Tag Archives: SAGE Budget

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Use the Targets & Caps tab to enable the Targets & Limits and Salary Cap features and select appropriate settings.

Targets & Limits

Once you select the Enable Targets & Limits check box, all of the other fields will become editable. If you later un-check the box, all of the values will be cleared.

The following image shows the check box selected and the default values for each field, as described in the table below.

targets and limits tab fields

Field Description
Use same target amounts for all periods The default value is Yes.  If you want to set a different target for each period, select No.
Period target amount Enter the target amount you want for each period in this field. The default value is zero (0).
Apply to You have three options for where to apply your targets budget amounts:

  • Total Direct Costs only (default value)
  • Total Direct Costs Less Subcontract (Consortium) F&A
  • Total Costs
Include auto-adjusting entries to reach target The default value is No. When you select Yes for auto-adjusting entries, the Auto-Adjusting Entries section will display. This is described below.

Auto-Adjusting Entries

When you select Yes for auto-adjusting entries, this section will display.

SAGE Budget allocates funds based on your budget target and prioritization order, with funds going to Priority 1 items first. This function is particularly helpful when you anticipate having some unspent dollars in your budget and would like to optimize the funds available in specific areas.

Expand any of the line items to add a specific entry.

initial auto-adjusting dialog for choosing object code

In the setup dialog, you can add a Description, and select the appropriate UW Sub-Object Code. Add a period minimum and maximum amount and set a priority for the line item. You can have more than one item with the same priority. This dialog is shown in the following image.

Targets and Limits auto-adjusting entries setup

For example: assume you have established a target of $500,000 for your budget. You enable auto-adjusting entries and set travel as priority 1 with a maximum of $5000, and equipment as priority 2 with a maximum of $3000. When you finish entering all the data into your budget worksheet, your total budget is only $493,000. From remaining $7,000 in funds, travel receives $5000. The equipment line item receives the remaining $2,000, thereby creating a total budget of your target amount of $500,000.

Salary Cap

You can set a custom salary cap when your sponsor requires one. From the worksheet, you’ll be able to see what the cap is, and which personnel exceed it. When you open the details for individual personnel, their total uncapped salary displays in addition to their capped total for improved transparency. For details, see the Salary and Wages Update Periods article.

To use the Salary Cap

Start by selecting the Enable Salary Cap check box on the Targets & Caps tab. The two additional fields will become editable. If you later disable the cap, the system will clear the values for those fields..

The following image shows the check box selected and the additional fields, as described in the table below.

target and caps tab salary cap fields

Field Description
Annual Salary Cap Amount Enter the maximum allowable salary amount specified by your Sponsor.
Salary Cap Notes This is an optional field. Enter any notes you want for reference.

 

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Overview

Budget Properties are part of Step 1 in the budget creation wizard. After you complete the budget setup, you can return to this page to modify these values at any time by clicking the Properties tab from the Worksheet page.

When you are creating a new budget, click Next to save the data you’ve entered and advance to Step 2. If you accessed this page by clicking the Properties tab, a Save icon will appear on the action bar. Selecting it will save any changes you have made, as will navigating away from the page.

For more information on preparing a budget, see OSP’s Budget Development page.

Budget Details Section

The Budget Details section provides basic information about the budget and presents an option to cascade data for non-salary items.

After you complete the budget setup, you can return to this page to modify these values at any time by clicking the Properties tab from the Worksheet page.

Field Description
Reference # The unique reference number assigned to a budget when it is created.
Current Status Values are:

  • Created: a new budget that has not completed all of the setup steps.
  • In Progress: a budget with all of the setup steps completed, but not linked to an eGC1.
  • Linked to eGC1: a budget with setup completed that is linked to an eGC1.
Budget Title The Working Title for the budget; limited to 50 characters in length. It has a default value of “New Budget”.

Note: the Working Title is not the same as the eGC1 Short Title (the name associated with the budget number).

UW Organization Code Receiving Funding Select Look Up Organization Code to open the Organization Chooser and find the 10-digit code. If you know your code, you can enter it directly in the text box. Select Verify to confirm the number is valid (optional).

Once you have chosen an Organization code, the name and code display, with a plus sign (+) to expand it. To change the code, use the Change the organization code receiving funding? link.

Sponsor Name Select Look Up Sponsor to open the Sponsor Chooser and find the sponsor.

Once you have chosen a Sponsor, the name displays. To choose a different sponsor, use the Change the sponsor? link.

Is there a flow through sponsor? (optional) Select Look Up Flow Through Sponsor to open the Sponsor Chooser.
Cascade entries on non-salary items By default, this choice is unchecked.

When you check it, all the values you enter for non-salary line items in one budget period automatically propagate to subsequent budget periods.

You also have the option to toggle the cascading feature on or off when you edit the line setup for any non-salary line item in your budget.

Rounding & Decimals Section

This section allows you to select how values are displayed, and if you want dollar values rounded.

After you complete the budget setup, you can return to this page to modify these values at any time by clicking the Properties tab from the Worksheet page.

