Texas Divisional HQ Grants & Contracts Automated Budget User Guide
✨Texas Divisional HQ Grants & Contracts Automated Budget User Guide
How your budget form works - a visual guide to understanding the automatic calculations
User Input
System Checks
Automatic Calculation
Decision Point
Box Mode
Status Indicator
Saved Data
Resets Data
📍 How It Starts
You Type a Number
Enter any dollar amount in a budget line
→
System Checks Status
Makes sure it's safe to calculate without conflicts
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🔄 What Happens When You Enter Data
Is System Busy?
Prevents multiple calculations at once
❌ YES → Wait
Keeps Current Value
Doesn't change anything until it's safe
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The system prevents confusion by waiting if multiple fields are being calculated. Your data is protected.
✅ NO → Calculate
Lock Other Changes
Temporarily prevents other fields from changing
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Add Up Your Numbers
Sums all the line items you entered
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Calculate Fees
Adds internal administrative fees automatically
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Show Grand Total
Displays total with fees in the grand total field
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🎯 Special Calculation Modes
Box Mode Selected?
Did you check one of the Box Modes?
📦 YES → Use Box Calculation
Multiply Box Fields
Uses special formula based on box type
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Special Calculation Modes: Per Diem: Cost per bed × Number of beds × Number of days Gifts-in-Kind: Cost per unit × Quantity × Total units Non-Monetary: Single value (no multiplication) Exemption: EFSP COVID funds only
📝 NO → Use Standard Calculation
Add All Line Items
Sums every budget line you filled in
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Salary Section?
Are you in Grant or Match Expenses?
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Check Staff Details
Verifies salary calculations if you entered staff
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💰 Handling Different Amounts
Calculate Your Total
Adds up everything you entered
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Negative Amount?
Did you enter a negative number?
⚠️ YES → Deobligation Mode
Activate Deobligation
Deobligation mode for returning unused funds
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🟣 DEOBLIGATION MODE - AUTOMATIC ACTIONS:
When you enter a negative amount, the system automatically:
• Clears the matching expense/income fields
• Removes all administrative fees
• Balances income and expenses automatically
• Shows purple color to indicate deobligation
• Prevents you from having mismatched negatives
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Purple Indicator Shows
Form turns pink to show deobligation is active
✅ NO → Normal Cash/Grant Processing
Calculate Fees
Adds Standard THQ 10% and DHQ 2% assessment fees
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Box Mode?
Is a special mode box checked?
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NO: Fees Apply
Standard THQ 10% and DHQ 1.8% assessment fees applied
YES: Fees Waived
Fees waived due to non-monetary or gift-in-kind values or EFSP funding source
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Calculate Grand Cash/Grant Totals
Sums the subtotal and fee amounts together for grand value
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💼 CASH/GRANT PROCESSING FEATURES:
• Available for deobligation mode
• Priority validation - checked first
• Auto-populates on Page 1 of checklist
• Primary income/expense tracking pair
✅ NO → Normal Match/Match Processing
Calculate Fees
Adds Standard THQ 10% and DHQ 2% assessment fees
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Box Mode?
Is a special mode box checked?
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NO: Fees Apply
Standard THQ 10% and DHQ 1.8% assessment fees applied
YES: Fees Waived
Fees waived due to non-monetary or gift-in-kind values or EFSP funding source
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Calculate Grand Match/Match Totals
Sums the subtotal and fee amounts together for grand value
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🤝 MATCH/MATCH PROCESSING FEATURES:
• Will NOT override validation if totals are zero
• Not available for deobligation mode
• Defaults to 0 if negative values entered
• Secondary match contribution tracking pair
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✅ Understanding Color Indicators
Check Status
System checks if income matches expenses
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What Color to Show?
System determines the appropriate status color
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🟢 Green Balanced
Income equals expenses - budget is balanced!
