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Complete
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Revised Budget
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While making a decision on a proposal, the PM can ask the PI and SRO to complete and submit a Revised Budget for the proposal. At this time, the PI receives a task to Complete the Revised Budget. Once the PI has completed the task, the SRO receives a task to Submit the Revised Budget to DOE Office of Science.
| In the event the PI and SRO on the proposal are the same individual, the PI on the proposal will receive the tasks to both Complete the Revised Budget and Submit the Revised Budget to DOE Office of Science. |
While reviewing the Revised Budget, the SRO may decide to request a few more revisions to the Revised Budget completed by the PI. In this case, the PI receives the Complete Revised Budget task again.
| A Revised Budget may be requested for Grants.Gov Proposals, Paper Proposals or Interagency Proposals. |
The Complete Revised Budget task is created for any user registered to the institution who also has the Submit to DOE privilege. You can check your privileges using the Manage Peer Access action described in Section Error! Reference source not found., I Want to Manage Peer Access for a Submission. You must have the Submit to DOE privilege for the proposal in order to receive a Complete Revised Budget Task in the Pending Tasks queue.
| If you are not registered to PAMS, you will receive an email asking you to first register to PAMS. You must follow the steps as described in Section Error! Reference source not found., How Do I Register to PAMS?, to register to PAMS and then you will be able to work on the Complete Revised Budget task. |
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- From the PAMS home page, click the Tasks tab to go to the Pending Tasks – List page (Figure 1).
- For the Complete Revised Budget task you choose, click the Start Revised Budget link in the Options column to go to the Complete Revised Budget page. If necessary, use the Search link at the top of the page to enter criteria and perform a search.
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- Budget Period 1 – Budget Period 5 Tabs: Tabs represent budget for each period.
- Budget Summary Tab: Provides a cumulative amount of all budget periods and is calculated by PAMS.
- Add Budget Period: Click on this button to add a new Budget Period tab. The button is hidden after Budget Period 5 tab has been added. The Delete Budget period option allows you to delete the last budget period.
- Copy from Previous Budget Period: Click button to populate the budget fields in the current (currently-being-viewed) budget period tab with data from the previous budget period tab (Current Budget Period Number minus 1), overwriting any data that had been previously entered on the current budget period tab. Button is displayed on Budget Period 2 – Budget Period 5 tabs.
- Edit Icon: Click on the Edit icon
to update each section.
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| You can copy information for a Budget Period from the Previous Budget Period. To do so simply click the Copy From Previous Period link to bring over data from the previous period (this does not apply to Period 1). This eliminates duplicating budget information for every year; information only has to be edited after copying. |
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1 Introduction
The budget is a critical part of any proposal, and it is vital in the determination of funding for potential grants, cooperative agreements, and interagency awards. The Project Manager (PM) assigned to your proposal may request a revised budget from the awardee. The Revised Budget Task will usually be completed and submitted by the Sponsored Research Office/Business Official/Authorizing Officer (SRO/BO/AO), but anyone with access to the award (including the PI) can supply the content for the revised budget.
The purpose of this document is to provide step-by-step instructions for users to follow to complete and submit the Revised Budget task.
2 Prerequisites
Before the Revised Budget task can be completed, the following criteria must be met:
- The institution has submitted a proposal.
- The user is associated to a proposal as the PI or SRO/BO/AO.
- A Complete Revised Budget task has been created.
3 Completing the Revised Budget Task
Use the following steps to complete and submit a Revised Budget.
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3.1 Accessing the Revised Budget Task
Use the following steps to access the Revised Budget task.
1. Log in to the PAMS external website at: https://pamspublic.science.energy.gov/.
2. Click the Tasks with a deadline link located in the Tasks Assigned To You section on the PAMS homepage (Figure 1).
Figure 1. PAMS Homepage – Tasks with a deadline
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3. PAMS will navigate you to the Pending Tasks – List page, which displays all of the tasks assigned to you in PAMS. Find the Complete Revised Budget task you would like to complete, and click Start Revised Budget in the Options column (Figure 2). If necessary, use the filters in the grid or click the Search link on the right above the grid to find a specific Complete Revised Budget task.
