Budget Summary

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The Budget Summary consists of four sections.

The page header displays the title of “Budget Summary” and a drop-down menu to select which worksheets to include.

By default, the summary includes all of the worksheets in your budget. The drop-down menu gives you the option to adjust which worksheets are included in the totals displayed. As you change the selections, the menu label “Including x of y worksheets” will update. There are options to Check All and Un-Check All.

The following images show first the location of the feature and second its menu expanded.

budget summary including worksheet menu

expanded budget summary including worksheet menu

Salary and Benefit Costs

This section includes all of the costs related to personnel.

Choosing display fields

Use the drop-down menu with the label “Displaying x of y fields” (to the far right of the section title) to adjust the amount of detail you wish to see for each personnel line item.

Field choices are:

  • Salary: the person’s Total Requested Salary
  • Benefits: the person’s Total Benefits
  • Salary + Benefits: the calculated sum of Salary and Benefits
  • Annual Base Salary: the person’s Monthly Base Salary * 12
  • Person Months (C/A/S): the number of months of effort for Calendar, Academic, or Summer.

The menu also has options to Check All and Un-Check All. Each time you return to the Budget Summary, the display will reset to the default view of only the Salary field and the Benefits field.

The following image shows the expanded view of the drop-down menu.

budget summary optional salary fields menu

Table columns

The personnel table displays a column for Name, one column for each period, and an All Periods totals column. Each Period column heading includes its Period Description and Start and End Dates.

The following image shows an example of this section of the page.

column headings for the salary section

Table rows

Personnel role section entry

The personnel list is grouped by role type, with a totals row for each role. In the Name column, the role name is followed by a count in parentheses of the number of personnel in that role.

By default, NIH designated “Key Personnel” roles, based on the RR Detailed Budget form, are displayed in expanded view. All other roles display in collapsed view, which shows just the totals row. You can use the blue caret to the left of the role section name to expand or collapse a section.

The row for each role section displays the data totals for all personnel with that role for each period and All Periods.

The order of the role sections on the Budget Summary page is:

  • Principal Investigator
  • Application PI
  • Multiple PI
  • Mentor
  • Co-Investigator
  • Faculty
  • Key Personnel
  • Post Doctoral Associate
  • Graduate Student
  • Research Scientist
  • Secretarial/Clerical
  • Undergraduate Student
  • Other
  • No Role Selected

Individual personnel entry

Within a role section, personnel are listed in alphabetical order by last name, then first name.

For each person, the following information displays in the Name column.

  • First and Last Name; followed by the Note icon, if applicable
  • Object-Sub-object code combination
  • Job Title and Department

Corresponding values for the fields you have chosen to display appear for each period and All Periods column.

To the right of the All Periods column, a “more options” menu icon appears. The icon is three, blue vertical dots. The menu choices are:

  • View in [title] Worksheet – where “title” is the name of the worksheet which includes that person
  • Add Note – if no note exists
  • Edit Note -if there is an existing one
  • Delete Note – if there is an existing one

The following image shows an example personnel entry.

summary personnel entry example

Salary & Benefit Costs Total entry

This displays the period totals for all personnel, for all of the fields you selected to include. For the All Periods column, just the totals for Salary, Benefits, and Salary + Benefits appear, depending on your selections.

The following image shows this entry.

summary salary totals

Other Costs

Table columns

The section displays a column for Description, one column for each period, and an All Periods totals column. Each period column heading includes its Period Description and start and end dates.

The following image shows an example of this section of the page.

summary other costs section

Table rows

Other costs section entry

Entries in this section display in ascending order by object code, with a section row for each code. In the Description column, the object code description is followed by a count in parentheses of the number of entries for that object code. The section entries display as collapsed by default. Use the blue caret to the left of the description to expand a section.

Individual cost entries

When you expand a cost section, you will see one row per cost entry. The order of the items within an object code is:

  • Ascending by sub-object code
  • Within sub-object code, alphabetically by the sub-object code description you entered

For each object-sub-object code entry, the following information displays in the Description column.

  • User-entered description, followed by the Note icon, if applicable. “No description provided” will appear if you did not enter one.
  • The object code and sub-object code, with its system description

Corresponding values will display in each period column and the All Periods columns.

To the right of the All Periods column, a “more options” menu icon appears. The icon is three, blue vertical dots. The menu choices are:

  • View in [title] Worksheet – where “title” is the name of the worksheet which includes that entry
  • Add Note – if no note exists
  • Edit Note -if there is an existing one
  • Delete Note – if there is an existing one

The following image shows an example of an other costs entry.

Note:

  • The totals from a Subaward worksheet roll up to an 03 Other Contractual Services entry on the Budget Summary display. The entry displays the worksheet title.
  • The totals from a Fabrication worksheet roll up to an 06 Equipment entry on the Budget Summary display. The entry displays the worksheet title.

fabrication worksheet entry on summary

Other Costs Total entry

This row displays the total of all Other Costs for each period and the All Periods column.

Project Totals

Table columns

The section displays a column for Description, one column for each period, and an All Periods totals column. Each period column heading includes its Period Description and start and end dates.

The following image shows an example of this section of the page.

budgeet summary project totals

Table rows

Total Direct Costs section entry

This row shows the calculated totals of all direct costs for each period and All Periods. By default, it is collapsed. Use the blue caret to the left of the section name to expand it.

When expanded, you will see the Total Direct Costs less Subrecipient F&A and, if you have any subaward worksheets, the total Subrecipient F&A amount. These two values add up to the Total Direct Costs.

Facilities and Administrative section entry

This row shows the total calculated F&A costs for each period and All Periods. By default, it is collapsed. You can use the blue caret to the left of the section name to expand it.

When expanded, you will see an entry row for the primary worksheet and any Internal UW worksheets. The entries display in the order the additional worksheets were added.

For each worksheet, the first column will display its Title, Base Type, and Location. For each period and the All Periods column, the following values are displayed.

    • Total Direct Costs
    • Costs Subject to F&A
    • F&A Rate
    • F&A Costs

To the right of the All Periods column, a “more options” menu icon appears. The icon is three, blue vertical dots. The menu choice is View in [title] Worksheet – where “title” is the name of the worksheet which includes that entry. The following image shows an example of this information for the first period of the budget.

budget summary f and a section expanded

Note for Subaward Worksheets and F&A

  • The F&A on a subaward worksheet is the F&A of the subrecipient (not the UW), and as such, does not show up as a separate line on summary F&A section.
  • The full amount of the subaward (their F&A included) is subject to UW F&A.
    • If the base type is MTDC, then only the first $25,000 of a subcontract is subject to F&A.
    • If the base type is TDC, then the full amount of a subcontract is subject to F&A.

Total Project Costs

This row shows the overall total for each period and All Periods.

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