Tag Archives: Budget

Note: If you connect a SAGE Budget to your Grant Runner application when using the RR Detailed Budget, the system will automatically add periods and data to the RR Detailed Budget form. The form will become read-only, except for the link to add the Budget Justification attachment. In addition, a link to the Sponsor Budget Map page will appear on the left navigation menu. The Sponsor Budget Map shows how your SAGE Budget data flows into the RR Detailed Budget form.

The information on this page covers an application without a connected SAGE Budget.

Section A: Senior/Key Persons

In this section, you need to include all of the senior or key research personnel.

detailed and subaward budgets senior key persons section

Select Add New Key Person to add a row to the section. Complete the following fields.

Field Description
Name Use the multiple field entry to add name information. Only the first and last names are required (indicated by the red outline).

senior key persons add person senior key person name after adding

Once you add the name information, the page will shift to displaying the name followed by “(edit)”.  Click on the name to make any necessary changes.

Project Role Use the text box to enter the appropriate role for each person entered.

Note: For the Detailed Budget, you must add at least one person with the specific role of “PD/PI” in each budget period. The first person you list with that role must match the PI listed on the SF 424 form. If the PI for the eGC1 is different than the PI for the Grant Runner application, use the Application PI role type on the eGC1 PI, Personnel, & Organizations page. The first PD/PI you list must then match the Application PI’s information. The match is based on first and last name only.

Commonly used roles are:

  • PD/PI
  • Co-PD/PI
  • Faculty
  • Post Doctoral
  • Post Doctoral Associate
  • Post Doctoral Scholar
  • Graduate Student
  • Undergraduate Student
  • Other Professional
  • Technician
  • Consultant
  • Co-Investigator
Base Salary Enter the base salary for each person listed. This field is not required.
Calendar, Academic, and Summer Months Use these columns to indicate the amount of time each person will be working on the project for this budget period. Some amount of effort is required. Enter either the number of calendar months or a combination of academic and summer months.

For example, the first three rows below have valid entries. The last one is not valid, as indicated by the red outline, because there are values in all three columns.

senior key persons effort months

Requested Salary, Fringe Benefits Enter the amount of salary and any fringe benefits requested for each person listed. These are required fields, but the value may be zero.
Funds Requested This final column is automatically calculated and is the sum of the Requested Salary and Fringe Benefits values. The field is displayed as read-only.
Delete Link A Delete link displays at the far right of the table for each person listed. Use this link to completely remove the data for that person. You will be prompted to confirm the deletion.

SAGE will calculate the value for the “Total Funds for Key Persons” field.

Section B: Other Personnel

In this section, include the other general categories of personnel who will be working on the research. The form automatically includes the first four Project Roles. You can also add other categories of personnel by clicking on the Add New Other Personnel button.

This example shows an added row for a Data Analyst.

other personnel section

You can add up to 6 additional rows for other personnel types. Once you have added 6 rows, the Add New Other Personnel button will be disabled with the explanation “Maximum allowable by the Sponsor has been reached” displayed.

Field Description
Number of Personnel Use this field to indicate how many individuals are in this role.
Project Role There are 4 fixed roles built into the form.
Calendar, Academic, and Summer Months As in Section A, use these columns to indicate the total amount of time this group of people will be working on the project for this budget period. Some amount of effort is required. Enter the total number of calendar, academic, and summer months.
Requested Salary, Fringe Benefits Enter the total amount of salary and any fringe benefits requested for this group of people. These are required fields, but the value may be zero.
Funds Requested This final column is automatically calculated and is the sum of the Requested Salary and Fringe Benefits values. The field is displayed as read-only.
Delete Link A Delete link only displays (at the far right of the table) for custom personnel roles. Use this link to completely remove the data. You will be prompted to confirm the deletion.

SAGE will calculate the values for the Total Number of Personnel and the Total Other Personnel Costs ($) fields.

Note: If you connect a SAGE Budget to your Grant Runner application when using the RR Detailed Budget, the system will automatically add periods and data to the RR Detailed Budget form. The form will become read-only, except for the link to add the Budget Justification attachment. In addition, a link to the Sponsor Budget Map page will appear on the left navigation menu. The Sponsor Budget Map shows how your SAGE Budget data flows into the RR Detailed Budget form.

The information on this page covers an application without a connected SAGE Budget.

Overview

A newly selected Detailed or Subaward Budget will not have any existing periods. You will need to add periods to the budget and then manually enter in the appropriate values for your budget.

For Subaward budgets, you also have the option of importing data from a Grants.gov PDF subaward form.

The steps to complete a budget period would be:

  • Create an initial budget period
  • Create additional periods either manually or by copying a previous budget period
  • Complete the sections of each budget period
  • Review the Cumulative Budget section

Create a Budget Period

On a new budget, there are no existing periods, so the page will indicate “No items exist” and provide a button to create periods. To begin adding budget periods, select the Add New Budget Period button.

detailed budget add new budget period button

The page will refresh and display a period summary table with headings and a row of data for the new budget period. Links to Expand All / Collapse All will appear above the heading row that can be used to fully display (or fully collapse) the accordion sections on the page.

detailed budget new period layout

The summary data for each period includes its Start and End Dates and major totals.

