NOTE: This may not be applicable to your Award. Some programs lock the entire budget or specific line items/budget categories, and the Recipient is unable to edit it on their own.
Table of Contents
| Budget Overview |
| Adding Categories |
| Adding Line Items |
| Balanced Budget Example |
Budget Overview
AmpliFund expenses will be allocated to line items. Line items will be allocated to Budget Expense Categories.
NOTE: You will not be adding expenses while setting up the budget.
Navigation
To go to the budget: Award Screen > Post-Award > Financial > Budget
When you are on the Budget screen, select Line Items and Match if it is not selected by default.
The Revenue Budget at the bottom is a summary of your award. It will show the allocated Grant Funded and Match amounts that you will add/edit your Expense Budget to total to.
NOTE: Some of your Categories or Line Items may be locked by your DED Program Rep so you cannot edit them.
Adding Categories
Step 1: If you need to add a category, click the + next to Expense Budget.
Step 2: Click the dropdown on the Category field to see the options, and click Create. See Step 4 for the 'Category Detail' section information.
Adding Budgeted Amounts to Categories
In order to add line items to a category, there must be a budgeted amount in that category.
Step 3: Click the Edit Pencil next to the budget category to verify there is a Budgeted Amount entered, or update the amount.
Step 4: Complete the 'Category Details' section of the Budget Category popup and click Create/Save.
| Budgeted Amount: | Total Cost for the Category. Includes Grant Funds and Match amounts of line items. | The sum of line items in this budget category cannot exceed this number. |
| Cash Match: | Enable/Disable | This is just allowing (enabled) cash match on line items, not expenses |
| In-Kind Match: | Enable/Disable | This is just allowing (enabled) in-kind match on line items, not expenses |
Removing unused Budget Categories
Select the Trashcan Icon next to the Budget Category you wish to remove from the Budget.
NOTE: Only categories that you are going to use need category Budgeted Amounts. Categories that will not be used can be deleted and re-added later.
Adding Line Items
Each category you are going to use for expenses, will need at least 1 line item. If you prefer, you can make your line item generic like the category name (like it is pictured below in the example) or you can add specific line items. This is your tool to track your expenses, so be as detailed as necessary to correctly account for your project costs.
Step 5: To add a line item, click the green + next to the budget category.
NOTE: Always use ‘Non Personnel’ Line Items Types.
Step 6: Complete the General tab.
| Item Type | Non Personnel |
| Category | Will default to the category where you clicked the +, but can change it from the dropdown. |
| Name | Name of your line item, you can enter it as the name of the category if you only have 1 line item. |
| Direct Cost | Total line item cost. Grant Funds + Match |
| Exclude From Match | Leave blank. This can be completed on the Financials tab. |
|
Responsible Type |
Individual |
| Responsible Individual | Select the user who will be responsible for the budget. They must already be an AmpliFund user in your Recipient account. |
| Description | Optional. |
Step 7: Complete the Financials tab.
| Direct Cost | This is auto populated from the General tab. (Total line item cost. Grant Funds + Match) |
| Cash Match Amount | Click the $ icon (the selected icon has a white background). Enter in the Cash Match amount for this line item. If this line item has no Cash Match, enter 0. |
| In Kind Match Amount | Click the $ icon (the selected icon has a white background). Enter in the In Kind Match amount for this line item. If this line item has no In Kind Match, enter 0. |
| GL Account | Leave blank. |
| Allocate | Leave how it defaults. |
Step 8: Do not alter the Configurations or Attachments tabs. Click Create/Save on the popup.
Edit Line Items in Categories
Step 9: To edit an existing line item, click the Pencil Icon on the line item.
Step 10: Follow the same guidelines as above (creating line items) to edit and save.
Balanced Budget Example
- Awarded $15,000 in grant funds
- Cash Match minimum of $5,000
- $20,000 total expenses.
A. Amount totals based upon your Award contract, found in the Award Budget Information on the
Details tab.
B. Total Overall Budget Cost = $0.00
Total Expense Budget Cost = (Total Revenue Budget Cost) = Grant Funds + Cash Match
C. Grant Funded column (Expense Budget) equals the Awarded Amount (Revenue Budget) totals.
Match column from Expense Budget equals the Match column from Revenue Budget totals.