Tag Archives: Update Periods

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The value of the Facilities and Administrative (F&A) line for a period or the summary column is equal to the Amount Subject to Facilities and Administrative times the F&A rate.

The global F&A rate is determined in step 3 of the budget setup. You can edit it on the F&A tab.

You can change the F&A rate for a single period by clicking the value in that period’s column. Note: The new F&A rate will only apply to that specific period.

The field values displayed at the top of the modal are the ones chosen in step 3 of the budget setup, or as modified on the Properties or F&A tab pages.

  • Sponsor Name
  • Flow Through Sponsor
  • Institutional Activity Category
  • Location
  • Specific Funding Mechanism
  • Base Type

Click on the expansion triangle to open the F&A section at the bottom of the modal to see the following fields:

  • Period Rate is Custom: When you enter a rate in the F&A Rate field that is different from the global rate, this box will display as checked to indicate that a custom rate applies to this specific period.
  • Justification for Custom Rate: This field is required when you specify a rate other than the global rate.
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When you have finished the setup, selecting Update Period will display the Update Periods modal. The Amount field is defaults to the value of zero (0).

The value entered in the setup step for the Description is displayed here for reference.

The name of the period and its date range will display at the top of the period column.

Enter the amount for this line item for the appropriate period(s). The totals will recalculate when you click the Save icon.

At this point you do either of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet.
  • Select Line Setup link to save your data and return to the Line Setup modal where you can edit any of the values, as needed.
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This item-entry screen appears for (19-00) New APL items created by clicking the Add APL button and for the (19-10) Prorated Direct Costs line.

The Prorated Direct Costs line item (19-10) appears on your budget worksheet if you checked the box for Budget includes Applied Physics Lab (APL) in the Advanced Settings section of the Properties page. The current PDR rate will display when you check its box. The value for each period on the worksheet is equal to the PDC rate multiplied by the total amount for Salaries and Wages less any amount for Sea Pay. These values are read-only.

Values entered in the setup step for the Description and UW Sub-Object Code are displayed here for reference.

The name of the period and its date range will display at the top of the period column.

For 19-00 (Dept. Admin. Overhead) and 19-20 (Accrued VAC/SL) lines, enter the total amount for each period.

Note: the (19-40) Department Fixed Fee line will appear as the last line item of your budget if you checked the box for Budget includes Fixed Fee in the Global Attributes section of the Properties page. The default rate (currently 5.7%) is used to determine the Fixed Fee Value (FFV), which is equal to the Fixed Fee Rate (FFR) multiplied by the sum of the Facilities and Administrative Costs (F&A) and the Total Direct Costs (TDC).

FFV = FFR * (F&A + TDC)

The FFV is then added to the sum of the TDC and F&A to calculate the Total Project Cost (TPC).

TPC = FFV + F&A + TDC

At this point you can do either of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet
  • Select Line Setup to save your data and return to the Line Setup modal where you can edit any of the values, as needed.
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When you have finished the setup, selecting Update Periods will display the Update Periods modal. The Quantity and Price fields default to the value of zero (0).

The name of the period and its date range will display at the top of the period column.

Values entered in the setup step for the Description and UW Sub-Object Code are displayed here for reference.

Enter your quantity and price information for the appropriate period(s). For example, 4 items at $1,500 each. The totals will recalculate when you click the Save icon.

At this point you can do either of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet
  • Select Line Setup to save your data and return to the Line Setup modal where you can edit any of the values, as needed.
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When you have finished the setup, selecting Update Periods button will display the Update Periods modal. The Quantity and Price fields default to the value of zero (0).

Values entered in the setup step for the Description and UW Sub-Object Code are displayed here for reference.

The name of the period and its date range will display at the top of the period column..

Enter your quantity and price information for this line item for the appropriate period(s). For example, 5 items at $1,500 each.  The Period Subtotal and Total will recalculate when you click the Save icon.

At this point you can do either of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet
  • Select Line Setup to save your data and return to the Line Setup modal where you can edit any of the values, as needed.
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When you have finished the setup, selecting Update Periods will display the Update Period modal.

Values entered in the setup step for the Description, UW Sub-Object Code, and Destination are displayed here for reference.

The name of the period and its date range will display at the top of the period column.

The Quantity and Price fields for each period will default to the value of zero (0).

Enter your quantity and price information for this line item for the appropriate period(s). For example, 2 trips at $1,500 each. The Period Subtotal and Total will recalculate when you click the Save icon.

At this point you can do either of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet
  • Select Line Setup to save your data and return to the Line Setup modal where you can edit any of the values, as needed.
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When you have finished the setup, selecting Update Periods will display the Update Period modal. The Quantity and Price fields default to the value of zero (0).

The name of the period and its date range will display at the top of the period column.

Values entered in the setup step for the Description and UW Sub-Object Code are displayed here for reference.

Enter your quantity and price information for this line item for the appropriate period(s). For example, 100 books at $90 each. The Period Subtotal and Total will recalculate when you click the Save icon.

At this point you can do either of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet.
  • Select Line Setup to save your data and return to the Line Setup modal where you can edit any of the values, as needed.
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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.

Base Salary

The following image shows the Base Salary section of the Update Periods modal.

base salary section of update periods

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.

Effort

The following image shows the Effort section of the Update Periods modal.

effort section of update periods

This section includes

  • Months
  • % 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.

benefits totals section of update periods

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.

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.

Tuition

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.

tuition section of the update periods screen

Field Description
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.
Total Tuition 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.

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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.

primary position type and fringe benefit rate section

Field Description
Prefix 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.

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.

Suffix 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.

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.

Cascade Entries 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.

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
  • Application PI
  • Multiple PI
  • Mentor
  • Co-Investigator
  • Faculty
  • Key Personnel
  • Post Doctoral Associate
  • Graduate Student
  • Undergraduate Student
  • Secretarial/Clerical
  • 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.

% 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

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.

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

Administrative and Endowed Supplements are included for Non-Faculty Personnel.

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.

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When you have finished the setup, click the Update Periods button.

The Quarterly Tuition Rate and Number of Quarters fields default to the value of zero (0). The Increase % field will display the Tuition Inflation Rate as set in the Global Attributes section of the Properties page. You can adjust it as needed.

Values entered in the setup step for the Description and UW Sub-Object Code display here for reference.

The name of the period and its date range will display on the menu bar so you can easily tell which period you’re working on.

You will need to enter values for these fields for each period:

  • Quarterly Tuition Rate is the dollar amount for this period.
  • Number of Quarters is the number of quarters for this period.

The Total Tuition will recalculate when you click the Save icon.

  • Total Tuition = Quarterly Tuition Rate times Increase % times Number of Quarters

At this point you do either one of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet.
  • Select Line Setup link to save your data and return to the Line Setup modal where you can edit any of the values, as needed.