How and when SAGE Budget rounds amounts

When you choose to round to whole dollars, SAGE Budget will round any value with 50 cents or more up to the next dollar. For example:

  • $27.63 rounds to $28.00
  • $52.38 rounds to $52.00
  • $33.50 rounds to $34.00

On an expense Period Update screen in SAGE Budget, when Round Expenses is set to either To Whole Dollar or To Cents, then

  • Dollar amounts display with two decimals except the Price field on non-salary entries.
  • The Price field for non-salary entries displays the value as you entered it.
  • Period totals are the only values that are rounded. They also display with 2 decimals, as $x,xxx.00 when To Whole Dollar rounding is selected.

When Rounding property is set to No Rounding then

  • All dollar amounts display with the number of decimals shown in the Decimal display for dollar amounts setting.

Note: For any sub budgets, this section of the Properties tab will always have the same settings as the parent budget, and will not be editable.

Rounding when Syncing a Budget to a Grant Runner eGC1

Because NIH wants the budget data in whole dollars, we recommend you select rounding to whole dollars.  If you don’t, you may see a very slight difference in some values.

Field Description
Round Expenses (Excludes unit prices) Choices:

  • To Whole Dollar – displays just dollars (default value)
  • To Cents – displays dollars and cents
  • Do Not Round – displays dollars and the number of decimals places you indicate in the “Decimals displayed for dollar amounts” field, but does not use rounded values in the calculations
Decimal display for dollar amounts This field only displays for the Do Not Round choice. Enter the number of decimal places you want displayed
Decimal display for percentages Enter the number of decimal places you want
Decimal display for general numbers Enter the number of decimal places you want

Note: On the Period Update screen for any line item, when you enter a decimal value into an entry field, the full number entered will be visible when you click in the cell, regardless of the Display Setting for decimals. When you click away from the cell, the value displayed will be based on the Decimal Setting you chose.

Inflation & Benefit Rates Section

The inflation rates apply to all appropriate fields for all budget periods.

  • Salary applies to all personnel; default value is 2.00%
  • Tuition applies to all personnel who have tuition line items; default value is 3.00%
  • General applies to all budget lines except salary and tuition; default value is 0.00%

To change the default values, just click in the field and enter the new number.

Benefit Rates

There are two choices for Benefit Rates:

  • Use preliminary benefit rates
  • Use only current benefit rates

By default, “Use preliminary benefit rates” is selected for a newly-created budget. This choice allows you to use preliminary rates when they are available. When no preliminary rates are available, then your budget will use the current rates.

When you choose preliminary rates, the start date of a given period determines the rate value used. For example, if you create your budget in April (current fiscal year) and your budget period starts in August (next fiscal year), then the preliminary rates apply to that period. If the period started in the same fiscal year, then current rate values apply.

The Update Benefit Rates link will update the rates for all personnel, across all periods. If you start your budget using one set of rates, then later new preliminary rates become available or the rates change, be sure to click the Update link to apply the change. When you click on this link, a confirmation prompt displays, followed by a notification when the update finishes. If you wish to switch between using preliminary and only current rates, select the other rate and then confirm the change. The rates will update globally for all personnel, for all periods.

After you complete the budget setup, you can return to this page to modify these values at any time by clicking the Properties tab from the Worksheet page.

Sea Pay & APL Section

Use this section to specify whether your Budget includes Sea Pay or Applied Physics Lab expenses.

The Sea Pay Calculation can accommodate up to an additional 44 hours per week for personnel at sea.

Field Description
Budget includes Sea Pay If checked, an “(01-86) Sea Pay” line is added to (01) Salary and Wages.
Budget includes Applied Physics Lab (APL)

This enables you to add APL line items, and PDC (Pro-rated Direct Costs) lines (if checked), to the budget.

Checking this box displays two additional fields:

  • PDC Rate (displays the current value)
  • Budget includes Fixed Fee.

The PDC Rate is used in determining the Pro-rated Direct Costs Value (PDCV), which equals the Pro-rated Direct Costs Rate (PDCR) multiplied by the sum of all MTDC values for each period.

The PDCV displays on the budget worksheet as read-only under the (19) APL section (object/sub object code 19-10)

PDCV = PDCR * (MTDC sum)

Note: APL PDC is considered an indirect cost by NIH, but a direct cost for SAGE Budget (and most other sponsors).

Checking Budget includes Fixed Fee displays the Fixed Fee Rate field.

This 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).

TPC = FFV + F&A + TDC

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This article covers the following:

Overview

You can use the Sponsor Budget Map page to understand how your SAGE Budget personnel data will initially flow to the RR Detailed Budget form.

In the (01) Salary and Wages section on the Sponsor Budget Map page, you will see one row for each person on your parent budget and any internal sub budgets.

Based on the Project Role you selected for each person in SAGE Budget, each person will map to either the RR Detailed Budget Section A. Senior/Key Person or Section B. Other Personnel.

