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.
Data & Calculations – Set up rounding, cascading, and default inflation rates
Access & Roles – Assign roles and grant contacts access to a budget
Budget Title & Periods
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.
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, 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.
Equal Length Periods
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.
Varied Length
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.
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 start 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.
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:
Select 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.
Next select which budget total you want to target. The choices are:
Total Direct Costs
Total Direct Costs less Subrecipient F&A
Total Project Costs
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.
Salary Cap
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.
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.
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. 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.
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 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 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 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).
Cascade Other Cost Entries
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.
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
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 Admin and Budget Contacts can be demoted to a General Collaborator with edit permission or removed from the budget entirely.
General Collaborators can be promoted to be the Preparer or a Contact, or removed from the budget entirely.
If the contact role is empty, the collaborator is automatically promoted to the contact role.
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 will appear grayed out in the search results.
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.
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.
Create a New 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.
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 or right-click to open in a new tab
An “upgraded” or “legacy” chip may follow the title due to the legacy format retirement. Review the Automatically Upgraded Legacy Budgets article for complete details.
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
Created Date – the date this budget was created
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.
Search for an Existing Budget
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.
Note: Upgraded Legacy Budgets
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.
Delete an Existing Budget
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.
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 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:
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. 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.
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 – Cost Center 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. 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.
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 columns:
Name
Project Role
Starting Monthly Base
Inflation Rate
Adjusted Annual Base Salary
Effort Months
Effort Pct
Person Months
Period Salary
Period Sea Pay
Benefit Rate
Benefit Amount
Period Sea Pay Benefits
Total Salary + Benefits
Equal to Period Salary + Period Sea Pay + Benefit Amount + Period Sea Pay Benefits
Line Item Notes
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:
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.
NIH and Non-NIH SF424 R&R Detailed Budget Format
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.
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: NIH SF 424 (R&R) Detailed Budget Format or Non-NIH 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 – Cost Center 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
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 ($)
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.
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.
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).
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. Any sea pay and benefits on the worksheet are included.
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.
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
When there are Applied Physics Lab (APL) Prorated Direct Costs (PDC) on the primary or any internal worksheets, the costs will appear in this section as an “other” entry on a Non-NIH export, rather than in section H. Indirect Costs for a NIH export.
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
NOTE: NIH and Non-NIH Export Differences
When there are Applied Physics Lab (APL) Prorated Direct Costs (PDC) on the primary or any internal worksheet, the costs will appear in this section as an “other” entry on an NIH export, rather than in section F. Other Direct Costs for a Non-NIH export.
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. 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.
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 – Cost Center 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. 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.
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
Period Sea Pay
Benefit Rate
Benefit Amount
Period Sea Pay Benefits
Total Salary + Benefits
Equal to Period Salary + Period Sea Pay + Benefit Amount + Period Sea Pay Benefits
Line Item Notes
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:
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
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.
When you create a budget, you are automatically named the role of Budget Preparer. Approvers may contact you during the review process, and OSP and/or GCA staff following the awarding of funds.
To select a different preparer, click the Change the Budget Preparer? link beneath the preparer information to open the personnel chooser.
Enter the Name or UW NetID for the person you want to add, and click Search.
Click on the desired person’s name to select her or him and return to the Access page.
When you choose to change yourself as the preparer, a warning message will appear. If the change you are making removes your last access to this item, once you confirm the change, the tasklist will display.
The information displayed for the preparer is:
Name and Employee ID
Selected unit: the name and Cost Center of the contact’s unit for the appointment selected. This is automatically displayed by SAGE.
Title: the contact’s title from the directory. This field is editable.
Phone: the contact’s title from the directory. This field is editable.
Email: the contact’s title from the directory. This field is editable.
UW IT has made a change to their Clinical Salary service, which requires SAGE to update to their new end point.
Switch to new Space Service End Point
UW IT has made a change to their Space Web service, which requires SAGE to update to their new end point.
FIX: Update procedure causing task list performance issues
One of the procedures supporting the subaward task list has been improved in its design in order to improve performance when searching.
Upgrade front end developer tools
The front end engineers have upgraded to a new set of tools and a consolidation of code into a monorepo architecture. This update provides important streamlining benefits, allowing SAGE to deploy updates in a targeted way, and for code to become more easily managed and maintained.
An issue was resolved in the viewing of salary details in SAGE Budget, occurring at times when salary data was refreshed by the user.
FIX: SAGE Budget re-saving issue in salary details view
An issue was resolved in the viewing of salary details in SAGE Budget, where re-saving of the select allocation details caused clinical salary to be omitted.
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:
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.
The eGC1 and Budget Preparers will display on the shared page.
The PI listed on the eGC1’s PI & Personnel page will be the PI on the shared access page.
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.
