CERES: Create a Subaward Budget

Create a Subaward Budget

Note: The attachments contain a job aid related to this article.

If an external collaborator will be contracted to perform work as part of a larger sponsor project, add the subaward funds budgeted for the external collaborator in the funding proposal. A subaward budget is created from and linked to a primary sponsor budget. RAs have the option to enter high-level costs or detailed budget information for the subaward. If there will be an SF424 for a federal system-to-system submission, importing an R&R Subaward Budget will map the subaward budget information to the SF424, which avoids duplicate data entry.

To create and fill out a subaward budget

1. From the Budgets tab on the funding proposal workspace, click the name of the primary sponsor budget where you want to add a subaward budget.
2. From the primary sponsor budget workspace, click Create Subaward.
3. On the Subaward Budget Information page, provide the required information. Type a descriptive budget title.
4. Under “Subrecipient”, start typing the subawardee organization’s name and pick from the matches, or click the ellipsis to select from the full organization list.
   • If you are unable to locate the subawardee organization’s name on the list, select TBD and submit a New Organization Request form.
5. If the subawardee’s project has a PI, click the ellipsis, supply the PI information in the resulting form, and click OK.
6. Under “Subaward budget detail level”, choose how to supply financial information. You can select either Per Period Direct and Indirect Totals or SF424 Subaward Import. Both are described below.

Option 1 – Per Period Direct and Indirect Totals

If you select Per Period Direct and Indirect Totals, the Per Period Costs Totals page for financial input becomes available that allows you to enter high-level direct and indirect costs per period. Enter direct and indirect amounts for the budget periods. Click the small arrows at the right of a Period column to replicate values in all subsequent periods. When done entering direct and indirect amounts, click Continue.

Notes:

• This option also populates an All Personnel page. Click Add to supply information on other Key personnel, graduate students, post grads, etc., on the subaward. Subawardee personnel added on the subaward budget are not mapped to the SF424. Ensure the subawardee personnel are entered on the Personnel page of funding proposal SmartForm. The subawardee personnel will map to the SF424 from there.
• This option does not allow you to enter a detailed subaward budget. Additionally, the funding proposal subaward budget area is separate from the SF424 R&R Budget and R&R Subaward Budget. There is no detailed mapping to the SF424 R&R Subaward Budget when using period totals.
• Make sure to attach a detailed subaward budget to the Attachments page of the subaward budget SmartForm.

Option 2 – SF424 Subaward Import

If you select SF424 Subaward Import, upload the SF424 R&R Subaward Budget PD , provided by the subawardee, on the SF424 Subaward Import page for a detailed view. Click Continue. The totals from the form with load into the system and map to the SF424 budget for federal system-to-system proposal. Review the Import a Subaward Budget (Option 2 - SF424 Subaward Import) section for more information.

Note: This option is recommended when the subrecipient provides their budget in the R&R Budget template. Use the most recent version of the R&R Budget to upload the subaward budget so it maps to the SF424. You can also download the R&R Subaward Budget form on the SF424 workspace after an SF424 is created to provide the subrecipient a template to complete. 

7. Supply any other required or optional information and click Continue.
8. On the Attachments page, click Add if you want to attach any supporting documents for internal review purposes, such as instructions. If you selected the Per Period Direct and Indirect Total option, attach a detailed subaward budget to the Attachments page of the subaward budget SmartForm.
9. When satisfied with the subaward budget, validate it, and click Finish.

Import a Subaward Budget (Option 2 – SF424 Subaward Import)

Importing a subaward budget in the Subaward Budget SmartForm the preferred way to import a subaward budget since the subaward budget should be completed before the SF424 is created.

Note: If the subrecipient does not provide the R&R Budget for import:

1. Select the Per Period Direct and Indirect Totals option on the subaward budget SmartForm, as described above.
2. Attach a detailed subaward budget (e.g., Excel version) to the Attachments page of the subaward budget SmartForm.
3. The RA can still manually enter the subaward amounts directly on the SF424 R&R Subaward Budget Attachment(s) Form.

To import a Subaward Budget in the Subaward Budget SmartForm

1. Click on the primary sponsor budget in the funding proposal.
2. Click on the Subaward tab and click the name of the subaward to open the subaward.
3. Click Edit Budget.
4. On the Subaward Budget Information page, under Subaward budget detail level, select SF424 Subaward Import.
5. On the SF424 Subaward Import page, click Choose File and select your SF424 Subaward PDF.
6. Click Save.
7. The totals from the form will load into the system and map to the SF424 Budget.

Note: Use the Research & Related Budget to upload the subaward budget so it maps to the SF424 Budget. You can also download the R&R Subaward Budget form on the SF424 workspace after an SF424 is created.

Subaward Budget FAQ's