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• SAGE Budget

ffThis 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
• Worksheet Header
• Worksheet Settings
  • • General Information
    • Worksheet Default Inflation Rates
    • APL, Prorated Directs Costs, and Fixed Fee
    • Sea Pay
    • Participant Support Costs (PSC)
    • Fabrication Budget (with F&A)
    • F&A Settings
• Salary and Benefit Costs (separate article)
• Other Costs (separate article)
• Worksheet Totals

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.

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.
• 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.
• 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.

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 window:

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

If you were viewing the worksheet when you deleted 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. Select the section to expand it.

There are several sections of data that you can edit.

• General Information
• Worksheet Default Inflation Rates
• APL, Prorated Directs Costs, and Fixed Fee
• Sea Pay
• Participant Support Cost (PSC)
• Fabrication Budget (with F&A)
• F&A Settings

General Information

The following image shows the 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.
  • The field has a maximum length of 300 characters allowing each worksheet to have a unique name.  Below the field you will see a hint that shows the number of characters used (0/300). In the left navigation menu, if the title length is greater than the navigation menu width, it will display with an ellipsis (…) ; you can see the full title by hovering over it.

• • In order for SAGE Budget worksheet titles to match the Workday grant naming convention, after a worksheet has been created, a prefix is automatically added based on the Worksheet Type (Internal UW Worksheet, Subaward Worksheet, or Fabrication Worksheet). Note: You will not see the prefix in SAGE Budget.
• Cost Center Receiving Funding appears for the primary worksheet only; Fiscally Responsible Cost Center appears for all other worksheets.
  • Use the type-ahead search to find a match by Cost Center or department. A results list will appear after you’ve entered a few characters; select the appropriate one.
  • This field is required.
• Worksheet Security Grant Hierarchy
  • This field allows you to search for and then set a Level 4 grant hierarchy for each SAGE Budget Worksheet so that it can be integrated with grants in Workday and provide the necessary permissions
  • Start typing the department name/Cost Center Receiving Funding and a list of choices display. Select the appropriate value.
  • This field is required.

• 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:

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, Prorated Direct Costs (PDC), and Fixed Fee

The following image shows the APL, Prorated Direct Costs, and Fixed Fee settings with all sections open:

APL and Prorated Direct Costs (PDC)

Select the toggle switch to enable this option. PDC is the Prorated Direct Costs. 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

Select 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.

Subaward Worksheet Note: If APL and Fixed Fee are included on the Primary Worksheet, you well see related instruction text in the Subaward Worksheet Settings.  The text reads:

• Note: Since APL is applied to the Primary Worksheet, Fixed Fee settings are shown. Subaward worksheet Fixed Fee Base Type is set to Total Costs. All other Fixed Fee settings will default to the Primary Worksheet settings.

The following image shows this text:

Sea Pay

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

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.

Participant Support Costs (PSC)

Enable the Participant Support Costs indicator when using an Internal UW Worksheet for direct costs for stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences or training projects.

All costs on this worksheet will be identified as Participant Support Costs in Workday at time of award.

The following image shows the Participant Support Costs (PSC) section of the worksheet settings with the option enabled.

Fabrication Budget (with F&A)

Enable the Fabrication indicator when using an Internal UW Worksheet for deliverable fabrication with F&A costs. Deliverable Fabrication is defined as something that is built by UW, but the Sponsor will take possession of the item. For deliverable fabrication, an Internal Worksheet should be used as it does have an F&A section and the costs are subject to F&A

All costs on this worksheet will be identified as fabrication costs in Workday at time of award.

The following image shows the Fabrication Budget (with F&A) section of the worksheet settings with the option enabled.

For standard (non-deliverable) fabrication, a Fabrication Worksheet should be used. It does not have an F&A section and costs are not subject to F&A.

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:

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

• APL
• South Lake Union Campus
• Off Campus
• On Campus
• Research Vessel
• WA Natl Primate Research Center (WaNPRC)
• Harborview
• VA Med Ctr

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

Note: If you selected APL, the type defaults to Organized Research and cannot be edited.

Select the appropriate Sponsored Program Activity Type.  Note: This field is required.

The list is organized in descending alphabetical order; the SPA Type prefix (OSA, OR, I) corresponds to the Sponsored Program Activity Category.

