Tag Archives: SAGE Budget

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

 

 

Create a Custom Base

There will be times when you want to select a more limited set of object and sub-object codes for your own custom base. A custom base must be specified in the sponsor instructions.

  • Open the worksheet that needs the custom base, and open its settings panel.
  • Select the Enable Custom F&A Settings, after you have entered an Activity Location and SPA Category.
  • Open the Base Type field menu and select “Custom…”

custom f and a base selection

  • A dialog will display with all of the object codes you can add to the custom base.
  • Use the caret (>) to expand an object code section to choose individual sub-object codes.
  • Use the check boxes to select an entire object code. It will display a check mark.
    • When you have selected only some of the sub-object codes, the check box will display a dash (-). The image below shows an example of choices.

example selections of object and sub-object codes

  • Select Save & Close at the bottom of the dialog to save your changes or Cancel to leave the dialog.
  • To edit your selections, use the Edit Object Codes Subject to F&A link. The number in parentheses following the link indicates the number of sub-object codes that are currently included in your custom base.

Use this section of your worksheet to add non-personnel costs. This article describes the following:

Section Layout

Each cost added is a row in the table for this section. The last row is the Other Costs Total, which shows the calculated total for each period and the All Periods column.

The column headings for other costs are:

  • Spend Category
  • Description
  • Period description, with the period dates
  • All Periods

The following image shows an example of this section.

other costs section

Adding Other Costs

To add a cost to your worksheet, click on the Add Other Cost drop-down menu to the right of the section name. The choices in the menu are the object codes, in order, followed by “Search all object codes”. The following image shows the expanded menu.

When you select an object code from the menu, a new row is added as the first row of the section. In the Spend Category field, a menu will display the sub-object codes and descriptions. Scroll down and select the appropriate choice.

When you select “Search all object codes” from the Add Other Cost menu, a list of all object codes with their sub-object codes and descriptions appears in the Spend Category field for the new row. To search the list, start typing in the Spend Category field, and the list will adjust to show items that match what you entered. Select your choice from the list to populate the field.

Once you have added an entry, the Spend Category field will show just the object and sub-object codes to save space. Within the field is a light gray oval with 3 dark gray dots. Place your mouse over this to see the object code and sub-object code descriptions.

Use the Description field to enter an optional explanation for this cost.

As you add costs, each new one is added as the top row, for easy access. A Sort by Spend Category link displays above the All Periods column. When active, clicking it will re-arrange the costs entries in order by object/sub-object code and description. The sort link will only be active when the list is not in order.

Cost Details

There are two ways of entering period values for a cost entry.

  • Type a dollar amount directly in the period field. This will default the Quantity to 1, the Unit Price to the amount entered, and the Inflation Rate to 0%.
  • Use the side panel that opens when you click in a period field, and enter values for the Quantity, Unit Price, and Inflation Rate.

Panel Details

The following image show the panel.

other costs period detail example

The top of the panel includes this information:

  • The period description
  • The period total dollar amount
  • Information text indicating the current cascading state (on or off)
  • The blue X, to the right of the period description, which will close the panel

The fields in the panel are:

  • Domestic / Foreign  – this choice only displays for Travel, and is editable
  • Quantity – the number of items, which must be greater than 0 if there is a Unit Price greater that $o. This field does not display for a (38) Unallocated entry.
  • Unit Price – a number greater than $0.
  • Inflation Rate – any value from 0% to 100%
  • Total – this is a calculated field, and is equal to the Quantity * Unit Price, adjusted for inflation

Note: for personnel with sub-object codes in the 30, 40, 50, or 90 range, the system will automatically add a tuition entry in the Other Costs section of your worksheet for the individual. See Linked Tuition Entries for full details.

Cascading

To the right of the All Periods column is a “more actions” menu. It includes the choice the turn cascading on or off for this specific entry. When turned on, any values changed or entered in a period will cascade to future periods.