Figure 2. Pending Tasks – List – Start Revised Budget
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3.2 Completing the Revised Budget Task
The Complete Revised Budget page consists of four tabs: Cover Page, Budget, Projects/Subawards (optional), and Attachments. Use the following steps to complete the Complete Revised Budget task.
3.2.1 Cover Page Tab
The Cover Page is always marked as complete, because it consists of read-only information. You can view the information, but you will not be able to make any changes (Figure 3).
| Each tab on the Complete Revised Budget page will be marked as “Complete” (marked with a green checkmark to the left of the tab name) or “Not Started”/“In Progress” (marked with a green checkmark with a red slash to the left of the tab name). All sections must be marked as complete before you can submit the Complete Revised Budget task. |
Figure 3. Complete Revised Budget – Cover Page
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3.2.2 Budget Tab
Use the following steps to complete the Budget tab of the Complete Revised Budget task.
1. Navigate to the Budget tab. PAMS will display either the proposal budget or the most recently approved budget revision (Figure 4).
2. Review the budget, and determine which sections require revision. (Refer to Figures 5-15 to view each section of the Budget tab.)
3. To edit a section, click the Pencil and Paper icon to the right of the section name (Figure 4).
Figure 4. Complete Revised Budget – Budget – Edit, Continue
4. Update all sections as necessary. When you are finished, click the Continue button in the bottom right corner of the page to save any changes (Figure 4).
| Refer to the table below for guidance on revising each section of the Budget tab. Revisions may not be needed for each section. The PM should provide instructions for any suggested revisions. |
Page Elements
Element | Description |
A. Senior/Key Person | List all senior/key personnel. This includes the PI and any Co-PIs. (Figure 5) |
B. Other Personnel | List all other non-essential personnel. (Figure 6) Non-essential personnel includes: · Post-Doctoral Associates · Graduate Students · Undergraduate Students · Secretarial/Clerical · Engineers · Technicians · Other (up to 4) |
C. Equipment Description | List all project equipment. (Figure 7) |
D. Travel | List all travel costs (Figure 8). Travel costs include: · Domestic Travel Costs · Foreign Travel Costs |
E. Participant/Trainee Support Costs | List all participant and trainee support costs for the duration of the project (Figure 9). Participant/Trainee Support Costs include: · Tuition/Fees/Health Insurance · Stipends · Travel · Subsistence · Other |
F. Other Direct Costs | List all other direct costs to the project (Figure 10). Direct Costs include: · Materials and Supplies · Publication Costs · Consultant Services · ADP/Computer Services · Subawards/Consortium/Contractual Costs · Equipment or Facility Rental/User Fees · Alterations and Renovations · Other (up to 3) |
G. Direct Costs | This section will automatically populate based on the entries made in the previous sections. (Figure 11) |
H. Indirect Costs | List all indirect costs to the project (overhead, G&A, etc.). (Figure 12) |
I. Total Direct and Indirect Costs | This section will automatically populate based on the totals of the Direct Costs and Indirect Costs sections. (Figure 13) |
J. Fee | Fee is a % of the total cost of the project. (Figure 14) |
K. Cost of Project | This section will automatically populate based on the totals calculated from the previous sections. (Figure 15) |
| If the Proposal was submitted with a Total Fed/Non-Fed Budget form, sections A-K will display the following additional columns to clarify the breakout of Federal versus Non-Federal amounts in the budget:
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Figure 5. Complete Revised Budget – Budget – Senior/Key Person
| If your project has more than eight (8) key persons, use the Additional Senior Key Persons section to attach a separate document containing the remaining key persons. |
Figure 6. Complete Revised Budget – Budget – Other Personnel
Figure 7. Complete Revised Budget – Budget – Equipment Description
Figure 8. Complete Revised Budget – Budget – Travel
Figure 9. Complete Revised Budget – Budget – Participant/Trainee Support Costs
Figure 10. Complete Revised Budget – Budget – Other Direct Costs
Figure 11. Complete Revised Budget – Budget – Direct Costs
| The Direct Costs section will automatically populate based on the entries made in the previous sections. You will not be able to manually edit this section. |
Figure 12. Complete Revised Budget – Budget – Indirect Costs
Figure 13. Complete Revised Budget – Budget – Total Direct and Indirect Costs
| The Total Direct and Indirect Costs section will automatically populate based on the totals made in the Direct Costs and Indirect Costs sections. You will not be able to manually edit this section. |
Figure 14. Complete Revised Budget – Budget – Fee
Figure 15. Complete Revised Budget – Budget – Cost of Project
| This section will automatically populate based on the totals calculated from the previous sections. You will not be able to manually edit this section. |
5. Once you have completed all the necessary revisions for each budget period, you must attach and upload a detailed Budget Justification narrative. The Budget Justification should describe and clarify the revisions you made to the budget. To attach a Budget Justification, click Attach File in the Budget Justification header. This will expand the section and prompt you to upload a file (Figure 16).