• OSA: Professional Development Public Service (UW External)
• OSA: Other Sponsored Activity
• OSA: IPA/JPA/Staff Assignment
• OSA: Equipment
• OSA: Construction
• OSA: Clinical Trial Non Federal Sponsor (including Industry Sponsored)

• OR: Research: Basic
• OR: Research: Applied
• OR: Other Training: Research
• OR: Fellowship: Research Undergraduate
• OR: Fellowship: Research Graduate or Professional
• OR: Development
• OR: Clinical Trial, Federal

• I: Training and Development (UW Internal)
• I: Fellowship: Non Research Undergraduate
• I: Fellowship: Non Research Graduate or Professional

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.

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 selecting 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.

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

• Tags
• SAGE Budget

This article describes the Budget Settings—these settings affect the budget as a whole.  The Worksheet Settings article describes the settings that only affect a particular worksheet.

On the lower section of the left navigation menu, select the gear icon or “Budget Settings” to display the settings page.

There are five subsections for settings. Each section can be expanded or collapsed by selecting the section name and description. Once expanded, you will see a Close link in the lower left. Also a Previous Section and/or Next Section link will display in the lower right.

The following image shows the Budget Settings with all sections collapsed.

The sections are:

• Budget Title & Periods – Add a title and establish dates for each time period
• Spending Targets – Benchmark a spending goal for each period
• Salary Cap – Set a maximum annual salary
• Data & Calculations – Set up rounding, cascading, and default inflation rates
• Access & Roles – Assign roles and grant contacts access to a budget

Budget Title & Periods

The Budget Title defaults to “New Budget” when you create a budget. You can then edit the title, entering up to a maximum of 300 characters. A Budget Title is required. Below the Budget Title you will see a hint that shows the number of characters used, for example, 10/300, as shown in the following image.

Based on the width of your computer screen, the full Budget Title may not show in the header, but instead display with an ellipsis (…); you can see the full title by hovering over it, as shown in the following image.

Periods

This section establishes the start and end dates for each budget period. You need to have at least a Budget Start Date before adding any costs.

There are two period options: Equal Length Periods and Varied Length Periods. By default, the Equal Length option initially displays. To select the Varied Length option, select it from its tab.

Note: when you create a new budget, it will open to this section so that you can add your Budget Start Date.

Equal Length Periods

The following image shows equal length periods:

Use this choice to easily set up a number of periods of the same length. Add a date in the Budget Start Date field. By default, the Total Number of Periods value is set to one (1), and the Length of Each Period (Months) is set to 12.

Once you add a start date, a list of periods will appear below the period length field. It displays the period description and its start and end dates. As you change any of the variables, the list will automatically update to reflect your changes.

To change the Total Number of Periods, use its drop-down menu. It contains the values one through ten, and a Custom option. For example, if you select five periods, the system will generate the start and end dates for all of the periods, based on the Budget Start Date you entered and the period length.

Use the Length of Each Period (Months) field to change the value from the default of 12. Once you click out of the field, the system will update the period dates to adjust for the new period length. The period length is in months and therefore must be an integer number.

Note: The date ranges for periods must be contiguous; no gaps in time between periods are allowed. The system will enforce this.

The default Descriptions for the periods are Period 1, Period 2, and so forth. You can edit a description, entering up to 100 characters. A value is required for every period description.

Varied Length

Choose this option if you know your budget has periods of unequal length.

The following image shows this option.

The first editable field is the Description. The default Descriptions are Period 1, Period 2, and so forth. You can edit a description, entering up to 100 characters. A value is required for every period description.

Enter a Start Date for the first period. By default, the system will add an End Date to make the period 12 months in length.  Edit the End Date as needed. The system will recalculate the length in months.

Use the Add Period link below the Period Description field to generate another period with the same length as the prior one.

As needed, adjust the End Dates of existing periods, and use the Add Period link to define all of your budget’s periods.

For periods other than the first one, you can only change the end date values. The system will ensure that each End Date is greater than its period Start Date. As you change end dates, the system will adjust the dates for any future periods already created.

Switching Between Period Options

If you have set a start date and added periods using either the equal or varied length option, and then switch to the other option, the system will use the start date, the number of periods, and the length of the first period to calculate new end dates as needed.

Deleting Periods

You have the option to delete either the first or last period from a budget. When you delete the first period, the new budget start date will be that of the original period 2.  If you delete the last period, then the final budget end date will be that of the now last period.

Note: When you delete periods, the remaining period descriptions are not changed.

Spending Targets

This section allows you to set a spending target for each period and select the value you want to target.