The columns in this section of the Sponsor Budget Map are:

  • From SAGE Budget: displaying its Expense Type and Project Role
  • To RR Detailed Budget: displaying its Category and Project Role
  • Personnel Order: displaying the relative position in the Section A list for this person. Note: this column is unique to the 01 section.

Initially, you will see the personnel listed in the same Project Role order as on your SAGE Budget. Any personnel from internal sub budgets will display just after those on the parent budget, within each role.

You can adjust the default RR Detailed Budget Project Roles, except for the person who is the PD/PI. In some cases, you can change the default RR Detailed Budget Category (Section A or B).

Optionally, you can change the Personnel Order for those mapped to the RR Detailed Budget Section A by using the “Drag to Re-Order” feature (described below).

For personnel in Section B, in addition to the four default Project Roles, you can create customized ones.

Section A. Senior/Key Persons

When you first view the Sponsor Budget Map page, you will see the personnel listed in the same Project Role order as on your SAGE Budget. Any personnel from internal sub budgets will display just after those from the parent budget, within each role.

example list of personnel

Mapping Rules

The following table defines the initial mapping rules and indicates whether the default value can be edited (changed).

SAGE Budget Project Role RR Detailed Budget Project Role Can the Role Be Edited?
Principal Investigator PD/PI; if there is also an Applicant PI, then this role defaults to Faculty Only if “Faculty” role
Application PI PD/PI No
Co-Investigator Co-Investigator No
Multiple PI PD/PI No
Key Personnel Depends on the 01 sub-object code selected; defined below Yes
Mentor Faculty Yes. Note: You can map this person to Section B, if appropriate
Faculty Faculty No

If you selected Key Personnel for someone’s project role on your SAGE Budget, their sub-object code will determine the default role on the RR Detailed Budget.

01 Sub-Object Codes Project Role on Detailed Budget
10-14 Instruction & Research Faculty Co-Investigator
20-24 Auxiliary Teaching Staff Other Professional
30-34 Graduate School Student Appointments – Teaching Graduate Student
40-44 Graduate School Student Appointments – Non-Teaching Graduate Student
50-54 Postdoctoral Research Trainee Post Doctoral Associates
60-64 Classified Staff Other Professional
70-74 Professional Staff Other Professional
80-87 Temporary Staff Other Professional
88-89 Hourly Undergraduate Students
90-94 Graduate Stipends Graduate Students

As needed, you can change the role. Project Role choices for the RR Detailed Budget form are:

  • Co-PD/PI
  • Faculty
  • Post Doctoral
  • Post Doctoral Associates
  • Post Doctoral Scholar
  • Other Professional
  • Graduate Students
  • Undergraduate Students
  • Technician
  • Consultant
  • Co-Investigator

Drag to Re-Order Feature

You can use this feature to adjust the order of the personnel mapped to Section A of the RR Detailed Budget. The Personnel Order column displays the text “RR Detailed Budget Position” followed by a number, indicating that person’s place in the order.

The Application PI (if present) will display on the first row.  If your budget does not include an Application PI, then the Principal Investigator will be listed first.

After the PD/PI or Application PI (if present), the default order of the personnel entries is by Category (Section A or B) and, within each category, by Project Role with Parent Budget and Sub-Budget personnel grouped together. For example:

  • Multiple PI (parent)
  • Multiple PI (sub budget)
  • Co-Investigator (parent)
  • Co-Investigator (sub-budget)
  • Key Personnel (parent)
  • Key Personnel (sub-budget)

You can use your mouse, or the keyboard, to choose a person’s row to re-order. Move the row up or down to update the position number for that person. Note that the form can list up to eight individuals. Any additional personnel are included in the Additional Senior Key Persons attachment, described below. The PD/PI must be one of the initial eight people listed.

Personnel mapped to Section B will have the note “Not applicable” in the Personnel Order column. You can drag them to a different position on the mapping page, but the next time you view the mapping page, the order will have returned to the Section A personnel followed by those mapped to Section B.

Any changes you make on your connected SAGE Budget or the Sponsor Budget Map page will be reflected on the RR Detailed Budget form when you view it. The ordering of Personnel on both the Sponsor Budget Map page and the RR Detailed Budget form will match the last ordered sequence you created and saved on the Sponsor Budget map page. Any newly entered Personnel, after the initial synchronization, will sort to the bottom of the Sponsor Budget Map page order by default.

Additional Senior Key Persons Attachment on RR Detailed Budget

Section A can display up to eight individuals on the RR Detailed Budget form. You must list any additional personnel in an attachment to the form. When you initially connect your SAGE Budget and Grant Runner application, SAGE will automatically generate and attach the PDF file listing any additional personnel. The file will be named to reflect the budget period. For example, the attachment for Period 3 of your budget will be named “Period_3_Personnel.pdf”. In addition, the system will calculate the Total Funds for Attached Persons value and display it.

