Tag Archives: SAGE Budget

Important: 

  • For Grant Runner users, read about the Sponsor Budget Map page for syncing your SAGE Budget data to the RR Detailed Budget form of your Grant Runner application.
  • Read about Multiple eGC1s Linked to a Budget to learn how changes to the PI and other personnel will affect your linked eGC1s.
  • Review the SAGE Budget and eGC1 Shared Access Data page to learn how contacts and people assigned access on your eGC1 and its connected SAGE Budget are combined on a shared access page.

From this page, you can connect a budget you created in SAGE Budget to your eGC1. Any time you update the connected budget, the changes will automatically appear on the eGC1 budget page, so the information is always current.

  1. Select Connect a Budget to display the Choose Budget window.
  2. Enter your search value, and then click SearchNote: Budget ID is the default field used to search. Use the drop-down menu to select a different option (title, PI last name, sponsor name, etc.).
    E G C one budget chooser
  3. From the Budget Search Results, locate your budget and click Select at the far right.
  4. Select the period of the budget you want to connect with your eGC1. Note: You can only connect one budget period to an eGC1. See below for reasons why your budget period may not be available.
    E G C one budget select period dialog
  5. If you are submitting a new application or competing renewal, be sure to include the Budget Total Column. This will display the totals for all periods on the eGC1 Budget page. If you choose not to include the totals, then on the eGC1 Budget page just the Total (All Periods) column will display the values from the selected period.
  6. Select Apply to eGC1 to connect your budget to the eGC1. Any updates you or other users make to the budget will automatically display in your connected eGC1.

When you select a budget period, the system imports all the data from your budget worksheet and from any sub-budget worksheets into your eGC1 for that period. SAGE does not import certain types of information from a budget to an eGC1:

  • Org code receiving funding
  • Personnel
  • Budget period dates
  • non-standard (customized) base information

SAGE also does not validate that these budget values match the ones in the connected eGC1. If the information does not match, OSP will use the eGC1 as the system of record.

Budget period availability: There are three possible reasons why a budget period may not be available for connection:

  • You may have already connected it to another eGC1. You can only connect a budget period to one eGC1.
  • You must connect Budget periods in a linear fashion. You cannot connect a budget period to an eGC1 if you have already connected any following period to an eGC1.
  • You may have connected a previous budget period to an eGC1 which OSP has not yet approved. You must wait until OSP has approved the connected eGC1 before you can connect a subsequent budget period to a new eGC1.

Once you connect your budget, you will see two additional links:

  • The budget’s number and title. Click this to open the budget worksheet in a separate browser window or tab.
  • Disconnect the budget link

E G C one connected budget link

  • When the SAGE Budget is disconnected, you will have the option to retain or delete the data in the eGC1 Budget page and the RR Detailed Budget form.  If you choose to retain the data, the RR Detailed Budget form will become editable.

E G C one disconnecting a budget

When a budget is connected to an eGC1, the budget is not editable while the eGC1 is in Routing or In OSP status. When the eGC1 is Approved, the version of the budget at that point is captured. The approved version of the budget can be viewed from the eGC1 Attached Documents page or History & Comments page, or from the Budget’s History page.

Post-Approval, the budget once again becomes editable which allows you to update a multi-year budget from the proposed values to the awarded ones to help plan for future project periods. The link on the eGC1 budget page will open the current version of the connected budget.

This page includes three sections:

  • Fiscal Compliance: contains three required questions
  • Connect a SAGE Budget: you have the option to connect your budget and application, which will populate the eGC1 Budget section
  • eGC1 Budget: summary budget information for the current period and the project

Note: for a Grant Runner application using the RR Detailed Budget, the data from a connected budget will also populate the RR Detailed Budget form.

The following articles, linked above, cover these sections in more detail.

If you have a permission type of Owner or Read/Write, or have the ASTRA Global Edit role for the appropriate organization codes, you may give access to the eGC1 or Budget to other SAGE users.

Add a Person

  • Click on the Add User link on the Contacts & Assign Access page to open the Personnel Chooser. Search for and select the person.
  • Select the appropriate permission type (Read Only or Read/Write) for this person from the pull-down menu.

Remove a Person

  • Change the Permission Type value to No Access and click the Save icon to remove someone from the Assigned Access list.

When you choose to remove yourself from the access list, a warning message will appear. If the change you are making removes your last access to this item, once you confirm the change, the tasklist will display.

loss of access warning dialog

See the Access Permissions page for more information about permission levels in SAGE. Read the SAGE Budget and eGC1 Shared Access Data page to learn how contact and permission information is displayed on a shared access page from both your eGC1 and its connected SAGE Budget.

The information displayed for each person with access is:

  • Name
  • Permission Type: The permission level for the individual.
    • Owner:
      • On an eGC1, the following people are automatically owners: Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer. The Budget Preparer is also an owner on the eGC1 if a Budget is linked.
      • On a Budget, the following people are automatically owners: Administrative Contact, Pre-Award Budget Contact, and Budget Preparer. The eGC1 Preparer is also an owner on the Budget if an eGC1 is linked. The person with the role of PI on a Budget is not give owner status by default. However, if the Budget is linked to an eGC1, the PI for the eGC1 then has owner status for both the Budget and the eGC1.
    • Read Only or Read Write: Assign one of these permissions when you add someone.
  • Reason: For owners, their relationship is listed. All others have a reason of Assigned Access.

June 2013 SAGE Release

Fixes/Enhancements

In SAGE Budget, we revised how calculations are made for salary distributions.

