You can use the Update Periods page to adjust the personnel values for any or all of your budget periods.
The Name displayed is the name of the person selected for this line item. Once you have selected a person, you cannot change their name.
This modal also allows you to enter Tuition information for any students.
The modal entry sections are
Each section can be collapsed or expanded as desired.
The following image shows the Base Salary section of the Update Periods modal.
This section includes
- Monthly Base Salary
- Update Salary
- Salary Inflation Rate (%)
- Adjusted Monthly Base Salary
The Monthly Base Salary for the first period is, by default, the value entered as the Starting Monthly Salary on the Line Setup page. For any following periods, the Monthly Base Salary will be the prior period’s Adjusted Monthly Base Salary value.
To modify Monthly Base Salary, you can:
- Change the Starting Monthly Salary for this person, on the Line Setup modal.
- Modify the salary data directly for any period. Note that any change in a period’s value will cascade to subsequent periods for this person.
For personnel that are paid hourly, the Starting Monthly Salary value, on the Line Setup modal, will be equal to the hourly rate of pay times the number of hours in a standard month (173.3 hours). Use the % Effort field to adjust the amount of pay for each period.
The Update Salary link will refresh the value of the Monthly Base Salary for the selected period and any future periods. The system will also update all related salary total calculations.
The Salary Inflation Rate is the value specified in the Inflation & Benefit Rates section of the Properties tab page. It is editable, and any change in a period’s value will cascade to subsequent periods for this person.
The Adjusted Monthly Base Salary is automatically calculated. It equals the Monthly Base Salary amount increased by the Salary Inflation Rate.
The following image shows the Effort section of the Update Periods modal.
This section includes
- % Effort
- Person Months
Months is auto-calculated based on two data values:
- The length of the period in months
- Worker Position Type (calendar vs. academic) on the Line Setup modal
A budget period that includes a leap year will not affect the Months calculation.
% Effort is auto-calculated based on the initial % Effort entered on the Line Setup page.
Person Months is automatically calculated and is equal to: Months times Effort.
Period Salary Totals
The Period Salary Totals row shows the total for each period and in the far right Summary column, the total for the project.
- Period Salary Total = Adjusted Monthly Base Salary times Person Months
- Project Total = sum of all period totals
If you have enabled a Salary Cap for your budget, this line will become an expandable section. It will also display the individual’s salary without the cap imposed.
Period Benefits Totals
The following image shows the Period Benefits Totals section. The values are described below.
This read-only section is pre-populated based on data entered on the Line Setup page for this person (specific individual or a TBD one). You can use the Update Rate link in any period to refresh the rates for this person, for that period and any future periods.
For more information on benefits rules and rates, see GIM 3 Fringe Benefit Rates and Sponsored Projects.
To edit this data, go to the Line Setup modal and change the UW Sub-Object Code.
||The UW Sub-Object Code selected on the Line Setup modal determines the benefit type and rate.
“APL” is listed if Include APL Benefits was selected on the Line Setup modal.
|Benefit Object Code
||The UW Sub-Object Code entered on the Line Setup modal determines the benefit type.
(Current or Preliminary)
|The benefit rate is determined by the Benefit Object Code (above), whether APL was selected, and whether you are using the preliminary or current rate. SAGE Budget will use the correct rate based on the period start date when using current and preliminary rates or current-only rates. This field’s label will list which rate you are using.
The data is read-only and cannot be modified on this page; however, you may change the rate type (preliminary or current) on the Properties Tab.
||This section contains the Update Rate link which allows you to update this person’s rate for this period and all future periods with the latest approved rate.
||This total is calculated by multiplying the Period Total Salary by all listed benefit rates. If you update the data on the Setup page, then this total will reflect the changes.
Total Salary + Benefits
The Total Salary + Benefits row shows the total for each period and in the far right Summary column, the total for the project. The values are the sum of the Period Salary Totals and the Period Benefits Totals.
You may pay tuition for student personnel, which are UW Sub Object codes 33, 34, 43, 44, 51, 52, 53, 54, 91, 92, 93, and 94. When you set up a person with one of these sub-object codes, you will have the option to enter tuition details on the Update Periods modal.
Note: UW Sub Object codes (88) Hourly Work Study and (89) Hourly Student Salary do not include Tuition Benefits. When you use these sub object codes, the Tuition section of the Update Periods modal will not appear.
The following image show the Tuition section of the Update Periods modal with some example values. Each field is described below.
|Academic Quarter Tuition Rate
||The tuition rate is independent of salary, effort and/or hours. Because UW tuition rates vary significantly based on school, residency status, and other student attributes, there is not a centralized source for the rates. For this reason, SAGE Budget is not able to dynamically populate tuition rates in your budget. To look up the appropriate tuition rate for student personnel included in your budget, please see http://f2.washington.edu/fm/sfs/tuition.
Note: If there are different tuition rates for the summer and academic year quarters, then enter that value in the Summer Quarter Tuition Amount field.
|Number of Academic Quarters
||The number of quarters this student will be working on the project. This must be a whole (integer) number. In situations where the academic quarter spans multiple periods, you must choose the budget period to which you plan to allocate costs. As a general rule, you should allocate costs to the budget period in which the quarter starts, as that is the period when you actually incur the tuition cost.
