This line displays after the (38) Unallocated line or after (19) APL, if you selected it.
The system automatically calculates this amount.
Total Direct Costs is the sum of the amounts for Object Codes 01 through 38, plus, if selected, (19) APL. It does not include (19-40) Department Fixed Fee.
Reference entries in the expanded section (on the parent worksheet)
Parent Budget TDC, excluding subcontracts = Total Direct Costs – the sum of Total Project Cost of any subcontract sub budgets
Subcontract(s) TDC, less F&A = sum of the Total Direct Costs for all subcontract sub budgets
Total Direct Costs Less Subcontract (Consortium) F&A = Total Direct Costs – sum of the F&A on any subcontract sub budgets
Entries for any internal or subcontract sub budgets
Internal sub budget entries display their Total Direct Cost
Subcontract sub budget entries display their Total Project Cost
The following image shows the three standard rows and additional rows for two sub budgets. One is a Subcontract, the other is a UW Internal sub budget.
If the Enable Targets & Limits check box is selected, values for all of the other fields will display.
The following image shows the check box selected and the default values for each field, as described below.
Use same target amounts for all periods
The default value is Yes. A value of No allows a different target for each period.
Period target amount
The target amount(s) for each period.
Apply to
Indicates which budget amount is targeted:
Total Direct Costs only
Total Direct Costs Less Subcontract (Consortium) F&A
Total Costs
Include auto-adjusting entries to reach target
If Yes is selected, the Auto-Adjusting Entries section will display, as described below.
Auto-Adjusting Entries
SAGE Budget allocates funds to non-personnel costs based on the budget target and prioritization order. This function is generally used to optimize the funds available in specific areas.
Expand any of the line items to view the values.
In the setup dialog, the entry Description will display followed by the selected UW Sub-Object Code.
Each line item has a period minimum and maximum amount and a priority. More than one item may have the same priority. This dialog is shown in the following image.
When the total is less than the targeted amount, the system first adds the minimum amount for all lines. It then adds dollars to each entry up to its maximum if possible.
Note: SAGE indicates auto-adjusting entries on your worksheet by displaying a “TL” icon before the line item description.
Salary Cap
A custom salary cap is used when the sponsor requires one. From the worksheet, you can see what the cap is, and which personnel exceed it. In the details for individual personnel, their total uncapped salary displays in addition to their capped total for improved transparency. For details, see the Salary and Wages Update Periods article.
If the Enable Salary Cap check box is selected, two additional fields will display, as shown in the following image.
Annual Salary Cap Amount: The maximum allowable salary amount specified by the Sponsor.
Salary Cap Notes: An optional field for any reference notes.
The Budget Details section provides basic information about the budget.
Field
Description
Reference #
The unique reference number assigned to a budget when it is created.
Current Status
Values are:
In Progress: a budget with all of the setup steps completed, but not linked to an eGC1.
Linked to eGC1: a budget with setup completed that is linked to an eGC1.
Budget Title
The Working Title for the budget; limited to 50 characters in length.
UW Organization Code Receiving Funding
The Organization code and unit name. The plus sign expands to show hierarchy.
Sponsor Name
The Sponsor name.
Is there a flow through sponsor? (optional)
The flow-through Sponsor name.
Cascade entries on non-salary items
Indicates if cascading was used.
Rounding & Decimals Section
Indicates how values are displayed.
For rounding to whole dollars, SAGE Budget will round any value with 50 cents or more up to the next dollar.
On an expense Period Update screen in SAGE Budget, when Round Expenses is set to either To Whole Dollar or To Cents, then
Dollar amounts display with two decimals except the Price field on non-salary entries.
The Price field for non-salary entries displays the value as entered.
Period totals are the only values that are rounded. They also display with 2 decimals, as $x,xxx.00 when To Whole Dollar rounding is selected.
When Rounding property is set to No Rounding then
All dollar amounts display with the number of decimals shown in the Decimal display for dollar amounts setting.
Note: For any sub budgets, this section of the Properties tab will always have the same settings as the parent budget, and will not be editable.
Field
Description
Round Expenses (Excludes unit prices)
Choices:
To Whole Dollar – displays just dollars (default value)
To Cents – displays dollars and cents
Do Not Round – displays dollars and the number of decimals places you indicate in the “Decimals displayed for dollar amounts” field, but does not use rounded values in the calculations
Decimal display for dollar amounts
This field only displays for the Do Not Round choice.
