Object Code Name

Required.  Use the dropdown menu, lookup, or direct inquiry icons as appropriate to select an object code, which is an unique descriptor and corresponding identification number within a financial system used to identify the type of cost.  Also known as Cost Element Name.  Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.  Type the suspected value in the box and click the direct inquiry icon or click the lookup icon to search for and return the value to populate the box automatically.

Description

Type to enter text that expands on the object code name to further identify it.  Up to 200 alphanumeric characters are permitted for a detailed explanation of each cost line item, using the expand text area icon as necessary.  Click the add note  icon to view/edit/paste text in a new browser window, then click the continue button to return to the text entry field in the document.

Quantity

Optional.  Enter the amount of purchasable items within each expense line item/object code.  KC does not use the editable Quantity field in any calculations.  It is informational only.

Change Amount

Enter the dollar amount (the decimal and cents are autmatically entered as .00 when not specified after adding the line) for the amount you want to change the Obligated Amount to.

Obligated Amount

This represents the total base cost amount being requested for each expense line item, which is the overall value for all quantities listed within each line item.  Duplicate Entries:  You are not permitted to enter more than one line item with the same object code and amount.

Action

  Click the add button to add your entries/selections in the Add row as a numbered line item below.

  Click the delete button to remove a previously-added, numbered line item row.

Start Date

By default this is automatically populated with the period dates.  Type in mm/dd/yyyy format or use the calendar selector to specify a date that is before the period start date.  If the period dates are changed after this is specified, and this still falls within the period, the expense dates remain unchanged.

End Date

By default this is automatically populated with the period dates.  Type in mm/dd/yyyy format or use the calendar selector to specify a date that is before the line item Start Date, or the period start date.  If the period dates are changed after this is specified, and this still falls within the period, the expense dates remain unchanged.

Apply Inflation?

By default this is checked to indicate Yes, but for most object codes you can uncheck it.  Your institution may have identified object codes which will NOT allow application of inflation, in which case this would be unchecked and read-only.

Budget Category

You may optionally change the default category (as set up by your institution’s object code table) for a cost element budget entry to any other budget category in KC.  A cost element line item will be included on printed budget forms in whatever category is entered here.

Unrecovered F&A

KC calculates the difference between Institutional Rate and Applicable Rate as applied to BOTH Total Base Cost and DC Cost Sharing.

Cost Sharing

Enter the cost sharing amount in dollars and cents for each direct cost object code that will not be charged to the sponsor.  Exception:  Cost sharing is calculated for Named Personnel by the system as the difference between % Charged and % Effort.

On Campus

If the On/Off Campus setting in the Budget Overview section of the Parameters page is set to Default, by default this checkbox is checked, but you can change it to unchecked;  otherwise, it is either checked (All On) or unchecked (All Off) and not editable.

Budget Justification Notes

Type (or paste from clipboard) textual information that justifies the usage of this cost element.  These will be assembled with the Consolidate Expense Justification action in the Budget Justification section of the Budget Actions page.

Rate Class

The institutional or applied rate associated with Facilities & Administrative (overhead) costs.

Rate Type

The type of rate that the system applies to specific cost elements (for example, fringe benefits, F&A, inflation, etc.)

Apply Rate?

By default, this box is checked to indicate Yes for each Rate Class/Type applicable to each Object Code/Cost Element, but you may uncheck it to change the value to No, which applies the entire institutional rate to both line item total (base) cost and direct cost sharing and include it as Unrecovered F&A.

Rate Cost

This is calculated for each Rate Class by multiplying each expense by the corresponding Applicable Rate applied in the Rate Classes subsection.  It represents the direct cost requested from the sponsor associated with the specified rate class/type for each expense line item.

Rate Cost Sharing

The portion of the total rate cost not covered/reimbursed by the sponsor.  This is applied whenever the applicable rate is lower than the institutional rate.  KC does NOT automatically add Unrecovered F&A to Cost Sharing totals on the budget forms.  To include it in the forms, you must create a unique object code with no associated rate class/type and add it as a separate budget line item with 0.00 total base cost and add the unrecovered F&A amount in the cost Sharing field.

Obligated Amount

The committed funding amount from the Sponsor.  This represents the total base cost amount being requested for each expense line item, which is the overall value for all quantities listed within each line item.  Duplicate Entries:  You are not permitted to enter more than one line item with the same object code and amount.

Click the apply to later periods button to apply changes to the following line item fields to future periods:

•      Institutional Rate

•      Applicable Rate

•      Object Code

•      Category

•      Description

•      Cost Sharing

•      # of Persons

•      Total Cost

•      Inflation indicator

•      On/Off Campus

•      Start/End Dates

•      Applicable Rate Type

If you try to apply an expense item to later periods when an expense line item with the same object code already exists in a later budget period, you are prompted to select either Yes, which applies the changes to later periods and returns you to the line item; or No, which will not apply changes and will then return you to the Project Personnel section of the Personnel page.

Click the sync to cost limit button for a selected line item to apply the difference between the period Cost Limit and that period's total cost to that line item  when a Cost Limit has been entered for a Budget Period.  The line item amount must be greater than the amount needed.  Note: The system shall provide the option to Sync to Cost Limit for a Cost Element line item ONLY if the amount of the line item is greater than what is needed to Sync to Cost Limit.