Tag Archives: SAGE Budget

Connected Budget and eGC1

When you link a SAGE Budget to an eGC1, each item’s contacts and access lists are combined into a shared “access” page.  A set of rules determines how the data is combined, so that no user loses access.

Once you link the Budget and the eGC1, you can make changes from either the eGC1’s Contact & Access page or from the Budget Settings Access & Roles section.

The shared page includes the “owners” which are the Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer, Budget Preparer and the eGC1’s PI. The list will also include any general collaborators with assigned access, either Can Edit or View Only.

The rules for combining the information from the original pages are:

  1. If you have different Administrative Contacts and Budget Contacts listed on your eGC1 and your SAGE budget when they are connected:
    • Any existing SAGE Budget contacts will display on the resulting shared page.
    • The eGC1’s contacts will change to editable access, either Read/Write (eGC1) or Can Edit (Budget). Note: If your budget does not have an Administrative or Budget Contact, then the eGC1 contact will display on the shared page.
  2. The eGC1 and Budget Preparers will display on the shared page.
  3. The PI listed on the eGC1’s PI & Personnel page will be the PI on the shared access page.
  4. Users will keep their higher level of access to the connected eGC1 and SAGE Budget. For example, a user with View Only access to the SAGE Budget and Read/Write access to the eGC1, will have edit access on the shared page.
    • Read/Write (eGC1) or Can Edit (Budget) are a higher level of access than Read-Only (eGC1) or Can View (Budget).
    • Owners (contacts, preparers, and PI) always have edit access.
    • Anyone with edit access may change or remove assigned access for anyone else.

Disconnected Budget and eGC1

When you disconnect a budget from an eGC1, each item will retain the Administrative Contact, the Pre-Award Budget Contact and a copy of all users with assigned access.

Additionally, these adjustments will be made:

  • The Budget Preparer role will not display on the eGC1. However, if the Budget Preparer had no other access to the eGC1, they will be assigned Read Write access to it.
  • The eGC1 Preparer role will not display on the Budget. However, if the eGC1 Preparer had no other access to the Budget, they will be assigned Can Edit access to it.
  • The eGC1’s PI will be assigned Can Edit access to the Budget.

Access page for multiple eGC1s and their connected budget

If you have a budget which is connected to multiple eGC1s:

  • Access lists for the eGC1s and their connected budget will merge.
  • The creator of the most recent eGC1 will become the eGC1 Preparer on the shared access page and will therefore have owner (edit) access.
  • Creators of all other eGC1s will have read-only access.
  • The PI on the most recent eGC1 will receive any email notifications and be listed as an owner.
  • Any former PIs will still display on the PI, Personnel, & Organizations page of the corresponding older eGC1. They will have read-only access to the current eGC1 and Budget. The former PIs will not receive email notifications.
  • Note: The PI on the most recent eGC1 will display on your My eGC1s page, so you will be unable to search for an older eGC1 using the former PI’s name.

Access for Global Editors

SAGE users with the Global Edit ASTRA role do not display on the access list for an eGC1 or Budget. They only have access to eGC1s not in Composing status. They will also have read/write access to any budgets connected to those eGC1s.

Notes, tips, and warnings

  • If you are preparing your eGC1 and budget at the same time, connect your budget before filling out the access page. You will then only need to fill in the information once.
  • If you remove yourself as an owner from the Contacts & Assign Access page for an eGC1 in Composing status or in Withdrawn status with no approvals, you will no longer have any access to the eGC1 or its connected budget. For an eGC1 in Approved or Returned status, you will retain read-only access.
  • Be sure you are connecting the correct budget to your eGC1 or the wrong people will end up on the access list.

As you manage an awarded project over time, you might link more than one eGC1 to the same SAGE Budget. When that occurs, there are several things to consider.

Editing Linked eGC1s and their Budget

Generally, you cannot edit an eGC1 in Routing or In OSP status or its linked budget. When you link multiple eGC1s to the same budget, none of the eGC1s or the budget are editable if any one eGC1 is Routing or In OSP.

Shared eGC1 Data: Contacts & Assign Access

Information on the Contacts & Assign Access page is shared across all of the eGC1s and the budget that links them. If you make a change on any one of the eGC1s or the budget, it affects all of the other linked items.