Deleting Other Costs

To the right of the All Periods column is a “more actions” menu icon. The icon is 3 blue vertical dots. When you click on the icon, the menu displays.

When you select “Delete Other Cost” a confirmation dialog appears, stating “Are you sure you want to delete this cost? This action is permanent and cannot be reversed.” You can cancel or confirm the deletion of the cost entry.

Adding Entry Notes

There are choices for managing notes on the “more actions” menu, which vary depending on the whether a note exists:

  • Add Note – if none exists
  • Edit Note – if there is an existing note
  • Delete Note – if there is an existing note

When you select Add Note, a dialog will display with the cost’s description and spend category. Use the text box for entering your note. Click Save to complete the process. You can also cancel out of the dialog, without saving a note. The following image shows the note dialog.

other costs add note dialog

When a note is added, an icon will appear following the cost’s description. Place your mouse over the icon to read the note.

When a note exists, the menu will include Edit Note and Delete Note. If you select Edit Note, the same dialog will appear. You can edit the current note, and then save the updated text. If you cancel, the original note remains.

If you select Delete Note, the note and note icon are removed.

View your budget’s history by selecting the link on the left navigation menu. History displays all point-in-time snapshots taken of the budget directly by you or automatically by the system. These snapshots allow you to view the details of your budget at that point in time.

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.

budget history showing several snapshots

The table columns are:

  • Timestamp – displays the date and time the snapshot was created. Select this link to open a read-only view of this point-in-time budget.
  • Snapshot Name/Description – contains either a system generated description, or a user-editable one.
  • Saved By – displays the name of the user whose actions created the snapshot.
  • Delete button/icon – this removes a user-generated snapshot. Anyone who can edit your budget can delete a manually added snapshot. You cannot delete a system-generated snapshot.

Use the Add Snapshot link below the table to capture 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.

  • You create a new budget by copying an existing budget.
  • You connect a budget period to an application.
  • You route the connected application for review, which locks the budget from editing.
  • OSP approves the connected application, which allows the budget to be edited again.
  • You disconnect the budget from an application.
  • You upgrade a legacy budget.

Note: when you upgrade a legacy budget, its existing snapshots will be copied over and 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 three export options you can choose. Each option includes a tab for each period’s values and one for all period totals. The exported file is editable, and contains just labels and values. It doesn’t contain formulas.

On this page:

Create an Export

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.

export budget to Excel dialog

You can choose any one item. The choices are in the following order:

  • Budget Summary – selected by default
  • R&R Detailed Budget Format – matches the NIH R&R Detailed Budget form layout
  • The next item is the title of the primary worksheet
  • The remaining items, if any, are the titles of each additional worksheet in your budget

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.

Budget Summary (All Worksheets)

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. Click this link Summary Export Example  to download an example Excel spreadsheet.

Header

This section of the spreadsheet includes the following information, and is shown on every tab.

  • Budget Title and Number
  • Run Date – when the data was exported
  • The report title – either Summary by Period or the period description
  • Primary Org Receiving Funding – organization name and code
  • Principal Investigator – first and last name
  • Project Dates – budget start and end dates
  • Sponsor Salary Cap – the amount of the cap or “none”
  • Salary Cap note – the text of the optional note, if any

Budget Summary All Periods

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. 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.

Budget Summary Specific Period

For a period, more detail is shown in the sections.  For Personnel, there is a row for each person, with the following data.

  • Name
  • Project Role
  • Starting Monthly Base
  • Inflation Rate
  • Adjusted Annual Base Salary
  • Effort Months
  • Effort Pct
  • Person Months
  • Period Salary
  • Benefit Rate
  • Benefit Amount
  • Total Salary + Benefits
  • Line Item Notes

Following the list of personnel are rows for Total Salary, Total Benefits, and Total Salary + Benefits.

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.

