University of Washington

(01) Salary and Wages, Part 2: Advanced Skills

Summary: 

In this lesson, you'll see how to add merit or salary increases, change % effort during a project, adjust salary inflation rate for one period, cap monthly salaries, set % effort by academic or calendar year, add stipends, add a salary increase for a promotion between periods, and add a salary increase for a promotion during a period.

If you completed the (01) Salary and Wages Basic lesson, start with that budget for this lesson. You should have already added Dr. Flynn’s name then.

If you haven’t, build one using the details in Appendix A. It shouldn’t take you more than a couple of minutes, and add his name before you go on.

To Add Merit or Salary Increases

Scenario

Dr. Rowan Flynn, a post doctoral fellow, has been appointed to a four year project. His monthly starting salary is $5,000 and he will get a 4% cost of living increase at the end of the first period.

1.    On the worksheet, click the name of the person receiving the increase.

In this case, click Rowan Flynn.

Budget Worksheet

Click Dr. Flynn’s Name on the worksheet

SAGE displays his Setup page.

Setup page

2.    Set his Starting Monthly Salary to $5,000.

Starting Monthly Salary

3.    Click the First Period First Period button button.

4.    Click the Next Period Next Period button button since you want Dr. Flynn’s increase to start after the first period.

5.    Click the Add a Salary Increase link.

Salary Increase link

SAGE displays two editable fields. One contains "hint text" that says New Increase. To the right is the field where you’ll add the % Increase.

Salary Increase

6.    Enter the name of the increase, “Cost of living increase” and “4” for the % increase.

Cost of Living

7.    Click the Save Save Button button on the top-right corner of the window.

SAGE calculates the dollar value of the increase at $200.

Cost of Living

Then it adds the $200 monthly salary increase along with the salary inflation rate of 3% or $150.

Salary Inflation Rate(%) and Cost of Living

This means that Dr Flynn starting salary at the beginning of the second period will be $5,350.

 Monthly base Salary

To Change % Effort During a Project

In this lesson you see how to change a person’s effort rate for a period.

Scenario

Dr. Rowan Flynn, a post doctoral fellow, will be working on a two year project. His % effort for the first period is 100% while his % effort for the second period is 50%.

1.    Open Dr. Flynn’s Setup page.

Setup page

2.    Set his % effort to 100%.

Effort

3.    Click the First Period First Period button button.

4.    Click the Next Period Next Period button button

SAGE displays the second period detail page.

Period 2 Detail Page

5.    Set his % effort to 0%.

 Year 2 Effort

6.    Click the Save and Close Save and Close button  button.

 To Adjust Salary Inflation Rate for One Period

 In this lesson you see how to change the inflation rate for a period.

Scenario

Dr. Rowan Flynn, a post doctoral fellow, will be working on a two year project. For the first period of the project use the default Salary Inflation Rate of 3%. For the second period set the Salary Inflation Rate to 4%.

1.    Double click Dr. Flynn’s name in the worksheet.

2.    SAGE displays Dr. Flynn’s Setup page

 Setup page

3.    Click the First Period First Period button button

4.    Click the Next Period Next Period button button

SAGE displays the second period detail page

 Period 2 Detail

Where the salary inflation rate is 3% which add $160 to Dr. Flynn’s monthly base salary.

P2 salary inflation rate

5.    Click the textbox and enter the number 4.

6.    Click the Save  Save button button

SAGE changes the % salary inflation rate to 4% which adds $214 to his monthly base salary.

 Salary Inflation Rate

7.    Click the Save and Close Save and Close button button.

NOTE  Changes in the salary inflation rate do not automatically carry through to the next period.

 To Cap Monthly Salaries

In this lesson you see how to put a cap on monthly salaries.

Scenario

Dr. Rowan Flynn, a post doctoral fellow, has been awarded a grant from NIH with a salary cap of $200,000.

To calculate the Monthly Base Salary, divide the salary cap by twelve months. 