Click on the toggle switch to Enable Targets and Limits. You will then see additional fields for setting up your targets.

You have two options for setting your target amounts: Equal Spending Targets and Varied Spending Targets. With equal targets, the same amount is applied to every period. With varied targets, you can apply different amounts to individual periods.

The following image shows the default Equal Spending Targets option:

Select the varied tab to change options.

• For Equal Spending Targets, enter your dollar amount in the Spending Target Amount (Per Period) field.
• For Varied Spending Targets, enter a dollar amount in the field for each period.

The following image shows an example of Varied Spending Targets.

Next select which budget total you want to target. The choices are:

• Total Direct Costs
• Total Direct Costs less Subrecipient F&A
• Total Project Costs

The corresponding total in the Budget Header will display an arrow following its value. The arrow will be black and pointing down if your total is below the target. The arrow will be red and pointing up if your total exceeds the target. You can select the value in the header to see period details, and optionally, edit the spending target values.

The following image shows the period details.

Salary Cap

This section allows you to set a maximum annual salary cap when your sponsor requires one. By default, this option is not selected.

Click on the toggle switch to Enable Salary Cap. You will then see additional fields.

For the Salary Cap Amount field, enter the value your sponsor requires. By default, the initial value is zero.

The Salary Cap Note is optional. If you enter a note, you will see it on some exports of your budget.

The following image shows this section.

On your budget worksheets, you will see a “cap” indicator following the name of any personnel whose salary is capped. When you hover over the indicator, you will see the text “This salary is calculated using the annual salary cap of $###,###.”

When you select the person’s dollar amount for any period, you will see the details in the side panel. Both their total pre-capped salary and the total capped salary display. The total capped salary for a period is the cap amount times the person’s percent effort.

The current NIH salary cap can be found here.

Data & Calculations

This section allows you to set choices for benefit rates, salaries, rounding, cascading, and inflation rates. The following image shows the benefit, salary, and rounding areas in this section.

Benefit Rates

You have a choice of using preliminary benefit rates for the next fiscal year when they are available, or of always using only the current rates.  By default, the Preliminary option is selected. Note that some sponsors will only accept current, published benefit rates.

Preliminary benefit rates are the anticipated values for the coming fiscal year. They are generally available in SAGE Budget in late spring for future budgeting. The system uses preliminary benefit rates in a budget period only if that period starts on or after July 1. That is, the period’s start date must be in the same fiscal year as that of the preliminary benefit rates, or in a future fiscal year.

Note: Benefit rates used for any individual are editable.

Refresh Benefit Rates and Refresh Salary

You have the option to refresh the benefit rate and/or salary amount for all UW Personnel on your worksheets, other than subawards.

Doing a refresh will replace the benefit rate and/or salary amount, including any customized values, with current values from Workday.

When you select refresh, you will see a confirmation dialog. You can cancel or continue with the refresh.

Round Currency Expenses

There are three options for rounding currency (dollar) amounts for display: To Whole Dollar, To Cents, and Do Not Round. By default, the To Whole Dollar option is selected.

If you select either To Whole Dollar or To Cent, the period amount for each cost is rounded as are the totals for each period and the All Periods amounts. The Price amount for entries in the Other Cost section is never rounded.

For the To Whole Dollar choice, no decimal places display. For the To Cents choice, two decimal places display.

When you select Do Not Round, the Decimal Display for Dollar Amounts field appears. Edit the number of decimal places you want to see displayed. Note that if the previous selection was To Whole Dollar, the default value will be zero (0); if To Cents, the default value will be two (2).

Cascade Other Cost Entries

The following image shows the Cascade Other Cost Entries and the Inflation Rate areas in this section.

Click on the toggle switch to enable the Cascade Other Cost Entries option for the entire budget. You can override this setting for any specific worksheet or individual cost. By default, this option is not selected.

Inflation Rates

There are three inflation rates used in your budget: Salary, Tuition, and General. The default values are 2% for Salary, 3% for Tuition, and 0% for all other costs. You can edit these rates for the whole budget, a specific worksheet, or an individual cost.

Access & Roles

The Access & Roles section allows you to manage who has access to your budget, and what level of access. The following image shows this section with some example data:

The first three rows of the access table are for the Award Preparer, Budget Preparer, and Pre-Award Budget Contact. The Budget Preparer is auto-populated with the name of the person who created the budget. Providing the Pre-Award Budget Contact and Administrative Contact is optional, but it is strongly encouraged you do so.