  • Unit Cost
  • Inflation Rate
  • Adjusted Unit Cost
  • Qty (for Quantity)
  • Aggregate Unit Cost
  • Period Costs
  • Line Item Notes

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:

  • F&A Rate
  • Amt Subject to F&A
  • Period Costs

The last row in this section is the Total Facilities & Administration Costs.

The final row for a period tab is Total Period Costs.

R&R Detailed Budget Format

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. Click this link SF424 RR Detailed Budget Format Example to download an example Excel spreadsheet.

Header

This section of the sheet appears, with a few variations, on every tab. On the left-hand side is the following information:

  • The type of export: SF 424 (R&R) Detailed Budget Format
  • Budget Title and Number followed by the word “Report”
  • Either the period description followed by the word “Details” or “Cumulative Budget (All Periods)”
  • Primary Org Receiving Funding – organization name and code
  • Principal Investigator – first and last name
  • Project Dates – budget start and end dates
  • Sponsor Salary Cap – the amount of the cap or “none”
  • Salary Cap note – the text of the optional note, if any

On the right, is this information:

  • Run Date – the date you created this export
  • For the period tabs:
    • Period Start Date
    • Period End Date
    • Months in Period
    • eGC1 number, if this budget is linked to one
  • A link to the SAGE User Guide article Budget Mapping Default Object Code Table explaining how the object codes map to the Detailed Budget form

Budget Specific Period

For the period tabs, there are details for each of the sections on the R&R Detailed Budget form.

A. Senior/Key Personnel

In this section, there is a row for each person, with the following data.

  • Prefix
  • First Name
  • Last Name
  • Suffix
  • Title
  • Project Role
  • Base Annual Salary ($)
  • Cal. Months
  • Acad. Months
  • Sum. Months
  • Requested Salary ($)
  • Fringe Benefits ($)
  • Funds Requested ($)

Following the list of personnel is a row displaying Total Senior/Key Personnel Funds Requested.

B. Other Personnel

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.

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).

C. Equipment

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.

The last row in this section displays Total Equipment Costs.

D. Travel

This section includes two rows: 1. Domestic Travel Costs and 2. Foreign Travel Costs.

The last row in this section displays Total Travel Costs.

E. Participating/Trainee Support 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:

  • 1. Tuition/Fees/Health Insurance
  • 2. Stipends
  • 3. Travel
  • 4. Subsistence
  • 5. Other

The last row in this section is labeled Total Participating/Trainee Support Costs.

F. Other Direct Costs

This section includes the following defined rows:

  • 1. Materials and Supplies
  • 2. Publication Costs
  • 3. Consultant Services
  • 4. ADP/Computer Services
  • 5. Subawards/Consortium/Contractual Costs
  • 6. Equipment or Facility Rental/User Fees
  • 7. Alterations and Renovations

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.

The last row in this section displays Total Other Direct Costs.

G. Direct Costs

The one row in this section displays Total Direct Costs (A thru F).

H. Indirect Costs (F&A)

This section includes a row for an indirect cost rate used in your budget.

The columns for this section are:

  • Indirect Cost Type – displays the Base Type and Activity Location
  • Indirect Cost Rate % – the F&A rate for this period
  • Indirect Cost Base Amount $ – the amount subject to F&A
  • Indirect Funds Requested – the F&A amount, which equals Indirect Cost Rate * Indirect Cost Base Amount

The last row in this section displays Total Indirect Costs.

I. Total Direct and Indirect Costs

The one row in this section displays Total Direct and Indirect Costs.

J. Fee

The one row in this section displays Total Fee.

K. Total Costs and Fee

The one row in this section displays Total Costs and Fee (I+J).