Any time you add or remove Section A personnel from your SAGE Budget, or change their order on the Sponsor Budget Map page, the PDF attachment will automatically be recreated to reflect those changes, if necessary.

example view of section a personnel with an attachment

Section B. Other Personnel

Personnel that map to Section B are combined into the appropriate rows, with their data values totaled.

Mapping Rules

If you select one of these SAGE Budget Project Roles, the individual will be added to the corresponding role in Section B.

  • Post Doctoral Associates
  • Graduate Students
  • Undergraduate Students
  • Secretarial / Clerical

On the Sponsor Budget Map page, you can shift personnel with the Post Doctoral Associate role to the A: Senior/Key Persons section. You cannot edit the other project roles from the Sponsor Budget Map page. You would change them on your SAGE Budget.

If you select Other for someone’s project role on your SAGE Budget, that person’s sub-object code will determine the default role on the RR Detailed Budget.

SAGE Budget Personnel Sub-Object Code RR Detailed Budget Project Role Default Value
10-14 – Instruction & Research Faculty Select…
20-24 – Auxiliary Teaching Staff Select…
30-34 – Graduate School Student Appointments – Teaching Graduate Students
40-44 – Graduate School Student Appointments – Non-Teaching Graduate Students
50-54 – Postdoctoral Research Trainee Post Doctoral Associates
60-64 – Classified Staff Secretarial / Clerical
70-74 – Professional Staff Select…
80-87 – Temporary Staff Select…
88, 89 – Hourly Undergraduate Students
90-94 – Graduate Stipends Graduate Students

When “Select…” displays, you can choose one of the four existing Section B roles listed above, or you create up to six different, customized roles.

Create a Customized Personnel Project Role

Click on “Select…” in the drop-down menu and choose “Other…”

personnel row showing select in drop-down

A dialog will display where you can enter the customized name of your project role for Section B. Click Save to return to the Sponsor Budget Map page. The new project role will appear, followed by an Edit link.

create custom project role dialog

Once you have added a customized role, it will appear in the drop-down so that you can choose it for additional personnel. If you edit the customized role, your changes will apply to all personnel with that role.

RR Detailed Budget Personnel Data Sources

Section A. Senior/Key Persons

The following table describes the source data for each RR Detailed Budget field in Section A.

RR Detailed Budget Field Data Source
Name SAGE Budget: First, Middle and Last Name
Project Role Sponsor Budget Map: Project Role
Base Salary ($) SAGE Budget: Line Setup Starting Monthly Salary * 12 (annualized) * the inflation rate for the period
Calendar Months SAGE Budget: if Calendar is checked on Line Setup; from Update Periods: Person Months
Academic Months SAGE Budget: if Academic/Summer is checked on Line Setup; from Update Periods: Academic Person Months
Summer Months SAGE Budget: if Academic/Summer is checked on Line Setup; from Update Periods: Summer Person Months
Requested Salary ($) SAGE Budget: from Worksheet (01 item) period amount or Update Periods: Period Total Salary
Fringe Benefits ($) SAGE Budget: from Worksheet (07 item) period amount or Update Periods: Total Benefits
Funds Requested ($) System calculated: Requested Salary plus Fringe Benefits

Section B. Other Personnel

The source data for each RR Detailed Budget field in Section B is the same as that for Section A. In this section, the values for a given row are a sum of the values for all personnel with that specific Project Role.

  • Number of Personnel: the total number of personnel with the specific Project Role
  • Project Role: the first four rows are the fixed project roles; any custom roles you create will appear below these. There is a maximum of 6 custom roles.
  • Calendar, Academic, Summer Months: the sums of each type of person months for personnel with the specific Project Role.
  • Requested Salary ($): the sum of all Requested Salaries for personnel with this Project Role
  • Fringe Benefits ($): the sum of all Total Benefits for personnel with this Project Role
  • Funds Requested ($): System calculated: Requested Salary plus Fringe Benefits
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Overview

The Sponsor Budget Map page shows where the expenses from your connected SAGE Budget will flow to on the RR Detailed Budget form.

A link to the Sponsor Budget Map page will appear on the left navigation menu once you connect your SAGE Budget to your Grant Runner application and the RR Detailed Budget form is either mandatory for your opportunity, or you have selected it.

You may not need to use the Sponsor Budget Map page unless you have expenses that are not mapped to default fields on the RR Detailed Budget form, or you need to adjust the defaults. A red exclamation “validation icon” will display if you need to complete any mappings.

Note: The Sponsor Budget Map page does not show dollar amounts. It shows you how the various expenses on your budget are categorized for the RR Detailed Budget form. For some expenses, you can use the Sponsor Budget Map to change where and how your data displays on the RR Detailed Budget form.

left navigation partial view with sponsor budget map highlighted

Data Synchronization

After the initial connection of your SAGE Budget and Grant Runner application, any data changes you make on your SAGE Budget will be synchronized with both the RR Detailed Budget form and Sponsor Budget Map page. Any changes you make on the Sponsor Budget Map page will be reflected on the RR Detailed Budget form when you view it.