6. Click Choose File, and select the file you would like to attach to the Revised Budget.
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Figure 16. Complete Revised Budget – Budget – Budget Justification
7. Once you have selected the file you would like to attach, click Upload (Figure 16).
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8. Once you have completed the Budget tab, select Save All Budget Periods and Continue to Next Section from the Choose Action dropdown in the bottom right corner of the page and click Go (Figure 17).
Figure 17. Complete Revised Budget – Budget – Save All Budget Periods and Continue to Next Section
9. PAMS will redirect you to the next section, and mark the Budget tab as complete (marked by a green checkmark in the Budget tab) (Figure 18).
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3.2.3 Projects/Subawards (Optional) Tab
The Projects/Subawards section of the Revised Budget is optional. Use the following steps to complete the Projects/Subawards section of the Complete Revised Budget task if you would like to add a project or subaward budget.
1. Navigate to the Projects/Subawards (Optional) tab.
2. To add a project/subaward, click the Add Project/Subaward link on the left above the grid (Figure 18).
Figure 18. Complete Revised Budget – Subawards
3. The Project/Subaward tab mirrors the Budget tab you completed in the section above. For guidance on completing the Project/Subawards tab, refer to section 2.2 Budget Tab.
| If your proposal submission included a project/subaward, that information will automatically populate in the Project/Subaward tab in the Revised Budget task. You will not have to add it again. |
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3.2.4 Attachments Tab
Use the following steps to complete the Attachments section of the Complete Revised Budget task.
1. Navigate to the Attachments tab.
2. Should the budget revision require a revision to the scope of the project, you will need to attach supporting documents detailing the revised scope. To attach supporting documents to the Revised Scope section of the Attachments tab, click Attach File in the Revised Scope header. This will expand the section and prompt you to upload a file (Figure 19).
3. Click Choose File, and select the file you would like to attach to the Revised Budget.
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Figure 19. Complete Revised Budget – Attachments
4. Once you have selected the file you would like to attach, click Upload (Figure 19).
5. Once you have completed the Attachments tab, select Save Attachments from the Choose Action dropdown in the bottom right corner of the page and click Go (Figure 20).
Figure 20. Complete Revised Budget – Attachments – Save Attachments
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3.3 Submitting the Revised Budget
Once each section of the Complete Revised Budget task is complete (each tab will be marked with the green checkmark), if you possess the proper submission privileges, you can submit the revised budget to DOE for review. Use the following steps to submit the Revised Budget to DOE.
3.3.1 Submit to DOE Privilege
Use the following steps to submit the Revised Budget to DOE for review.
1. Select Save and Submit to DOE in the dropdown on the Submit Revised Budget page and click Go (Figure 21).
Figure 21. Submit Revised Budget – Save and Submit to DOE
2. PAMS will redirect you to the Submit Revised Budget – List page and display a Success message confirming that the Revised Budget was submitted to DOE successfully (Figure 22).
