Manage Award Allocations

Key to setting up an award or an award modification is defining allocations. When you create an award, the system automatically creates non-authorized allocations with $0 amounts based on the number of budgets and periods in the funding proposal(s).

You can:

• Complete the default allocations.

• Delete the default allocations or any other allocations you may have created.

• Create new allocations from scratch.

• Create new allocations by copying existing ones and modifying the information as needed.

To complete the default award allocations

1. Create a new award or open an existing award for editing.

2. Ensure the start and end dates on the General Award Information page are correct.

3. On the Budget Allocations page, click the name of a default allocation.

The Edit Budget Allocation form appears.

Open

4. Select the appropriate financial account for this allocation. If you characterize this allocation as Authorized by Sponsor or Advance Account, a financial account is required.

5. If the sponsor has released funds for this allocation, select Authorized by Sponsor.

6. Select whether WVU will cost share project expenses for this allocation. If you select Yes, the Budget Reconciliation page will provide a column for entering cost share amounts.
   The Cost Share selection can be changed in these types of award modifications:

• Revision

• Carryover

• Continuation

• NGA Revised

• Budget Allocation Correction

7. Type the direct and indirect amounts awarded for this budget allocation. The total awarded amount shown on the Budget Reconciliation page and the workspace is the sum of all authorized allocations.

8. Type this allocation’s indirect rate. This rate is used to calculate indirect costs on the Budget Reconciliation page.

9. Select the indirect cost base type. This determines which budget categories are included in the indirect cost base.

10. Enter any other required information.

11. When done, click OK.
    The Budget Allocations page reflects your changes.

12. Repeat the steps for each default allocation to complete.

The procedure is the same for updating any additional allocations you have created.

To delete an allocation

On the Budget Allocations page, click the Delete button to the right of the desired allocation.

To create a new allocation

1. On the Budget Allocations page, click Add.

2. Complete the Add Budget Allocation form.

3. When done, click OK.

The new allocation appears on the Budget Allocations page.

To create a new allocation from an existing one

On the Budget Allocations page, click Copy to the right of the allocation to use as a template.

The Copy Budget Allocation form appears. It contains the same information as the original allocation, except the original's name is prefixed with "Copy of." and the authorization defaults to "Not Authorized."

1. Edit the name and other information as needed for the new allocation.

2. When done, click OK to save the changes.