Your data changes will also be reflected in the PDF generated when you select View Grant Runner forms (PDF) on the left navigation menu.

Using the Sponsor Budget Map

The Sponsor Budget Map page will initially show where the SAGE Budget expenses will appear, by default, on the RR Detailed Budget. Where editable, you can choose to shift those expenses to a different category on the RR Detailed Budget. You can also specify the order of the personnel entries for Section A. Senior/Key Persons.

The Map page includes a link to your budget, just above the first section, that displays the budget number and title. For example: B88888 GENE LAB PROJECT.

link to budget highlighted

Below the link, there is a section for each expense type (object code) on your connected SAGE Budget. By default, the sections are all collapsed when you first view the page. You can “Expand All” sections or just individual ones.

The sections you see will match those where you have entered data in your parent SAGE Budget and any sub budgets. The possible sections are:

General Section Layout

SAGE Budget data is displayed on the left side of the page, in the same order as your SAGE Budget. The RR Detailed Budget expense category to which the expense will be mapped is shown on the right side.

Each section will display a status icon to indicate the status of the data within the section. A red exclamation point indicates that there are one or more expenses from your SAGE Budget that you need to map to an RR Detailed Budget category or sub-category. A green check mark indicates that all mappings are resolved. The Participant/Trainee Support Costs section shows a gray check mark icon if one or more of the optional mappings are unresolved.

example of green check mark icon

example of red exclamation point icon

example of gray check mark icon

Adjust Expense Categories

You can change a number of SAGE Budget expense categories from the default value to another category on the RR Detailed Budget. Use the drop-down menus in the right-hand column to make changes to the default mapping between SAGE Budget and the RR Detailed Budget form. Some selections are grayed-out to indicate that the SAGE Budget object code cannot be mapped to that selection. For example, Travel costs cannot be assigned to Other Personnel.

Create Customized Categories

For some expenses that map to Section F: Other Direct Costs, there is no default sub-category. You must make a selection. These expenses are:

  • Supplies & Materials 05-47, 05-48
  • Student Aid 08-00, 08-02, 08-05
  • Unallocated 38-00

You can either select one of the existing sub-categories, or create a customized one. You can add up to 3 custom (user defined) sub-categories for Section F.

Click on “Select…” in the drop-down menu and choose “Other…” You made need to scroll down the list.

sponsor budget map expense with required sub-category

A dialog will display where you can enter the customized name of your sub-category. Click Save to return to the Map page. The new sub-category will appear, followed by an Edit link.

create custom sub-category dialog with example text

Once you have added a customized sub-category, it will appear in the drop-down so that you can choose it for additional expenses. If you edit the name of your customized sub-category, all items you associated with that sub-category will be updated.

sponsor budget map sub-category drop-down with custom entry

Participant Support Costs

You can change some SAGE Budget expense items from the default mapping value to Section E. Participant/Trainee Support Costs.

Note: If you have any Participant Support Costs, you must use the section at the end of the Sponsor Budget Map page to indicate the associated numbers of participants for those budget periods.

(01) Salaries and Wages

This section has some unique characteristics, so it is described in its own article Sponsor Budget Map: (01) Salaries and Wages. LINK

(02) Service Contracts

sponsor budget map section 02

  • By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs, subcategory Consultant Services.
  • You can change the RR Detailed Budget Category to either D. Travel, or E. Participant/Trainee Support Costs.
  • Within this category you can select the appropriate subcategory for your expense item.

(03) Other Contractual Services

example view of section 03

  • By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs. The default subcategory depends on the SAGE Budget sub-object code for the expense. Consult the table below.
  • Generally, you can change the RR Detailed Budget Category to either D. Travel, or E. Participant/Trainee Support Costs. The exception is an 03-62 expense, a subcontract sub budget. You cannot change its mapping.
SAGE Budget Sub-Object Code Default RR Detailed Budget Subcategory
00, 01, 02, 08, 11, 12, 13, 19, 20, 21, 23, 25, 26, 28, 29, 33, 34, 35, 39, 40, 41, 42, 43, 44,  47, 48, 49, 50, 51, 53, 56, 62, 64, 69, 71, 72, 92, 95, 99 Subawards/Consortium/Contractual Costs
04, 06, 14, 22, 45, 46, 57, ADP/Computer Services
24, 27, 30, 32, 36, 37, 38, 75 Custom – entered by user
58, 59 Publication Costs
60 Alterations and Renovations
80, 81, 85, 87, 89, 91 Equipment or Facility Rental/User Fee

(04) Travel

example view of section 04

  • By default, the expenses for the (04) Travel object code, on a parent or internal sub budget, will map to Section D. Travel on the RR Detailed Budget form. The expense will map to either Domestic Travel Cost or Foreign Travel Cost, depending on your SAGE Budget Destination choice.
  • You can change the RR Detailed Budget Category to E. Participant/Trainee Support Costs. The subcategory will default to Travel.

