1. Title: Enter a title for the budget. Include the subrecipient organization name within the title

2. Organization: Select the subrecipient. To search for an organization, you may use the % symbol as a wildcard before and/or after your search criteria to broaden your search.

Note: If the subawardee is not available for selection in the system, select “TBD” and email your GCA Specialist to request the organization is added. Include the organization name, type, address, phone/email info. After the GCA team notifies you that the organization is added, return to this screen, and change the organization from TBD to the newly added organization.

3. Principal Investigator: Budget PI defaults.

4. Subawardee PI: Leave blank. UNT does not currently use this field.

5. Subaward Budget Detail Level: Select how to capture budget data for this subaward.

• Per Period Direct and Indirect Totals: All costs are captured in a single budget table as direct and indirect costs per budget period.
• SF424 Subaward Import: Subawardee’s budget totals are imported to the system using their completed 29 R&R subaward Budget PDF Form

Note: This option should be selected when submitting the proposal system-to-system via 424 if you have an R&R Budget Form to import for the subaward. This can optionally be used when not submitting system-to-system.

6. Include in Consolidated Budgets: Select Yes or No on whether to include in the consolidated budget. Only select “No” for subaward budgets created in error.

7. Subaward Indirect Contribution Limit: For budgets using the MTDC cost base standard, the system automatically includes the first $25,000 of subaward budgets in the cost base for calculating indirect costs for the primary budget. Update only if necessary, per sponsor limitation

Note: This question only displays if MTDC was selected as the cost base on the sponsor budget that this subaward was created on.

Click Continue on the bottom of the SmartForm page to advance. You may also Exit or Save the page if you wish to return later.

This SmartForm page can be skipped. The page will only appear when the Per Period Cost Totals budget detail level is selected.

The subaward PIs can be listed on the Funding Proposal Personnel SmartForm in question 3B, instead of on this page. Subaward personnel do not need to be added here.

Click Continue on the bottom of the SmartForm page to advance. You may also Exit or Save the page if you wish to return later.

This SmartForm page will only appear if “Per Period Cost Totals” was the budget detail level selected on question 5 of the Subaward Budget Information SmartForm. If you are entering the subaward budget by importing the Subaward R&R Budget Form, this SmartForm page will not appear.

Enter the Direct and Indirect totals for the Subaward. If they are the same for all periods, enter in the period one box and then use the copy arrow to the right of the Direct and Indirect boxes in period 1 to populate all periods with that value. If the totals are different for each period, enter the total amounts for each period.

The system will calculate the overall Totals and Grand Total per period based on your entry of the per period totals.

If needed, add budget notes to your department reviewer and GCA

Click Continue on the bottom of the SmartForm page to advance. You may also Exit or Save the page if you wish to return later.

This SmartForm page will only appear if on the Subaward Budget Information SmartForm you selected “SF424 Subaward Import” on question 5 of the Subaward Budget Information SmartForm. This option should be selected when submitting the proposal system-to-system via 424 and have a R&R Budget Form to import from the Subawardee organization.

If you are manually adding the per period Directs and Indirects instead, this SmartForm page will not appear.

The page will appear as above. The Subaward R&R Budget PDF must be completed and returned by the subawardee for uploading in the fillable format.

When the file is received, select Choose File to select the file and then select Save to upload.

If there is an issue with the Subaward R&R budget form, you will receive an error message when importing. The most common error is that the period dates entered in the Subaward R&R Budget PDF form do not match the budget periods of the primary budget OR that the R&R Budget is not in the editable/fillable format. Correct any errors on the form and retry the import.

Click Save or Continue. The form has been imported and you can confirm the totals by reviewing the Financial tab on the Subaward Budget Workspace.

Subaward attachments should be uploaded to the attachment SmartForm. If submitting system-to-system, these files will not propagate to the SF424.

Drag and drop a file or select the Add button to choose a file.

For all subawards, below are the standard required documents that should be included from the organization:

- Subrecipient Letter of Commitment (LOC), signed by the organization’s Authorized Official.

- Detailed budget (Should be in R&R Budget Form if 424 submission).

- Budget Justification.

- Statement of Work (SOW) outlining the subaward organization’s work to be performed and any deliverables.

- F&A Rate Agreement or documentation as appropriate.

- Any other documents, as required by sponsor.

If needed, click the ellipsis to upload a revision.

Once complete, click Finish to complete the SmartForm and return to the subaward budget workspace, where you can view a summary of the subaward budget totals.

Note that the subaward budget is linked to the sponsor budget, so you can view your subaward budget from the sponsor budget by selecting the Subawards tab.

The subaward per period totals will be included in the sponsor budget Financials tab and the Funding Proposal Financialstab.