For example, if you have two five-month periods that start in September, you should allocate tuition for fall and winter quarter in the first budget period, and tuition for spring and summer quarters in the second budget period.
|Academic Tuition Amount
||This is a calculated field. It is equal to the Academic Quarter Tuition Rate times the Number of Academic Quarters.
|Summer Quarter Tuition Amount
||Enter the appropriate summer tuition amount for student personnel included in your budget. For more information, please see http://f2.washington.edu/fm/sfs/tuition.
|Increase % (Academic & Summer)
||Enter an inflation factor if you expect tuition to increase. This rate will be applied to both Academic and Summer amounts.
||This is a calculated field. It is equal to the sum of the Academic Tuition Amount and the Summer Quarter Tuition Amount, multiplied by the Increase percentage.
The Total Tuition values display in the “(08) Student Aid” section of the budget worksheet.
This is the setup page for personnel, including To Be Determined (TBD) persons. (See Salary and Wages Introduction.)
It consists of four sections
Primary Position Type & Fringe Benefit Rate
This section contains the default values for the person being added, as described in the following table. This image shows the fields with example data for a budget that includes APL benefits.
||An optional prefix for the person selected. Max of 10 characters (NIH limit).
Note: prefix is not available from any personnel system currently.
This will appear on the worksheet, and if your budget is connected to a Grant Runner application, the prefix will also flow through to the RR Detailed Budget form.
||The person selected in the Personnel Chooser.
For a TBD person, this field has a default value of “TBD” and is editable; the value saves as the PI First Name, which is one of the advanced search fields.
||An optional suffix for the person selected.
If the person has a suffix as part of their legal name or preferred name in Workday, it will auto-populate this field.
Max of 10 characters (NIH limit).
This will appear on the worksheet, and if your budget is connected to a Grant Runner application, the prefix will also flow through to the RR Detailed Budget form.
||The selected person’s title.
For a TBD person, this field is editable.
|UW Sub Object Code
||The UW Sub Object Code for the person selected. This code has a direct relationship with the one in the (08) Benefits section. If this code changes, the Benefits code will change to match.
For a TBD person, the default value is “(00) MISC”. Be sure you choose the appropriate UW Sub Object Code for the role to ensure the correct benefit rates.
The default Sub Object Codes for graduate students are:
- (30) for Graduate School Student Appointments – Teaching
- (40) for Graduate School Student Appointments – Non-Teaching
For information on graduate student compensation levels for NIH grants, see the Graduate Assistantship Compensation section on the Salary and Benefits web page.
View the complete list of UW Sub-Object Codes.
|Include APL Benefits
||Displays if you selected Budget includes Applied Physics Lab (APL) in the Advanced Settings section of the Properties tab.
Checking the box changes the Benefit Type for this person.
||Provides current HR benefit exemption information on the individual and enables you to change the benefit exemption classification for the person.
|Current Campus Benefit Rate
or Current APL Benefit Rate, and Current APL Leave Rate
|Displays the appropriate benefit information for this person or the sub-object code selected for a TBD person.
If you checked Include APL Benefits, the two APL Rates will display in place of the Current Campus Benefit Rate.
||The system cascades salary values across periods by default. You can uncheck this box to turn it off. When cascading is on and you have multiple budget periods, you will experience the following:
- When you change either the Monthly Base Salary amount or Salary Inflation Rate, all future period Monthly Salary Base values will be updated.
- The “Effort” section values, salary inflation rate, and any prior period entries will be unaffected by cascading, so that any custom entries will be retained.
Project Role and Effort
Use this section to indicate whether the person’s position is Calendar or Academic, their role in the project, and the amount of effort.
|Worker Position Type
||Defaults to Calendar, which is a 12-month period. Academic/Summer consists of a 9-month academic period plus a 3-month summer period.
||The default value is “Other.” Select the appropriate role for each person. Choices are:
- Principal Investigator
- Application PI
- Multiple PI
- Key Personnel
- Post Doctoral Associate
- Graduate Student
- Undergraduate Student
- Fellow (deprecated)
- Other (default)
As you add personnel, they will display in the order of the roles in the drop-down list. Therefore, the Principal Investigator displays as the first person listed in the 01 section, then Application PI, if included, and so on.
Note: You can designate only one Principal Investigator and only one Application PI. The role of Fellow has been removed, but will appear for older Budgets. Only one person can have the role of Principal Investigator or Application PI.
Academic % Effort
Calendar % Effort
|Used to calculate the Person Months, Period and Project Totals for the person’s (01) Salaries and Wages line items. It is dependent on appointment type.
- For a “Calendar” appointment, the percentage of effort is calculated on a 12-month period.
- For an “Academic” appointment, the effort periods are broken into two terms, Academic (9 months) and Summer (3 months).
- A correct value for effort is important because the person’s total salary for the period is equal to: % Effort times Starting Monthly Salary times the number of months in the period.
- The value you enter in the Setup will be used by all of the budget periods, by default. You can change the value for any specific period as needed on its period entry page.