(05) Supplies & Materials

sponsor budget map section 05

  • By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs, with the subcategory of Materials Supplies.
  • You can change the RR Detailed Budget Category to E. Participant/Trainee Support Costs, except for sub-object codes 47 and 48 “Non-Capitalized Equipment”.
  • Within the category you can select the appropriate subcategory for your expense item.

(06) Equipment

sponsor budget map section 06

  • The expenses for this object code, on a parent budget or internal sub budget, will map to Section C. Equipment, and you cannot change the mapping.
  • Additional Equipment Items Attachment
    • Section C. Equipment on the RR Detailed Budget form can display up to ten items. Any additional items must be included in an attachment to the form. When you initially connect your SAGE Budget and Grant Runner application, SAGE will automatically generate and attach the PDF file listing any additional equipment items, as needed. The file will be named to reflect the budget period. For example, the attachment for Period 3 of your budget will be named “Period_3_Equipment.pdf”.
    • Any time you add or remove equipment items from your SAGE Budget, the PDF attachment will automatically be recreated (or removed) to reflect those changes, as needed.

(08) Student Aid

sponsor budget map section 08

  • By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs. You will need to select a sub-category on the Sponsor Budget Map page, or create a custom one.

(10) Capital Projects

sponsor budget map section 10

  • The expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Alterations and Renovations, and you cannot change the mapping.

(19) APL

sponsor budget map section 19

  • The expenses for APL Prorated Direct Costs (PDC), on a parent or internal sub budget, will map to Section H. Indirect Costs
  • The non-PDC expenses will map to section F: Other DIrect Costs. You will need to select a sub-category on the Sponsor Budget Map page, or create a custom one.

(38) Unallocated

sponsor budget map section 38

  • By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs.You will need to select a sub-category on the Sponsor Budget Map page, or create a custom one.
  • You can change the sub-category to any value for Section F, except Subaward/Consortium/Contractual Costs.
  • You can also change the RR Detailed Budget Category to either D. Travel or E. Participant/Trainee Support Costs.

(25) Facilities and Administrative

sponsor budget map section 25

  • The expenses for this object code, on a parent budget or internal sub budget, will map to Section H. Indirect Costs, and you cannot change the mapping.
  • The RR Detailed Budget form allows a maximum of four distinct indirect cost base/rate rows.

Participant/Trainee Support Costs

sponsor budget map participant trainee support costs section

  • Use this section to indicate how many participants and/or trainees there are for each period.
  • There will be an entry field for each period.
  • If there are not any participants in a period, leave the field blank.
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Campus research teams and related central offices use the SAGE Suite electronic research administration system to manage application proposals and related items. The suite is comprised of three components that access the shared SAGE Suite database.

  • SAGE: System to Administer Grants Electronically – used by campus researchers and administrators
  • SPAERC: Sponsored Projects Administration & Electronic Research Compliance – used by the Office of Sponsored Programs (OSP)
  • SERA: System for Electronic Research Accounting – used by Grants and Contract Accounting (GCA)
  • FIDS: Financial Interest Disclosure System – used by researchers designated as investigators

The following set of tables gives a high-level overview of who uses each of the different components, and describes the possible actions and the why and/or when.

SAGE: System to Administer Grants Electronically

WHO: Campus research administrators, Principal Investigators, campus reviewers, compliance reviewers

ACTION WHY / WHEN
Create SAGE Budgets Centralizes data gathering for salaries, benefits, F&A rates. It can be connected to an application, which automatically populates the eGC1 budget data on the Budget & Fiscal Compliance page. Any changes to the budget will update in real time when the eGC1 Budget & Fiscal Compliance page is viewed.

In addition, if your eGC1 is a Grant Runner application using the RR Detailed Budget form, your budget data will be mapped into the form.

Create applications (standard or Grant Runner) Required for all sponsored research. The standard eGC1 pages of the application are, in effect, an approvals routing cover letter for the proposal. It is used only by the UW and does not go to the sponsor.

A Grant Runner application includes, in addition to the standard eGC1 pages, the sponsor forms for NIH. It is submitted system-to-system by OSP.

Approve routing applications Used by the Principal Investigator, Multiple-PI, Application PI, academic reviewers (division, department, dean) and compliance reviewers (human subjects, animal use, EH&S, etc.) to view and approve the application. At each approval, a PDF snapshot of the application is captured and attached to the eGC1 on the Approvals History & Comments page.

Administrators and reviewers have the option to add other reviewers (as individuals or a group) to the approval flow. These are referred to as “ad hoc” reviewers (approvers or watchers).

Request an advance budget number for awards Used when the research proposal is being awarded by the sponsor, but the actual award has not yet arrived. It requests GCA to set up a budget account in the financial system so the research team can start spending the anticipated award money. When the preparer completes it in SAGE, GCA will be able to view and process it in SERA.

Applications, by default, are not eligible for an advance.  The eGC1 preparer must use the Advanced Budget Eligibility tool to request that OSP mark the application as eligible.

