Review the Budget & Award Lines article for the complete steps.
Briefly, to attach the SAGE budget to your Award Setup Request, search for your budget by budget title, BudgetID number, or PI.
Select your budget from the results list.
SAGE Budget enables you to create accurate, detailed budgets for your grant and contract proposals, and for your award and modification requests. The comprehensive budget minimizes errors and improves data quality.
This component of SAGE (System to Administer Grants Electronically) enables you to create accurate, detailed budgets for your grant and contract proposals and for your award requests. The comprehensive budget minimizes errors and improves data quality.
For proposals, you can connect a SAGE Budget to a standard or Grant Runner application. The budget data will automatically fill in the eGC1 Budget page, and for a Grant Runner application, the RR Detailed Budget form. Any changes to the budget are automatically reflected in the application. Review Connected SAGE Budgets and eGC1s for more details.
For Award Requests or Modification Requests, you are required to attach a SAGE Budget. Review Awards Overview/Workflow for more details. Any changes to the budget are automatically reflected in the award or modification request.
Review the Budget & Award Lines article for the complete steps.
Briefly, to attach the SAGE budget to your Award Setup Request, search for your budget by budget title, BudgetID number, or PI.
Select your budget from the results list.
Campus research teams and related central offices use the SAGE Suite electronic research administration system to manage application proposals and related items.
In addition, FIDS: Financial Interest Disclosure System is used by researchers designated as investigators; it integrates with SAGE.
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.
WHO: Campus research administrators, Principal Investigators, campus reviewers, compliance reviewers
|ACTION||WHY / WHEN|
|Create SAGE Budgets||Centralizes data gathering for salaries, benefits, and 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 appear in the form.
When creating an Award Setup Request, you will need to connect a budget.
|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. Only the UW uses the eGC1; it does not go to the sponsor.
A Grant Runner application includes, in addition to the standard eGC1 pages, the sponsor forms for NIH. OSP submits the application “system-to-system.”
|Approve routing applications||The Principal Investigator, Multiple-PI, Application PI, academic reviewers (division, department, dean) and compliance reviewers (human subjects, animal use, EH&S, etc.) view and approve the application. At each approval, SAGE captures a PDF snapshot of the application and attaches it to the eGC1’s Approvals History & Comments page. Copies of the attachments are also captured.
Administrators and reviewers have the option to return the application to the research team for changes. They can also add other reviewers (as individuals or a group) to the approval flow as needed. These are referred to as “ad hoc” reviewers (approvers or watchers).
|Request an advance budget number for awards||Used when a 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. The preparer completes the request in SAGE, then GCA processes it in SAGE Central.|
|Create Award Setup Requests and Modification Requests for awarded eGC1 applications||Used when a research proposal has been awarded and the award has been received. A “new” Award Setup Request (ASR) is created. For an ongoing award, a Modification Request might be created.|
WHO: Office of Sponsored Programs (OSP), Grant & Contract Accounting (GCA)
|ACTION||WHY / WHEN|
|Review and approve eGC1 applications||OSP reviews the information on the eGC1, such as the sponsor proposal information and compliance questions, after all campus reviewers have approved.|
|Process Award Setup Requests||Received from campus for reviews and approvals. Forwards to GCA for integration into Workday, with Award budget number. As part of completing the Award Setup Request, the system sends a notification to the requesters.|
|Manage Actions||Will manage existing items while transitioning to SAGE Central and Workday.|
|Process Advance Budget Number Requests||Received from the research team, an advance allows the team to spend award money before the actual award arrives. GCA adds a budget number to the Advance and sets up that budget in the financial system. As part of completing the Advance, the system sends a notification to the requesters.|
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
A disclosure for a CoMotion tech transfer agreement or IRB approval
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 central 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 in FIDS. 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.
ffThis article covers worksheet types, header, settings, and totals. Two related articles, linked from this one in the bulleted list below, cover the salary and benefit costs section and the other costs section.
