How do I create budgets and monitor spending?

As a PI or lab manager, you can create a budget for each core from which your lab requests services or equipment use. By creating a budget, you can track how much researchers in your lab have spent against each core and receive an email reminder when spending approaches the budget.

Creating a budget

STEP 1: Access the lab

Hover over my labs on the left-hand menu and select the lab for which you wish to create a budget. Click on the Budget tab, then click on the Add a new budget link. (Figure 1) 

Figure 1: Click Add a new budget.

STEP 2: Create budget

The Core and Service Center Budgets screen displays. (Figure 2) 

Figure 2: The Core and Service Center Budgets screen.

On the Budgets Tab, you will see the following fields: 

  • For: This defines for whom you are creating the budget. You may select Spending by a member, Spending at a core, and All spending. If you select Spending by a member, the dropdown box to the right will display all members of the lab. Select the appropriate member. If you select Spending by a core, the dropdown box to the right will display all cores for which you are able to create a budget. Select the appropriate core. If you select All spending, the dropdown box to the right disappears and you can set an overall budget for your lab spending. 

  • Interval: This defines the time period for which the budget will be created. You may select Weekly, Monthly, Quarterly, or Custom.  If you select Custom, you will set a budget for a single period of time and not intervals.

  • Start Date/End Date: Defines when the budget should begin and end.

  • Budgeted $ Amount: Will define the amount budgeted per interval.

  • Budgeted $ Total: This will display the total budgeted amount across for the entire period of time defined.

  • Recent Spend: This will display a graphical representation of the percentage in Current Spend.

  • Current Spend: This displays spending in the current interval.

  • Alerts Active?: When you click on the Alerts Active? link, a new window displays. This window displays every PI or Lab Manager within the lab. Check the box next to their name if you would like them to receive notifications when budgets are nearly met. Once you have made your selection, click save changes, then click the X to exit the window.  You can pause alerts by clicking on the pause button once administrators are set up to receive alerts.

STEP 3: Save/Delete Budget

Now you may either save the budget, save and clone (create an additional identical budget), or delete the budget by clicking on the appropriate icon. (Figure 3) 

Figure 3: You may save, save & clone, or delete your new budget.

If you click the Save icon, the appropriate fields are now completed. (Figure 4) 

Figure 4: Saving your budget.

If you click the Save and clone icon, the appropriate fields are now created, and an additional budget line is created. (Figure 5) 

Figure 5: Saving and cloning your new budget.

Step 4:  Track and Monitor Spending

Now that the budget has been set, you can go back to the Budgets tab and see spending from your lab members at any time.  View the Recent Spent graph and Current Spend percentage to gauge the budget spending.

Once spending gets close to a budget, a notification will be sent to users selected for Alerts.


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