 To Set % Effort by Academic or Calendar Year

 The University determines whether an employee has a 12-month calendar or an “academic” calendar composed of a 9-month portion and a 3-month “summer” portion.

1.    When you want to set %Effort for an employee with a Calendar Appointment Type, click the Calendar option on the Setup page, as shown below.

  % effort by calendar year

When you want to set the % Effort for an employee with an Academic/Summer Appointment Type, you set the % Effort for the Academic part of the year and the summer separately, as shown below:

 % effort by academic year

 To Add Graduate and Undergraduate Students

To add graduate or undergraduate students to a budget, you need to use one of these four UW Sub-Object Codes.

(33) or (34) Full-Time or Part-Time Graduate School Student Appointments – Teaching

(43) or (44) Full-Time or Part-Time Graduate School Student Appointments – Non-Teaching

For example, to add a full-time graduate school student appointment in teaching, select UW Sub-Object code 33.

1.    Add the student’s name to the budget on the worksheet.

2.    Open the UW Sub-Object Code dropdown menu and select (33) Full-Time Graduate School Student Appointments – Teaching.

 Uw Sub-Object Code (33) Full-Time Graduate

3.    Click the First Period First Period button button

SAGE displays the first period detail page.

 Period 1 title bar

As with all other project personnel, you’ll add data for % effort, salary, and salary increases for each period in the budget.

Specific to undergrad/grad students, the period detail pages have an additional section that allows you enter the following:

·       Quarterly tuition rates

·       Tuition rate % increase

·       Number of quarters that the student will be enrolled in classes during that period

To view the student related data fields, scroll down to the bottom of the page:

 tuition and Quarters

The example below shows a student whose tuition is $4000 per quarter and will be enrolled for four quarters. When you press the Save Save Button button, SAGE calculates and displays the total cost of tuition for the period.  In this case, that would be $17,600.

total for tuition

To Add Stipends

Stipends aren’t associated with specific student names but rather are added to the (08) Student Aid line item.

1.    Click the Add Stipend button.

 Stipend button

SAGE displays the Setup: Stipends page.

Setup Stipend page

SAGE also displays default values for the description and sub-object code fields.

 setup stipend fields

2.    Click the First Period  First Period button button.

SAGE displays the first period detail page.

  Period 1 title bar

SAGE also displays the # of Stipends and Stipend Amount fields set to 0.

 Stipend P1  detail page

Complete those two fields and click the Return to Worksheet Return to Worksheet button button.

To Add a Salary Increase for a Promotion Between Periods

Scenario

Dr. Flynn has been a Senior Fellow in the School of Medicine is applying for a two-year grant starting in 2011. He’s good at what he does and will be offered an appointment as an Assistant Professor in 2012

In terms of the budget, he will be paid as a Senior Fellow for the first year and as an Assistant Professor for the second.

The Problem

When you add a person to a project, their appointment (or sub object code) is specified for the length of that project and cannot be changed.

So what are you going to do with Dr. Flynn who will get a promotion and a raise at the end of the first period?

The Solution

Use two budget line items: one for his appointment as a Senior Fellow and one for his appointment as an Assistant Professor.

The Implementation

If you have two line items for Dr. Flynn, one for each appointment, you can budget his full salary as a Senior Fellow for the first period and nothing for the second period because he’s no longer a Senior Fellow.

For his appointment as an Assistant Professor, you can budget his salary as %0 for the first period (he hasn’t been promoted) and his full salary the next period.

Schematically, his salary changes look like this:

 

2011

2012

Senior Fellow

(01-23)

$49,440

100% Effort

$0

0% Effort

Assistant Professor

(01-11)

$0

0% Effort

$101,846.40

100% Effort

Set up Dr. Flynn as a Senior Fellow

1.    If you haven't already, add Dr. Flynn to the budget.

2.    Set the following properties for the first period as follows.

Property

Value

UW Sub-Object Code

(23)

% Effort on the Setup page

100%

Starting Monthly Salary on the Setup Page

$4,000

3.    For the second period as a Senior Fellow, set his % effort 0%.

Setup Dr. Flynn as a Assistant Professor

1.    If you haven’t already, add Dr. Flynn to the budget for a second time.

2.    On the Setup page for this line, set the UW Sub-Object Code to (11).

 Uw Sub-Object Code

3.    Set the % Effort to 100%.

 % Effort

4.     Set the Starting Monthly Salary to $8.250.

 Starting monthly salary

5.    On the first period detail page, set the % Effort to 0%.

Below are these values in tabular form.