Note: the two academic terms are independent of each other, so a person can have up to 100% effort for each term (academic and summer).
|Academic Hours Per Month
Summer Hours Per Month
|Displayed only for Academic Appointment types, once for Academic and once for Summer. The value is equal to the % Effort times 173.3 (the number of hours in a standard month).
Salary, Wages, and Stipends
This section displays information about the selected person’s earnings.
Note: If your sponsor imposes a salary cap, use the fields on the Targets & Caps Tab to enable the cap and specify the Annual Salary Cap Amount. The system will automatically adjust salaries to reflect the cap, and indicate which personnel have a capped salary.
||System-generated date (mm/dd/yyyy) indicating when the salary information was retrieved from the source system.
|UW Monthly Salary
||The salary of the person based on a 100% FTE.
|Clinical Monthly Salary
||The clinical salary information where applicable.
The earnings table lists all of the earnings for the selected person.
||This is checked by default to include this row in the Starting Monthly Salary total
|| Unique identifier for the Workday position
|| This value is 01 for Salary and Wages, followed by the sub-object code for the selected person
|| Cost center name and code
|| Organizational unit name and 10-digit code
|| Selected person’s title for this position
|| Possible pay types are:
Administrative and Endowed Supplements are included for Non-Faculty Personnel.
||Monthly or Hourly Rate
|| Proportion of total for this earning type
|| Total of Unallocated Rate value times the Distribution percent
Below this table is the Update Salary link. It updates this person’s salary for all periods with the latest information from Workday. Any new earnings that are not currently displayed will not be included in updated figure. It also updates the “date retrieved” value.
Note: if you want to update a person’s salary for other than the whole worksheet, you can use the Update Salary links in the Update Periods modal.
The Starting Monthly Salary field will reflect the total of the selected (checked) earning rows. If needed, it can be edited to include other earnings.
Select the V-shaped chevron at the right of the bar to expand the notes section. Enter your notations in the Note field.
When you are done, select Save & Return to Worksheet to close this modal and display the worksheet or Update Periods to open that modal.
The following two scenarios explain how to adjust for personnel promotions between and during a budget period, so that the budget properly reflects the appropriate UW Sub Object Codes for position and benefits.
Add a Salary Increase for a Promotion between Periods
When you add a person to a project, their appointment (or sub object code) is specified for the length of that project and cannot be changed.
So what do you do for a researcher who will get a promotion and a raise at the end of the first period? Our researcher is currently a Senior Fellow and in the future will be an Assistant Professor.
Use two budget line items: one for the current appointment and one for the future appointment. Each appointment will be used for a separate period.
Add a Salary and Wages line item for the researcher in the first period with the current appointment, and with the appropriate amount of effort. For the second, and any later periods, change the salary to $0 and the effort to 0%.
Add a second Salary and Wages line item for the same researcher with the future appointment. Enter their salary as %0 for the first period (when they have not yet been promoted) and their full salary the next period.
Schematically, the salary changes look like this, with example salary figures.
SAGE displays the worksheet with the researcher’s salaries for the first and second periods of the project. In the first period, they’ll make $50,000 as a Senior Fellow. In the second period as a Senior Fellow, they’ll make $0. In the first period as an Assistant Professor they’ll make $0 but in the second they’ll make $85,000.
Add a Salary Increase for a Promotion during a Period
This time the researcher’s promotion from Senior Fellow to Assistant Professor will occur in the middle of the first period.
Use two budget line items: one for the current appointment and one for the future appointment. The line for the future appointment will be adjusted for the one period in which the promotion occurs.
Add a Salary and Wages line item for the researcher in the first period with the current appointment. Let’s assume that the promotion will take effect half-way during the period.
So, on the line item for the current appointment, you would indicate 50% effort. Then on the line item for the future appointment, you would also indicate 50% effort. Finally, on the following periods, you would adjust the effort on the current appointment to 0%, and on the future appointment to 100%,
Note: You could achieve the same result by adjusting the Person Months for each appointment instead of the % effort.
In SAGE Budget, we revised how calculations are made for salary distributions.
- In the March 2013 release, we revised salary calculations to include additional earn types. We found a few rare cases where SAGE Budget lists inaccurate salaries when the salary distributions have not yet been entered into the HR database. We have now revised SAGE Budget to account for the distributions which are not in the database.
We updated our tools’ styles.
To ensure that our tools have a more consistent look and are easier to maintain, we made some changes in our code. In some newer browsers, you may notice slightly different colors, rounded corners, and other minor changes. The changes were made in the following tools:
- SAGE – System to Administer Grants Electronically
- FIDS – Financial Interest Disclosure System
- SPAERC – Sponsored Projects Administration & Electronic Research Compliance (for OSP)
- SERA – System for Electronic Research Accounting (for GCA)
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.
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.
||Shows the name of the individual or TBD person added, followed by their Title.
||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.
||Enter the value that represents the actual “Sea Pay” hours worked for each period.
|Period Total ($)
||Equal to Hourly Rate times Hours.
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
- Click the Add Personnel button.
- In the Personnel Chooser search for the desired individual.
- Click the person’s name to choose them.
- 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.