Due to the recent decrease in negotiated facilities and administrative (F&A) costs changing from the prior 62.5%, proposal development records in Coeus may show a negative under-recovery dollar amount if an older proposal is copied, the Rates Table is synced and then F&A is manually overridden with the 62.5% rate. Coeus will always calculate under-recovery (whether a positive or negative number) since it is looking for the difference between what is in an updated/synced Rates Table versus what might be manually overridden in the Rates Table.

If your proposal needs to use a 62.5% F&A for continuation outyears, an awarded revised budget or any other scenario in which the 62.5% will be awarded in outyears, the following methods are recommended:

Copy the previously submitted Coeus proposal development record and either:

• Copy in the budget, but do not sync the Rates Table to update F&A rates. The old 62.5% will automatically pull in to that Rates Table and will not cause any negative dollars under-recovery to show.

OR

• Copy the proposal development record, but do not copy in the budget(s). When you begin your new budget, do not sync the Rates Table, and the prior 62.5% rate will also automatically pull in for you. 

The method by which you copy a proposal development record to avoid negative under-recovery is entirely at your discretion, as both methods work properly. Should you have any technical issues or questions, please submit a ticket via the Office of Information Technology (OIT) Service Center page, using the category SUPPORT: Coeus/InfoEd, and someone will assist you.

Please note: If you need to use the current approved F&A rates on a copied proposal, continue to follow the best practice on a proposal development copy by using the Sync function to update the Rates Table for your Coeus budget. This will then update the older copied budget rates with the current rates.