The Access tab lists the individuals who have access to view and/or edit the budget.
Budget Preparer and Contacts
The initial Budget Preparer is the person who created the budget. The preparer could change over time.
An Administrative Contact and a Pre-Award Budget Contact are additional individuals who can edit the budget or answer questions about it.
Note: When a budget is connected to an eGC1, the contacts and preparer information will be shared, as described in SAGE Budget and eGC1 Shared Access Data. An eGC1 Preparer will display.
The following information displays for the preparer(s) and contacts.
Name: First and last name and Employee Identification Number.
Selected Unit: Name and organization code number of the selected business unit.
Title
Phone
Email
The Access section lists all users with access to the budget, and indicates the Permission Type and Reason for the access. Read the article on SAGE Budget and eGC1 Shared Access Data if you will be linking your budget to an eGC1.
The preparer (creator) and both contacts have the permission type of Owner with the role as the reason. You cannot change or give the Owner permission type to any other users. The person designated as the PI on a budget does not have owner permission by default.
Access List
Other individuals who have access to the budget are listed in the section, in addition to the preparer(s) and contacts.
The values listed are Name, Permission Type, and Reason.
Permission types are:
Owner for the preparer(s) and Contacts, and the PI of a connected eGC1
Read Only for added users, which allows them to view the contents, but not make any changes.
Read Write for added users, which allows them to view and edit the contents.
The following image shows an example list.
Access Permission on Copied Budgets
Note: When you copy a budget, the individuals on the access list of the original budget are copied to the new budget. The person who creates the copy becomes the Budget Preparer of the new (copied) budget. The Budget Preparer of the original will have Read-Only access to the copy.
The following articles are for the “legacy” format budgets. These budgets, for the most part, were converted to the current format on January 28, 2022.
The (19) APL line item is used for expenditures related to the Applied Physics Lab (APL).
Line Setup
The Setup modal displays the Description and UW Sub-Object Code selected.
The Cascade Entries checkbox will be checked if “Cascade entries on non-salary items” was selected.
Any Notes associated with this line item will display.
Update Periods
Values entered for the Description and the UW Sub-Object Code display for reference.
The name of the period and its date range will display at the top of the period column.
The Prorated Direct Costs line item (19-10) appears on the budget worksheet if the box for Budget includes Applied Physics Lab (APL) on the Properties Tab was checked.
The current PDC Rate displays when its box is checked. The value for each period on the worksheet is equal to the PDC rate multiplied by the total amount for Salaries less any amount for Sea Pay. These values are read-only.
For 19-00 (Dept. Admin. Overhead) and 19-20 (Accrued VAC/SL) lines, the total amount for each period will display.
Note: the (19-40) Department Fixed Fee line appears as the last line item of the budget if the box for Budget includes Fixed Fee on the Properties Tab was checked. The default rate is used to determine the Fixed Fee Value (FFV), which is equal to the Fixed Fee Rate (FFR) multiplied by the sum of the Facilities and Administrative Costs (F&A) and the Total Direct Costs (TDC).
FFV = FFR * (F&A + TDC)
The FFV is then added to the sum of the TDC and F&A to calculate the Total Project Cost (TPC).
The (10) Capital Projects line item is used for costs for the design and construction of buildings. These expenses include land acquisition, design, project management, and site work. They also include art work, fixed equipment, and furnishings.
Line Setup
The Setup modal displays the Description and UWSub-Object Code selected.
The Cascade Entries checkbox will be checked if “Cascade entries on non-salary items” was selected.
Any Notes associated with this line item will display.
Update Periods
Values entered for the Description and the UW Sub-Object Code display for reference.
The name of the period and its date range will display at the top of the period column.
The following values display for each period:
Quantity
Price
Period Subtotal
General Inflation Rate (%)
Period Inflation
Total
The overall total for the line item displays in the Summary ($) column at the far right.
