Budget Worksheets

This article covers worksheet types, header, settings, and totals. Two related articles, linked from this one in the bulleted list below, cover the salary and benefit costs section and the other costs section.

Worksheets: Primary and Added

A newly created budget will contain one worksheet with a default title of Primary Worksheet. You can rename the worksheet in its settings panel. This worksheet cannot be deleted.

Adding a Worksheet

Use the Add Worksheet link in the left navigation menu to create additional worksheets for your budget. When you select this link, a dialog will open. You can choose the type of worksheet you want to add, and edit its default title. The following image shows the dialog for adding a worksheet with the default values.

add a worksheet dialog

The worksheet types are:

  • Internal UW Worksheet
    • Use this when other departments within the UW are collaborating on a project
    • Values from this worksheet display on the Budget Summary under the corresponding object/sub-object codes.
  • Fabrication Worksheet
    • Use this type under certain circumstances when a defined portion of a larger project budget involves the fabrication of equipment and the sponsor is unwilling to pay indirect costs related to fabrication.
    • Values from this worksheet roll up to the Budget Summary under the (06) Equipment object code.
  • Subaward Worksheet
    • Use this to capture the budget of an outside institution to which the UW is subcontracting some portion of a project’s work.
    • Values from this worksheet roll up to the Budget Summary under the (03) Other Contractual Services object code. Subawards support custom external F&A rates and external benefit rates.

Each additional worksheet will appear on the left navigation menu in the order added.

Deleting a Worksheet

On the left navigation menu, there is a “more options” menu icon (3 blue vertical dots) following each non-primary worksheet name. Click on the “more options” icon to display the menu and select Delete Worksheet.  A confirmation dialog displays stating “Deleting a worksheet is permanent and cannot be reversed. All costs on this worksheet will be lost.” The following image shows the dialog.

delete a worksheet confirmation dialog

You have the option to cancel and keep the worksheet, or to delete the worksheet.

If you were viewing the worksheet when you delete it, the Budget Summary will display. Otherwise what you were viewing will not change.

Worksheet Header

Every worksheet has a header that displays its title and number. This header is always visible when you are in the worksheet.

When you create a worksheet, you have the option to edit the default title. At any other time, you can edit the title in its Worksheet Settings section, described below.

Each worksheet has a unique identifier assigned by the system. This number starts with the letter W and is displayed in the header following the title. For example, W111234.

Worksheet Settings

This section of the worksheet displays just below the header. By default, it is collapsed. Click anywhere in the section to expand it.

There are several sections of data that you can edit.

General Information

The following image shows the general information section.

worksheet settings general information section

This section contains the following fields.

  • Worksheet Type
    • You selected this when you created the worksheet and it cannot be changed.
  • Title
    • Use this field to edit the title; this is a required field.
  • Org Receiving Funding appears for the primary worksheet only; Fiscally Responsible Org appears for all other worksheets.
    • Use the type-ahead search to find a match by organization code or department abbreviation. A results list will appear after you’ve entered a few characters. Click on a result to select it.
  • Box Number for Official Correspondence
    • Enter the appropriate value. This field is optional.
  • Cascade Other Costs Entries
    • By default, other costs entries are not cascaded across periods, unless this option was selected in the Budget Settings. Click the toggle to enable cascading. This will affect newly added costs, not existing ones. You can override the cascade setting for any individual cost entry.

Worksheet Default Inflation Rates

The following image shows the default inflation rates.

worksheet settings default inflation rates

There are three inflation rates that are used in calculating values. The rates apply to all budget periods.

If you edited the values in the Budget Settings, they will be the default values for a newly created worksheet. However, Budget Settings changes will not affect any existing worksheet values.

  • Salary – applies to personnel salary entries; the default value is 2%
  • Tuition – applies only to tuition entries; the default value is 3%
  • General – applies to all other cost entries; the default value is 0%

You can edit these values for any individual worksheet, and the changes will be applied to any newly added costs.

APL & Fixed Fee

The following image shows the APL and Fixed Fee sections of the worksheet settings with both sections open.

worksheet settings for A P L and fixed fee

APL

Click on the toggle switch to enable this option. The PDC Rate field will display with the default rate, which is editable. PDC is the Prorated Direct Cost. A message will appear briefly over the bottom of the page indicating that APL is being added to your budget, followed by a message saying the addition is complete.

Once enabled, when adding a personnel cost, you have the option of using APL benefits for that person. When you do so, an icon (atom) will appear following the person’s name.

Prorated Direct Costs (PDC) are automatically added when APL is enabled, except on fabrication worksheets. The system will add a 19-10 line item to the Other Costs section of the worksheet. The amount for a given period is equal to the PDC Rate times the period costs subject to the Modified Total Direct Cost (MTDC) base (excluding any 19-xx costs).