Budget Cumulative Rollup

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:

  • Section A, Senior/Key Personnel total
  • Section B, Other Personnel total
    • sub-total row for Total Number Other Personnel
  • Total Salary, Wages, and Fringe Benefits (A+B).
  • Section C, Equipment total
  • Section D, Travel total
    • Sub-total rows for Domestic and for Foreign
  • Section E, Participating/Trainee Support Costs total
    • Sub-total rows for each of the sub-categories, and Number of Participants/Trainees
  • Section F, Other Direct Costs total
    • Sub-total rows for each of the sub-categories, and up to 3 “Other” entries
  • Section G, Direct Costs (A thru F) total
  • Section H, Indirect Costs total
  • Section I, Total Direct and Indirect Costs (G+ H) total
  • Section J, Fee total
  • Section K, Total Costs and Fee (I + J) total

Individual Worksheet: primary or added

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. Click this link Primary Worksheet Export Example to download an example Excel spreadsheet.

Header

This section of the sheet includes the following information, and is shown on every tab.

  • Worksheet Title and Number
  • Run Date – when the data was exported (on the far right)
  • The report title – either Summary by Period or the period description followed by the word “Detail”
  • Fiscally Responsible Organization – organization name and code
  • Project Title – the title of the budget
  • Principal Investigator – first and last name
  • Project Dates – budget start and end dates
  • Primary Org Receiving Funding
  • Sponsor Salary Cap – the amount of the cap or “none”
  • Salary Cap note – the text of the optional note, if any

Worksheet All Periods Summary

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. 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.

Worksheet Specific Period

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.

  • Name
  • Project Role
  • Starting Monthly Base
  • Inflation Rate
  • Adjusted Annual Base Salary
  • Effort Months
  • Effort Pct
  • Person Months
  • Period Salary
  • Benefit Rate
  • Benefit Amount
  • Total Salary + Benefits
  • Line Item Notes

Following the list of personnel is a row for Total Salary

The 07 Benefits section has rows for Total Benefits and Total Salary + 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.

  • Unit Cost
  • Inflation Rate
  • Adjusted Unit Cost
  • Qty (for Quantity)
  • Aggregate Unit Cost
  • Period Costs
  • Line Item Notes

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:

  • F&A Rate
  • Amt Subject to F&A
  • Period Costs

The last row in this section is the Total Facilities and Administration Costs.

The final row for a period tab is Total Period Costs.

Example Export Files

Select a link to download an example Excel spreadsheet.

Copy an Existing Budget

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 images show 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.

Delete an Existing Budget

You can delete any budget that you can edit. Note: deleting a budget is permanent.

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.

deleting a budget confirmation dialog

When you confirm the deletion, your budget list will display, and the deleted budget will no longer appear on the list.

Note: you can’t delete a budget that is connected to an eGC1.

During the transition period, you can choose to upgrade any of your legacy format budgets to the new format. The upgraded budget will replace the legacy version. The budget number will remain the same, and all of your budget’s data will be transferred over to the new format.

To start this process, open your legacy budget. An Upgrade button will display to the right of the budget heading (title, number, PI name), as shown in the following image.

upgrade button on legacy budget

When you select the button, a confirmation dialog will appear with the following statement:

  • Upgrading the format will allow you to modify this budget in the new and improved editor. Once upgraded, you will NOT be able to edit this budget in the legacy editor.

To continue, select the upgrade button in the dialog. To cancel the upgrade, select the cancel link, or the X in the upper, right corner.

Exceptions

You cannot upgrade a legacy budget that contains APL, Sea Pay, fixed fee, or auto-adjusting line items at this time. If your budget has any of these conditions, the Upgrade button will be disabled. Hovering your mouse over the button will display this explanation. The following image shows the message.

disabled upgrade button message

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, you’ll see a piggy bank image 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.

Create a New Budget

Budget Format Transition Period

While in the transition period, which started June 25, 2020, you will have the option to either

    • create budgets in the new “current” budget format
    • or continue to create budgets in the old “legacy” format

Note: The option of creating a “legacy” format budget will be available for a limited time. For help with creating legacy budgets, see the Create a New Budget : Overview article in the legacy budget section of this user guide.

To create a budget, select the New Budget button on the upper left. The following image shows the button and its drop-down menu.

new budget button with expanded menu

From the menu, choose either Current Budget Format or Legacy Budget Format for your budget.

