Budgeting in EPEX
While the budget building tool is available in EPEX and we encourage its use, the Office of Sponsored Programs requires only that a high level budget be included which each proposal routed for review and approval. There are 4 high-level direct cost budget categories available. Each of these categories is preceded by the numeral “1”:
| Budget Category | Description | Use |
| 1DCNFA | 1 – Direct Costs No F&A Lvl 1 | For general direct costs to be excluded from the MTDC base and which will not accrue F&A. This may be used for any cost category which will not accrue F&A. All costs which do not accrue F&A may be lumped into this line. |
| 1DCWFA | 1 – Direct Costs w/F&A Lvl 1 | For general direct costs which should be included in the MTDC base and which will accrue F&A. |
| 1SUB<25 | 1 – Subaward </=$25,000 Lvl 1 | To be used if you specifically want to identify subawards in your high-level budget. This category is used for the first $25,0000 and will accrue F&A. Multiple subs may be lumped into a single line in this category. (The total costs in this category may exceed $25,000 if you have more than one subaward in your budget.) |
| 1SUB>25 | 1 – Subaward > $25,000 Lvl 1 | To be used if you specifically want to identify subawards in your high-level budget. This category is used for all costs after the first $25,000 of each subaward. Multiple subs may be lumped into a single line in this category. |
The 5th high-level budget category is 1FACADM for Facilities and Administrative costs. Despite the availability of this category, it should only be used if directed by OSP. F&A costs should be calculated by the system based on the rate, base, and budget categories selected.
All other budget categories available represent the detailed budget categories. These are not preceded by the numeral “1” and have descriptive names only.
It is important to note that you should not use a combination of high-level and detailed level budgets when entering your budget into EPEX. You should only use one type or the other.
Therefore, if you want to create only a high level budget for $250,000, but have a $10,000 piece of equipment, your budget would look like:
and would NOT look like:
Similarly, if you want to create a high level budget for $250,000, and have a $10,000 piece of equipment and a $50,000 subaward, your budget could look like:
or it could look like:
But, would not look like:
Or any other combination of high-level and detailed-level budget categories.
If you would like to enter a detailed budget and wish to utilize the budget building tools available in EPEX, a budget tool job aid can be accessed on the EPEX page of the OSP website here. For online EPEX training, please visit this link. The next instructor-led EPEX class is on December 5th. Space is still available. If you would like to attend, email Camilah Hicks at cghicks@emory.edu. For instruction on how to build budgets, it is recommended that you attend the “Budgeting Basics and Using the Detailed Budget Pages” training class offered by the Office of Sponsored Programs. The 2012 class schedule is being finalized and will be available soon here.