A newly created budget will contain one worksheet with a default title of Primary Worksheet. You can rename the worksheet in its settings panel. This worksheet cannot be deleted.
Use the Add Worksheet link in the left navigation menu to create additional worksheets for your budget. When you select this link, a dialog will open. You can choose the type of worksheet you want to add, and edit its default title.
The following image shows the dialog for adding a worksheet, with the default values.
The worksheet types are:
Each additional worksheet will appear on the left navigation menu in the order added.
On the left navigation menu, there is a “more options” menu icon (3 blue vertical dots) following each non-primary worksheet name. Click on the “more options” icon to display the menu and select Delete Worksheet. A confirmation dialog displays stating “Deleting a worksheet is permanent and cannot be reversed. All costs on this worksheet will be lost.”
The following image shows the dialog window:
You have the option to cancel and keep the worksheet, or to delete the worksheet.
If you were viewing the worksheet when you deleted it, the Budget Summary will display. Otherwise what you were viewing will not change.
Every worksheet has a header that displays its title and number. This header is always visible when you are in the worksheet.
When you create a worksheet, you have the option to edit the default title. At any other time, you can edit the title in its Worksheet Settings section, described below.
Each worksheet has a unique identifier assigned by the system. This number starts with the letter W and is displayed in the header following the title. For example, W111234.
This section of the worksheet displays just below the header. By default, it is collapsed. Select the section to expand it.
There are several sections of data that you can edit.
The following image shows the general information section:
This section contains the following fields:
The following image shows the default inflation rates:
There are three inflation rates that are used in calculating values. The rates apply to all budget periods.
If you edited the values in the Budget Settings, they will be the default values for a newly created worksheet. However, Budget Settings changes will not affect any existing worksheet values.
You can edit these values for any individual worksheet, and the changes will be applied to any newly added costs.
The following image shows the APL, Prorated Direct Costs, and Fixed Fee settings with all sections open:
Select the toggle switch to enable this option. PDC is the Prorated Direct Costs. A message will appear briefly over the bottom of the page indicating that APL is being added to your budget, followed by a message saying the addition is complete.
Once enabled, when adding a personnel cost, you have the option of using APL benefits for that person. When you do so, an icon (atom) will appear following the person’s name.
Prorated Direct Costs (PDC) are automatically added when APL is enabled, except on fabrication worksheets. The system will add a 19-10 line item to the Other Costs section of the worksheet. The amount for a given period is equal to the PDC Rate times the period costs subject to the Modified Total Direct Cost (MTDC) base (excluding any 19-xx costs).
Note: When APL is enabled on the primary worksheet, PDC includes all of the costs on the primary worksheet including first $25,000 of any 03-62 cost on the primary worksheet and the first $25,000 of any subaward worksheets. Review Budget Calculation Formulas for details.
Select the toggle switch to enable this option. The Base Type and Fixed Fee Rate fields will display.
There are two defined base types for use with Fixed Fee and an option to create a custom base. The default base is Total Costs (TC).
Note: Both the Total Costs and Total Costs less Equipment bases also include Facilities and Administrative (F&A), object/sub-object code 25-99.
The default rate for Fixed Fee is 5.7% and can be edited. The Fixed Fee amount is equal to the rate times all of the object/sub-object costs in the selected or custom base.
Subaward Worksheet Note: If APL and Fixed Fee are included on the Primary Worksheet, you well see related instruction text in the Subaward Worksheet Settings. The text reads:
The following image shows this text:
The following image shows the Sea Pay section of the worksheet settings with the option enabled.
Select the “Includes Sea Pay ” toggle switch to enable this option. As you add personnel, you will be able to include sea pay as needed. Sea pay can be added for personnel on the primary worksheet and on internal and fabrication worksheets. Review Salary and Benefit Costs for details on adding sea pay for personnel.
When a person has sea pay, an “anchor” icon will appear next to their name on the worksheet and budget summary.
Enable the Participant Support Costs indicator when using an Internal UW Worksheet for direct costs for stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences or training projects.