To add a contact, start typing in the Contact column of the table to search by name or NetID. When you select a person, their organization, email and phone information will display.

To provide others access to your budget, use the Add General Collaborator link, above the table. Selecting the link will add a General Collaborator row to the table. Start typing in the first column to search for the person by name or NetID. Then use the drop-down menu in the Permissions column to give them View Only or Can Edit access. You can change the access permission at any time.

To change or remove contacts or collaborators, select the “more options” menu icon to the far right (three vertical blue dots).

• The Admin and Budget Contacts can be demoted to a General Collaborator with edit permission or removed from the budget entirely.
• General Collaborators can be promoted to be the Preparer or a Contact, or removed from the budget entirely.
  • If the contact role is empty, the collaborator is automatically promoted to the contact role.
  • If the contact role is not empty, or the change is to the Preparer, a confirmation dialog appears to confirm the replacement. The person being replaced is demoted to a General Collaborator with edit permission.
• If you try to add an already-listed person directly, their name will appear grayed out in the search results.

The following images show the “more options” menus for both contacts and collaborators.

Permissions on a Copied Budget

If the person who is making the copy is not the Budget Preparer on the original budget, then they will become the Budget Preparer (owner) on the new budget, and the original preparer will become a General Collaborator with Can Edit access.

Permissions on Budgets Connected to eGC1s, Advance Budget Requests, and Award Setup Requests

When your budget is connected to an eGC1, you will also see the eGC1 Preparer and the eGC1’s PI listed as owners. If the eGC1 has a related Advance Budget Request or Award Setup Request, you will also see the Advance Preparer(s) or Award Preparer and others with access to the Advance or Award. See the article about Connected SAGE Budgets and eGC1s for full details.

• Tags
• SAGE Budget

Budget List

When you log in to SAGE Budget, you will see your budget list. From there you can do the following:

• • Create a new budget
  • View your list of existing budgets (including upgraded legacy budgets)
  • Search for an existing budget

If your budget list has no items, a piggy bank image displays with the text “Start your first budget! SAGE Budget helps you glide through the process of preparing accurate budgets that comply with complicated sponsor guidelines.”  Use the New Budget button below the piggy bank image to create a budget.

Create a New Budget

To create a budget, select the New Budget button on the upper left. The following image shows the button:

Your new budget will open and display the Budget Settings section for adding periods. Once you add a Budget Start Date, you can begin entering costs or move to any other part of the budget.

View Your List of Existing Budgets

Your budget list includes any budget that you have permission to edit or to view. The following information is displayed for each budget on your list:

• Title – the title of your budget; click on the title to open your budget in the same tab or right-click to open in a new tab
  • An “upgraded” or “legacy” chip may follow the title due to the legacy format retirement. Review the Automatically Upgraded Legacy Budgets article for complete details.
• Principal Investigator – the first and last name of the person designated as the PI on the budget’s primary worksheet
• Budget Number – the unique, system-generated number for your budget
• Active Linked Application – the most recently linked application for this budget, if there is one; click the link to open the application in a new tab
• Last Edited – the date this budget was last edited, and the person who did the editing
• Created Date – the date this budget was created

The budgets are in order by the Last Edited date, with the most recently edited one at the top. The following image shows an example budget list.

By default, there are 10 budgets listed on the page. The pagination tool at the bottom right of the list allows you to set the number of budgets shown on the page to 10, 25, or 50. When you change the number per page, the list will re-display from the top.

When you have more budgets than can display on a page, you can click on the arrows to move up or down the list. As you move through the list you will see an indication of where you are. For example, 26-50 of 221 indicates 25 budgets display on a page, and that you are on the second page of a list with a total of 221 budgets. The following image display this example.

Search for an Existing Budget

To quickly find a budget, you can use the type-ahead search feature at the top, right of the page.

Click in the box and enter a search term. You can search by budget title, number, or the Principal Investigator’s name. When you pause in typing, a results list will appear. Click on an item in the list to open that budget. Changing the text in the search box will start a new search.

The following image shows a search term and results list.

Note: Upgraded Legacy Budgets

On January 28, 2022, budgets in the legacy format were upgraded to the current format. Review the Automatically Upgraded Legacy Budgets article for complete details.

• Tags
• SAGE Budget

Copy an Existing Budget

You can copy an existing budget to create a new one. At the far right of the budget header, select the “more options” menu icon (three blue vertical dots). Choose the Copy Budget option from the menu. A confirmation dialog will appear, stating that “Everything from this budget will be copied except history, notes, and connections to any eGC1s.” The following image shows this dialog.

