NOTE: This is not applicable to all awards. If you think this is applicable to your Award, and not available, please contact your Program Rep.
Where do I see my Budgeted Indirect Expenses maximum amount?
Step 1: Navigate to your Award.
Step 2: Left Click Post-Award (top tab) > Financial > Budget
Step 3: Verify Line Items is selected under "Options", and view the Indirect Cost line item amount in the Indirect Budget Category.
For more information about how to read the budget, please view the 'Understanding your Budget and Tracking Expenses' user guide.
How are Indirect Expenses Entered?
Indirect Expenses are either entered automatically (system generated) in AmpliFund, or they are entered manually by the Recipient in AmpliFund. Please view your program specific guide on how they will be entered on your Award.
After an Indirect Expense is created it can get associated with a Budget Reporting Period or Reimbursement Payment Request as long as its Expense Status is 'Reviewed'.
NOTE: Submit (Reporting Period/Reimbursement Payment Request) the Indirect Expenses at the same time as submitting the corresponding Direct Expenses.
Do I need Proof of Payment and Source Documentation for my Indirect Expenses in AmpliFund?
No - At the time of expense entry in AmpliFund, proof of payment and source documentation is not needed for indirect expenses.
NOTE: DED may request proof of payment and source documentation for the indirect expenses to audit at any time.
How do I know if my Indirect Expenses will be created automatically (system generated) or manually?
Step 1: Navigate to your Award.
Step 2: Left Click Post-Award (top tab) > Financial > Budget
Step 3: Left Click the Line Item, Indirect Cost
Step 4: Read the Item Type field (General tab). If the text reads "Indirect Cost (System Generated)", the Indirect Expenses will be created automatically when an eligible Direct Expense is created. If the text does not say "Indirect Cost (System Generated", the Indirect Expense(s) need to be created manually.
Automatically (System Generated) Indirect Expenses
When an eligible Line Item has an expense created, AmpliFund will automatically create a corresponding Indirect Expense.
Step 1: Create an expense like normal (complete the: General, Financials and Attachments tabs).
| Creating Expenses for Reimbursement Payment Requests | 'Reimbursement Payment Request - Full Instructions: Create Expenses, Review Expenses' guide |
| Creating Expenses for Budget Reporting Periods | 'Recording Expenses & Submitting Reporting Period (Budgeting Tracking Period Task)' user guide |
Step 2: View the corresponding Indirect Expense created by AmpliFund. The expense status will default to the expense status the corresponding direct expense was created with.
NOTE: The Expense Status must be 'Reviewed' to get associated to a Reporting Period or Reimbursement Payment Request.
NOTE: If an Indirect Expense is not created, that line item is either not eligible for Indirect Costs OR the Indirect Costs expense cap has been reached. If the expense cap for Indirect Expenses has been reached, please contact your DED Program Rep.
If you click the edit pencil on the Indirect Expense, only certain fields are editable.
If the corresponding direct expense is updated, some aspects of the system generated indirect expense are updated (example: Expense Date and Expense Status will not update automatically).
NOTE: The Recipient is able to delete Direct/Indirect Expenses individually in case an error is made (as long as the Expense has not been submitted in a Reporting Period/Payment Request).
Manually Created Indirect Expenses
Manually creating Indirect Expenses has the same process as creating normal expenses, you are just indicating which expenses are Indirect by the Budget Category/Line Item.
Step 1: Create an expense like normal.
| Creating Expenses for Reimbursement Payment Requests | 'Reimbursement Payment Request - Full Instructions: Create Expenses, Review Expenses' guide |
| Creating Expenses for Budget Reporting Periods | 'Recording Expenses & Submitting Reporting Period (Budgeting Tracking Period Task)' user guide |
Step 2: In the General tab, verify you had selected Indirect as the Category, and Indirect Cost as the Line Item.
Step 3: Verify you have entered the correct cost amount based on your contract's rate for Indirect Expenses and eligible Line Items in the Direct Cost field.
Step 4: In the General tab's Description field, indicate which Direct Expense(s) this applies to.
Communicate with your DED Program Rep on whether Manual Indirect Expenses should be created 1x1 or as a lump amount for your Award. Indirect Expenses need to be submitted to DED at the same time as the corresponding Direct Expenses.
NOTE: If an Indirect Expense is not successfully created, the Indirect Costs expense cap has been reached. If the expense cap for Indirect Expenses has been reached, please contact your DED Program Rep.