Adding Indirect Cost Types
- Click on the Institutions tab.
- Click on the name of your institution. You can also search for your institution if you have a list of many.
- In the left-hand menu, click on Indirect Costs.
- When you're finished filling in this information, click on the save icon in the top left-hand corner.
Define Indirect Cost Types
- Click
and enter a name. Click 
. - Enter a start date and rate without the %. If you do not know the start date, then enter today's date.
- If you know what your rates will be in the future, you can enter future dates and rates by clicking
.
Default Indirect Cost Type for Budget Page Items
Once you've named and defined your indirect cost types, you can use the drop-downs in the second section to select a default indirect cost type for different categories.
When you choose Selected Default Rate, that category will use the cost type that was selected as the default rate when the proposal was created.
When you create a new proposal using this institution, the rates defined here will be autofilled as options for the proposal budget categories.
Please note: Blank categories correspond to the budget lines F8-F10 in the RR Budget. If nothing is entered here, any time someone autofills the organization, these lines will be blank.
Adjusting Indirect Cost Rates
Indirect Cost Rates can be updated directly within a proposal budget. How rates behave depends on your institution’s configuration (see Determining Configurations section below).
Update the Rate
- Open the proposal
- Go to Budget
- Select the Budget Period
- Update Indirect Cost / F&A Rate
- Confirm cost base
- Click Save
Use a Reduced Rate
- Update the Indirect Cost / F&A Rate
- Add a justification (if required)
- Complete any required approvals
Check Your Budget
- Review totals
- Confirm indirect costs
- Check exclusions
Things to Know
- Defaults come from institutional settings
- Changes apply immediately
- Existing proposals are not updated automatically
Determining Configurations
Indirect cost rates are managed in one of two ways depending on your institution’s configuration. The key differences are outlined below:
Platform-enabled
- Rates are managed in Cayuse Administration
- Budget dropdowns use composite labels (e.g., Research : On Campus)
- The Institutional Profile is read-only
- Updates require sync + Refresh Applicant Organization
Non-Platform Enabled
- Rates are managed in the Institutional Profile
- Budget dropdowns use simple labels (e.g., Modified Total Direct Cost)
- Fields are fully editable
- Updates apply after saving and refreshing the organization
Not sure which you’re using?
- If the Indirect Costs section in the Institutional Profile is read-only, you’re using the Platform-enabled configuration
- If it’s editable, you’re using non-Platform configuration
Advanced Behavior
Automatic Rate Calculation
- Rates are calculated automatically based on effective date ranges
- If multiple rates apply within a budget period, the system uses a time-weighted average
Refreshing Rates
If institutional rates change after proposal creation:
- Click Refresh Applicant Organization
- Rates are re-imported and recalculated
Overrides
- You can manually override Rate % and Base $
- Overrides are marked and used in calculations
- Overrides are not cleared when refreshing
Agreement Date
Cayuse Proposals distinguishes the begin date and agreement date for Indirect Cost Rate Agreements. If you have a negotiated rate agreement, use the calendar icon to select the agreement date. The Agreement Date is auto-populated into the Modular Budget.