When you confirm Copy Budget, your new budget will be created and you will see it in a new tab/window. The budget you copied will continue to display in its own tab/window.

You can copy any budget that you have edit or view-only access to.

Delete an Existing Budget

Note: deleting a budget is permanent.

You can delete a budget that you can edit, unless it is connected to an eGC1 or to an Award Setup Request.

At the far right of the budget header, select the “more options” menu icon, three blue vertical dots. Choose the Delete Budget option from the menu. A confirmation dialog will appear, stating “This entire budget will be permanently deleted.” The following image shows this dialog.

When you confirm the deletion, your budget list will display, and the deleted budget will no longer appear on the list.

• Tags
• SAGE Budget

View your budget’s history by selecting the History link at the bottom of the left navigation menu. History displays all point-in-time snapshots taken of the budget directly by you or automatically by the system. A snapshot is simply a complete copy of your budget as it existed at that point in time, allowing you to view the details.

If your budget does not yet have any snapshots, you will see this message displayed: “Snapshots record your budget at a certain point in time to help you keep track of changes. You haven’t added any snapshots yet.”

Once your budget has a snapshot, you will see a table listing them. The following image shows an example of this page.

The table columns are:

• Timestamp – displays the date and time the snapshot was created. Select this link to open a read-only view of this point-in-time budget.
• Snapshot Name/Description – contains either a system generated description, or a user-editable one.
• Saved By – displays the name of the user whose actions created the snapshot.
• Delete button/icon – this removes a user-generated snapshot. Anyone who can edit your budget can delete a manually added snapshot. You cannot delete a system-generated snapshot.

Use the Add Snapshot link below the table to capture the state of your budget at any time. The system will enter a default description of “Snapshot on date, time“.  You can then click in the description field and enter your own description.

The system will automatically capture a snapshot when these actions occur:

• You create a new budget by copying an existing budget.
• You connect a budget period to an application.
• You route the connected application for review, which locks the budget from editing.
• OSP approves the connected application, which makes the budget editable again.
• You disconnect the budget from an application.
• You upgrade a legacy budget.

Note: snapshots from converted legacy budgets are also displayed in the table.

• Tags
• SAGE Budget

You can export your budget data to Excel, so that you can easily share the information with colleagues. This article covers how to create an export, and then describes the export options you can choose. Each option includes a tab for each period’s values and one for all period totals. The exported file contains just labels and values, and is editable. It doesn’t contain formulas.

On this page:

• Create an Export
• Budget Summary (all worksheets)
• R&R Detailed Budget Formats – NIH and Non-NIH
• Individual Worksheet: primary or added
• Example Export Files

Create an Export

On the budget header, click on the “‘more options” menu icon at the far right (three blue vertical dots). Select Export Budget to Excel. A dialog will display with a list of choices, as shown in the following image.

You can choose any one item. The choices are in the following order:

• Budget Summary (all worksheets) – selected by default
• Both NIH and non-NIH options of the SF424 (R&R) Detailed Budget Format – matches the SF424 R&R Detailed Budget form layout
• The next item is the title of the primary worksheet
• The remaining items, if any, are the titles of each additional worksheet in your budget

Select the item you want and click “Export” to generate the report as an Excel file (extension .xlsx). Depending on your settings, you may need to “enable editing” once you have opened the downloaded file.

To close the dialog without creating an export, select Cancel or the blue X in the upper-right corner, or click outside of the dialog.

Budget Summary (All Worksheets)

This Excel file has multiple tabs. The first one is the Budget Summary All Periods. Additional tabs show the details for each of the budget’s periods. These are labeled with the default value of Period 1, Period 2, and so forth. To download an example Excel spreadsheet, right-click the link Summary Export Example, select “Save link as…,” and then save the file to your computer. From there, you can view the file.

Header

This section of the spreadsheet includes the following information, and is shown on every tab:

• Budget Title and Number
• Run Date – when the data was exported
• The report title – either Summary by Period or the period description
• Primary Org Receiving Funding – Cost Center name and code
• Principal Investigator – first and last name
• Project Dates – budget start and end dates
• Sponsor Salary Cap – the amount of the cap or “none”
• Salary Cap note – the text of the optional note, if any

Budget Summary All Periods

The All Periods tab displays the totals for the budget by period. The period column headings include the start and end dates, and the period descriptions. For the row entries, the period columns display the total dollar amounts.

