Tag Archives: SAGE Budget

April 2011 SAGE Budget Versioning and eGC1 Integration

New Budget Features

  • Budget period naming conventions have been enhanced to include the most common period names.
  • Budgets built in SAGE can now be connected to an eGC1, so that any updates made to the budget automatically display on the budget page of the connected eGC1.
  • Budgets in SAGE route with the eGC1 they’re connected to and anybody with access to eGC1 will also have access to the budget.
  • The worksheet in SAGE Budget displays the eGC1 number and status of connected eGC1s.
  • Fiscally responsible departments can now be specified on the setup screen for sub budgets.
  • New Budget Edit Numbers in the Budget History enable users to see when a budget has been revised and to read comments associated with those changes.
  • OSP Administrator/Coordinator now has read access to Budgets built in SAGE.
  • SAGE saves all changes to budget and assigns a unique Budget Edit number and timestamp to versions created at critical points in workflow, such as at submission or approval.
  • Users can access a read-only view of a budget at a specific point in time from the Budget History and copy, print, or export it to Excel.
  • Users can access an Excel version of a connected budget from the eGC1 Attachments page under Connected Budget Data.
  • Users with the appropriate permissions can view or withdraw the eGC1 and budget from the Budget History tab.
  • Ability to define lines that automatically adjust their amounts to make selected total match target amount.
  • Ability to enable/disable fixed fee on APL budget
  • Ability to see sub-budget information for awards where proposal includes an associated SAGE Budget.
  • Added ability to modify Administrative and Pre-Award Budget contacts regardless of eGC1 status
  • Budget title field width reduced to better match maximum characters allowed

Fixes

  • Error when opening Targets and Limits auto-adjusting entries with read-only access.
  • Cascade non-salary line items when a period is added
  • When a user adds TBD personnel to a sub budget, the salary that is created in the setup screen is not transferring to the period set up. The first period starting monthly salary should match the value defined on line setup, instead it is $0.
  • Corrected TBD personnel starting monthly salary on sub budget not copying to periods
  • Changes to how dates are calculated in SAGE Budget may cause a discrepancy between effort months and period length in a select number of budgets. Each of the affected budgets has a salary line item where the number of effort months originally calculated does not match the number of effort months that the current date calculation produces. This means that the effort months in the budget period now exceed the period length.
    • Symptom: When you click through salary details, you will see the following error message when you attempt to tab off the affected period: “Effort Months cannot exceed the number of months in the period (there are currently x months in this period). To increase the effort months, you will need to lengthen the period at the Periods tab.”
  • Changing period dates flips academic/summer months on salary lines
  • Period months incorrect when period start and end dates are in months of different durations (e.g. 28, 30, 31 days)-Current production issue discovered during Budget 2.2 user acceptance testing. When creating a period that has dates that start/end mid-month in months with a different number of days, the period months on salary lines may be calculated as a whole number where a user may otherwise expect them to be. For example: a period starting on 1/16/2011 and ending on 4/15/2011, period months comes out to 3.0161.
  • In a Grant Runner application that has been withdrawn or returned for updates, if an Appendix file is added immediately after updating the Research Strategy file, the Appendix file will appear in the Strategy section.
  • The Advanced Search for Approvals has two issues. First, if both the Date Approved After and Before fields are used to set a date range, the system will not return any results. Using just one date fields works correctly. Second, if a very large number (such as an org code) is mistakenly entered in the eGC1 Number field, an error (99) will occur.
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The Student Aid (08-00) line item links directly to personnel setup in the (01) Salaries and Wages section of the budget. You may use it for specific personnel sub-object codes (33, 34, 43, 44, 51-54, 91-94).

This page presents the information for all of the periods for the chosen person. The values are from the Salary and Wages section.

The information displayed here is not directly editable.

  • Quarterly Tuition Rate displays the value for this person, such as: Standard Campus.
  • Number of Quarters displays the value entered for the particular period when the person was added in the Salary and Wages section.
  • Increase % (percent) is the percentage rate that applies to the Quarterly Tuition Rate.
  • Total Tuition is the dollar amount of the tuition.
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The Sea Pay line item appears when you select the Budget includes Sea Pay checkbox on the Properties Tab (step 1 of the budget creation wizard). Use it to include additional work hours above a standard 40 hour work week when personnel are at sea.

sea pay line item in the salary and wages section

The Sea Pay Calculation (used by APL primarily) accommodates up to an additional 44 hours per week for personnel at sea.