Property

Value

UW Sub-Object Code

(11)

% Effort on the Setup page

100%

Starting Monthly Salary on the Setup Page

$8,250

% Effort on the first period page

0%

Click the Save and Close Save and Close button.

SAGE displays the worksheet with Dr. Flynn’s salaries for the first and second periods of the project. In the first period, he’ll make $49,440.00 as a Senior Fellow. In the second period as a Senior Fellow, he'll make $0. In the first period as an Assistant Professor he'll make $0 but in the second he'll make $105,029.10.

On the worksheet, his salaries for the two periods would be displayed as follows.

 Dr. Flynn's Salary for Both Periods

WARNING  For this activity, you’re manually setting the sub-object code for the position (01-11) and the Starting Monthly Salary, $8,000. When you build an actual budget, the finance system will provide correct data for you.

To Add a Salary Increase for a Promotion During a Period

Before You Begin

This lesson takes data that you just saw: Dr. Flynn’s promotion from Senior Fellow to Assistant Professor between two budget periods. The difference here is that you’ll see how to change his salary in the middle of the first period.

The Current Situation

Here is the diagram for Dr. Flynn’s promotion between periods. He was paid as a Senior Fellow for the first period of the project, and as an Assistant Professor for the second.

 

2011

2012

Assistant Professor

(01-11)

$0

0% Effort

$105,029.10

100% Effort

Senior Fellow

(01-23)

$49,440

100% Effort

$0

0% Effort

The New Problem

In this new situation you need to change either Dr. Flynn’s amount of time or % effort for the same period for each position.

For example, if he is to be paid as a Senior Fellow for half of the first period, and as an Assistant Professor for the second half of the period, change the % effort to 50% for both positions.

 

2011

2012

Assistant Professor

(01-11)

$50,985

50% Effort

$105,029.10

100% Effort

Senior Fellow

(01-23)

$24,720

50% Effort

$0

0% Effort

The New Solution

The worksheet, if you did the exercise before this, should look like this:

Dr. Flynn's Salary for Both Periods

On the first line, Dr. Flynn was budgeted for $0 for the first period as an Assistant Professor. On the second line, Dr. Flynn was budgeted for $49,440 for the same period as a Senior Fellow.

To have SAGE Budget calculate half of Dr. Flynn’s salary as a Senior Fellow and half his salary as an Assistant Professor:

1.    Click Dr. Flynn’s salary for the first period of the project, $0.00. (If you place the cursor over the little wrench, SAGE displays a tool tip indicating that you can change this value for this period.)

 change AP effort to 50

SAGE displays the first period detail page,

 P1 page for AP

with the % effort field set to 0%.

 P1 page for AP with effort field

2.    Change the % effort field value to 50%.

 P1 page for AP with effort field at 50

3.    Click the Save and Close Save and Close button button.

SAGE returns to the worksheet.

4.    Click $49,440, Dr. Flynn’s salary for the first period of the project.

 worksheet with SF P1 at 100

SAGE displays the first period detail page,

 SF P1 detail page

with the % effort field value at 100%

 SF P1 detail page with effort 100

5.    Change the % effort field to 50%

 P1 detail page with effort 50

6. Click the Save and Close  Save and Close button button.

SAGE displays the worksheet. Dr. Flynn’s salary for 6 months as a Senior Fellow in the first period as $24,720

 SF P1 salary at 50

NOTE  You could achieve the same result by setting the Person Months for each appointment instead of the % effort.

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