2 - Enter/Edit in the Plan NonSal Expenses – Annual Spreading Working Plan Data Entry Grid
· Using Filter Row, select a single account or fund source or contract id to filter on and make changes as necessary for planned expenses. (It’s much easier to make and verify changes looking at just one key, contract or fund source at a time in each Grid.)
o To edit an existing record, make the changes as necessary within that row.
o HINT – The system sometimes creates a new record / row or saves the changes to an existing record / row or does not show the record at all depending on the following:
The system will create a new record when you:
§ Change Budget Type AND change or add any Non-Salary Expense or Comment
The system will NOT create a new record, but saves the changes in that row when you:
§ Change ONLY Budget Type on row with planned Non-Salary Expenses or a Comment
§ Change or add any Non-Salary entry
The system will not show the new record when you save and have:
§ Changed only Budget Type AND there are no Non-salary expenses in the key. (The salaries in the existing key don’t copy and with “Zero Suppression”, you won’t see the key that has no expenses)
§ Zeroed out all the Non-Salary entries and comment – “Zero Suppression”.
o To add a new record – select a row and press “ADD ROW COPY” to obtain a new row to edit.
o HINT – The system will not show the new record when you save if there were no entries for Non-Salary expenses or comments – “Zero Suppression”.
o Within the new row or an existing row you can make the necessary changes as follows:
o Change Account Key Field - begin typing the account key and then select from the drop down box that appears.
o Do Not Change Month Field.
o Change Line # Field – HINT - Most folks are not entering multiple line numbers in the plan, so are not using this. This level of detail in not required but available to users for planning purposes. The feature allows two entries on the same key for the same expense class and same Budget Type and requires Use of #1 for the first entry, use #2 for second entry. For instance two lines for travel on the same key and budget type, identifying the different reasons for the distinction in the comment field - $10K general travel, $10K training travel. WARNING - If you accidently put #1 for both entries, the system copies the new entry over your original entry.)
o Change Budget Type Field – Only if another budget type, other than what is shown, or copied, is needed. The drop down arrow provides a list of types from which to select. NOTE - Typically the budget type can be “New Funds” and typically "Expected Funds" is used for TBD and placeholder keys. This entry is most critical for NCAR budget uploads – NEW funds = Target for Upload.
o Change Comment Field – allows users to add notes regarding Non-Salary entry for a particular record / row.
· Enter/Edit the following TOTAL PLANNED Non Salary EXPENSES for the FISCAL YEAR in this KEY based on the selected BUDGET TYPE:
o Change M&S Field
o Change PS Field
o Change Travel Field
o Change PSC Field
o Change Equipment Field
o If applicable, Change SPER Field (Typically expense are NOT planned here.)
o If Applicable, Change Interest Expense Field
o If applicable, Change Depreciation Expense Field.
o NOTE - Budget Type is critical for uploads, currently only NCAR Indirects, CSC and NSF Target. For planning expenses on fund sources and contracts that are not uploaded, "New Funds" and "Expected Funds" may be sufficient.
o HINT - To add or change a fund type, use "Add Row Copy" and edit the new line.
o HINT - If you zero out all the entries, the line "disappears" upon saving. Zeros are suppressed, so any lines with no planned expenses do not show up on the grid.
o HINT - To remove a row or fund type without zeroing out the entries, select the row and click "Delete".
o SAVE OFTEN!
· Check Total for the Account Key as You Enter
o Verify totals for the account key, fund source or contract ID or other filter using the subtotals at the bottom of the grid as well as Totals and Subtotals provided in the columns.
o HINT - You can re-order the columns in way that works best for you to enter and verify information and SAVE the view to keep the layout.
o HINT – Recommend you move the “All Revenue and Expenses Amount” column over to the left so you can easily see planned fully loaded totals for the key at any time.
· Add Placeholder Account Keys for planned non-salary expenses on TBD projects.
o NOTE - Typically these are "Expected" Funds.