Review the Budget & Award Lines article for the complete steps.
Briefly, to attach the SAGE budget to your Award Setup Request, search for your budget by budget title, BudgetID number, or PI.
Select your budget from the results list.
The following data has been added to the Award Requests List, for quick, at-a-glance context around each request:
The following enhancements for filtering the Award Requests List improve performance and provide more filter-by options:
Workday awards are immediately available in SAGE for users to create subaward and MOD requests once the new ASR or ADV is processed in SAGE. The data sync also backfills data from converted awards and awards processed prior to this release.
The “Processed” status filter found on the Advance Tasklist is now reactivated for users. To protect system stability, the filter had been temporarily deactivated while performance improvements were pending.
Cost Center, Security Grant Hierarchy, and worksheet-level Principal Investigators have been added to SAGE Budget exports. When budget exports are attached to MODs, these details will help GCA with the required setup in Workday.
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.
Note: The exported file contains just labels and values, and is editable. It does not contain formulas.
On this page:
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:
Select the choice 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 window without creating an export, select Cancel or the blue X in the upper-right corner, or click outside of the dialog window.
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 as Period 1, Period 2, and so forth. To download an example Excel spreadsheet, right-click the link Budget_Summary_Export_Example, select “Save link as…,” and then save the file to your computer. From there, you can view the file.
The All Periods tab displays the totals for the budget by period.
The header for this tab includes the following information:
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.
For a period, more detail is shown in the sections.
The header for these tabs includes the following data in columns A and B:
Additional header values display in Columns G and H:
In the Personnel section, there is a row for each person, with the following data columns:
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:
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:
The last row in this section is the Total Facilities & Administration Costs.
The final row for a period tab is Total Period Costs.
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 set of 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 Budget_sf424_rr_detail_Export_Example, select “Save link as…,” and then save the file to your computer. From there, you can view the file.
This section of the sheet appears, with a few variations, on every tab. On the left-hand side is the following information:
On the right, is this information:
For the period tabs, there are details for each of the sections on the R&R Detailed Budget form.
In this section, there is a row for each person, with the following data:
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.
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).
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.
This section includes two rows: 1. Domestic Travel Costs and 2. Foreign Travel Costs.
The last row in this section displays Total Travel Costs.
This Note displays: 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:
The last row in this section is labeled Total Participating/Trainee Support Costs.
This section includes the following defined rows:
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
The last row in this section displays Total Other Direct Costs.
The one row in this section displays Total Direct Costs (A thru F).
This section includes a row for an indirect cost rate used in your budget.
The columns for this section are:
NOTE: NIH and Non-NIH Export Differences
The last row in this section displays Total Indirect Costs.
The one row in this section displays Total Direct and Indirect Costs.
The one row in this section displays Total Fee.
The one row in this section displays Total Costs and Fee (I+J).
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:
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 Budget_Primary_Worksheet_Export_Example, select “Save link as…,” and then save the file to your computer. From there, you can view the file.
This section of the sheet includes the following information:
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 displays 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.
The header for the individual period tabs includes the following data in columns A and B:
Additional header values display in Columns G and H:
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:
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:
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:
The last row in this section is the Total Facilities and Administration Costs.
The final row for a period tab is Total Period Costs.
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.
The system automatically calculates the value for a number of fields. This article describes those calculations, organized in the following sections:
You can adjust the number of decimal places used for rounding to get a more precise calculation when trying to match values.
The formulas use the following symbols for arithmetic processes:
Note: if you enabled a Salary Cap, the Period Salary Total used in calculations will be the capped amount. For a given period, the capped salary limit = Cap Amount * Percent Effort.
If you enable Sea Pay in worksheet settings, you will have the option of adding sea pay to personnel. The Total Sea Pay and Total Benefits on Sea Pay are added to the Total Requested Salary and Total Benefits on Salary to get the overall personnel cost for the period.
This row is a total of all the personnel costs, with a value for each period and for All Periods.
The following object codes use the same calculations:
Those calculations are:
If you enable APL in the worksheet settings, a 19-10 line will display in the Other Costs section for APL Prorated Direct Cost. On the Budget Summary, if more than one worksheet has a Prorated Direct Cost (PDC) entry, then its section can be expanded to show each worksheet’s entry.
Note: When APL is enabled on the primary worksheet, and the budget includes subaward worksheets, the PDC value on the primary worksheet is a sum of
This row is a total of all the other costs, with a value for each period and for All Periods.