  • In the March 2013 release, we revised salary calculations to include additional earn types. We found a few rare cases where SAGE Budget lists inaccurate salaries when the salary distributions have not yet been entered into the HR database. We have now revised SAGE Budget to account for the distributions which are not in the database.

We updated our tools’ styles.

To ensure that our tools have a more consistent look and are easier to maintain, we made some changes in our code. In some newer browsers, you may notice slightly different colors, rounded corners, and other minor changes. The changes were made in the following tools:

  • SAGE – System to Administer Grants Electronically
  • FIDS – Financial Interest Disclosure System
  • SPAERC – Sponsored Projects Administration & Electronic Research Compliance (for OSP)
  • SERA – System for Electronic Research Accounting (for GCA)

April 2013 SAGE Maintenance Release

New Features

SAGE Budget: Preliminary Benefit Rates are now available to users of SAGE Budget.

  • GIM 3 has been updated to display both current benefit rates and preliminary benefit rates for future budgeting as they become available.
  • SAGE Budget will use the correct rate based on the period start date and whether the user has opted to use current and preliminary rates or current-only rates.
  • Budget preparers can use a global update feature to update their budgets quickly when preliminary rates become available each year.
  • The period entry page for a given person will indicate whether the rate being used is current or preliminary for that period.

An ASTRA information page will display instead of an error message at sign in.

  • When you attempt to log in to SAGE without the required ASTRA role, SAGE will display a list of people in your unit who can authorize access to SAGE. You able to choose an authorizer and send him or her a message to request access to SAGE.

Designated Subcontract Actions (SA) attachments are viewable in SAGE.

  • Subcontracts Actions (SA) attachments will now be viewable in the Related Documents section of the Attached Documents page if the SA is in Active or Closed-Out status and if the type of attachment is not a To/From Communication.

EH&S has a new compliance question: “Will the project involve scientific diving?”

  • Anyone diving under the University of Washington’s auspices must have current certification as a University of Washington Scientific Diver and adhere to the standards set forth in the UW’s Diving Safety Manual. EH&S will contact you to assist in meeting Diving Safety Program requirements prior to diving.

March 2013 SAGE Maintenance Release

New Features in SAGE

  • SAGE Budget: In the Salaries and Wages section of the Worksheet, additional earn types such as administrative supplements are selected by default, but users may deselect them.
  • eGC1: Related disclosures are now displayed in the Compliance Details column in the Personnel section, on the PI & Personnel page.
  • eGC1: The Environmental Health and Safety (EH&S) Department revised their compliance questions. The changes were made to reflect regulatory and EH&S program updates.

May 2012 SAGE Maintenance Release

New Features

  • The Security and Export compliance questions have been revised, and a new one has been added concerning access to classified national security information. Answering “Yes” to the new question will generate a new Security Reviewer approver node on the approval graph.
  • The SAGE Budget export now contains data formatted to simplify data entry for the SF424 forms. You will find this information following the usual export data.
  • When adding an ad hoc approver or watcher, a new validation checks for any mismatch between the Role chosen and the level of the associated organization code.
  • When OSP marks an eGC1 as eligible for an Advance Budget Review, the eGC1 owners will automatically receive an email message.
  • When users look up personnel, the results will contain the employee identification number. This will allow users to quickly differentiate between personnel with similar names.
  • You may now delete an eGC1 sooner. You must have read/write access, it has been more than six months since the eGC1 has been completed, and the eGC1 is in Withdrawn or Returned status.

Fixes

  • If you create new budget and complete all of the steps until you reach the access page where you add and remove an admin/budget contact, you will see the full budget navigation instead of the wizard.
  • Hyphenated names now display properly.
  • Advance budget is marked as ineligible when a user copies an older eGC1.

April 2012 SAGE Release

New Features

  • Budget and eGC1 Preparers, formerly known as Creators, may be updated by anyone with Read/Write access. This allows you control who gets notifications for an eGC1.
  • Users can enter or update access information once, and it will display on the centralized access page shared by both an eGC1 and its connected SAGE Budget.
  • Users with global edit access for an eGC1 will also have read/write access to the connected budget.

Fixes

  • A validation message will be displayed if a user attempts to add a person a second time on the eGC1 PI and Personnel page.
  • All new approval snapshots will be in PDF format; the HTML option has been removed.
  • Personnel from older eGC1s who showed up as duplicate owners will now be displayed once.

January 2012 SAGE Maintenance Release

New Features in SAGE

  • The Advance Budget Form has updated instructions. We have created a new Advance Budget Job Aid which you can find on the My Advance Requests page.

Fixes

  • The SAGE Budget wizard can now handle F&A rates correctly for grants which go beyond the agreement dates.
  • On applications which use human subjects and stem cells, you cannot leave comments without choosing a Type on the Compliance Explanations page.
  • SAGE will only copy valid 4th level org codes. Incorrect and expired org codes will be removed from copied eGC1s.
  • In Grant Runner, the PHS398 cover letter Update and View links will now display correctly.
  • You will not be able to select or copy inactive sponsors on your eGC1, and SAGE will remove inactive sponsors from copied eGC1s.

August 2011 SAGE Maintenance Release

New Features

  • SAGE users will be required to select or specify an organizational code which ends in fewer than four zeros.
  • When an eGC1 with any EH&S compliance question answered “yes” is funded, EH&S will be notified.

Fixes

  • Fixed the PAC notifications so that all Pre-Award Budget Contacts, eGC1 Creators, and Administrative Contacts will now receive Post-Award Change (PAC) email notifications.
  • The F&A checkbox displays correctly when the F&A rates are customized at the period level in SAGE Budget.