For example, assume you have an older Approved or Awarded eGC1 linked to a budget. You then link a new eGC1 to the same budget. If you make changes on the new eGC1’s Contacts & Assign Access page, those changes will happen on the older eGC1 and the budget also. This ensures that the current contacts receive any system email notifications sent concerning either related eGC1.

Shared eGC1 Data: Research Personnel

Similarly, if you make a change to the PI, Personnel, & Organizations page on any of the linked eGC1s, it will display on all of the other linked eGC1s. You can change the PI, add or delete other personnel, or update an investigator’s status. Once an eGC1 has reached Approved status, the Post-Approval Personnel Changes section displays at the bottom of the page and lists any changes.

The intent is to maintain one up-to-date list of the research personnel working on the project, for the purposes of significant financial interest (SFI) disclosures. When you add new investigators to the list, they will have to create a disclosure for the older eGC1 in addition to the new one.

Note: changes to the PI, Personnel, & Organizations page do not affect the personnel listed on the linked budget.

Any personnel changes you make to an eGC1 after approval do not affect the approval graph. It remains as it was at time of approval. The list of people on the cost share page will be the people who were on the eGC1 at time of OSP approval. Personnel that you add post-approval do not display on this page.

Also, the eGC1 Snapshot on the approval History & Comments page will still show the data as it was at the time that person approved.

One of the benefits of using SAGE Budget to create your proposal budget is that you can then connect it to your eGC1. It will automatically populate the Budget page of your eGC1. Since the two items are linked, any time you update your budget, your eGC1 will show the updated data. When you select a budget period to connect to your eGC1, SAGE imports all the data from your budget worksheets.

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. A Sponsor Budget Map link will display on the left navigation menu for you to make any desired changes to where the data maps by default. Review the Sponsor Budget Map article for more details.

Your eGC1 and budget will route together so reviewers can easily see budget details in a standard format.

When you submit a renewal eGC1, you can use the same budget to link the award-adjusted data for the next period to your renewal application.

Contacts and Access

When you connect a SAGE Budget and eGC1, they will share the contacts and access information. Any information you update on the Budget will be reflected on the eGC1. When you connect the two items, everyone who had access to either item will still have access. The SAGE Budget and eGC1 Shared Access Data article explains the details.

To enter someone with hourly wages, use the following steps:

  1. Add the person to the budget and open the side panel for the period
  2. Calculate the Monthly Base Salary = hourly wage * 173.3  (UW standard monthly hours)
  3. Adjust the default Inflation Rate if needed
  4. Select Academic/Summer
  5. Calculate the number of Academic Months and/or Summer Months the person is working.
    • Months = number of weeks of work / 4 weeks per month
  6. Calculate the number of Academic Hours and/or Summer Hours
    • Hours = hours per week * number of weeks
  7. Verify Total Requested Salary

Example

A person will be working during the Spring academic quarter and the Summer quarter.

  • Hourly wage = $18.03
  • Academic quarter:
    • Hours per week = 5
    • Weeks working = 10
    • Total hours = 50
  • Summer quarter:
    • Hours per week = 30
    • Weeks working = 8
    • Total hours = 240
  • Overall total of $5,228.70 for 290 hours

Steps

  1. Monthly Base Salary = $18.03 * 173.3 = $3,124.60
  2. Academic Months = 10 weeks of work / 4 weeks per month = 2.5 months
  3. Academic Monthly Hours = 5 hours per week * 4 weeks = 20 hours
  4. Summer Months = 8 weeks of work / 4 weeks per month = 2.0 months
  5. Summer Monthly Hours = 30 hours per week * 4 weeks = 120 hours
  6. Total Requested Salary = $5,228.70

January 2022 Legacy SAGE Budget Retirement

Legacy SAGE Budget Retirement

Thanks to valuable user feedback, the Office of Research Information Services (ORIS) launched a redesigned SAGE Budget tool in 2020 with a more streamlined, efficient, and intuitive look and feel. This new design also lays a foundation for upcoming integrations between SAGE and Workday.

Over the last year, we’ve collected your feedback and have added several features to ensure the current SAGE Budget format meets all of your core needs (e.g. APL and Fixed Fee). We are now ready to retire the legacy format, which allows us to focus our continued enhancements in the new format only. This is especially important as we prepare for the critical role that SAGE Budget will play in communicating award budget information to the financial system when the UW goes live with Workday Finance.

