Complete the IBR Excel
Step 1: Complete the most recent Itemized Budget Request – IBR – Year # excel template (that was originally emailed to you when your AmpliFund Award was created) and save the completed copy to your computer.
NOTE: In some cases, multiple IBR’s will need to be submitted for 1 business trip.
NOTE: The Itemized Budget Request IBR Year-# can also be downloaded from the Program Resources section of the STEP webpage.
Submit Through AmpliFund
To submit an IBR, you will submit through a request called an Amendment in AmpliFund.
Navigating to Amendments
Step 2: Navigate to the Award > Post-Award (top tab) > Management > Amendments
You are now on the Amendments grid. This includes Amendments that have been started and submitted.
Creating an Amendment
Step 3: From the Amendment Grid, click the + icon in the top right corner.
Step 4: In the Amendment Information section, name your IBR Request Number in the Amendment Request Name field.
If there have been 2 APPROVED previous Amendments (IBRs), current request is #3. On the Award, navigate to Post-Award (tab) > Management > Amendments to see any previously created and APPROVED Amendments (IBRs). Select Category Budget from the Areas to Amend option by clicking the required checkbox.
once you click on the Category Budget checkbox the information will appear below.
Category Budget
Step 5: Name the Amendment.
| Amendment Request Name: | Enter IBR #X (do not include Amendments that were denied when numbering Amendments). |
Step 6: Click the Download Budget button. Open this Excel from your downloads folder. The download file is named "BudgetAmendment.xlsx".
Step 7: Make and save your edits to the downloaded "BudgetAmendment.xlsx" file.
- Each Line Item is its own row.
- Do not delete or edit the column names.
- Do not update the "Actual" columns. These are the green columns and are informative.
- Do not update the "Grant Budgeted" column, this is informative. Update the "Total Budgeted (Direct Cost)" column instead.
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Updating informative columns will not be displayed in the Summary of Proposed Changes table. If you have updates to informative fields, enter them into the Summary of Changes Narrative field for the Program Rep to review.
- Other informative columns include: "Grant Remaining", "Total Remaining".
- "Description" is the description field on the Line Item and does not need to be filled out.
- "Indirect Cap" (will not appear unless Indirect Costs are turned on for your award) will be updated by the Program Rep and can be left alone.
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There is not a Grant Funds column by itself.
- To increase/decrease Grant Funds for a line item, modify the "Total Budgeted (Direct Cost) column and/or modify the match columns for that line item.
NOTE: Direct Cost = Grant Funds + Cash Match + In-Kind Match + Other Funding
To Update a Line Item:
- Do not edit/delete the "Line Item ID" field.
- If you are updating just grant funds, only update the "Total Budgeted (Direct Cost)" column.
- If you are updating "Cash Match", "In-Kind Match", or "Other Funding", you will also need to update "Total Budgeted (Direct Cost)".
To Add a Line Item:
- In a new row enter the following columns:
| Column Name | What to enter |
| Category | Budget Category. This Budget Category does not need to have been added to your award if it is new to your budget. |
| Line Item | Name of Line Item. |
| Line Item Type | Select "Non-Personnel". |
| Cash Match Value | Enter the numeric amount or leave blank if not applicable. |
| In-Kind Match Value | Enter the numeric amount or leave blank if not applicable. |
|
Other Funding Value |
Enter the numeric amount or leave blank if not applicable. |
|
Total Budgeted (Direct Cost) |
Sum of the following for the Line Item (Grant Funds + Cash Match + In-Kind Match + Other Funding) |
|
Generates Indirect (Only required if award has Indirect Expenses turned on) |
Yes/No (If your award does not have Indirect Expenses turned on, this column will not appear and will not be required) |
To Remove a Line Item:
- Delete the row of the existing Line Item.
- Do not delete a row that has amounts in their "Actual Columns", they already have expenses tied to that Line Item.
Step 8: On the Amendment page in AmpliFund, upload the saved "BudgetAmendment.xlsx" file to the Budget Revision field by clicking Choose file, selecting the Excel updated in Step 4, and clicking Open in the File Upload popup.
NOTE: Upon uploading the "BudgetAmendment.xlsx" file to the Budget Revision field, a Summary of Proposed Changes table will populate under the Summary of Changes Narrative.
Step 9: Complete the Summary of Changes Narrative field, and enter any information of changes that is not displayed on the Summary of Proposed Changes table here.
Step 10: Verify the Summary of Proposed Changes table is correct including the "Total Changes" row that is summing the net changes of Grants/Match amounts.
If the Summary of Proposed Changes table is not correct, re-update your "BudgetAmendment.xlsx" Excel and re-upload it to the Budget Revision field. (Click the current Budget Revision file that had been uploaded to get the File Upload popup again; you do not need to update the file name.)
NOTE: The "Match" and "Grant-Funded" columns in the Summary of Proposed Changes table reflect the net changes not the proposed totals.
Step 11: Complete the fields below:
| Justification: | Enter a short summary on why you need additional or reduced Grant/Match Funds for the Line Item(s). |
| Upload File(s): | See your Program Guidelines for more information/any requirements. |
| Internal Notes: | This field is not visible to DED - Optional. |
Step 12: If necessary, complete another 'Area to Amend' section, Save, or if done, click the Submit button.
Notifications
The Recipient Grant Manager will receive an email from AmpliFund that the Amendment was successfully submitted.
The Recipient Grant Manager will receive an email from AmpliFund that a decision has been made.
NOTE: This automatic email has the Amendment Name, but not specific directions on what to do on your specific Amendment Type.
Additional General Amendment Information
To learn more information on how to view statuses and comments after there has been a decision on the Amendment, please see the general 'Amendment Overview / Viewing Amendments & Statuses' user guide.