All costs on this worksheet will be identified as Participant Support Costs in Workday at time of award.
The following image shows the Participant Support Costs (PSC) section of the worksheet settings with the option enabled.
Enable the Fabrication indicator when using an Internal UW Worksheet for deliverable fabrication with F&A costs. Deliverable Fabrication is defined as something that is built by UW, but the Sponsor will take possession of the item. For deliverable fabrication, an Internal Worksheet should be used as it does have an F&A section and the costs are subject to F&A
All costs on this worksheet will be identified as fabrication costs in Workday at time of award.
The following image shows the Fabrication Budget (with F&A) section of the worksheet settings with the option enabled.
For standard (non-deliverable) fabrication, a Fabrication Worksheet should be used. It does not have an F&A section and costs are not subject to F&A.
There are no default settings for Facilities & Administrative costs. You will need to set these values for each worksheet. You can define a custom F&A rate, which is described below following the non-custom options.
The following image shows the F&A settings section:
Start by using the Activity Location drop-down menu to select a location. Choices are:
Then select your Sponsored Program Activity Category from its drop-down menu. See GIM 13: Activity Types for definitions. Choices are:
Note: If you selected APL, the type defaults to Organized Research and cannot be edited.
Select the appropriate Sponsored Program Activity Type. Note: This field is required.
The list is organized in descending alphabetical order; the SPA Type prefix (OSA, OR, I) corresponds to the Sponsored Program Activity Category.
If appropriate, select the checkbox to indicate “This worksheet is part of an industry sponsored clinical trial.”
If you selected WA Natl Primate Research Center (WaNPRC) for your Activity Location, then you will need to chose a Primate Center Rate Type rather than a Sponsored Program Activity Category. The types are: Core, Federal Other, and Non-Federal Other.
For the Base Type, the system will use a default setting based on your choice of Activity Location.
The defaulted Base Types are:
The rules for Base Type choice are as follows.
|Activity Location||Base Type|
|South Lake Union Campus
OR Off Campus
OR On Campus
If Clinical Trial is also selected, then TDC
A table below the Base Type information displays the Default F&A rate for each period. A second column displays the F&A Rate in Use.
Note: Fabrication worksheets cannot charge any F&A costs, so a statement to that effect displays in place of the fields.
Review F&A Base Type Object and Sub-Object Codes to see which codes are included in each base type.
To use a custom F&A rate for your worksheet, start by selecting the toggle to enable this feature. The Base Type field will become editable, as will the rates in the F&A Rate in Use column.
These additional base types will display in the drop-down menu:
When you select a custom base type, a dialog will display, allowing you to select which costs to include. See Custom F&A Base Types for details.
This section of your worksheet displays calculated totals, with one column for each period, and one for the All Periods value.
The following image shows an example of this section for a budget with APL Fixed Fee included.
The subsections are:
When you expand the F&A section, you will see the base type and activity location in the Description column. For each period and the All Periods column, there are rows for the following values, to clearly show the calculation results:
This article describes the Budget Settings—these settings affect the budget as a whole. The Worksheet Settings article describes the settings that only affect a particular worksheet.
On the lower section of the left navigation menu, select the gear icon or “Budget Settings” to display the settings page.
There are five subsections for settings. Each section can be expanded or collapsed by selecting the section name and description. Once expanded, you will see a Close link in the lower left. Also a Previous Section and/or Next Section link will display in the lower right.
The following image shows the Budget Settings with all sections collapsed.
The sections are:
The Budget Title defaults to “New Budget” when you create a budget. You can then edit the title, entering up to a maximum of 300 characters. A Budget Title is required. Below the Budget Title you will see a hint that shows the number of characters used, for example, 10/300, as shown in the following image.
Based on the width of your computer screen, the full Budget Title may not show in the header, but instead display with an ellipsis (…); you can see the full title by hovering over it, as shown in the following image.
This section establishes the start and end dates for each budget period. You need to have at least a Budget Start Date before adding any costs.
