Tag Archives: Salary

0

You can use the period entry page to adjust the personnel values for a specific period of the budget (Period 1, Year 1, etc.). The budget period description and dates display in the top left corner of the data entry page.

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.

Remember, Global Attributes will be applied for all budget periods.

The modal entry sections are

Each section can be collapsed or expanded as desired.

Effort

update periods showing effort and salary totals sections

Months is auto-calculated based on two data fields from the Line Setup page:

  • project period duration in months
  • appointment type (calendar vs. academic)

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.

Salary

update periods modal salary sections

The Monthly Base Salary is copied from the Line Setup page for this person. By default, this field for the first period will display the value entered as the Starting Monthly Salary on the Line Setup page. For any following periods, the amount will include the inflation increase applied to the prior period.

To modify this number, you can:

  • Change the Starting Monthly Salary for this person, on the Line Setup modal.
  • Modify the salary data for any period.

For personnel that are paid hourly, the Starting Monthly Salary value 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.

Increases

The Salary Inflation Rate (%) allows budgets to grow incrementally as needed for each project period to control for inflation over time.

Remember, Global Attributes will be applied for all budget periods.

Salary Inflation Rate (%)

This number is auto-populated from the Global Attributes section of the Properties page. To modify the percentage for this project period, for this person, either change the data for one of more periods or change the data on the properties page to change it globally.

The increase amount is equal to the Monthly Base Salary multiplied by the Inflation Rate.

For examples on how to adjust for promotions (a change of UW Sub Object Code), see Salary and Wages: Promotion Adjustments.

Salary Totals

Displays the total salary for the person listed for each period and the overall project.

Period Total Salary

The Period Total Salary row shows the total for each period and in the far right Summary column, the total for the project.

  • Period Total Salary = (Monthly Base Salary + Increases Monthly Total) * Person Months
  • Project Total = sum of all period totals

Benefits

update periods benefits section

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.

Field Description
Benefit Type 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.
Benefit %

(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) in the Global Attributes section on the Properties page.

Benefit Update 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.
Total Benefits 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.

Tuition

update periods tuition section

You may pay tuition for student personnel.

Student personnel are designated as 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 see the option to enter a Quarterly Tuition Rate 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 “Quarterly Tuition Rate” and “Number of Quarters” will not be an option.

Remember, Global Attributes will be applied for all budget periods.

Field Description
Quarterly Tuition Rate This 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 you need to add an additional line for summer tuition under Student Aid. When you add a student to your project in the Salary line, you have the option to specify tuition. Enter the appropriate tuition rate, and then enter 3 for the number of quarters in the academic year. Then, under Student Aid, click Add Tuition and Fees, enter the appropriate summer tuition rate, and then enter 1 for the number of quarters.

Increase % Enter an inflation factor if you expect tuition to increase.

Total Tuition Rate equals the Quarterly Tuition Rate multiplied by the [Tuition] Increase %. That amount is added to the Quarterly Tuition Rate.

Number of Quarters The number of quarters this student will be working on the project. 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.
Total Tuition Equal to the Total Tuition Rate multiplied by the number of quarters for this person during this project period.

The Period’s Total Tuition value displays in the “(08) Student Aid” section of the budget worksheet.

0

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.

example primary position information

Field Description
Name 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.

Title 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.

Benefits Exemptions 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.

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.

project role and effort section

Field Description
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.
Project Role The default value is “Other.” Select the appropriate role for each person. Choices are:

  • Principal Investigator
  • Mentor
  • Co-Investigator
  • Key Personnel
  • Fellow
  • Multiple PI
  • 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 Mentors, and so on. Only one person can have the role of Principal Investigator.

% Effort

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.

salary, wages, and stipends section

SAGE Budget does not enforce any salary caps. Therefore, if your sponsor imposes a salary cap, divide that value by 12 to get the monthly equivalent. Enter that value in the Starting Monthly Salary field.

Field Description
Date Retrieved  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.

Column Description
Checkbox This is checked by default to include this row in the Starting Monthly Salary total
PositionID  Unique identifier for the Workday position
Obj-SubObject  This value is 01 for Salary and Wages, followed by the sub-object code for the selected person
Cost Center  Cost center name and code
Organization  Organizational unit name and 10-digit code
Position Title  Selected person’s title for this position
Pay Type  Possible pay types are:

  • Allowance
  • Stipend
  • Basepay
Unallocated Rate Monthly or Hourly Rate
Distribution %  Proportion of total for this earning type
FTE Rate  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.

Notes

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.

If one person will hold two different employee positions over the life of a project, how can I make sure the right salary and benefit rates are applied for each of position?

To adjust salaries for a person who will be holding two different positions over the life of the project, you need to add the person twice to the Salaries and Wages Line of your budget and select the appropriate UW Sub-Object Code for each position. Be sure to adjust the % effort appropriately for each period. The correct benefit rate will automatically be applied according to each position’s Sub-Object Code.

See the Salary and Wages: Promotion Adjustment Scenarios article in the user guide for an example of how to set this up correctly.

Does SAGE Budget enforce NIH Salary Caps?

No. To accommodate sponsor-defined salary caps, you must convert the annual cap to a monthly maximum salary, and then enter that amount in the Starting Monthly Salary field on the Personnel Details setup page. If your sponsor does not allow an annual increase to salary, be sure to change the Salary Inflation Rate % for each period to 0%. See the Salary and Wages Setup: Source Information user guide article for more details.

Will SAGE Budget automatically add the clinical salary of personnel to my budget?

Yes. When you add a clinician to the Salaries and Wages line of your budget, both the UW Monthly Salary and Clinical Monthly Salary are included in the total Starting Monthly Salary. See the Salary and Wages Setup user guide article for more details.

0

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

The Problem

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.

The Solution

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.

The Implementation

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 his salary as %0 for the first period (when he hasn’t yet been promoted) and his full salary the next period.

Schematically, the salary changes look like this, with example salary figures.

2017 2018
Senior Fellow
(01-23)
$50,000
100% Effort
$0
0% Effort
Assistant Professor
(01-11)
$0
0% Effort
$85,000
100% Effort

SAGE displays the worksheet with the researcher’s salaries for the first and second periods of the project. In the first period, he’ll make $50,000 as a Senior Fellow. In the second period as a Senior Fellow, he’ll make $0. In the first period as an Assistant Professor he’ll make $0 but in the second he’ll make $85,000.

Add a Salary Increase for a Promotion during a Period

The Problem

This time the researcher’s promotion from Senior Fellow to Assistant Professor will occur in the middle of the first period.

The Solution

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.

The Implementation

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%,

2016 2017
Senior Fellow
(01-23)
$24,720
50% Effort
$0
0% Effort
Assistant Professor
(01-11)
$50,985
50% Effort
$105,029.10
100% Effort

Note: You could achieve the same result by adjusting the Person Months for each appointment instead of the % effort.

June 2013 SAGE Release

Fixes/Enhancements

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)
0

The Sea Pay line item appears when you select the Budget includes Sea Pay checkbox in the Global Attributes section of the Properties page (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.
2

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 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.

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.