Figure 22. Submit Revised Budget – List – Success
3.3.2 No Submit to DOE Privilege
In some cases, the user will be able to complete the Revised Budget but not submit it to DOE. If the user does not have the proper submission privileges, s/he will see an option to Save and Submit to SRO/BO/AO in the dropdown menu. Use the following steps to submit the Complete Revised Budget task if you do not possess the Submit to DOE privilege.
1. Select Save and Submit to SRO/BO/AO from the Choose Action dropdown on the Complete Revised Budget page and click Go (Figure 23).
Figure 23. Complete Revised Budget – Save and Submit
| Selecting this option will create a task for the SRO/BO/AO to Submit the Revised Budget to DOE for review. Once the SRO/BO/AO has received the task, s/he will navigate to the Submit Revised Budget page and follow the steps in section 3.1.1 Submit to DOE Privilege. |
2. PAMS will redirect you to the Complete Revised Budget – List page and display a Success message confirming that the Revised Budget was submitted to the SRO/BO/AO successfully (Figure 24).
Figure 24. Complete Revised Budget – List – Success Message
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| If you have the Submit to DOE privilege, you need not submit the revised budget to SRO/BO/AO. You can directly submit the Revised Budget to DOE Office of Science. |
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After completing the Revised Budget, the SRO from the institution with Edit Revised Budget and Submit privileges will receive a task to review and submit the Revised Budget to the DOE Office of Science. If there is no SRO at the institution with these privileges, PAMS will provide you with an option to invite an SRO to register to PAMS. That SRO will then review and submit the Revised Budget to the DOE Office of Science.
After completing and submitting the Revised Budget to the SRO, you will be navigated to the Request Review of Revised Budget page.
- Fill in the mandatory SRO/BO/AO name and email address fields, which are marked by red stars (
). - Comments can be added in the Comments field, if desired.
- When finished, click the Send Email button. You are returned to the Complete Revised Budget - List page where a Success message confirms that the revised budget was successfully submitted to the SRO/BO/AO.
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The Complete Revised Budget steps for interagency proposals are similar to the ones for Grant.gov and Paper proposals with the exception of an additional Subawards Tab in the Complete Revised Budget page and the sections in the attachments tab.
- From the PAMS home page, click the Tasks tab to go to the Pending Tasks – List page.
- For the Complete Revised Budget task you choose, click the Start Revised Budget link in the Options column to go to the Complete Revised Budget page. If necessary, use the Search link at the top of the page to enter criteria and perform a search.
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- On the Complete Revised Budget page, four tabs are available: Cover Page, Budget, Subawards, and Attachments. The Cover Page and the Subawards tabs have a green checkmark
, which means the information there is complete. Although the Subawards tab is optional and completed, you may want to add Subawards Budget information, if necessary. The Budget and Attachments tabs have green checkmarks with a slash 
, which means that you have to complete those sections.
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- Click the Budget tab. The Budget tab is similar to the one for Grants.gov and Paper proposals. Please refer to Grants.gov and Paper Proposals above, for further instructions on how to complete the Budget tab.
- To add Subaward , click the Add Subaward link to go to Revised Budget Subawards page.
- Complete the Subaward Information section.
- Complete all budget sections, as required. To access a section's information for updating, click the update icon
next to the section name.
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- To include the Subaward Budget Justification, upload the file in the Subaward Budget Justification Attachment section of the Subaward Budget.
- When done making all required updates, click the Choose Action drop-down arrow. Select appropriate option (Step a. or b. below) and click the Go button.
- Selecting the Save All Subaward Budget Periods option saves the budget updates you just made, keeps you on this page, and provides a Success message informing you that the Subawards section was saved successfully.
- Selecting the Save All Budget Periods and Close options saves the Subawards updates you just made and takes you back to the Subawards tab. Proceed to Step 10.
- Once you are back to the Subawards tab, you can either delete or update the subaward you just added.