There are two period options: Equal Length Periods and Varied Length Periods. By default, the Equal Length option initially displays. To select the Varied Length option, select it from its tab.
Note: when you create a new budget, it will open to this section so that you can add your Budget Start Date.
The following image shows equal length periods:
Use this choice to easily set up a number of periods of the same length. Add a date in the Budget Start Date field. By default, the Total Number of Periods value is set to one (1), and the Length of Each Period (Months) is set to 12.
Once you add a start date, a list of periods will appear below the period length field. It displays the period description and its start and end dates. As you change any of the variables, the list will automatically update to reflect your changes.
To change the Total Number of Periods, use its drop-down menu. It contains the values one through ten, and a Custom option. For example, if you select five periods, the system will generate the start and end dates for all of the periods, based on the Budget Start Date you entered and the period length.
Use the Length of Each Period (Months) field to change the value from the default of 12. Once you click out of the field, the system will update the period dates to adjust for the new period length. The period length is in months and therefore must be an integer number.
Note: The date ranges for periods must be contiguous; no gaps in time between periods are allowed. The system will enforce this.
The default Descriptions for the periods are Period 1, Period 2, and so forth. You can edit a description, entering up to 100 characters. A value is required for every period description.
Choose this option if you know your budget has periods of unequal length.
The following image shows this option.
The first editable field is the Description. The default Descriptions are Period 1, Period 2, and so forth. You can edit a description, entering up to 100 characters. A value is required for every period description.
Enter a Start Date for the first period. By default, the system will add an End Date to make the period 12 months in length. Edit the End Date as needed. The system will recalculate the length in months.
Use the Add Period link below the Period Description field to generate another period with the same length as the prior one.
As needed, adjust the End Dates of existing periods, and use the Add Period link to define all of your budget’s periods.
For periods other than the first one, you can only change the end date values. The system will ensure that each End Date is greater than its period Start Date. As you change end dates, the system will adjust the dates for any future periods already created.
If you have set a start date and added periods using either the equal or varied length option, and then switch to the other option, the system will use the start date, the number of periods, and the length of the first period to calculate new end dates as needed.
You have the option to delete either the first or last period from a budget. When you delete the first period, the new budget start date will be that of the original period 2. If you delete the last period, then the final budget end date will be that of the now last period.
Note: When you delete periods, the remaining period descriptions are not changed.
This section allows you to set a spending target for each period and select the value you want to target.
Click on the toggle switch to Enable Targets and Limits. You will then see additional fields for setting up your targets.
You have two options for setting your target amounts: Equal Spending Targets and Varied Spending Targets. With equal targets, the same amount is applied to every period. With varied targets, you can apply different amounts to individual periods.
The following image shows the default Equal Spending Targets option:
Select the varied tab to change options.
The following image shows an example of Varied Spending Targets.
Next select which budget total you want to target. The choices are:
The corresponding total in the Budget Header will display an arrow following its value. The arrow will be black and pointing down if your total is below the target. The arrow will be red and pointing up if your total exceeds the target. You can select the value in the header to see period details, and optionally, edit the spending target values.
The following image shows the period details.
This section allows you to set a maximum annual salary cap when your sponsor requires one. By default, this option is not selected.
Click on the toggle switch to Enable Salary Cap. You will then see additional fields.
For the Salary Cap Amount field, enter the value your sponsor requires. By default, the initial value is zero.
The Salary Cap Note is optional. If you enter a note, you will see it on some exports of your budget.
The following image shows this section.
On your budget worksheets, you will see a “cap” indicator following the name of any personnel whose salary is capped. When you hover over the indicator, you will see the text “This salary is calculated using the annual salary cap of $###,###.”
When you select the person’s dollar amount for any period, you will see the details in the side panel. Both their total pre-capped salary and the total capped salary display. The total capped salary for a period is the cap amount times the person’s percent effort.
The current NIH salary cap can be found here.
