This is the setup page for personnel, including To Be Determined (TBD) persons. (See Salary and Wages Introduction.)
It consists of four sections
- Primary Position Type & Fringe Benefit Rate
- Project Role and Effort
- Salary, Wages, and Stipends
Primary Position Type & Fringe Benefit Rate
This section contains the default values for the person being added, as described in the following table. This image shows the fields with example data for a budget that includes APL benefits.
|Prefix||An optional prefix for the person selected. Max of 10 characters (NIH limit).
Note: prefix is not available from any personnel system currently.
This will appear on the worksheet, and if your budget is connected to a Grant Runner application, the prefix will also flow through to the RR Detailed Budget form.
|Name||The person selected in the Personnel Chooser.
For a TBD person, this field has a default value of “TBD” and is editable; the value saves as the PI First Name, which is one of the advanced search fields.
|Suffix||An optional suffix for the person selected.
If the person has a suffix as part of their legal name or preferred name in Workday, it will auto-populate this field.
Max of 10 characters (NIH limit).
|Title||The selected person’s title.
For a TBD person, this field is editable.
|UW Sub Object Code||The UW Sub Object Code for the person selected. This code has a direct relationship with the one in the (08) Benefits section. If this code changes, the Benefits code will change to match.
For a TBD person, the default value is “(00) MISC”. Be sure you choose the appropriate UW Sub Object Code for the role to ensure the correct benefit rates.
The default Sub Object Codes for graduate students are:
For information on graduate student compensation levels for NIH grants, see the Graduate Assistantship Compensation section on the Salary and Benefits web page.
View the complete list of UW Sub-Object Codes.
|Include APL Benefits||Displays if you selected Budget includes Applied Physics Lab (APL) in the Advanced Settings section of the Properties tab.
Checking the box changes the Benefit Type for this person.
|Benefits Exemptions||Provides current HR benefit exemption information on the individual and enables you to change the benefit exemption classification for the person.|
|Current Campus Benefit Rate
or Current APL Benefit Rate, and Current APL Leave Rate
|Displays the appropriate benefit information for this person or the sub-object code selected for a TBD person.
If you checked Include APL Benefits, the two APL Rates will display in place of the Current Campus Benefit Rate.
|Cascade Entries||The system cascades salary values across periods by default. You can uncheck this box to turn it off. When cascading is on and you have multiple budget periods, you will experience the following:
Project Role and Effort
Use this section to indicate whether the person’s position is Calendar or Academic, their role in the project, and the amount of effort.
|Worker Position Type||Defaults to Calendar, which is a 12-month period. Academic/Summer consists of a 9-month academic period plus a 3-month summer period.|
|Project Role||The default value is “Other.” Select the appropriate role for each person. Choices are:
As you add personnel, they will display in the order of the roles in the drop-down list. Therefore, the Principal Investigator displays as the first person listed in the 01 section, then Application PI, if included, and so on.
Note: You can designate only one Principal Investigator and only one Application PI. The role of Fellow has been removed, but will appear for older Budgets. Only one person can have the role of Principal Investigator or Application PI.
Academic % Effort
Calendar % Effort
|Used to calculate the Person Months, Period and Project Totals for the person’s (01) Salaries and Wages line items. It is dependent on appointment type.
Note: the two academic terms are independent of each other, so a person can have up to 100% effort for each term (academic and summer).
|Academic Hours Per Month
Summer Hours Per Month
|Displayed only for Academic Appointment types, once for Academic and once for Summer. The value is equal to the % Effort times 173.3 (the number of hours in a standard month).|
Salary, Wages, and Stipends
This section displays information about the selected person’s earnings.
Note: If your sponsor imposes a salary cap, use the fields on the Targets & Caps Tab to enable the cap and specify the Annual Salary Cap Amount. The system will automatically adjust salaries to reflect the cap, and indicate which personnel have a capped salary.
|Date Retrieved||System-generated date (mm/dd/yyyy) indicating when the salary information was retrieved from the source system.|
|UW Monthly Salary||The salary of the person based on a 100% FTE.|
|Clinical Monthly Salary||The clinical salary information where applicable.|
The earnings table lists all of the earnings for the selected person.
|Checkbox||This is checked by default to include this row in the Starting Monthly Salary total|
|PositionID||Unique identifier for the Workday position|
|Obj-SubObject||This value is 01 for Salary and Wages, followed by the sub-object code for the selected person|
|Cost Center||Cost center name and code|
|Organization||Organizational unit name and 10-digit code|
|Position Title||Selected person’s title for this position|
|Pay Type|| Possible pay types are:
|Unallocated Rate||Monthly or Hourly Rate|
|Distribution %||Proportion of total for this earning type|
|FTE Rate||Total of Unallocated Rate value times the Distribution percent|
Below this table is the Update Salary link. It updates this person’s salary for all periods with the latest information from Workday. Any new earnings that are not currently displayed will not be included in updated figure. It also updates the “date retrieved” value.
Note: if you want to update a person’s salary for other than the whole worksheet, you can use the Update Salary links in the Update Periods modal.
The Starting Monthly Salary field will reflect the total of the selected (checked) earning rows. If needed, it can be edited to include other earnings.
Select the V-shaped chevron at the right of the bar to expand the notes section. Enter your notations in the Note field.
When you are done, select Save & Return to Worksheet to close this modal and display the worksheet or Update Periods to open that modal.