To the right of the totals, if there are any errors in the data for the period, the error icon (red circle with white exclamation point) will appear (see eGC1 and Grant Runner Errors and Warnings Summary for additional details).   Next is a Collapse link which will close the detailed part of the budget period leaving just the summary row displayed.

error icon with collapse and delete links

When collapsed, a link to Expand will appear in the row. Finally, the summary row includes a Delete link which will entirely remove the budget period.

error icon with expand and delete links

Budget Period Data

The first data fields within the Budget Period are the Budget Period Start and End Dates. The system will provide initial values for these fields based on the application start date and the assumption of a one-year period. The fields are editable if these assumptions do not fit your budget.

For full details on entering Personnel and completing other sections of the budget period, please view those help pages, linked below:

Download Alert: If you are trying to download the subaward form when using Chrome, you may get what appears to be an error page. See the steps for Chrome below for instructions.


Whenever the RR Detailed Budget is available for use, the RR Subaward Budget will appear in the Optional section on the navigation menu.

Note:  You can only use the Subaward Budget with the Detailed Budget, not with the Modular Budget.

Subaward Budget Summary Page

When you first open the Subaward Budget, you will see the Summary page. Once you add subawards, they will display here in a summarized form. You can open each subaward to display its budget details. You can add up to 30 subawards. If you are submitting an application with more than 30,you should convert the remaining budgets to PDF and include them as part of your Budget Justification attachment.

Be sure to carry the subaward totals over to the RR Detailed Budget form, into section F: Direct Costs. If you have connected a SAGE Budget to your application, the “sysc” process will take care of this.

subaward budget summary form

On a new Subaward form, you have the option of adding a subaward by manually entering the data or by importing a budget.

Note: you can only import a budget that uses the Grants.gov subaward PDF form.

create new subaward budget button and import subaward button

Create a New Subaward

When you click the Create New Subaward Budget button, the page will refresh to display the Subaward Budget Detail page on which you will manually enter your budget data.

At the right side of the page, you’ll see the “Show Form Errors” link and the Save and Print Page icons. Below is the Return to Subaward Budget Summary button which moves you from the Detail page back to the Summary page.

 

subaward budget detail page header

Subaward Budget Details Page

The Subaward Budget form, like the Detailed Budget form, includes four main sections. This help page covers the Project Information section, which differs from that of the Detailed Budget. For details on the other sections, click the links below.

Project Information Section

This section is where you enter basic information about the organization.

subaward budget detail page project information

Field Description
Organization Name Enter the name of the subaward organization. This value will display on the Subaward Budget Summary page in the summary row for the organization.
Organizational DUNS Enter the organization’s DUNS number. This number cannot be the same as the applicant organizational DUNS listed on the SF424 form.
Cognizant Federal Agency POC Enter the Point of Contact information for this subaward. This information is not required.
Budget Type For a subaward Budget, this is set by the system to Subaward/Consortium.
Project Start and End Dates This information is copied from the eGC1 Details page. You can change the values there as noted in the “i” instructions.

Import a Subaward Budget

Download Blank Budget Form

From the summary page, you can download a blank budget form to share with subrecipients. Once the pdf form is completed, you can then import the data into your GR application.

Note: you can only import a budget that uses the Grants.gov subaward PDF form. To be sure you are using the correct version of the form, use the link on the page.

Known issue with Chrome: When you click the “Download Blank Budget Form” link, a page displays that refers to the version of Adobe Acrobat being used, and the file is not immediately downloaded. Look for the standard download icon on the upper, right corner of the page. Move your mouse to that are if the icon is not visible. Once you use the download icon, the file will be downloaded as usual.

Import the completed form

When you click on the Import a Subaward Budget button, the attachment dialog will display.

subaward budget import dialog

Enter a description and browse for the file you want to import.  (The description will not display on the subaward budget page.)

The system will import the data from the PDF and display the Subaward Details page with the data filled in. The budget periods will display as collapsed initially. However, the error icon (red circle with white exclamation point) will display next to a subaward’s Expand link if there is any missing required data in any of the periods.

Possible Common Import Error

  • In Section A (Senior/Key Persons), if the Personnel Role you entered on the Grants.gov form does not exactly match one of the choices in the drop-down menu, the system will not import that value.

Once you complete the import, you may edit any of the data values as needed.

Budget Sync Feature Note: If you connect a SAGE Budget to your Grant Runner application when using the RR Detailed Budget, the system will automatically add periods and data to the RR Detailed Budget form. The form will become read-only, except for the link to add the Budget Justification attachment. In addition, a link to the Sponsor Budget Map page will appear on the left navigation menu. The Sponsor Budget Map shows how your SAGE Budget data flows into the RR Detailed Budget form.

Rounding Note: Because NIH wants the budget data in whole dollars, we recommend you select rounding to whole dollars.  If you don’t, you may see a very slight difference in some values.