This section allows you to set choices for benefit rates, salaries, rounding, cascading, and inflation rates. The following image shows the benefit, salary, and rounding areas in this section.
You have a choice of using preliminary benefit rates for the next fiscal year when they are available, or of always using only the current rates. By default, the Preliminary option is selected. Note that some sponsors will only accept current, published benefit rates.
Preliminary benefit rates are the anticipated values for the coming fiscal year. They are generally available in SAGE Budget in late spring for future budgeting. The system uses preliminary benefit rates in a budget period only if that period starts on or after July 1. That is, the period’s start date must be in the same fiscal year as that of the preliminary benefit rates, or in a future fiscal year.
Note: Benefit rates used for any individual are editable.
You have the option to refresh the benefit rate and/or salary amount for all UW Personnel on your worksheets, other than subawards.
Doing a refresh will replace the benefit rate and/or salary amount, including any customized values, with current values from Workday.
When you select refresh, you will see a confirmation dialog. You can cancel or continue with the refresh.
There are three options for rounding currency (dollar) amounts for display: To Whole Dollar, To Cents, and Do Not Round. By default, the To Whole Dollar option is selected.
If you select either To Whole Dollar or To Cent, the period amount for each cost is rounded as are the totals for each period and the All Periods amounts. The Price amount for entries in the Other Cost section is never rounded.
For the To Whole Dollar choice, no decimal places display. For the To Cents choice, two decimal places display.
When you select Do Not Round, the Decimal Display for Dollar Amounts field appears. Edit the number of decimal places you want to see displayed. Note that if the previous selection was To Whole Dollar, the default value will be zero (0); if To Cents, the default value will be two (2).
The following image shows the Cascade Other Cost Entries and the Inflation Rate areas in this section.
Click on the toggle switch to enable the Cascade Other Cost Entries option for the entire budget. You can override this setting for any specific worksheet or individual cost. By default, this option is not selected.
There are three inflation rates used in your budget: Salary, Tuition, and General. The default values are 2% for Salary, 3% for Tuition, and 0% for all other costs. You can edit these rates for the whole budget, a specific worksheet, or an individual cost.
The Access & Roles section allows you to manage who has access to your budget, and what level of access. The following image shows this section with some example data:
The first three rows of the access table are for the Award Preparer, Budget Preparer, and Pre-Award Budget Contact. The Budget Preparer is auto-populated with the name of the person who created the budget. Providing the Pre-Award Budget Contact and Administrative Contact is optional, but it is strongly encouraged you do so.
To add a contact, start typing in the Contact column of the table to search by name or NetID. When you select a person, their organization, email and phone information will display.
To provide others access to your budget, use the Add General Collaborator link, above the table. Selecting the link will add a General Collaborator row to the table. Start typing in the first column to search for the person by name or NetID. Then use the drop-down menu in the Permissions column to give them View Only or Can Edit access. You can change the access permission at any time.
To change or remove contacts or collaborators, select the “more options” menu icon to the far right (three vertical blue dots).
The following images show the “more options” menus for both contacts and collaborators.
Permissions on a Copied Budget
If the person who is making the copy is not the Budget Preparer on the original budget, then they will become the Budget Preparer (owner) on the new budget, and the original preparer will become a General Collaborator with Can Edit access.
Permissions on Budgets Connected to eGC1s, Advance Budget Requests, and Award Setup Requests
When your budget is connected to an eGC1, you will also see the eGC1 Preparer and the eGC1’s PI listed as owners. If the eGC1 has a related Advance Budget Request or Award Setup Request, you will also see the Advance Preparer(s) or Award Preparer and others with access to the Advance or Award. See the article about Connected SAGE Budgets and eGC1s for full details.
When you log in to SAGE Budget, you will see your budget list. From there you can do the following:
If your budget list has no items, a piggy bank image displays with the text “Start your first budget! SAGE Budget helps you glide through the process of preparing accurate budgets that comply with complicated sponsor guidelines.” Use the New Budget button below the piggy bank image to create a budget.