  • Current Budget Format creates a budget with the new design features
  • Legacy Budget Format creates a budget in the old format.

When you select the current format, 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.

View Your List of Existing Budgets

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:

  • Title – the title of your budget; click on the title to open your budget in the same tab
  • Principal Investigator – the first and last name of the person designated as the PI on the budget’s primary worksheet
  • Budget Number – the unique, system-generated number for your budget
  • Active Linked Application – the most recently linked application for this budget, if there is one; click the link to open the application in a new tab
  • Last Edited – the date this budget was last edited, and the person who did the editing
  • Format – Current or Legacy

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.

budget list example

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.

budget list pagination 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.

budget list search example

The Budget Summary consists of these four sections:

The page header displays the title of “Budget Summary” and a drop-down menu to select which worksheets to include.

By default, the summary includes all of the worksheets in your budget. The drop-down menu gives you the option to adjust which worksheets are included in the totals displayed. As you change the selections, the menu label “Including x of y worksheets” will update. There are options to Check All and Un-Check All.

The following images show first the location of the feature and second its expanded menu.

budget summary including worksheet menu

expanded budget summary including worksheet menu

Salary and Benefit Costs

This section includes all of the costs related to personnel.

Choosing display fields

Use the drop-down menu with the label “Displaying x of y fields” (to the far right of the section title) to adjust the amount of detail you wish to see for each personnel line item.

Field choices are:

  • Salary: the person’s Total Requested Salary
  • Benefits: the person’s Total Benefits
  • Salary + Benefits: the calculated sum of Salary and Benefits
  • Annual Base Salary: the person’s Monthly Base Salary * 12
  • Person Months (C/A/S): the number of months of effort for Calendar, Academic, or Summer.

The menu also has options to Check All and Un-Check All. Each time you return to the Budget Summary, the display will reset to the default view of only the Salary field and the Benefits field.

The following image shows the expanded view of the drop-down menu.

budget summary optional salary fields menu

Table columns

The personnel table displays a column for Name, one column for each period, and an All Periods totals column. Each Period column heading includes its Period Description and Start and End Dates.

The following image shows an example of this section of the page.

column headings for the salary section

Table rows

Personnel role section entry

The personnel list is grouped by role type, with a totals row for each role. In the Name column, the role name is followed by a count in parentheses of the number of personnel in that role.

By default, NIH designated “Key Personnel” roles, based on the RR Detailed Budget form, are displayed in expanded view. All other roles display in collapsed view, which shows just the totals row. You can use the blue caret to the left of the role section name to expand or collapse a section.

The row for each role section displays the data totals for all personnel with that role for each period and All Periods.

The order of the role sections on the Budget Summary page is:

  • Principal Investigator
  • Application PI
  • Multiple PI
  • Mentor
  • Co-Investigator
  • Faculty
  • Key Personnel
  • Post Doctoral Associate
  • Graduate Student
  • Research Scientist
  • Secretarial/Clerical
  • Undergraduate Student
  • Other
  • No Role Selected

Individual personnel entry

Within a role section, personnel are listed in alphabetical order by last name, then first name.

For each person, the following information displays in the Name column.

  • First and Last Name; followed by the Note icon, if applicable
  • Object-Sub-object code combination
  • Job Title and Department

Corresponding values for the fields you have chosen to display appear for each period and All Periods column.

To the right of the All Periods column, a “more options” menu icon appears. The icon is three, blue vertical dots. The menu choices are:

  • View in [title] Worksheet – where “title” is the name of the worksheet which includes that person
  • Add Note – if no note exists
  • Edit Note -if there is an existing one
  • Delete Note – if there is an existing one

The following image shows an example personnel entry for a Principal Investigator.

summary personnel entry example

Salary & Benefit Costs Total entry

This displays the period totals for all personnel, for all of the fields you selected to include. For the All Periods column, just the totals for Salary, Benefits, and Salary + Benefits appear, depending on your selections.

