• Tags
• SAGE Budget

This 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.

The following image shows the section collapsed, with the description “Add required fields, worksheet details, and configure F&A”:

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 default 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.
• Workday Security Grant Hierarchy
  • This required 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 and a list of choices display. Select the appropriate value. Check with your department if you’re unsure which value to use.
  • The following image shows the results list when searching for “biochem”:

• Box Number for Official Correspondence
  • Enter the appropriate value. This field is optional.
• Cascade Other Costs Entries
  • “Cascade” means that the value entered for a worksheet cost in one period is automatically carried forward to future periods, adjusted for inflation.
  • By default, Other Costs entries are not cascaded across periods. In the Budget Settings, you can choose to enable cascading for your entire budget. Note: This Budget Setting will only affect newly added costs, not existing ones, and will not affect the Primary Worksheet, as it exists prior to your selecting this setting.
  • 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

Budget Header

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:

• A blue arrow, pointing to the left, which is a link back to your Budget List
• The budget title, default value is “New Budget”
• The budget number, for example: B100014
• Total Project Costs amount, sum of Total Direct Costs and F&A
• Total Direct Costs amount, sum of direct costs for the budget
• TDC Less Sub F&A amount, appears if there is a subaward worksheet, or if you chose TDC Less Sub F&A as the spending target
• Subrecipient F&A amount, appears if there is a subaward worksheet, or if chose TDC Less Sub F&A as the spending target
• Facilities & Administrative amount, sum of F&A for the budget
• If an eGC1 is linked to the budget, the eGC1 number and the linked budget period display. Clicking on the application number will open a new tab displaying the eGC1.
• At the far right, a “more options” menu icon appears. The icon is three, blue vertical dots. The menu choices are:
  • Copy Budget
  • Export Budget to Excel
  • Delete Budget

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.

Navigation Menu

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:

• Summary (All Worksheets) displays the Budget Summary (icon: clipboard with checkmark)
• Primary Worksheet displays the initial worksheet automatically created for a new budget. If you rename this worksheet, the new name will appear. It will always be the first worksheet listed. (icon: star)
• Links for any added sub-budget worksheets, in order of creation, regardless of type. Either the default name or your edited name will appear. Each sheet has a blue trash can icon, to the right of its name, which opens the delete worksheet dialog window.
  • Internal UW icon: mortar board/graduation hat
  • Subaward icon: handshake
  • Fabrication icon: tools
• Add Worksheet opens the Add a Worksheet dialog (icon: blue plus sign)
• Budget Settings displays the settings sections (icon: gear)
• Snapshots & History displays the point-in-time snapshots (icon: clock)

• Tags
• SAGE Budget

Use this section of your worksheet to add personnel costs. This article describes the following:

• Section Layout
• Adding Personnel
• Personnel Details
• Deleting Personnel
• Adding Entry Notes

Section Layout

Each person added is a row in the table for this section. The last row is the Salary & Benefit Costs Total which displays the calculated total for each period and the All Periods column.

Note: Award requirement: Workday requires one Project Role of Principal Investigator with or without a Percent Effort even if there is a secondary PI (Application PI, Multiple PI, or Co-Investigator.)

This requirement applies to the Primary, Internal, and Fabrication worksheets.

The following image shows an example of this section:

The column headings for personnel are:

• Name
• Project Role
• Period description, with the period dates
• All Periods

Adding Personnel

You can add either UW Personnel or Placeholder (TBD – to be determined) personnel to your budget. Placeholder (TBD) personnel can be used, for example, to add some personnel roles to your budget when you do not yet know specifically who the person will be.

To add personnel, click on the Add Personnel Cost drop-down menu to the right of the section title. Then select either Search for UW Personnel or Add Placeholder Personnel. The following image shows the expanded drop-down menu.

Adding UW Personnel

When you select Search for UW Personnel, the system adds a row at the top of this section, and puts the cursor in the Name field. As indicated by the hint text, you can search by name or NetID. As you type in characters, the system will start displaying matching results. As you add more characters, the results list will continue to update.

The results list shows the person’s first and last name, their title and department. From the results list, click on the person you want to add to your budget. Their first and last name will display in the Name field.

The following image shows an example of a search and results list.

Use the Project Role drop-down menu to indicate their relationship to the project. Choices are:

• Principal Investigator – only one personnel entry on a worksheet can have this role
• Application PI
• Multiple PI
• Mentor
• Co-Investigator
• Faculty
• Key Personnel
• Post Doctoral Associate
• Graduate Student
• Research Scientist
• Undergraduate Student
• Secretarial/Clerical
• Other

As you add personnel, each new person displays in the top row, so that the column headers are visible. A Sort by Role link displays above the All Periods column. When active, clicking it will rearrange the list of personnel to match the order in the drop-down. It will only be active when the list is not in order.

Adding Placeholder Personnel

When you select Add Placeholder Personnel, the system adds a row at the top of the section with TBD in the Name column. You can use the name side panel, described below, to adjust the name for a placeholder (TBD) entry. Use the drop-down menu in the Project Role column to indicate this person’s relationship to the project. You can use a TBD entry for the PI on subaward worksheets.

Personnel Details

There are two side panels with additional details for personnel. You can close either panel by clicking on the blue X to the right of the panel name, or by clicking somewhere outside of the panel.