To create a budget, select the New Budget button on the upper left. The following image shows the button:
Your new budget will open and display the Budget Settings section for adding periods. Once you add a Budget Start Date, you can begin entering costs or move to any other part of the budget.
Your budget list includes any budget that you have permission to edit or to view. The following information is displayed for each budget on your list:
The budgets are in order by the Last Edited date, with the most recently edited one at the top. The following image shows an example budget list.
By default, there are 10 budgets listed on the page. The pagination tool at the bottom right of the list allows you to set the number of budgets shown on the page to 10, 25, or 50. When you change the number per page, the list will re-display from the top.
When you have more budgets than can display on a page, you can click on the arrows to move up or down the list. As you move through the list you will see an indication of where you are. For example, 26-50 of 221 indicates 25 budgets display on a page, and that you are on the second page of a list with a total of 221 budgets. The following image display this example.
To quickly find a budget, you can use the type-ahead search feature at the top, right of the page.
Click in the box and enter a search term. You can search by budget title, number, or the Principal Investigator’s name. When you pause in typing, a results list will appear. Click on an item in the list to open that budget. Changing the text in the search box will start a new search.
The following image shows a search term and results list.
On January 28, 2022, budgets in the legacy format were upgraded to the current format. Review the Automatically Upgraded Legacy Budgets article for complete details.
You can copy an existing budget to create a new one. At the far right of the budget header, select the “more options” menu icon (three blue vertical dots). Choose the Copy Budget option from the menu. A confirmation dialog will appear, stating that “Everything from this budget will be copied except history, notes, and connections to any eGC1s.” The following image shows this dialog.
When you confirm Copy Budget, your new budget will be created and you will see it in a new tab/window. The budget you copied will continue to display in its own tab/window.
You can copy any budget that you have edit or view-only access to.
Note: deleting a budget is permanent.
You can delete a budget that you can edit, unless it is connected to an eGC1 or to an Award Setup Request.
At the far right of the budget header, select the “more options” menu icon, three blue vertical dots. Choose the Delete Budget option from the menu. A confirmation dialog will appear, stating “This entire budget will be permanently deleted.” The following image shows this dialog.
When you confirm the deletion, your budget list will display, and the deleted budget will no longer appear on the list.
View your budget’s history by selecting the History link at the bottom of the left navigation menu. History displays all point-in-time snapshots taken of the budget directly by you or automatically by the system. A snapshot is simply a complete copy of your budget as it existed at that point in time, allowing you to view the details.
If your budget does not yet have any snapshots, you will see this message displayed: “Snapshots record your budget at a certain point in time to help you keep track of changes. You haven’t added any snapshots yet.”
Once your budget has a snapshot, you will see a table listing them. The following image shows an example of this page.
The table columns are:
Use the Add Snapshot link below the table to capture the state of your budget at any time. The system will enter a default description of “Snapshot on date, time“. You can then click in the description field and enter your own description.
The system will automatically capture a snapshot when these actions occur:
Note: snapshots from converted legacy budgets are also displayed in the table.
You can export your budget data to Excel, so that you can easily share the information with colleagues. This article covers how to create an export, and then describes the export options you can choose. Each option includes a tab for each period’s values and one for all period totals. The exported file contains just labels and values, and is editable. It doesn’t contain formulas.
On this page:
On the budget header, click on the “‘more options” menu icon at the far right (three blue vertical dots). Select Export Budget to Excel. A dialog will display with a list of choices, as shown in the following image.
You can choose any one item. The choices are in the following order:
Select the item you want and click “Export” to generate the report as an Excel file (extension .xlsx). Depending on your settings, you may need to “enable editing” once you have opened the downloaded file.
To close the dialog without creating an export, select Cancel or the blue X in the upper-right corner, or click outside of the dialog.
This Excel file has multiple tabs. The first one is the Budget Summary All Periods. Additional tabs show the details for each of the budget’s periods. These are labeled with the default value of Period 1, Period 2, and so forth. To download an example Excel spreadsheet, right-click the link Summary Export Example, select “Save link as…,” and then save the file to your computer. From there, you can view the file.
