This lesson describes how to set budget properties.
In this lesson, you’ll learn how to:
- Create and name a budget
- Specify the UW organization that will receive the funding
- Specify the sponsor or agency funding the project
- Add a new sponsor
- Set Global Attributes
- Use Advanced Settings
NOTE: If you leave the title field blank, or fail to select an organization code or a sponsor for the project, SAGE will display an error message. It will not let you advance to the next page after clicking Next.
To Create a New Budget
1. Click the Create New Budget button at the top-right corner on the My Budgets task list.
SAGE automatically creates a new budget with a default name of “New Budget”. SAGE assigns the budget an ID number. In this example, it’s B1413, and tells you that you are at the first of four steps for creating a budget.
2. Rename the budget by entering a name in the Budget itle field.
NOTE: This is the “working title” for the budget and is limited to 22 characters in length.
To Add the UW Organization Code
Add the UW organization code for the business unit receiving the funds. SAGE has two options for adding organization codes to the budget.
1. If you know the organization code for the unit, enter it in the second textbox on the page and click the Verify link.
SAGE returns the name of the unit that will be receiving the funding.
In the example below, the Budget Office organization code is a part of Planning & Budgeting code, which is part of the President’s code, which is a part of the Seattle Campus Gen U code.
- To see the parent units for the unit receiving the funds, click the Display List button.
- To hide the parent units, click the Hide List button.
If you enter a ten digit number that is not an organization code, SAGE displays the following message, “Unable to find the requested organization”.
2. If you do not know your Organization Code, click the Look Up Organization Code button. SAGE will open the Organization Chooser, a tool for navigating into the organizational structure of a business unit.
For example, if you are looking for the Budget Office organization code in the Seattle Campus Gen U business unit, you’d use the Down Arrow button to navigate from Seattle Campus Gen U, to President to Plannng and Budgeting.
The result in SAGE would look like this.
When you click the organization code link 2030002000, SAGE returns to the Step 1 of 4 page and displays the selected unit’s name and code.
To select the Sponsor’s Name
1. Click the Look Up Sponsor button to add the sponsor’s name. SAGE will display the Choose Sponsor chooser.
2. Enter the name of the sponsor in the Search field if you know it. If you don’t know the sponsor’s entire name but you can remember one of the words in the name, you can narrow your search by entering that word in the Search field.
3. Click the Search button.
4. Locate your sponsor, and click the link to select it.
NOTE Acronyms and abbreviations will only work when they are part of the sponsor’s name. Not all sponsors use them.
To Add a New Sponsor’s Name
1. If your sponsor’s name doesn’t appear in the Results list, create a placeholder by entering the word “Pending” in the Search field.
2. Click the Search button.
SAGE displays a list of sponsor types in the Results list. SAGE provides several sponsor types, such as State of Washington, City of Seattle, Other Local Government, etc.
3. Locate the sponsor type in the list on the right side of the page and click the PENDING -- Notify OSP of Correct Sponsor link that corresponds to your sponsor type.
SAGE returns to the Step 1 of 4 page again with the placeholder for the sponsor’s name.
4. Email firstname.lastname@example.org to request that the sponsor’s name be added to the database.
Later, when OSP has updated the sponsor list, you can update the sponsor information, using the Change the Sponsor link to delete the placeholder and insert the appropriate sponsor or agency name.
To Set Global Attributes
The Global Attributes are applied consistently across your budget line item entries, unless you specify an exception.
These rates are applied to all appropriate fields for all budget periods.
- Salary applies to all personnel
- Tuition applies to all personnel who have been set up with tuition
- General applies to all budget lines except salary and tuition
To change the default values, just click in the field and enter the new number. You will be prompted to confirm your change.
Round amounts to the nearest dollar
The default value for this is checked, so rounding occurs. The rounding applies only to how the budget values are displayed, not the calculations. Rounding is done using “banker’s rounding” which means that numbers ending in .5 round to the closest even number, instead of always rounding up.
Cascade entries on non-salary items
The default value for this is unchecked.
When enabled, all the values you enter for non-salary line items in one budget period are automatically propagated to subsequent budget periods.
You also have the option to toggle the cascading feature on or off when you edit the line setup for any non-salary line item in your budget.
You now have the choice to use the published preliminary benefit rates when creating your budget. By default, the “Use preliminary” choice will be selected for a newly-created budget. If you wish, you can change this to use only the current rates.
When using preliminary rates, the rate value that is be used for a given period is determined by the start date of that period. For example, if you are creating your budget in April (current fiscal year) and your budget period starts in August (next fiscal year), then the preliminary rates would be applied to that period. If the period started in the same fiscal year, the values used would be the current rates.
The Update Benefit Rates link will update the rates for all personnel, for all periods. If you start your budget using one set of rates, then later the rates are changed, , be sure to click the Update link to apply the change. When you click on this link, you will be prompted to confirm the change, and notified when it’s done. If you wish to switch between using preliminary and only current rates, select the other rate and then confirm the change. The rates will be updated globally for all personnel, for all periods.
To Use Advanced Settings
At the bottom of Step 1 is a link to the Advanced Settings where you can specify whether your budget includes Applied Physics Lab or Sea Pay, enable Targets & Limits, and specify the decimals to display for quantitative figures in your budget.
Click on this link to open the setting modal.
Budget includes Applied Physics Lab (APL) and related fields
- Budget includes Applied Physics Lab (APL) enables you to add APL lines and PDC lines (if checked), to the budget.
Checking this box displays two additional fields: PDC Rate and Budget includes Fixed Fee.
- The PDC Rate is used in determining the Prorated Direct Costs Value (PDCV), which is equal to the Prorated Direct Costs Rate (PDCR) multiplied by the sum of Personnel Salaries (PS) for each period. The PDCV is included on the budget worksheet as read-only under the (19) APL section (object/sub object code 19-10)
PDCV = PDCR * PS
- Checking Budget includes Fixed Fee displays the Fixed Fee Rate field.
- The default value for the Fixed Fee Rate is 5.70%. This rate 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 Administration 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
Budget includes Sea Pay
- Checking this field adds the “(01-86) Sea Pay” line to the Salary and Wages section. The Sea Pay Calculation is used to accommodate up to an additional 44 hours per week for personnel at sea.
Decimals displayed for dollar amounts
- This enables you to specify the number of decimals you want to display for dollar amounts on your budget or sub-budget. You can also alter the number of decimals displayed for specific line item entries in your budget worksheet.
Decimals displayed for percents
- This enables you to specify the number of decimals you want to display for any percents on your budget or sub-budget. You can also alter the number of decimals displayed for specific line item entries in your budget worksheet.
Decimals displayed for general numbers
- This enables you to specify the number of decimals you want to display for any general quantities on your budget or sub-budget. You can also alter the number of decimals displayed for specific line item entries in your budget worksheet.
Enable Targets & Limits
- Select this checkbox when you want to specify target amounts for your budget and track budget amounts in relation to those targets. A fifth step will be added to the new budget wizard for entering targets & limits values.