The Direct Costs section includes a row for Salaries and a row for Benefits, followed by the Total Personnel row. Sea pay and sea pay benefit amounts for personnel on the primary or internal worksheets will be included in the 01 Salaries and 07 Benefits lines. Sea pay and benefits on a fabrication worksheet are added into the 06 Equipment line.

The following rows include values for each of the Other Cost object codes, followed by the Total Other Direct Costs row. Note: Every object code is listed, even if there is no expenditure for that code in the budget. The last row in this section is Total Direct Costs.

The Amount Subject to F&A section includes one row for the primary worksheet, and a row for each internal UW or subaward worksheet. The row label in the first column for the primary and internal worksheets includes the Base Type and the Activity Location. The label for a subaward is its worksheet title. The last row in this section is the Total Amount Subject to F&A.

The Facilities & Administrative (F&A) section includes corresponding rows for the primary worksheet, and any internal UW or subaward worksheets. The second column displays the F&A Rate for period 1, for each worksheet, as a reference point. The last row in this section is the Total Facilities & Administrative (F&A) Costs.

Budget Summary Specific Period

For a period, more detail is shown in the sections.  For Personnel, there is a row for each person, with the following data columns:

• Name
• Project Role
• Starting Monthly Base
• Inflation Rate
• Adjusted Annual Base Salary
• Effort Months
• Effort Pct
• Person Months
• Period Salary
• Period Sea Pay
• Benefit Rate
• Benefit Amount
• Period Sea Pay Benefits
• Total Salary + Benefits
  • Equal to Period Salary + Period Sea Pay + Benefit Amount + Period Sea Pay Benefits
• Line Item Notes

Following the list of personnel is a Total Salary and Benefits row.

Note: personnel on Internal UW worksheets are also listed in this section. Those on fabrication or subaward worksheets are part of the totals for 06 Equipment or 03 Other Contractual Services.

For Other Direct Costs, every object code is listed, even if there is no expenditure for that code in the worksheet. For example, 04 Travel. Following each object code are rows for each cost on the budget, with the sub-object code and the following values:

• Unit Cost
• Inflation Rate
• Adjusted Unit Cost
• Qty (for Quantity)
• Aggregate Unit Cost
• Period Costs
• Line Item Notes

Costs from Internal UW worksheets are displayed in the corresponding object code areas. Values from Subaward sub-budgets are shown as a single row, under 03 Other Contractual Services, labeled with the sub-budget title. Values from Fabrication sub-budgets are shown as a single row, under 06 Equipment, labeled with the sub-budget title.

Following the list of costs are rows for Total Other Direct Costs, and Total Costs.

The Facilities & Administration (F&A) section, like the summary, includes one row for the primary worksheet, and a row for each Internal UW or subaward worksheet. The row label, in the first column, for the primary and internal worksheets includes the Base Type and the Activity Location. The label for a subaward is its worksheet title. The values displayed in this section are:

• F&A Rate
• Amt Subject to F&A
• Period Costs

The last row in this section is the Total Facilities & Administration Costs.

The final row for a period tab is Total Period Costs.

NIH and Non-NIH SF424 R&R Detailed Budget Format

How costs are categorized on the SF424 R&R Detailed Budget form may differ depending on the sponsor. The NIH differs from others in how our Applied Physics Lab’s (APL) costs are categorized on the form.  Other than those differences, described in the appropriate section, the exports are the same.

This Excel file has multiple tabs. The first tabs show the details for each of the budget’s periods. These are labeled as Period 1, Period 2, and so forth. The last tab is the Cumulative Rollup. To download an example Excel spreadsheet, right-click the link SF424 RR Detailed Budget Format Example, select “Save link as…,” and then save the file to your computer. From there, you can view the file.

Header

This section of the sheet appears, with a few variations, on every tab. On the left-hand side is the following information:

• The type of export: NIH SF 424 (R&R) Detailed Budget Format or Non-NIH SF 424 (R&R) Detailed Budget Format
• Budget Title and Number followed by the word “Report”
• Either the period description followed by the word “Details” or “Cumulative Budget (All Periods)”
• Primary Org Receiving Funding – Cost Center name and code
• Principal Investigator – first and last name
• Project Dates – budget start and end dates
• Sponsor Salary Cap – the amount of the cap or “none”
• Salary Cap note – the text of the optional note, if any

On the right, is this information:

• Run Date – the date you created this export
• For the period tabs:
  • Period Start Date
  • Period End Date
  • Months in Period
  • eGC1 number, if this budget is linked to one
• A link to the SAGE User Guide article Budget Mapping Default Object Code Table explaining how the object classes map to the Detailed Budget form

Budget Specific Period

For the period tabs, there are details for each of the sections on the R&R Detailed Budget form.