This section of the spreadsheet includes the following information, and is shown on every tab:
The All Periods tab displays the totals for the budget by period. The period column headings include the start and end dates, and the period descriptions. For the row entries, the period columns display the total dollar amounts.
The Direct Costs section includes a row for Salaries and a row for Benefits, followed by the Total Personnel row. Sea pay and sea pay benefit amounts for personnel on the primary or internal worksheets will be included in the 01 Salaries and 07 Benefits lines. Sea pay and benefits on a fabrication worksheet are added into the 06 Equipment line.
The following rows include values for each of the Other Cost object codes, followed by the Total Other Direct Costs row. Note: Every object code is listed, even if there is no expenditure for that code in the budget. The last row in this section is Total Direct Costs.
The Amount Subject to F&A section includes one row for the primary worksheet, and a row for each internal UW or subaward worksheet. The row label in the first column for the primary and internal worksheets includes the Base Type and the Activity Location. The label for a subaward is its worksheet title. The last row in this section is the Total Amount Subject to F&A.
The Facilities & Administrative (F&A) section includes corresponding rows for the primary worksheet, and any internal UW or subaward worksheets. The second column displays the F&A Rate for period 1, for each worksheet, as a reference point. The last row in this section is the Total Facilities & Administrative (F&A) Costs.
For a period, more detail is shown in the sections. For Personnel, there is a row for each person, with the following data columns:
Following the list of personnel is a Total Salary and Benefits row.
Note: personnel on Internal UW worksheets are also listed in this section. Those on fabrication or subaward worksheets are part of the totals for 06 Equipment or 03 Other Contractual Services.
For Other Direct Costs, every object code is listed, even if there is no expenditure for that code in the worksheet. For example, 04 Travel. Following each object code are rows for each cost on the budget, with the sub-object code and the following values:
Costs from Internal UW worksheets are displayed in the corresponding object code areas. Values from Subaward sub-budgets are shown as a single row, under 03 Other Contractual Services, labeled with the sub-budget title. Values from Fabrication sub-budgets are shown as a single row, under 06 Equipment, labeled with the sub-budget title.
Following the list of costs are rows for Total Other Direct Costs, and Total Costs.
The Facilities & Administration (F&A) section, like the summary, includes one row for the primary worksheet, and a row for each Internal UW or subaward worksheet. The row label, in the first column, for the primary and internal worksheets includes the Base Type and the Activity Location. The label for a subaward is its worksheet title. The values displayed in this section are:
The last row in this section is the Total Facilities & Administration Costs.
The final row for a period tab is Total Period Costs.
How costs are categorized on the SF424 R&R Detailed Budget form may differ depending on the sponsor. The NIH differs from others in how our Applied Physics Lab’s (APL) costs are categorized on the form. Other than those differences, described in the appropriate section, the exports are the same.
This Excel file has multiple tabs. The first tabs show the details for each of the budget’s periods. These are labeled as Period 1, Period 2, and so forth. The last tab is the Cumulative Rollup. To download an example Excel spreadsheet, right-click the link SF424 RR Detailed Budget Format Example, select “Save link as…,” and then save the file to your computer. From there, you can view the file.
This section of the sheet appears, with a few variations, on every tab. On the left-hand side is the following information:
On the right, is this information:
For the period tabs, there are details for each of the sections on the R&R Detailed Budget form.
In this section, there is a row for each person, with the following data:
Note: Any sea pay is included in the Requested Salary field amount and sea pay benefits are included in the Fringe Benefits field amount.
Following the list of personnel is a row displaying Total Senior/Key Personnel Funds Requested.
This section includes a row for each Project Role. No prefix, first name, last name, suffix, or title values display. In the column to the right of Project Role is the Number of Personnel. The remaining columns are the same as for A. Senior/Key Personnel.
Note: any sea pay is included in the Requested Salary field amount and sea pay benefits are included in the Fringe Benefits field amount.