Decimal display for percentages
The number of decimal places for percentages
Decimal display for general numbers
The number of decimal places for general numbers
Inflation & Benefit Rates Section
The inflation rates apply to all appropriate fields for all budget periods.
Salary applies to all personnel; default value is 2.00%
Tuition applies to all personnel who have tuition line items; default value is 3.00%
General applies to all budget lines except salary and tuition; default value is 0.00%
Benefit Rates
Indicates the choice to:
Use preliminary benefit rates – used when available
Use only current benefit rates – do not use preliminary rates
Sea Pay & APL Section
This section specifies whether your Budget included Sea Pay or Applied Physics Lab expenses.
Description
Budget includes Sea Pay
If checked, an “(01-86) Sea Pay” line is added to (01) Salary and Wages.
Budget includes Applied Physics Lab (APL)
Indicates if APL line items, and PDC (Pro-rated Direct Costs) lines (if checked) were added to the budget.
The PDC Rate is used in determining the Pro-rated Direct Costs Value (PDCV), which equals the Pro-rated Direct Costs Rate (PDCR) multiplied by the sum of all MTDC values for each period.
The PDCV displays on the budget worksheet as read-only under the (19) APL section (object/sub object code 19-10)
PDCV = PDCR * (MTDC sum)
Note: APL PDC is considered an indirect cost by NIH, but a direct cost for SAGE Budget (and most other sponsors).
Checking Budget includes Fixed Fee displays the Fixed Fee Rate field.
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 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).
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 the budget setup and display on the F&A tab.
The following data values display at the top of the modal.
Sponsor Name
Flow Through Sponsor
Institutional Activity Category
Location
Specific Funding Mechanism
Base Type
Select the expansion triangle for the F&A Rate section near the bottom of the modal to see the following fields:
Period Rate is Custom: When you enter a value 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.
Each section can be collapsed or expanded as desired.
Base Salary
The following image shows the Base Salary section of the Update Periods modal, for just one period as an example.
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.
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).
The Salary Inflation Rate is the value specified in the Inflation & Benefit Rates section of the Properties tab page.
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.
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 the budget has a Salary Cap enabled, this will be 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.
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).
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 %
The benefit rate is determined by the Benefit Object Code (above) and whether APL was selected.
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
Tuition may be included for student personnel, which are UW Sub Object codes 33, 34, 43, 44, 51, 52, 53, 54, 91, 92, 93, and 94.
Note: UW Sub Object codes (88) Hourly Work Study and (89) Hourly Student Salary do not include Tuition Benefits.
The following image show the Tuition section of the Update Periods modal with some example values. Each field is described below.
Field
Description
Academic Quarter Tuition Rate
The tuition rate for student personnel. There may be different tuition rates for the summer and academic year quarters.
Number of Academic Quarters
The number of quarters this student will be working on the project.
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
The summer tuition amount for student personnel included in your budget.
Increase % (Academic & Summer)
An inflation rate for tuition, which is 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.
This section contains the values for the person added, as described in the following table. This following image shows the fields with example data for a budget that includes APL benefits.
Field
Description
Name
The person selected in the Personnel Chooser or “TBD” for placeholder personnel
Title
The selected person’s title or the user-entered title for a TBD person.
UW Sub Object Code
The UW Sub Object Code for the person.
Include APL Benefits
Displays if you selected Budget includes Applied Physics Lab (APL) in the Advanced Settings section of the Properties tab. If checked, the Benefit Type for this person will be APL.
Benefits Exemptions
Provides current HR benefit exemption information on the individual.
Current Campus or APL Benefit Rates
Displays the appropriate benefit information for this person.
If Include APL Benefits is checked, the two APL Rates will display.
Cascade Entries
If checked, will indicate that the system cascaded salary values across periods.
Project Role and Effort
This section indicates whether the person’s position is Calendar or Academic, their role in the project, and the amount of effort.
Field
Description
Worker Position Type
Calendar is a 12-month period. Academic/Summer consists of a 9-month academic period plus a 3-month summer period.
Project Role
Roles 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)
% 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).
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 person’s earnings.
Note: Salaries are adjusted to reflect any salary cap on the Targets & Caps Tab. Personnel with a capped salary are indicated.
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
The Starting Monthly Salary field will reflect the total of the selected (checked) earning rows.
Notes
This section displays any user-entered notes for this personnel entry.