The information on this page covers an application without a connected SAGE Budget.

Overview

The RR Detailed Budget can include up to 5 budget periods. Depending on the Grants.gov Opportunity ID chosen, the detailed budget may appear in the Mandatory Grant Runner Forms section of the left navigation menu or in the Optional Grant Runner Forms section. For some opportunities, both the RR Detailed Budget and the PHS398 Modular Budget form may appear in the Optional section on the navigation menu.

Be sure you fill in the appropriate form for your opportunity according to the sponsor instructions.  You may only include one budget form (modular or detailed) for a given submission to Grants.gov.  SAGE will give you an error message if you attempt to complete an application that contains both budget forms.

The Detailed Budget form includes four major sections.

This user guide article covers the Project Information section.

For details on the other sections, click the links below.

overview of detailed budget page

Project Information Section

This read-only section displays some general information about the Grant Runner application for reference purposes.

detailed budget project information section

Note:  the “i” instructions indicate where you can change some of the displayed data.

Field Description
Organization Name and Organizational DUNS This information is copied from the SF 424 form. If needed, the DUNS value can be changed there.
Cognizant Federal Agency POC The information for the Point of Contact is the same for all Grant Runner eGC1s at the UW.
Budget Type For a Detailed Budget, this is set by the system to Project.
Project Start and End Dates This information is copied from the eGC1 Details page. The values can be changed there.

This optional form allows you to enter data about your modular budget. The Modular Grant application does not require a categorical breakdown of direct costs requested in the application; however, other requirements still apply. Review the application directions for specific modular instructions.

For more information about the use of Modular Budgets, view the NIH Modular Research Grant Applications page.

Project Information

  • The Project Start Date and End Date display for reference. You can change these values on the eGC1 Details page.
  • The Cognizant Agency and Indirect Cost Rate Agreement Date are the same for all Grant Runner applications. The system pre-populates the values.

Budget Periods

When you click Add New Budget Periods an accordion will open for you to enter the data for the period.

The system pre-populates the Start and End Dates based on your project dates. You can change the values.

For each budget period you will need to enter the following data:

  • A. Direct Costs
    • Direct Cost Less Consortium F&A ($)
    • Consortium F&A ($)
    • Total Direct Costs ($) are calculated for you

Budget Period Dates and Direct Costs

  • B. Indirect Costs
    • Indirect Cost Type Description (MTDC, TDC, or other)
    • Indirect Cost Rate (%) (minimum of 1% for NIH)
    • Indirect Cost Base ($)
    • Funds Requested are calculated for you

Indirect costs entry

If you need additional entries for Indirect Costs, use the Add New B. Indirect Costs button to create another data entry row.

  • Total Indirect Costs ($) are calculated for you
  • Total Direct and Indirect Costs ($) are calculated for you

See  GIM 13 Facilities and Administrative (F&A) Rates for more information.

You can click Collapse to close the accordion at any time.

The periods you entered will display on the page with dates and total values. The last row of the table will display the overall totals.

Budget Periods list

To Make Changes: Click on the Expand link to make changes to the data entered.
To Remove a Period: Use the Delete link to remove the period from the list.

Cumulative Budget

The system calculates the values for this section. You can expand the section accordion to review the values.

Budget Justification Attachments

The budget justification is an important section in any proposal. Use it to state why an item costs what it does, and to indicate how each item relates to the research plan. Be sure to provide sufficiently detailed information to address all sponsor concerns with respect to cost and need. In general, explanations should be more detailed for competing than for non-competing applications (Include project salary, percent effort, fringe benefits, travel, supplies, analyses, equipment, F&A rate and unallowable costs.)

You can add attachments for Personnel Justification, Consortium Justification and Additional Narrative Justification. Consult your sponsor instructions to determine which of these you might want to add.

In the Consortium Justification, list the individuals and/or organizations with whom you have (or will) make consortium or contractual arrangements, the percent of effort of key personnel and their role on the project, and indicate whether the collaborating organization is foreign or domestic. If you propose a contract/consortium arrangement, include a letter of commitment or intent.

The Total Costs (Direct + F&A) are calculated and displayed automatically by SAGE for the 1st Period and Total (All Periods).

total project costs section

You will need to list separately each institution subcontracting with the UW in this section. The object code for subcontracts is 03-62. This is displayed automatically by SAGE. (Do not include subcontract amounts in the 03 totals of the eGC1 Budget section above.)

Subcontracts section

Names must be unique; if listing more than one subcontract with the same institution, differentiate them (e.g., “UCLA 1”, “UCLA 2”). Calculate and enter the appropriate amounts for each subcontract.

Use the Add Subcontract link to save the current entry and add another row.

Use the Delete link to remove a row.

SAGE calculates and displays the Subcontracts Subtotal amounts based on the entries in the Subcontracts table. You will also see the subtotal of all subcontracts for the first budget period and the total for all budget periods.

See the financial system Object Codes, and GIM 7 Sponsored Program Subaward Administration for more details.

Top