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The Grants Budget Detail page shows grant financial information slightly different than how it is portrayed on the other pages. The intended function of this page is to look at a single grant at a time, and see how the the budgets, expenses, encumbrances, etc. have been allocated by different time periods. Users have the ability to look at amounts on this page by Fiscal Year, Grant Year or Calendar Year. All totals (i.e. ITD Budget, Expenses, etc.) on this page should reconcile with the amounts of the PI Summary page and Expense Breakdown page.

Project Information

This report (in the top left of the screen) shows basic demographics and attributes of a grant. This includes the SponsorProject Start and (Budget) End DatesAward #PI and more. There is also a drill report on Project Team. Clicking on this report will display all of the Project Team members and their role on the grant as defined in the Authorization Letter. If this information has not been updated since the authorization letter was received, then it may show employees who are no longer associated with the grant.

Project Financials by Time

This report (the main report which consists of a bar chart and table underneath it) is designed to use a drop-down menu to show financial information by Fiscal Year, Grant Year and Calendar Year. The bar chart is a visual showing (ITD) Authorized Budget and Committed dollars by years. Underneath the chart is a table listing the financial information in more detail. Note that there are two balance fields in this table which are defined as:

Field NameDescription
Yearly Remaining BalanceThis is a calculation of what balance is by year. For every year and every row that is listed (will vary depending on if it's Fiscal, Grant or Calendar year) this calculation will be Authorized Budget minus Obligation- Committed Dollars.
ITD Remaining BalanceThis field is a calculation to show carryover from year to year. Any amount that is shown here is the ending balance at that point in time. For instance, if there is a ITD Remaining Balance in Grant Year Two of $500,000. then that means at the end of Grant Year Two there was half a million dollars remaining. This varied from the Yearly Remaining Balance field because that calculation does not take carryover into consideration. Instead it looks at one year at a time, independent of other year prior.

Key Definitions

Actual Expenses: Expenses that have occurred and were deducted from the grant balance.

Pre-Encumbrance: Pre-Encumbrance is obligations for Position managed Positions for a given fiscal year based on anticipated hire date.

Encumbrances: Future committed expenses such as current fiscal year salaries or purchase orders that were deducted from grant balance but did not occur yet.

Future Fiscal Year Salaries: Future salaries to be paid after current Fiscal Year - at NYU fiscal year starts in September and ends in August- Future Fiscal Year Salaries are NOT deducted from grant balance in this dashboard.

 Pending: Encumbrances or Actual Expenses which have not yet posted to the financial system. Typically, Pending items post within 1 day. For simplicity, Pending amounts are subtracted from grant balance in this dashboard.

Total Anticipated Budget: this amount is the total award amount from the sponsoring agency, which may include money not yet received for future grant years. For example: a three year award of 3 million, in the first grant year where only 1 million was received, will list 3 million as the Anticipated Budget.

Total Projected Indirect Cost: Indirect cost that will be applied on encumbrances once these become Actual Expenses if they are subject to overhead charges. Projected indirect cost is subtracted from the grant balance on this dashboard. This cost helps to project additional overhead charges.


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