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| If you have the Submit to DOE privilege, you need not submit the revised budget to SRO/BO/AO. You can directly submit the Revised Budget to DOE Office of Science. |
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A PM recommends a proposal but requests a revised budget be submitted by the SRO. A PI originally completed the budget form but does not have the privilege to submit it to DOE. The Administrative SRO receives a task to submit the revised budget to DOE.
| A Submit Revised Budget task is for the SRO role only. |
The Submit Revised Budget task can be for Grant.gov proposals, paper proposals, and interagency proposals.
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- From the PAMS home page, click the Tasks tab to go to the Pending Tasks – List page.
- Find the Submit Revised Budget task you want to work on and click the Start Revised Budget Iink in the Options column. You can use the Search link at the top of the page to enter criteria and perform a search.
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| A green checkmark |
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- Budget Period 1 – Budget Period 5 Tabs: Tabs represent budget for each period.
- Budget Summary Tab: Provides a cumulative amount of all budget periods and is calculated by PAMS.
- Add Budget Period: Click this button to add a new Budget Period tab. The button is hidden after Budget Period 5 tab has been added. The Delete Budget period option allows you to delete the last budget period.
- Copy from Previous Budget Period: Click button to populate the budget fields in the current (currently-being-viewed) budget period tab with data from the previous budget period tab (Current Budget Period Number minus 1), overwriting any data that had been previously entered on the current budget period tab. Button is displayed on Budget Period 2 – Budget Period 5 tabs.
- Edit Icon: Click the Edit icon to update each section.
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| When entering budget information for multiple budget periods, simply click the Copy From Previous Period link to copy data over from the previous period. This will eliminate you having to duplicate budget information for every year; you will merely have to edit the information after copying it over. |
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- To access an attachment's information, click the Actions link in the Options column.
- Click either the Update Description or Delete link. Update Description enables you to change the attachment's description. Delete completely removes the attachment.
- If you want to upload new attachments, click the Attach File button and select a file from your computer. (If necessary, refer to Section Error! Reference source not found., How to Attach a File in PAMS, for complete instructions.)
- When you are finished with all updates, click the Choose Action drop-down list arrow, select the appropriate save option, and click the Go button.
- Selecting Save Attachments saves the work you have done to this point for later retrieval.
- Selecting Submit to DOE sends the Revised Budget to DOE. A Success message confirms successful submission.
- Selecting Request Further Revision takes you to the Request Revision on Revised Budget page. Enter the name of the PI who will perform further revisions on the budget. Enter Comments if necessary and click the Request Revision button.
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The Submit Revised Budget steps for interagency proposals are similar to the ones for Grant.gov and Paper Proposals, with the exception of an additional Subawards tab on the Complete Revised Budget page and the sections in the Attachments tab.
- From the PAMS home page, click the Tasks tab to go to the Pending Tasks – List page.
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- Find the Submit Revised Budget task you want to work on and click the Start Revised Budget Iink in the Options column. You can use the Search link at the top of the page to enter criteria and perform a search.
- On the Submit Revised Budget page, four tabs are available: Cover Page, Budget, Subawards and Attachments.
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| A green checkmark |
- Click the Budget tab and proceed as follows:
The budget tab is similar to the one for Grant.gov and paper proposals. Please refer to Grants.gov and Paper Proposals for further instructions on how to complete the Budget tab.
- To add Subaward from the Subawards tab, click the Add Subaward link to go to Revised Budget Subawards page.
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- To access an attachment's information, click the Actions link in the Options column.
- Click either the Update Description or Delete link. Update Description enables you to change the attachment's description. Delete completely removes the attachment.
- If you want to upload new attachments, click the Attach File button and select a file from your computer.
- When you are finished with all updates, click the Choose Action drop-down list arrow, select the appropriate save option, and click the Go button.
- Selecting Save Attachments saves the work you have done to this point for later retrieval.
- Selecting Submit to DOE sends the Revised Budget to DOE. A Success message confirms successful submission.
- Selecting Request Further Revision takes you to the Request Revision on Revised Budget page. Verify the name of the PI who will perform further revisions on the budget. Enter Comments if necessary and click the Request Revision button.
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