Upgrading of all Legacy Budgets

With the retirement of legacy SAGE Budget, all existing budgets in the legacy format will be upgraded to the new (current) budget format. Upgrading means:

  • When you open your budget, it will open in the new (current) version.
  • Those who had access to the legacy budget will have the same access on the upgraded version.
  • On the History page, snapshots of previous budget versions will now display in the new (current) format.
  • All costs and settings (like targets and salary caps) that were enabled on the legacy budget will be enabled on the upgraded budget.
    • Note: Auto Adjusting Entries (AAE) will not be available in the new (current) format. AAE will be converted to a standard costs line on the primary worksheet, with a note, “Converted Auto Adjusting Line.” The following budget details will remain the same:
      • object/sub-object code
      • cost amount
      • periods

Budget List Updates

The following changes have been made to the budget list:

  • The option to create a legacy budget has been removed
  • The Format column has been replaced with a Created Date column
  • An “Upgraded” indicator displays when a budget has been upgraded by the system

The default sort order on the budget list remains the same, descending by last edited date. You can still search for your budgets by Principal Investigator (PI) name, budget number, or budget title.

budget list with new look

Other Budget Updates (released in advance)

The default Prorated Direct Cost (PDC) rate that displays when you enable APL on a budget worksheet has been updated from 35.2% to 35.0%.

SAGE eGC1

Ad Hoc Approver Improvements

Two changes were made to the list of roles that display when adding an ad hoc approver to an eGC1 approval flow:

  • Several out-of-date roles have been removed.
  • The list has been alphabetized.

SAGE Subawards (released in advance)

Subaward Expiration Fix

Subawards that reached Expired status were not updating to Active status when a modification was processed which pushed the End Date into the future. That issue has been fixed so that the overall Subaward reflects accurate status information.

Subaward History Now Includes All Subaward Status Changes

The Subaward History now includes events for each time the Subaward Status changes. Previously, the Subaward History only included status changes for Subaward Actions. This will provide more information about when the overall Subaward transitioned through process steps.

SAGE fully upgraded existing legacy budgets to the current budget format on January 28, 2022, with a few exceptions. This article describes

Fully Upgraded Budgets

You can identify these upgraded budgets on your budget list by the “UPGRADED” chip following the title of the budget. If you hover your mouse over the chip, the text reads “This budget was automatically upgraded from the legacy format.” The following image shows an example of this.

budget list including an upgraded budget

When you open the budget, you will see a banner displaying the same “automatically upgraded” message at the top of the Budget Summary, as shown below.

legacy budget upgrade banner

Upgraded Budgets with Some Revised Calculations

If your budget included APL (Applied Physics Lab), Fixed Fee, or Sea Pay costs, you were not previously able to manually upgrade it due to some incorrect calculations. On the automatically upgraded version of these budgets, the calculations have been corrected, so the totals will differ from the legacy version.

In these cases, an “alert” version of the banner will display. The alert text will indicate which of your budget costs needed to be corrected: APL, Sea Pay, or APL and Sea Pay.

The following image shows an example alert for a budget with APL costs.

legacy budget upgrade banner for A P L

These are the four incorrect calculation cases:

    • Legacy Budgets with APL/PDC (pro-rated direct costs) that included a subaward
      • PDC should have been charged against the first $25,000 of a subaward worksheet or subaward line 03-62.
    • Legacy Budgets with APL that included Sea Pay
      • Sea Pay benefits on APL budgets were incorrectly calculated using APL benefits AND APL Leave Benefits. The correct calculation for Sea Pay benefits is to use the APL hourly rate (01-86).
    • Legacy Budget with APL costs in 19-00 or 19-20
      • Costs from 19-00 and 19-20 should not have been used for proposal budgets and are no longer allowed in current budgets.
    • Legacy budgets with APL and Fixed Fee on both the parent budget and a sub-budget
      • The sub-budget fixed fee amount was not included in the total budget’s fixed fee.

Budgets that Could Not be Upgraded

There were a very few budgets that could not be upgraded for various reasons. To provide access to the data for these budgets, a download icon and “legacy” chip will appear on your budget list, as shown below.

chip and download link for legacy budgets not upgraded

Clicking the budget title or download icon will create an export to Excel in the legacy format.