A. Senior/Key Personnel

In this section, there is a row for each person, with the following data:

• Prefix
• First Name
• Last Name
• Suffix
• Title
• Project Role
• Base Annual Salary ($)
• Cal. Months
• Acad. Months
• Sum. Months
• Requested Salary ($)
• Fringe Benefits ($)
• Funds Requested ($)

Note: Any sea pay is included in the Requested Salary field amount and sea pay benefits are included in the Fringe Benefits field amount.

Following the list of personnel is a row displaying Total Senior/Key Personnel Funds Requested.

B. Other Personnel

This section includes a row for each Project Role. No prefix, first name, last name, suffix, or title values display. In the column to the right of Project Role is the Number of Personnel. The remaining columns are the same as for A. Senior/Key Personnel.

Note: any sea pay is included in the Requested Salary field amount and sea pay benefits are included in the Fringe Benefits field amount.

The last row in this section displays Total Other Personnel Funds Requested.

Following that is the overall personnel total row: Total Salary, Wages, and Fringe Benefits (A+B).

C. Equipment

This section includes a row for each equipment cost from the primary worksheet and any internal worksheets.  The item description is its object/sub-object code number and the sub-object code description, followed by any user entered description.

If the budget contains any fabrication worksheets, each will display on its own row with its title and total costs. Any sea pay and benefits on the worksheet are included.

The last row in this section displays Total Equipment Costs.

D. Travel

This section includes two rows: 1. Domestic Travel Costs and 2. Foreign Travel Costs.

The last row in this section displays Total Travel Costs.

E. Participating/Trainee Support Costs

Note: SAGE Budget does not have indicators for participant support costs. You may need to move items from other categories and manually recalculate.

The rows in this section are:

• 1. Tuition/Fees/Health Insurance
• 2. Stipends
• 3. Travel
• 4. Subsistence
• 5. Other

The last row in this section is labeled Total Participating/Trainee Support Costs.

F. Other Direct Costs

This section includes the following defined rows:

• 1. Materials and Supplies
• 2. Publication Costs
• 3. Consultant Services
• 4. ADP/Computer Services
• 5. Subawards/Consortium/Contractual Costs
• 6. Equipment or Facility Rental/User Fees
• 7. Alterations and Renovations

Refer to the SAGE User Guide article Budget Mapping Default Object Code Table for details on which costs map to these rows.

Any SAGE Budget sub-object codes not included in each Grants.gov defined category will be listed in a separate row below F.7. You may need to move items and manually recalculate.

The additional rows will include the object/sub-object code number and the sub-object code description, followed by any user entered description.

NOTE: Non-NIH and NIH Export Differences

• When there are Applied Physics Lab (APL) Prorated Direct Costs (PDC) on the primary or any internal worksheets, the costs will appear in this section as an “other” entry on a Non-NIH export, rather than in section H. Indirect Costs for a NIH export.

The last row in this section displays Total Other Direct Costs.

G. Direct Costs

The one row in this section displays Total Direct Costs (A thru F).

H. Indirect Costs (F&A)

This section includes a row for an indirect cost rate used in your budget.

The columns for this section are:

• Indirect Cost Type – displays the Base Type and Activity Location
• Indirect Cost Rate % – the F&A rate for this period
• Indirect Cost Base Amount $ – the amount subject to F&A
• Indirect Funds Requested – the F&A amount, which equals Indirect Cost Rate * Indirect Cost Base Amount

NOTE: NIH and Non-NIH Export Differences

• When there are Applied Physics Lab (APL) Prorated Direct Costs (PDC) on the primary or any internal worksheet, the costs will appear in this section as an “other” entry on an NIH export, rather than in section F. Other Direct Costs for a Non-NIH export.

The last row in this section displays Total Indirect Costs.

I. Total Direct and Indirect Costs

The one row in this section displays Total Direct and Indirect Costs.

J. Fee

The one row in this section displays Total Fee.

K. Total Costs and Fee

The one row in this section displays Total Costs and Fee (I+J).