Create subaward requests for awarded applications Used when a research proposal has been awarded and part of the award needs to go to the subrecipients (subcontractors) that the research team will be collaborating with. For a new award, a “new” subaward request (SA) is created along with its parent subaward (SC).  For an ongoing award, a “modification” request would be created within the existing subaward (SC).

 

SPAERC: Sponsored Projects Administration & Electronic Research Compliance

WHO: Office of Sponsored Programs (OSP)

ACTION WHY / WHEN
Review and approve applications OSP reviews the information on the eGC1, such as the sponsor proposal information and compliance questions, after all campus reviewers have approved.  When OSP approves the application, they place it into a new or existing Cycle.
Add Approved applications to a Cycle A Cycle holds a “competing segment” for a research team/project/sponsor combination. It’s a container to keep applications, their related advances, funding actions, admin actions, and subawards together. One cycle can be “related” to another, so that more than one segment is associated.

A Cycle is automatically deleted when the last item in it is removed.

Create various types of Administrative Actions as needed Administrative Actions document various related agreements, adjustments and/or changes, and the finalization of a research project. These actions all appear in the project’s cycle, associated to their appropriate parent item.

Note that all actions (including Funding Actions) start as “unidentified” ones, with a prefix of AA. They are then converted to the specific type needed.

  • Non-Award Agreement (NAA) records a generic agreement not pertaining to funding.
  • Pre-Award Notification (PAN) records a change to the proposed project before the sponsor awards funding.
  • Post-Award Change (PAC) records changes to the project after the sponsor awards the funding.
  • Close Out (CO) records the tracked activities to terminate a project upon completion of the research.
Create Funding Actions (FA) for awards When an application is awarded by the sponsor, OSP creates a Funding Action as a child of the application. Depending on answers to certain compliance questions, there may be automatic “holds” applied.

Once the FA is completed (and all holds are cleared), it is trasmitted to SERA to establish a budget in the financial system (if not already done via Advance Request).

Process subawards OSP reviews the subaward requests, and negotiates the contract with the subrecipient. The request moves through several statuses until, when the agreement is “fully executed” the request becomes Active. It is automatically “Expired” once the End Date is passed.

SCs and FAs can have a many-to-many relationship. The system enforces that all related FAs and SCs must be within the same cycle.

SERA: System for Electronic Research Accounting

WHO: Grant & Contract Accounting (GCA)

ACTION WHY / WHEN
Process Advance Budget Number Requests Received from the research team, this allows the team to spend award money before the actual award arrives. GCA adds a budget number to the ADV and sets up that budget in the financial system. As part of completing the ADV, the system sends a notification to the requesters.
Process Funding Actions Received from OSP.  GCA adds a budget number, if needed, and sets up the budget in UW financial system. As part of completing the FA, the system sends a notification to the requesters, and the first-level reviewers for the organization code receiving funding.
Process Post-Award Changes Received from OSP. Not all types of PACs are sent on to GCA. As part of completing the PAC, the system sends a notification to the requesters.
Create “Other” items Created as needed for various budgetary processes. These items only appear in SERA.

FIDS: Financial Interest Disclosure System

WHO: Any research personnel designated as an “Investigator” on the PI, Personnel, & Organizations page of the eGC1.

ACTION WHY / WHEN
Create a Financial Interest Disclosure for an eGC1

or

A disclosure for a CoMotion tech transfer agreement or IRB approval

or

Complete an Annual Update disclosure

Investigators are required to disclose any significant financial interests (SFI) such as salary, equity, sponsored travel, etc., that might, or might appear to, bias their research.

An investigator must complete a disclosure for each eGC1, whether or not there are SFI that apply, before the proposal can be marked as Ready-to-Submit = Yes.

The disclosures are reviewed by the SFI Reviewer, in the main Office of Research, who determines if there is a potential for a Financial Conflict of Interest (FCOI).  The review occurs at the time of award (just-in-time).

Annual Updates: All investigators are required to review and update their SFI at least once a year. The “year” is calculated from the date of the last disclosure created. Investigators are notified by email 45 days prior, and again at 15 days prior, to the end of that year’s time.

Full details on using FIDS  can be found in its User Guide.

Note: only a UW NetID is needed to access FIDS.

November 2017 SAGE Maintenance Release

SAGE Budget: Enhancements & Bug Fixes

Cascading Behavior for Salary Data Can Now be Turned Off

If you prefer to manually enter wage-related values across all years of your multi-period budget, you may now choose to turn off cascading of salary data on the Line Setup screen. Cascading of salary data will be turned on by default.

Updates to Cascading of Salary Data

When cascading is ON/selected for salary data, and you have multiple budget periods, you will experience the following:

  • When you change either the Monthly Base Salary amount or Salary Inflation Rate, all future period Monthly Salary Base values will be updated.
  • The “Effort” section values, salary inflation rate, and any prior period entries will be unaffected by cascading, so that any custom entries will be retained.

