Overview

This article shows program admins how to edit an awardee’s budget directly in their award agreement, before you send it for approval or notify the awardee.

➡️ Already sent the agreement for approval or notified the awardee? You can’t edit the budget here. If the awardee has accepted, you’ll need to revise it through an amendment instead. See Revise an Awardee’s Budget After They Accept an Award.

The Edit Budget feature must be enabled for your organization. If you would like this feature enabled, please contact Customer Success.

What is the "Edit Budget" Feature?

Edit Budget lets you edit an awardee's budget in their award agreement before notifying them of the award.

Edit Budget lets you:
- Change any field in a line item, except Project Amount
- Add or remove line items
What you can't change in the budget:
- Project Amount: Next calculates it automatically (Amount Requested + Match Amount).
- Budget categories, or the direct and indirect cost tables within them: You can't add or remove them.
Who can do edit budgets:
- Organization Owners
- Client Admins
- Program Owners
- Program Managers

⚠️Important Notes

Edit before you send for approval or notify: You can only edit the budget while the awardee is in “Selected” status. Once you send the agreement for approval (if your cycle uses approvals) or notify the awardee, you can’t edit it.
- After the awardee accepts the award, any changes to the budget require an amendment.
Some agreements can't use Edit Budget: It doesn't work with Advanced Categories or in Direct Awarding cycles.

Before You Begin

The award agreement template must have "Include Awardee’s Budget" turned on. ➡️ See Include an Awardee's Budget in Award Agreement. This step is required so that you have a budget to modify.

Note: You can’t change this toggle in a published template. To turn it on, duplicate the template, turn on the toggle in the copy, publish, and attach that version to the award offer instead.

Step-By-Step Instructions

Open the Award Agreement

In the program, click the cycle name to open the award cycle.
In the award cycle, click Awarding in the left-hand menu.
Find the awardee whose budget you want to edit, and click their hyperlinked award agreement (A pencil icon next to the agreement tells you it’s editable).

Edit the Awardee's Budget

In the upper-right corner of the agreement, click More Actions, then select Edit Budget.
In the Revise Budgets pop-up, make your changes.

As you make changes, the table totals, Grant Budget, Match Budget, and Project Amount update.

The table is wide. Use the scroll bar at the bottom to see all columns.

a. Edit a line item:

Click into the field you want to edit, and enter the new amount or text.

Reminder: You can change any field in a line item, except Project Amount. It updates on its own as you make changes.

b. +Add a line item:

Click +Add Line Items in the bottom-left corner of the table you want to add to.

➜ A new row appears - complete the fields in the new row.

c. Remove a line item:

Click the trash can icon in the Actions column on the far right of that line item.

You can't delete a line item if it's the only row in its table. However, you can leave it empty.
If indirect costs go over the allowed percentage, a yellow exclamation icon appears next to Filled Indirect cost at the top of the pop-up. This is only a warning. You can still save your changes.

3. When finished making edits, click Review Changes in the bottom-right corner of the pop-up.

4. Review your changes. The review screen has three sections:

a. Budget Summary: Total grant and match amounts, before and after your changes.
b. Category-Level Changes: The total for each budget category, before and after.
c. Line Item Changes: Each line item whose amount changed, before and after.

To make more changes, click Back.
To discard all your changes and return to the agreement, click Cancel.

Text-only changes, like a revised line item description, don't appear on the review screen.

5. Click Confirm in the bottom-right corner of the pop-up to save your changes and return to the agreement screen.

A confirmation message appears in the bottom-left corner of the screen, and the budget in the agreement reflects the updates.

Notify the Awardee or Send for Approval

When the agreement is ready, notify the awardee, or request approval (if your cycle uses approvals).

Check the budget carefully. Once you send the agreement for approval or notify the awardee, you can't edit it again.

Only the Program Owner can notify the awardee.

What Happens After You Notify the Awardee

The awardee receives the agreement with your edited budget. What happens next depends on their response and your cycle settings:

Awardee Accepts: The budget is locked. If it needs to be edited, you can revise it through an amendment.
Awardee Declines: You can't edit the budget. The agreement keeps the last budget you saved.
Award is Reversed (If Re-Awarding is enabled): You can edit the agreement and its budget again, then re-offer the award.
Award is Voided: You can't edit the budget. The agreement keeps the last budget you saved.

➡️Designate Award Offers and Agreements
➡️Revise an Awardee’s Budget After They Accept an Award.
➡️Setting Up Budgets
➡️Using the Budget Section Field

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Related to

Awarding