navigate to the proposal budget
The proposal budget can be accessed in the following ways from the proposal homepage:
1. If the proposal budget has not been added yet, there will be an “Actions required” item at the top of the proposal homepage that indicates the proposal budget is missing.
2. If the proposal budget has been entered, it will appear in a panel on the proposal homepage. *
- Selecting the “Proposed dates and dollars” link in the panel will navigate to a view screen for the budget.
- Selecting the <Edit budget> button in the panel will navigate to the edit view of the budget.
- Selecting the <Edit dates> button in the panel will open a modal where the dates can be edited.
*Note: Budgets that were entered into GMAS prior to April 8th as detailed budgets will not display an edit button or a link to the view screen. In these cases, the dollars can be viewed in the proposal budget expand.
Editing the proposal budget
The proposal budget can be edited by departments up until the proposal is locked and routed for signatures. Budgets are entered by direct, indirect, and subagreement dollars. The budget only allows for entry at the total dollar value (no cents).
Budget periods (found on both budgets with and without subagreements)
The budget periods are listed at the top of the budget. Budget periods can be viewed in five period increments. If there are more than five periods, an arrow will be visible on the last period to view the next five periods, and on the first period to view the previous five periods. The “Total” column will always display on the right and indicate the total number of budget periods, and the dates that all of the budget periods span.
If the budget periods need to be edited follow these steps:
- Navigate back to the request homepage by selecting <Cancel> or <Done> from the budget entry screen.
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Select the <Edit dates> button on the budget panel.
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From the "Edit dates" pop-up window, the start date, number of periods, and period end dates can be edited.
The dates can also be edited from the budget view screen by selecting the secondary button at the top of the view screen and then selecting <Edit dates>.
Subgareement costs (found on budgets with subagreements)
Subagreement costs – The amount entered here for each budget period represents the subagreement dollar totals .
Subagreement OH policy drop-down – The subagreement overhead policy will default to “Excluded from IDC”.
Options in the drop-down include:
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Excluded from IDC – no overhead will be taken on the subagreement amount entered
- All of the subagreement dollars will display in the “Not subject to OH” field below
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IDC on entire subagreement – overhead will be taken on the subagreement amount for every budget period
- All of the subagreement dollars will be displayed in the “Subject to OH” field below
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IDC on 1st $25,000 – overhead will be taken on the subagreement up until $25,000 (starting from the first budget period
- Subagreement dollars under or up to 25k will be displayed in the “Subject to OH” field below
- Subagreement dollars over 25k will be displayed in the “Not subject to OH” field below
Example: If there is $20,000 listed in the subagreement amount for the first period and $30,000 in the second period
- $20,000 will display in the “Subject to OH” field and $0 will display in the “Not subject to OH” field for the first period
- $5,000 will display in the “Subject to OH” field and $25,000 will display in the “Not subject to OH” field for the second period
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Other – overhead policy is something other than the above options (text field becomes available for description of policy)
- All of the subagreement dollars will be displayed in the “Not subject to OH” field below
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Other – overhead policy is something other than the above options (text field becomes available for description of policy)
- All of the subagreement dollars will be displayed in the “Not subject to OH” field below
Subject to OH – The amount displayed here for each budget period represents the subagreement amount that will have an accompanied overhead cost (e.g., building operations and maintenance, IT expenses, security, administrative personnel such as grant managers, etc.). This is triggered by the subagreement IDC policy selected for each subagreement.
Not subject to OH – The amount displayed here for each budget period represents the subagreement amount that will not have an accompanied overhead cost.
Total subagreement costs– The total subagreement costs is the sum of the “Subject to OH” and the “Not subject to OH” amounts (which is also equal to the amount entered in the subagreement amount field).
Direct costs (found on budgets without subagreements)/Harvard direct costs (found on budgets with subagreements)
Subject to OH – The amount entered here for each budget period represents the Harvard direct costs that will have an accompanied overhead cost (e.g., building operations and maintenance, IT expenses, security, administrative personnel such as grant managers, etc.).