The following image shows this entry.

summary salary totals

Other Costs

Table columns

The section displays a column for Description, one column for each period, and an All Periods totals column. Each period column heading includes its Period Description and start and end dates.

The following image shows an example of this section of the page.

summary other costs section

Table rows

Other costs section entry

Entries in this section display in ascending order by object code, with a section row for each code. In the Description column, the object code description is followed by a count in parentheses of the number of entries for that object code. The section entries display as collapsed by default. Use the blue caret to the left of the description to expand a section.

Individual cost entries

When you expand a cost section, you will see one row per cost entry. The order of the items within an object code is:

  • Ascending by sub-object code
  • Within sub-object code, alphabetically by the sub-object code description you entered

For each object-sub-object code entry, the following information displays in the Description column.

  • User-entered description, followed by the Note icon, if applicable. “No description provided” will appear if you did not enter one.
  • The object code and sub-object code, with its system description

Corresponding values will display in each period column and the All Periods columns.

To the right of the All Periods column, a “more options” menu icon appears. The icon is three, blue vertical dots. The menu choices are:

  • View in [title] Worksheet – where “title” is the name of the worksheet which includes that entry
  • Add Note – if no note exists
  • Edit Note -if there is an existing one
  • Delete Note – if there is an existing one

The following image shows an example of an other costs entry.

Note:

  • The totals from a Subaward worksheet roll up to an 03 Other Contractual Services entry on the Budget Summary display. The entry displays the worksheet title.
  • The totals from a Fabrication worksheet roll up to an 06 Equipment entry on the Budget Summary display. The entry displays the worksheet title.

fabrication worksheet entry on summary

Other Costs Total entry

This row displays the total of all Other Costs for each period and the All Periods column.

Project Totals

Table columns

The section displays a column for Description, one column for each period, and an All Periods totals column. Each period column heading includes its Period Description and start and end dates.

The following image shows an example of this section of the page.

budgeet summary project totals

Table rows

Total Direct Costs section entry

This row shows the calculated totals of all direct costs for each period and All Periods. By default, it is collapsed. Use the blue caret to the left of the section name to expand it.

When expanded, you will see the Total Direct Costs less Subrecipient F&A and, if you have any subaward worksheets, the total Subrecipient F&A amount. These two values add up to the Total Direct Costs.

Facilities and Administrative section entry

This row shows the total calculated F&A costs for each period and All Periods. By default, it is collapsed. You can use the blue caret to the left of the section name to expand it.

When expanded, you will see an entry row for the primary worksheet and any Internal UW worksheets. The entries display in the order the additional worksheets were added.

For each worksheet, the first column will display its Title, Base Type, and Location. For each period and the All Periods column, the following values are displayed.

    • Total Direct Costs
    • Costs Subject to F&A
    • F&A Rate
    • F&A Costs

To the right of the All Periods column, a “more options” menu icon appears. The icon is three, blue vertical dots. The menu choice is View in [title] Worksheet – where “title” is the name of the worksheet which includes that entry. The following image shows an example of this information for the first period of the budget.

budget summary f and a section expanded

Note for Subaward Worksheets and F&A

  • The F&A on a subaward worksheet is the F&A of the subrecipient (not the UW), and as such, does not show up as a separate line on summary F&A section.
  • The full amount of the subaward (their F&A included) is subject to UW F&A.
    • If the base type is MTDC, then only the first $25,000 of a subcontract is subject to F&A.
    • If the base type is TDC, then the full amount of a subcontract is subject to F&A.

Total Project Costs

This row shows the overall total for each period and All Periods.

There are settings that affect the budget as a whole and settings that affect a particular worksheet. This article covers the Budget Settings.  Worksheet Settings are covered in another article.

The budget settings are accessed from the lower section of the left navigation menu. Select the gear icon or “Budget Settings” to display the settings page.

