AmeriCorps Texas
Grantee Portal Support Hub
FISCAL

Viewing Budgets and YTD Expenses

IMPORTANT - We recommend against viewing budgets or completing fiscal management using mobile devices or small screens.

In the Grantee Portal, we are distinguishing between:

  • Original Budget - the budget entered and approved in eGrants

  • Current Budget - the most updated budget, which might be the Original Budget or might be updated with reallocation, amendment, or deobligation

From your Grant Details page, click the Budget tab. This tab will show you an overview of all budgets associated with your grant (your original budget and any current budgets that have been amended via a budget change). You can also see the total budgeted amount, remaining amount, and the last modified date. To view a specific budget, click on the Grant Budget Name. This will bring you to a detailed view of your budget and will shows YTD spending by category. At the bottom of the screen, you will find important budget calculations including match and asset utilization.

From this screen, click the Budget Changes tab to find all budget changes made to this budget. The Original Budget will have "Original Grant Budget" in its name, and updates have the date of update in their name. You can click on any budget to view the details. Note that the Original Budget is used to drive calculations of Match Required, Grantee Share Admin Budgeted Percentage, and CNCS Variance Percentage, even if the budget has been updated.

PERs

From the budget screen, click the PERs tab to view all in-process and completed PERs. You will be able to see individual PERs, their status, and the total PER amount.

If you wish to view individual PERs, simply click on the PER name. This will show you a detailed breakdown of the submitted PER by line item and what day the PER was submitted. You can also do this to continue working on an unsubmitted PER or edit a PER that was returned to you by your Grants Officer.

To submit a PER, click the New PER button in the upper right. This button is available on all budget screens and launches a form in a new window. Once you have opened the form, fill out your PER as needed. Below are some tips to assist you in filling out the PER form.

Tips for the PER form (all grantees):

  • Enter Start Date of Period and End Date of Period for the PER

  • Ensure you check the box for Last PER for this Budget for your Final PER

  • Enter data in CNCS and Grantee columns as appropriate.

  • Calculations occur on the screen in real-time based on the data you enter. The following fields are calculated:

    • Totals by category and section

    • Commission Fixed Cost

    • Calculations at the bottom of the screen, including Match YTD, FICA percentage, Asset Utilization, etc.

  • Enter notes or comments in the Notes field below the calculations

  • At the very bottom, next to Submission Status, you can mark if you're still working on the PER or are ready to submit. When you select Ready to Submit, you will need to certify a statement and then click Save. You will receive an email to confirm submission.

  • Your Grants Officer will review your PER and discuss any concerns with you through phone or email. If any edits are needed, your Grants Officer will re-open the PER, and you can make edits and then re-submit. To edit a PER, simply click on the appropriate PER after you click the PER tab from the budget screen.

  • You will receive an email once funds have been sent via ACH.

  • Note: Your YTD expenses will be updated as soon as PER data is entered, rather than only after the PER is approved.

For Fixed Amount Grantees:

Enter numbers in:

  • Section II - B. Member Support Costs Other

  • Section III - line A or B

Budget Reallocation, Amendments, and Deobligation

  • To submit a Budget Change, click the Budget Change button from the upper right of any budget screen. This will launch a form in a new window. On the form, choose the appropriate type of budget change and enter your updated budget request in the appropriate Amended column. Totals calculate in real-time and the change from existing budget to requested amended budget.

  • Similar to the PER form, there is a Notes section at the bottom of the form for you to use if necessary.

  • At the very bottom, next to Submission Status, you can mark if you're still working on the form or are ready to submit. When you select Ready to Submit, you will need to certify a statement and then click Save. You will receive and email to confirm submission.

  • Your Grants Officer will review and discuss any concerns with you through phone or email. If any edits are needed, your Grants Officer will re-open the form, and you can make edits and then re-submit. As with the PER, navigate to the Budget Change tab and click the appropriate link to view, continue before submitting, or edit a form once your Grants Officer has re-opened it.

  • You will receive an email upon approval.

  • Note: Updated budget information will only be reflected in your Budget once the change is approved.