Sea Pay Personnel List and Benefits

Click in any period to open the Sea Pay Personnel List.

entry screen for sea pay hours

Field Description
Name Shows the name of the individual or TBD person added, followed by their Title.
Monthly ($) For salaried personnel, this value is derived from the “Monthly Base Salary” plus any salary inflation rate increases for a period. For hourly personnel, this value is the “Rate/Hour” value plus any salary inflation rate increases for a period multiplied by 173.3 (hours per average month).
Hourly Rate ($) For salaried personnel, this value is the Monthly value divided by 173.3 (hours per average month). For hourly personnel, this value is the “Rate/Hour” value plus any salary inflation rate increases for a period.
Hours Enter the value that represents the actual “Sea Pay” hours worked for each period.
Period Total ($) Equal to Hourly Rate times Hours.
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For the Salary and Wages object code, you can add specific individuals or add a “role” for a person To Be Determined (TBD) later.

For existing budgets created prior to the Workday release (6/27/2017), you can convert personnel salary information from HEPPS to Workday, as needed.

Add a Specific Person

  1. Click the Add Personnel button.
  2. In the Personnel Chooser search for the desired individual.
  3. Click the person’s name to choose them.
  4. The setup modal will then open for you to enter the details for this person.

Add a TBD Person

This is similar to the Add Personnel feature except the system does not import UW Sub Object Code and Salary information into the budget.

Use the Add TBD Personnel feature when personnel are not set up in the source systems, or if other needs require a person be set up without using source system data.

Clicking the Add TBD Personnel button will take you directly to the setup page.

  • Change the name from “TBD” to something more descriptive, if desired.
  • Enter the required title.
  • Select the appropriate the UW Sub Object Code for the type of personnel to have the correct benefits information.

Convert Salary Data from HEPPS to Workday

If you need to work on a budget that was created prior to Workday (6/27/2017), you may need to “convert” the salary information for the budget’s personnel.

When you view the Salary and Wages line items, you will see an “H” indicator next to those line items that are based on data from HEPPS. In order to make changes to these personnel lint items, you will need to convert the salary data to Workday data.

Note: If there is no “H” indicator, the salary information came from Workday or was already converted.

To convert the salary information, select the line item for the existing salary entry to open the Line Setup modal. Scroll down to the Salary, Wages and Stipends section. Below the list of earnings, you will see a Convert link. Select this link, then OK in the confirmation pop-up dialog. SAGE will remove all HEPPS lines, and re-add the person with their latest salary lines from Workday across all of the budget’s periods.

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This section indicates the specific object, and sub-object, codes that are included in the F&A base being used. Budget values for this period will display for included object codes. The Amount Subject to Base, Base & Rate, and Total F&A values for this period are also displayed.

Use the plus sign (+) to fully expand the list and display all of the sub-object codes. The minus sign (-) will contract the entire list. You can expand, and then contract, an individual object code by clicking on it.

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Use this page to search for budgets that you can access using any combination of the search criteria. More specific searches will return fewer results. The following image shows the Advanced Budget Search page. The criteria are described below.

budget advanced search

The search criteria are:

Field Description
Budget Ref # Enter the entire reference number of a specific budget (with or without the “B”).
Working Title Enter any of the words or string of letters contained in the Working Title. You must enter at least 3 characters.
PI Last Name Enter at least the first two characters of the name.
PI First Name Enter at least the first two characters of the name. Use this field when searching for TBD personnel.
Sponsor Name Enter any of the words or string of letters contained in the sponsor name. You must enter at least 2 characters. Optionally, use the Look Up Sponsor link to fill in the search box.
Org Code Receiving Funds Enter at least the first three numbers of the code. Optionally, use the Look Up Organization link to fill in the search box.
Date Filter Select the date field to be searched: Last Modified, or Created.
From Enter a valid date (mm/dd/yyyy) and the results will be restricted to any budget modified/created on or since that date.
To Enter a valid date (mm/dd/yyyy)  and the results will be restricted to any budget modified/created earler than that date.

Click the Search button to display all matching results below the criteria section. The number of results will appear at the top right of the list.

advanced search results

If there are more than 10 results, the list will have more than one page.

To open a budget, click on its working title.