April 2021 SAGE Maintenance Release

SAGE General

New Funding Action (FA) fields added to SAGE API for GCA Budget Setup

The following fields have been added to the SAGE API, allowing GCA significant time saving in their budget setup automation work.

  • FA Number
  • Prepared By
  • Approved By
  • F&A Explanation
  • Disposition of Balance
  • Intellectual Property
  • Frequency of Report
  • Final Report

Following this SAGE API release, MyResearch squirrel will be updated so that GCA can fully access the FA data for budget setup automation (MyResearch release timing TBD).

SAGE eGC1

Budget Connection Issues Resolved

The following issues with budgets that are connected to eGC1s have been resolved:

  • Bad routing state caused by having a budget connected to a second eGC1
  • Linked budgets not opening correctly on non-editable eGC1

SAGE Budget

Minor Polish Updates

  • From the budget list, you can now right click on the budget title and it will open in a new tab.
  • When adding personnel costs, the new row is now added to the top of the salary and benefits table for greater visibility.
  • When viewing budget history snapshots, the banner text has been reworded for added clarity.

SAGE Grant Runner

Sponsor Budget Map Ordering

A minor issue with personnel ordering on the Sponsor Budget Map has been fixed.

 

February 2021 SAGE Maintenance Release

SAGE Budget

SAGE Budget Infrastructure and Styling Updates

The SAGE Budget infrastructure has been updated, enabling ORIS to deliver features more efficiently moving forward.

SAGE Budget has also been updated to include UW fonts and branding.

Previous Format

budget list with current look

New Format

budget list with new look

Sea Pay Added to Current Format Budgets

Proposals that include Sea Pay costs can now use SAGE Budget.

Steps to add Sea Pay to a budget:

  1. Turn on Sea Pay using the toggle in worksheet settings.

Include sea pay toggle

Note: With Sea Pay enabled, additional fields will display in the personnel side panel for each period.

  1. Enter the person’s hours of Sea Pay for each period. SAGE Budget will calculate the amount of Sea Pay using the hourly benefit rate for (01-86).

Note: The Sea Pay Benefit Rate is editable. When a custom Sea Pay Benefit Rate is entered, SAGE Budget will use it to calculate the Sea Pay benefits.

When both APL and Sea Pay are enabled in the worksheet settings, SAGE budget will use the APL 01-86 hourly benefit rate (instead of the standard APL benefit and leave rates) to calculate Sea Pay benefits.

personnel period side panel with A P L benefits and sea pay

When Sea Pay costs are added to a personnel cost, an “anchor” icon displays next to the person’s name.

sea pay personnel anchor icon

When the budget is connected to an eGC1, Sea Pay costs will appear on the eGC1 Budget & Fiscal Compliance page. For a Grant Runner eGC1, they will appear on the RR Detailed Budget.

Proposal Budgets that Include APL Fixed Fee Can Now Use SAGE Budget

Fixed Fee costs can be added to primary, internal, and fabrication worksheets and display as 19-40 costs on that worksheet. Fixed Fee costs can also be charged against subaward worksheets.

Steps to add Fixed Fee to a worksheet:

  1. Navigate to the worksheet’s settings. When APL is turned on, the Fixed Fee toggle will display. By enabling the Fixed Fee toggle you can select your Fixed Fee Base type and customize the Fixed Fee rate.

fixed fee toggle in worksheet settings

  1. Select one of the standard Fixed Fee base types or customize the base.

fixed fee base choices

When Custom is selected, a modal opens allowing you to select the object codes you want to include in the Fixed Fee base. Expanding each object code offers you the ability to select or deselect sub-object codes.

fixed fee custom base modal

On Subaward worksheets, Fixed Fee can be charged against the subrecipient’s costs.

To do so, enable Fixed Fee on the primary worksheet, and ensure 03-62 (outside services – subcontract) is included in the Fixed Fee base type. The Subaward worksheet settings will display the Fixed Fee rate and base type, read-only. Fixed Fee will be calculated on 03-62 lines items on the primary worksheet and on any subaward worksheets.

fix fee information on subaward worksheet

The Fixed Fee amount for a primary, internal, or fabrication worksheet is displayed in the Worksheet Totals.

fixed fee in worksheet totals section

The Fixed Fee total and amount for each worksheet is also displayed in the Project Totals within the Budget Summary.