The last row in this section displays Total Other Personnel Funds Requested.
Following that is the overall personnel total row: Total Salary, Wages, and Fringe Benefits (A+B).
This section includes a row for each equipment cost from the primary worksheet and any internal worksheets. The item description is its object/sub-object code number and the sub-object code description, followed by any user entered description.
If the budget contains any fabrication worksheets, each will display on its own row with its title and total costs. Any sea pay and benefits on the worksheet are included.
The last row in this section displays Total Equipment Costs.
This section includes two rows: 1. Domestic Travel Costs and 2. Foreign Travel Costs.
The last row in this section displays Total Travel Costs.
Note: SAGE Budget does not have indicators for participant support costs. You may need to move items from other categories and manually recalculate.
The rows in this section are:
The last row in this section is labeled Total Participating/Trainee Support Costs.
This section includes the following defined rows:
Refer to the SAGE User Guide article Budget Mapping Default Object Code Table for details on which costs map to these rows.
Any SAGE Budget sub-object codes not included in each Grants.gov defined category will be listed in a separate row below F.7. You may need to move items and manually recalculate.
The additional rows will include the object/sub-object code number and the sub-object code description, followed by any user entered description.
NOTE: Non-NIH and NIH Export Differences
The last row in this section displays Total Other Direct Costs.
The one row in this section displays Total Direct Costs (A thru F).
This section includes a row for an indirect cost rate used in your budget.
The columns for this section are:
NOTE: NIH and Non-NIH Export Differences
The last row in this section displays Total Indirect Costs.
The one row in this section displays Total Direct and Indirect Costs.
The one row in this section displays Total Fee.
The one row in this section displays Total Costs and Fee (I+J).
For the cumulative rollup, the section information is primarily high-level totals.
There are three columns: Description, an untitled column for sub-totals, and a column for Totals $.
The following rows display:
This Excel file has multiple tabs. The first one is the All Periods Summary. Additional tabs show the details for each of the budget’s periods. These are labeled as Period 1, Period 2, and so forth. To download an example Excel spreadsheet, right-click the link Primary Worksheet Export Example, select “Save link as…,” and then save the file to your computer. From there, you can view the file.
This section of the sheet includes the following information, and is shown on every tab:
The All Periods Summary tab displays the totals for the worksheet, by period. The period column headings include the start and end dates, and the period descriptions. For the row entries, the period columns display the total dollar amounts.
The Direct Costs section includes a row for Salaries and a row for Benefits, followed by the Total Personnel row. Sea pay and sea pay benefits are included in these amounts.
The following rows include values for each of the Other Cost object codes, followed by the Total Other Direct Costs row. Note: Every object code is listed, even if there is no expenditure for that code in the worksheet. The last row in this section is Total Direct Costs.
The next row gives the totals for the Amount Subject to F&A.
The Facilities & Administrative (F&A) section has a row for the F&A Rate for each period. The next row displays the Base Type and Location, with the dollar amount of calculated F&A for each period.
The last row in this section is the Total Facilities & Administrative (F&A) Costs.
For the period, more detail is shown in the sections. For Personnel Costs, there is a section for 01 Salaries, with a row for each person, with the following data:
Following the list of personnel is a row for Total Salaries and Benefits.
For Other Direct Costs, there is always a row for each object code with its number and description. For example, 04 Travel. Following each object code are rows for each cost on the budget, with the sub-object code and the following values:
Costs are displayed in the corresponding object code areas, in order by sub-object code and user-entered description.
Following the list of costs are rows for Total Other Direct Costs, and Total Direct Costs.
The Facilities & Administration (F&A) section, like the summary, includes the Base Type and the Activity Location. The values displayed in this section are:
The last row in this section is the Total Facilities and Administration Costs.
The final row for a period tab is Total Period Costs.
To download an example Excel spreadsheet, right-click the link, select “Save link as…,” and then save the file to your computer. From there, you can view the file.