Budget Cumulative Rollup

For the cumulative rollup, the section information is primarily high-level totals.

There are three columns: Description, an untitled column for sub-totals, and a column for Totals $.

The following rows display:

• Section A, Senior/Key Personnel total
• Section B, Other Personnel total
  • sub-total row for Total Number Other Personnel
• Total Salary, Wages, and Fringe Benefits (A+B).
• Section C, Equipment total
• Section D, Travel total
  • Sub-total rows for Domestic and for Foreign
• Section E, Participating/Trainee Support Costs total
  • Sub-total rows for each of the sub-categories, and Number of Participants/Trainees
• Section F, Other Direct Costs total
  • Sub-total rows for each of the sub-categories, and up to 3 “Other” entries
• Section G, Direct Costs (A thru F) total
• Section H, Indirect Costs total
• Section I, Total Direct and Indirect Costs (G+ H) total
• Section J, Fee total
• Section K, Total Costs and Fee (I + J) total

Individual Worksheet: primary or added

This Excel file has multiple tabs. The first one is the All Periods Summary. Additional tabs show the details for each of the budget’s periods. These are labeled as Period 1, Period 2, and so forth. To download an example Excel spreadsheet, right-click the link Primary Worksheet Export Example, select “Save link as…,” and then save the file to your computer. From there, you can view the file.

Header

This section of the sheet includes the following information, and is shown on every tab:

• Worksheet Title and Number
• Run Date – when the data was exported (on the far right)
• The report title – either Summary by Period or the period description followed by the word “Detail”
• Fiscally Responsible Organization – Cost Center name and code
• Project Title – the title of the budget
• Principal Investigator – first and last name
• Project Dates – budget start and end dates
• Primary Org Receiving Funding
• Sponsor Salary Cap – the amount of the cap or “none”
• Salary Cap note – the text of the optional note, if any

Worksheet All Periods Summary

The All Periods Summary tab displays the totals for the worksheet, by period. The period column headings include the start and end dates, and the period descriptions. For the row entries, the period columns display the total dollar amounts.

The Direct Costs section includes a row for Salaries and a row for Benefits, followed by the Total Personnel row. Sea pay and sea pay benefits are included in these amounts.

The following rows include values for each of the Other Cost object codes, followed by the Total Other Direct Costs row. Note: Every object code is listed, even if there is no expenditure for that code in the worksheet. The last row in this section is Total Direct Costs.

The next row gives the totals for the Amount Subject to F&A.

The Facilities & Administrative (F&A) section has a row for the F&A Rate for each period. The next row displays the Base Type and Location, with the dollar amount of calculated F&A for each period.

The last row in this section is the Total Facilities & Administrative (F&A) Costs.

Worksheet Specific Period

For the period, more detail is shown in the sections.  For Personnel Costs, there is a section for 01 Salaries, with a row for each person, with the following data:

• Name
• Project Role
• Starting Monthly Base
• Inflation Rate
• Adjusted Annual Base Salary
• Effort Months
• Effort Pct
• Person Months
• Period Salary
• Period Sea Pay
• Benefit Rate
• Benefit Amount
• Period Sea Pay Benefits
• Total Salary + Benefits
  • Equal to Period Salary + Period Sea Pay + Benefit Amount + Period Sea Pay Benefits
• Line Item Notes

Following the list of personnel is a row for Total Salaries and Benefits.

For Other Direct Costs, there is always a row for each object code with its number and description. For example, 04 Travel. Following each object code are rows for each cost on the budget, with the sub-object code and the following values:

• Unit Cost
• Inflation Rate
• Adjusted Unit Cost
• Qty (for Quantity)
• Aggregate Unit Cost
• Period Costs
• Line Item Notes

Costs are displayed in the corresponding object code areas, in order by sub-object code and user-entered description.

Following the list of costs are rows for Total Other Direct Costs, and Total Direct Costs.

The Facilities & Administration (F&A) section, like the summary, includes the Base Type and the Activity Location. The values displayed in this section are:

• F&A Rate
• Amt Subject to F&A
• Period Costs

The last row in this section is the Total Facilities and Administration Costs.

The final row for a period tab is Total Period Costs.

Example Export Files

To download an example Excel spreadsheet, right-click the link, select “Save link as…,” and then save the file to your computer. From there, you can view the file.

• Summary Export Example
• SF424 RR Detailed Budget Format Example
• Primary Worksheet Export Example