The settings are grouped into six sections. Each section can be expanded or collapsed by clicking on 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.

budget settings sections

The sections are:

Periods

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, click on its tab.

Note: when you create a new budget, it will open to this section so that you can add your budget start date.

Equal Length Periods

The following image show this option.

budget period settings example

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. If you select, for example, 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.

Varied Length

Choose this option if you know your budget has periods of unequal length.

The following image shows this option.

period budget setting with varying lengths

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.

Switching Between Period Options

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 state date, the number of periods, and the length of the first period to calculate new end dates as needed.

Deleting Periods

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.

General Information

This section adds high-level project details. The following image shows this section.

budget settings general information secton

The following fields are in this section:

  • Budget Title defaults to “New Budget” when you create a budget. You can then edit the title, entering up to a maximum of 50 characters. A title is required.
  • Sponsor Name uses a type-ahead style chooser. Start typing your sponsor name, and then select from the displayed results list. As you change what you’re typing, new results will appear.  A sponsor name is required when you are connecting your budget to an eGC1.
  • Originating (Prime) Sponsor uses the same type-ahead search as the Sponsor field. This field is not required.

The following image shows an example of the sponsor search and results list.

sponsor search results list example

Spending Targets

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.

budget settings spending targets

Click on the varied tab to change options.

  • For Equal Spending Targets, enter your dollar amount in the Spending Target Amount (Per Period) field.
  • For Varied Spending Targets, enter a dollar amount in the field for each period.

The following image shows an example of varied spending targets.

budget settings spending targets with varying amounts

Next select which budget total you want to target. The choices are:

  • Total Direct Costs
  • Total Direct Costs Less Subrecipient F&A
  • Total Costs

The corresponding total in the Budget Header will display an arrow following its value. The arrow points down if your budget is below the target. The arrow will point up, and the arrow and value will change from black to red, if your budget exceeds the limit. You can click on the value in the header to see period details.

Salary Cap

This section allows you to set a maximum annual salary cap when your sponsor requires one. By default, this option is disabled.

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.

budget settings salary cap example

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 personnel’s salary is calculated using the annual salary cap of $###,###.”

When you click on 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.

Data & Calculations

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.

budget settings date and calculations section part 1

Benefit Rates

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.

Refresh Benefit Rates and Refresh Salary

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.

Round Currency Expenses

There are three options for rounding currency (dollar) amounts for display: To Whole Dollars, To Cents, and Do Not Round. By default, the To Whole Dollars option is selected.

If you select either To Whole Dollars or To Cents, 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 Dollars 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 Dollars, the default value will be zero (0); if To Cents, the default value will be two (2).

Cascade Other Cost Entries

The following image shows the Cascade Other Cost Entries and the Inflation Rate areas in this section.

budget settings date and calculations section part 2

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 disabled.

Inflation Rates

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.

Access & Roles

This 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.

budget settings access roles table

The first three rows of the access table are for the Budget Preparer, Pre-Award Budget Contact, and Administrative Contact. The Budget Preparer is auto-populated with the name of the person who created the budget. The Pre-Award Contact and Administrative Contact are optional, but strongly encouraged.

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 Collaborator link, below 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 Admin and Budget Contacts can be demoted to a general collaborator with edit permission or removed from the budget.
  • General collaborators can be promoted to be the Preparer or a Contact, or removed from the budget. When the contact role is empty, the collaborator is moved directly. If the contact role is not empty, or the change is to the Preparer, a confirmation dialog appears to confirm the replacement. The person being replaced is demoted to a general collaborator with edit permission.
  • If you try to add an already-listed person directly, their name would appear grayed out in the search results.

The following images show the “more options” menus for both contacts and collaborators.

budget settings for access demotion

budget settings for access promotion

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

When your budget is connected to an eGC1, you will also see the eGC1 Preparer and the eGC1’s PI listed as owners. See the article about Connected SAGE Budgets and eGC1s for full details.