This section displays a total and can be expanded to show additional details.
On the Budget Summary, the primary worksheet or an internal UW worksheet, the description column includes:
An F&A entry has four rows with values for each period and All Periods.
This entry displays if you have enabled Fixed Fee in the worksheet settings. A value displays for each period and All Periods. For a worksheet it’s a single row entry, for the Budget Summary there is a row for each worksheet with the worksheet name in the Description column.
View your budget’s history by selecting the Snapshots & History link at the bottom of the left navigation menu. Snapshots & 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:
Use the Create a Snapshot link next to the header 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:
Note: Snapshots from converted legacy budgets are also displayed in the table.
SAGE Budget enables you to create accurate, detailed budgets for your grant and contract proposals, and for your award and modification requests. The comprehensive budget minimizes errors and improves data quality.
To get started creating a new SAGE Budget, review the Budget List and Create article.
To make a copy of an existing budget, review the Budget Copy and Delete article.
Users are now able to search for Award Setup, Modification, and Advance Requests from within the Awards section by either the Request ID (ASRxxxx, MODxxxx, ADVxxxx) or the Application (eGC1) ID (Axxxx) associated with the request. This is an exact-match search, so the full ID is required.
Note: For modifications, searching by Request ID is more accurate, since the eGC1 associated with the request may not always be populated.
Advance Extension requests no longer require selection of a budget number or sub budget, and can proceed with submission to GCA.
An issue has been resolved where SAGE Budget contacts and access were not refreshing properly when navigating between budgets. The system now refreshes as expected, and users no longer have to do a manual refresh to see the accurate list of individuals.
In order to better handle the volume of users in SAGE and improve system stabilization, a change was made on 11/20/2023 to modify the approach used to balance users and system calls across the multiple production servers that support SAGE. ORIS and UW-IT have collaborated on the solution and are jointly monitoring its success and stability.
In order to improve performance of the SAGE Suite applications, a review of the SQL Server has been performed, and settings have been modified per best practices. Indexes have also been added to support improved performance.
When the event handling service does not return the new status for a request that is returned, denied, or approved within a reasonable timeframe, the system will only retry a specified number of times before the user will get a message to try refreshing later. This will prevent possible system issues if retries continue indefinitely.
Note: This update will go out independently of the other updates, shortly following the release.
The technical approach to award search and filtering was refactored to address past performance issues. This refactoring supports the search feature and will yield significant improvements for users with the additional filtering coming in the December release.
All budgets display a header section across the top of the page. This header remains visible regardless of what part of the budget you are viewing. The following image shows an example budget header, in two parts to accommodate its width.
The header contains the following items, reading from left to right:
Note: if you have enabled a spending target, there will be an indicator arrow next to the targeted value. The arrow is black and pointing down if the total amount is below the target, or red and pointing up if the total amount is above. The following image shows the targeted Total Direct Costs over the target amount.
Clicking on the targeted value opens a dialog with information for each period, and the option to edit the spending targets. The following image shows this dialog.
The Navigation Menu is a list of links for navigating within your budget. When you select a link, it will be highlighted with a light blue shading. The following image shows an example of the budget’s left navigation menu:
The possible links on the menu are:
SAGE – the System to Administer Grants Electronically – is the web-based system used by faculty, researchers, administrators and staff.
You can stay up-to-date on changes in SAGE (and FIDS) by subscribing to our Office of Research Information Services (ORIS) News.
The core SAGE system allows you to carry out several tasks:
This component of SAGE (System to Administer Grants Electronically) enables you to create accurate, detailed budgets for your grant and contract proposals and for your award requests. The comprehensive budget minimizes errors and improves data quality.
For proposals, you can connect a SAGE Budget to a standard or Grant Runner application. The budget data will automatically fill in the eGC1 Budget page, and for a Grant Runner application, the RR Detailed Budget form. Any changes to the budget are automatically reflected in the application. Review Connected SAGE Budgets and eGC1s for more details.
For Award Requests or Modification Requests, you are required to attach a SAGE Budget. Review Awards Overview/Workflow for more details. Any changes to the budget are automatically reflected in the award or modification request.
Review SAGE Budget learning resources (classes, job aids, and more).
Review the Budget & Award Lines article for the complete steps.
Briefly, to attach the SAGE budget to your Award Setup Request, search for your budget by budget title, BudgetID number, or PI.
Select your budget from the results list.