Note: When APL is enabled on the primary worksheet, PDC includes all of the costs on the primary worksheet including first $25,000 of any 03-62 cost on the primary worksheet and the first $25,000 of any subaward worksheets. Review Budget Calculation Formulas for details.

Fixed Fee

Click on the toggle switch to enable this option. The Base Type and Fixed Fee Rate fields will display.

There are two defined base types for use with Fixed Fee and an option to create a custom base. The default base is Total Costs (TC).

  • Total Costs (TC) includes all object/sub-object codes except
    • 19-40 which is Fixed Fee itself
  • Total Costs less Equipment (TC less E) includes all object/sub-object codes except
    • All 06 Equipment object/sub-object codes
    • 19-40 which is Fixed Fee itself
  • Custom – selecting this base will open a modal where you can choose which object/sub-object codes you want to include for Fixed Fee.

Note: Both the Total Costs and Total Costs less Equipment bases also include Facilities and Administrative (F&A), object/sub-object code 25-99.

The default rate for Fixed Fee is 5.7% and can be edited. The Fixed Fee amount is equal to the rate times all of the object/sub-object costs in the selected or custom base.

Sea Pay

The following image shows the Sea Pay section of the worksheet settings with the option enabled.

worksheet setting for sea pay
Select the “Includes Sea Pay ” toggle switch to enable this option.  As you add personnel, you will be able to include sea pay as needed. Sea pay can be added for personnel on the primary worksheet and on internal and fabrication worksheets. Review Salary and Benefit Costs for details on adding sea pay for personnel.

When a person has sea pay, an “anchor” icon will appear next to their name on the worksheet and budget summary.

F&A Settings

There are no default settings for Facilities & Administrative costs. You will need to set these values for each worksheet. You can define a custom F&A rate, which is described below following the non-custom options. The following image shows the F&A settings section.

worksheet settings f and a

Start by using the Activity Location drop-down menu to select a location. Choices are:

  • South Lake Union Campus
  • Off Campus
  • On Campus (includes Harborview)
  • Research Vessel
  • WA Natl Primate Research Center (WaNPRC)

Then select your Sponsored Program Activity Category from its drop-down menu. See GIM 13: Activity Types for definitions.  Choices are:

    • Organized Research
    • Instruction
    • Other Sponsored Activities

If appropriate, select the checkbox to indicate “This worksheet is part of an industry sponsored clinical trial.”

If you selected WA Natl Primate Research Center (WaNPRC) for your Activity Location, then you will need to chose a Primate Center Rate Type rather than a Sponsored Program Activity Category. The types are: Core, Federal Other, and Non-Federal Other.

For the Base Type, the system will use a default setting based on your choice of Activity Location. The defaulted Base Types are:

  • Modified Total Direct Costs (MTDC)
  • Total Direct Costs (TDC)
  • Salary & Wages (S&W)

The rules for Base Type choice are as follows.

Activity Location Base Type
South Lake Union Campus
OR Off Campus
OR On Campus (includes Harborview)
MTDC

If Clinical Trial is also selected, then TDC

WaNPRC MTDC
Research Vessel S&W

A table below the Base Type information displays the Default F&A rate for each period. A second column displays the F&A Rate in Use.

Note: Fabrication worksheets cannot charge any F&A costs, so a statement to that effect displays in place of the fields.

Object and Sub-Object Codes

Review F&A Base Type Object and Sub-Object Codes to see which codes are included in each base type.

Custom F&A

To use a custom F&A rate for your worksheet, start by clicking on the toggle to enable this feature.  The Base Type field will become editable, as will the rates in the F&A Rate in Use column. These additional base types will display in the drop-down menu:

  • Total Direct Costs less Equipment & Tuition (TDC less E&T)
  • Custom… – used to fully define what costs are subject to F&A

When you select a custom base type, a dialog will display, allowing you to select which costs to include. See Custom F&A Base Types for details.

Worksheet Totals

This section of your worksheet displays calculated totals, with one column for each period, and one for the All Periods value. The following image shows an example of this section for a budget with APL Fixed Fee included.

budget worksheet totals section including fixed fee

The subsections are:

  • Total Direct Costs – the total of all salary, benefit, and other cost entries
  • Facilities and Administrative – the amount of F&A, with details when the subsection is expanded
  • APL Fixed Fee – this only displays when enabled in the worksheet settings
  • Total Worksheet Costs – the sum of the Total Direct Costs and the F&A

When you expand the F&A section, you will see the base type and activity location in the Description column. For each period and the All Periods column, there are rows for the following values, to clearly show the calculation results.

  • Total Direct Costs
  • Costs Subject to F&A, or Costs Subject to Subrecipient F&A for subaward worksheets
  • F&A Rate, or Subrecipient F&A for subaward worksheets
  • F&A Costs, or Subrecipient F&A Costs for subaward worksheets