Not subject to OH – The amount entered here for each budget period represents the Harvard direct costs that will not have an accompanied overhead cost.
Total direct costs/Harvard total direct costs– The total direct amount is the sum of the “Subject to OH” and the “Not subject to OH” amounts.
Total direct costs (found on budgets with subagreements)
Subject to OH – The amount displayed here for each budget period represent the sum of “Subject to OH” amounts from the “Subagreement costs” section of the budget, and the sum of “Subject to OH” amounts from the “Harvard direct costs” section of the budget.
Not subject to OH – The amount displayed here for each budget period represent the sum of “Not subject to OH” amounts from the “Subagreement costs” section of the budget, and the sum of “Not subject to OH” amounts from the “Harvard direct costs” section of the budget.
Total direct – The amount displayed here for each budget period represents the sum of “Subject to OH” amounts and “Not subject to OH” amounts from the “Total direct costs” section of the budget.
Indirect costs (found on both budgets with and without subagreements)
Indirect cost type drop-down – The indirect cost type drop-down found above the indirect cost rate(s) allows identification of the indirect cost type.
- Modified total direct costs
- Total direct costs
- Training Grant/Career Dev MTDC
Rate frequency drop-down – The rate frequency drop-down determines how the IDC rates will be identified. The following options are available:
- One rate for all periods - (this is the default) One rate will be identified for the entire budget (see “IDC rate” below).
- IDC rate per budget period – A rate will be identified for each budget period (see “IDC rates” below).
- IDC rate per HU fiscal year – A rate will be identified for each Harvard fiscal year that is represented across all the budget periods (see “Fiscal year IDC rates” below).
IDC rate - The overhead for each budget period will be calculated based on the rate entered in this field.
IDC rates – The overhead for each budget period will be calculated based on the rate represented for that specific budget period.
Fiscal year IDC rates – The overhead for each budget period will be calculated based on a blended rate based on the dates of the budget period, and the dates of the fiscal year (see “Calculated IDC rates” below).
Calculated IDC rates – The calculated IDC rate represents the blended rate for each budget period based
on the budget period dates and the fiscal year dates that overlap in that budget period.
IDC rate per HU fiscal year blended rate calculation example
- Budget period 1 is from 6/1/17 to 5/31/18 (total of 365 days)
- 30 days are in FY17 (6/1/17 - 6/30/17), which is 8.2% of the total budget period days
- 335 days are in FY18 (7/1/17 - 5/31/18), which is 91.8% of the total budget period days
If FY17 IDC rate is 50% and FY18 IDC rate is 60%, the blended rate is equal to: (50% * 8.2%) + (60% * 91.8%) = 59.18%
Total indirect – The total indirect amounts are the sum of total direct costs subject to OH x the OH rate applied to the budget period.
(10,000 direct subject to OH * 69% = $6,900 total indirect)
Pencil/Calculator icon – The pencil icon allows the total indirect amounts to be manually entered/edited for each budget period. The calculator icon will process the calculation for each budget period automatically. The default for the budget screen is to automatically calculate the indirect cost for each budget period.
Total proposed amount
The total proposed amount that displays for each budget period is the sum of the “Total direct” amount in the “Direct” (found on budgets without subagreements) or “Total Direct costs” (found on budgets with subagreements) section of the budget, and the “Total indirect” amount in the “Indirect costs” section of the budget.
Other budget types
GMAS screens are continuing to be converted to the new look and feel (such as the Initial and Renewal budget screens). While the Initial and Renewal budgets have been converted, the continuation and supplement budgets remain on old GMAS screens. In order to make the budget entry process simplified, the ability to enter/edit detailed budgets has been removed from old budget screens. When editing continuation or supplement budgets, all direct dollars should be captured in the “Other direct costs” section.
For feedback or questions, please reach out to the GMAS help desk at contactgmas@harvard.edu.