🔴 Red Unbalanced
Income doesn't match expenses - needs adjustment
🟡 Yellow Box Mode
Per Diem, Gifts-in-Kind, Non-Monetary, or Exemption box checked
🟣 Purple Deobligation
You entered negative amounts - funds being returned
🟠 Orange Salary Error
Detail fields don't match budget OR more than 5 positions
⚪ White Empty/Idle
No data entered yet or all zeros
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📦 Special Mode Boxes - What They Do
Check a Box
Click one of the four special mode checkboxes
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Activate Special Mode
Changes how calculations work
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🔴 CHECKING A BOX AUTOMATICALLY:
When you check a special mode box, the system immediately:
1. Unchecks any other special mode boxes
2. Clears the input fields for the new mode
3. Changes field labels to match the mode
4. Hides regular income fields (for some modes)
5. Resets income total to zero
6. Shows yellow color to indicate special mode
Unchecking all boxes resets everything to normal
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Per Diem
For shelter bed costs: 3 fields for cost, beds, and days
Gifts-in-Kind
For donated items: 3 fields for value calculation
Non-Monetary
For in-kind contributions: 1 field for total value
Exemption
For EFSP COVID funds: 1 field, no fees
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👥 Salary Calculator - How It Works
Enter Staff Count (0-5)
Type how many different positions you need
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Show Detail Rows
Form expands to show fields for each position
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0 Staff Selected
Hide Calculator
All detail fields disappear
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🔴 ZERO AUTOMATICALLY:
• Hides all salary detail rows
• Clears all position descriptions
• Removes all calculated results
• Shows "Calculator OFF" message
1-5 Staff Selected
Show Position Fields
Displays rows for each position you selected
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Calculate Each Position
Multiplies quantity × time % × salary + fringe
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Check Total Match
Compares detail total to budget line totals
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💡 How Position Calculation Works:
For each position line:
• Multiply: (number of people) × (% of time) × (yearly salary)
• Add: fringe benefits amount
• Result shows in plain English below the row
Color Indicators:
• Orange: Detail totals don't match your budget lines
• Green: Everything matches perfectly
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💾 What the System Remembers
Budget Totals
Remembers all your income and expense totals
Box Selection
Remembers which special mode you're using
Staff Count
Remembers how many positions you have
Last Status
Remembers if budget was balanced or not
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The system saves your work automatically so it can:
• Prevent duplicate calculations
• Remember your settings when you switch between fields
• Show you the right status colors
• Keep special modes active while you work
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🔄 When Things Get Cleared Automatically
🔴 AUTOMATIC CLEARING HAPPENS WHEN:
1. Switching Between Box Modes
• Old box's input fields clear
• New box's labels and fields appear
• Regular income fields may hide/show
2. Unchecking All Boxes
• All input fields clear
• Regular income fields reappear
• Income total resets to zero
• Everything returns to normal mode
3. Entering Negative Amount (Deobligation)
• Matching income/expense fields clear automatically
• Only keeps the negative amount field
• Removes all fees automatically
• Balances the pair automatically
4. Going Back to Positive (Removing Deobligation)
• Negative field clears
• Normal calculations resume
• Fees reapply
• Colors return to normal
5. Setting Staff Count to Zero
• All position detail rows hide
• All descriptions clear
• All result calculations clear
• Calculator turns "OFF"
⚠️ These are safety features to prevent confusion and errors!
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🛡️ How the System Protects Your Data
Prevents Conflicts
Won't calculate two things at once
Locks Changes
Temporarily freezes fields during calculation
Buffers Actions
Verifies it's safe before changing anything
Prevents Loops
Stops calculations from going in circles
Waits for Safety
Holds changes if system is busy
Validates Results
Double-checks calculations before showing them
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Why This Matters:
The system has multiple safety layers to ensure:
• Your numbers never get scrambled
• Calculations always finish completely
• Income and expenses stay in sync
• Fees calculate correctly
• Special modes work properly
If you see fields not changing immediately, the system is protecting your data by waiting for a safe moment to update.
Please send bug reports or feedback to:
Dvisional HQ Social Services Dept. attn: Grants & Contracts Analyst