Note: Fixed Fee is not part of a subrecipient’s cost to UW and will not appear in a subaward worksheet’s totals. Instead, you will see the amount of Fixed Fee charged against the subaward worksheet on the budget summary only.

fixed fee in project total section

Details on Fixed Fee calculations can be found in the SAGE Budget User Guide by clicking on the (?) icon next to the Fixed Fee toggle in worksheet settings.

Additional SAGE Budget Improvements

  • A help link to the SAGE Budget User Guide was added to the APL and Sea Pay sections in the worksheet settings.
  • Users can now see the full description of personnel sub-object codes and the Academic/Summer % effort.

SAGE Wide

SAGE Databases Have Been Updated for Use in RAM Cube

Updates have been made to productionize the data in the Research Administration Management (RAM) cube, enabling improved reporting for the Office of Sponsored Programs.

The following table indicates the object and sub-object codes for each standard F&A base type.

The base types are:

  • TDC: Total Direct Costs
  • MTDC: Modified Total Direct Costs
  • TDC Less E&T: Total Direct Costs less Equipment and Tuition
  • S&W: Salary and Wages
Object Code TDC MTDC TDC Less E&T S&W
01 Salary & Wages Includes ALL Not included: 01-50s, 01-90s Includes ALL Includes ALL
02 Service Contracts Includes ALL Includes ALL Includes ALL Includes NONE
03 Other Contractual Services Not included: 03-04 Not included: 03-04, 03-27, 03-32, 03-38, 03-80 Not included: 03-04 Includes NONE
04 Travel Includes ALL Includes ALL Includes ALL Includes NONE
05 Supplies and Materials Includes ALL Not included: 05-47, 05-48 Not included: 05-47, 05-48 Includes NONE
06 Equipment Includes ALL Includes NONE Includes NONE Includes NONE
07 Retirement and Benefits Includes ALL Includes ALL Includes ALL Includes NONE
08 Student Aid Includes ALL Not included: 08-00, 08-01, 08-02, 08-05 Not included: 08-05 Includes NONE
10 Capital Projects Includes NONE Includes NONE Includes NONE Includes NONE
38 Unallocated Includes ALL Includes ALL Includes ALL Includes NONE
19 APL Includes ALL Includes ALL Includes ALL Includes NONE

Note: if you need a cost to be exempt from F&A, such as Participant Costs (03-34), add them to a separate worksheet and set the F&A Rate to 0%.

 

October 2020 SAGE Maintenance Release

SAGE eGC1

New School of Medicine watcher on the eGC1 Approval graph

The School of Medicine will now be included as a Watcher on the eGC1 approval graph when any of the following Interdisciplinary Organization Units reviewers have been selected on the PI, Personnel, & Organizations page of the eGC1:

  • Radiology Services
  • Alcohol and Drug Abuse Institute (ADAI)
  • Center on Human Development and Disability (CHDD)

The following image shows an approval graph with CHDD added and the School of Medicine watcher node.

example approval graph showing watcher node

SAGE Budget

Accessibility improvements and bug fixes

Accessibility improvements were made to all type-ahead search features in SAGE Budget. Now users who solely use a keyboard can fully navigate those features.

In addition some minor bugs were identified and fixed:

  • Special characters no longer cause errors in the type-ahead searches
  • The F&A base type for subawards has been removed from the Budget Summary totals table
  • Currency fields now display the zeros to the right of the decimal point
  • Budget titles that exceed the maximum length no longer cause errors

SAGE Grant Runner

Sponsor Budget Map issue with custom roles resolved

An error that occurred on the Sponsor Budget Map when a user entered a custom role in the Other Personnel section that exactly matched a Key Personnel role has been resolved. Users can now enter any custom role for Other Personnel.

SPAERC

Award Signed Date

A new Award Signed Date field has been added to FAs, NAAs, and PACs. This field is intended to capture the date when the last signature needed for the agreement was obtained. The field will require the user to either enter a date or select “Not Required” prior to approval for all new agreements. This adds a valuable data point for award reporting, and will be used by the School of Medicine and Clinical Trials Office to verify that agreements have been signed prior to enlisting participants in clinical trials studies.

The following image shows the new fields on a Funding Action.

funding action with new award signature fields

Top