Inflation Rate Auto-Update

On the Update Periods screen for Salary, if you click “Update Salary” for a particular period, the Inflation Rate will no longer reset to the original value. The inflation rate will remain unchanged, and only the Monthly Base Salary and related salary total calculations will be updated, with cascading updates to future periods when cascading is on/checked.

Decimal Handling Improvements

On the Period Update screen for any line item, when you enter a decimal into an entry field, the full number entered will be visible when you click in the cell, regardless of the Display Setting for decimals. When you click away from the cell the value displayed will be based on the Decimal Settings in the Properties tab – Advanced Budget Settings.

APL Benefit Rates and Amounts Corrected

On the Update Periods screen for Salaries on an APL budget, you will now see both the APL Benefit Rate and the APL Leave Rate displayed. This will be helpful in understanding and verifying the Total Benefits calculation, which is equal to the combined APL Benefit and Leave Rates multiplied by the Period Salary.

In addition, when you click the “Update Rate” link, the APL Benefit Rate and the APL Leave Rate will refresh with the correct values.

APL Pro-Rated Direct Cost Updates

For APL budgets, SAGE is now updated with the current Pro-Rated Direct Cost (PDC) rate and updated calculation logic. The calculation of the PDC cost amount is based on total APL modified total direct costs multiplied by the PDC rate. The PDC amount also now shows as a distinct line item on the parent budget, under object code (19).

Roll-up of Total F&A Updated

The parent budget total F&A is now showing the combined roll-up of all F&A, inclusive of internal UW sub budgets. Users no longer need to add the parent and sub budgets together for a combined total.

F&A Base Calculation for Non-MTDC budgets that include subcontracts

For budgets that include one or more subcontracts, the $25,000 cap for inclusion of subcontract costs in UW’s F&A base will only be applied when the base type is MTDC. All other base types will calculate F&A on the full amount of the subcontracts. The custom base type can continue to be used for situations where the sponsor has irregular rules around how F&A can be charged.

July 2017 SAGE HR/P Release Fixes

Release date: 7/11/2017

SAGE was updated July 6th to reflect Workday salary and payroll data. This release includes a few fixes to the SAGE system.

Re-enabled Items

We’ve re-enabled the following

  • Personnel Chooser: Re-enabled the ability to search for group NetIDs
  • Approvals Tab: Re-enabled the Advanced Search
  • Subcontract Sub Budgets: Re-enabled the ability to set custom fringe benefit rate settings for sub budgets of type Subcontract

Fixes

  • eGC1 PDF: The PDF version now displays the complete Compliance Details column as well as the new Additional Organizational Unit Reviewers section
  • SAGE Budget for Student Aid: The Update Periods window for (08) Student Aid now displays the correct summary amount and no longer displays the unnecessary  “Line Setup” button.
  • Update or Convert Salary: If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary if:
    1. You have access to the budget
    2. The Last Period End Date is in the future
    3. The line was added via “Add Personnel” rather than “Add TBD”

    For Salary and Wages lines created or last updated with Workday data, the Line Setup modal will allow you to “Update” the salary if the above criteria are met.

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The value of the Facilities and Administrative (F&A) line for a period or the summary column is equal to the Amount Subject to Facilities and Administrative times the F&A rate.

The global F&A rate is determined in step 3 of the budget setup. You can edit it on the F&A tab.

You can change the F&A rate for a single period by clicking the value in that period’s column. Note: The new F&A rate will only apply to that specific period.

The field values displayed at the top of the modal are the ones chosen in step 3 of the budget setup, or as modified on the Properties or F&A tab pages.

  • Sponsor Name
  • Flow Through Sponsor
  • Institutional Activity Category
  • Location
  • Specific Funding Mechanism
  • Base Type

Click on the expansion triangle to open the F&A section at the bottom of the modal to see the following fields:

  • Period Rate is Custom: When you enter a rate in the F&A Rate field that is different from the global rate, this box will display as checked to indicate that a custom rate applies to this specific period.
  • Justification for Custom Rate: This field is required when you specify a rate other than the global rate.
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Retirement and Benefits link directly to personnel setup in the (01) Salaries and Wages section of the budget.

This page presents the rate information for all of the periods for the chosen person.

This rate is not directly editable. To change it, you would need to open this person’s entry in the Salaries and Wages section.

The retirement and benefit rates are adjusted annually. See Payroll Load Rates for a list of rates for the various salaries and wages classifications.

  • Personnel Name displays the person’s name and title
  • Benefit Object Code corresponds to the UW sub-object code selected when the person was added in the Salary and Wages section.
  • Benefit % (percent) is the percentage rate applied to the salary. Values for each period display
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When you have finished the setup, selecting Update Period will display the Update Periods modal. The Amount field is defaults to the value of zero (0).

The value entered in the setup step for the Description is displayed here for reference.

The name of the period and its date range will display at the top of the period column.

Enter the amount for this line item for the appropriate period(s). The totals will recalculate when you click the Save icon.

At this point you do either of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet.
  • Select Line Setup link to save your data and return to the Line Setup modal where you can edit any of the values, as needed.