Personnel Details Panel

Access this panel by clicking in the Name field. For UW Personnel, it displays the person’s preferred name and title. You can edit the title and add an optional Prefix or Suffix.

For placeholder personnel, you can edit the First Name, Middle Name, and Last Name fields in addition to Title, Prefix, and Suffix.  The following image shows the personnel details panel for a placeholder personnel.

Personnel Period Panel

Access this panel by clicking in a period field for an individual. It allows you to view and adjust salary, effort, and benefits details used to calculate the cost for this person.

The panel header includes:

• The period description
• The period total dollar amount, which is equal to the Total Requested Salary plus Total Benefits on Salary
  • If Sea Pay is enabled, the total will also include the Total Sea Pay and Total Benefits on Sea Pay
• Information text indicating the current cascading state (on or off)
• The blue X, to the right of the period description, which will close the panel

The following image shows the panel header and salary area.

Salary Details

Monthly Base Salary

• For UW Personnel, this value comes from Workday. Below this field, there is a link to View Salary Details. When clicked, it opens a dialog showing additional details about the person’s compensation. The dialog is described below. Within the field is a Refresh icon (two curved arrows). Clicking this will open a confirmation dialog stating “Refreshing this salary will replace the current salary with the most up-to-date value for person’s name. Custom allocations you have added will be overridden.” You can continue or cancel from the dialog.
• For Placeholder Personnel, the Monthly Base Salary is a default value of $0. Enter the appropriate amount for this period.
• For Hourly Wage Personnel, review the Adding Hourly Personnel article for step-by-step instructions.

Inflation Rate

• For a newly created budget and primary worksheet, the current default value is 2%.
• A newly created sub-budget worksheet will use the value from the Budget Settings.

Adjusted Monthly Base Salary

• This is a system calculated field.
• It is equal to the Monthly Base Salary adjusted for inflation.

View Salary Details

Clicking this link in the Period panel will open a dialog displaying the person’s Monthly Base Salary Details.

The person’s name and selected budget role are listed, along with their UW Monthly Salary and the date it was retrieved from the payroll system.  A table includes one row for each allocation. The columns are:

• Sub-Object Code
• Position Title
• Cost Center
• Organization
• Compensation Plan
• Unallocated Rate
• Distribution Percentage
• Full-Time Rate

A detailed row in the column displays for each compensation plan amount and allocation combination. Some compensation plans have a single cost center allocation, some have many.

• If no allocation record exists for general salary or hourly plan, then the position’s FTE is used as the distribution percent and the position cost center is displayed.
• If allocation record(s) exist for general salary or hourly plan, then the allocation distribution percent and cost center are displayed.
• All allowance pay has a distribution percent of 100% (1.0).
• All stipend pay has a distribution percent of 100% (1.0) and the positions cost center is displayed.

Each table row has a check box to the far left, including the column heading row. By default, all allocation rows are checked and therefore included in the Starting Monthly Salary total. Unchecking the box on the header row clears all the boxes. You can adjust what allocations are included by using the check boxes.

Below the table there are three values:

• Selected Allocations Total
• UW Clinical Salary Total
• Starting Monthly Salary – the sum of the first two values

Effort Details

The following image show the panel effort area.

Calendar or Academic/Summer

• The default value is Calendar for all personnel.
• If you select Academic/Summer, two fields will display for effort values.

Months or Academic/Summer Months

• For calendar, the default value for Months is the length of the period
• For academic/summer, the default values are 75% and 25% of the length of the period, respectively. The fields are editable, so you can reduce these assumed values, if needed. You cannot exceed the default percent.

Percent Effort or Academic/Summer Percent Effort

• The default value is 0%.
• Enter the amount of effort for this person, and the system will calculate the Monthly Hours.
• The calculated value is equal to the Monthly Hours/ 173.3 * 100. There are 173.3 hours in a standard month.

Note: This field and the Monthly Hours field are connected. If you enter a value in one, the system will calculate the value for the other. This lets you choose which value you want to enter.

Monthly Hours or Academic/Summer Monthly Hours

• The default value is 0.
• Enter the number of hours for this person for this period to have the system calculate the Percent Effort.
• The calculated value is equal to the Percent Effort / 100 * 173.3  There are 173.3 hours in a standard month.

Person Months

• This is a system calculated field.
• The value is equal to the Percent Effort * Months

Total Requested Salary

• This is a system calculated field.
• The value is equal to the Adjusted Monthly Base Salary * Percent Effort

Note: review Budget Calculation Formulas for details on all calculations.

Benefits Details

The following image show the efforts area.

UW Sub-Object Code

• For UW Personnel, their sub-object code from Workday displays.
• For Placeholder Personnel, use the drop-down menu to select the appropriate sub-object code.

Note: for sub-object codes in the 30, 40, 50, or 90 range, the system will automatically add a tuition entry in the Other Costs section of your worksheet for the individual. See the Linked Tuition Entries section below for full details.

APL Benefit Rates Option

• If you enabled APL in the worksheet settings, two options will display: Standard Benefits and APL Benefits. By default, the Standard Benefits option is selected. To use the APL Benefits option, click on its tab.
• Two rate fields will display, APL Benefit Rate and APL Leave Rate, with the corresponding rates for the sub-object code selected. Both rates are editable.
• A link to Refresh Benefit & Leave Rates displays below the option tabs.
• Selecting the Standard Benefits tab will remove the APL fields and re-display the standard rate.

Benefit Rate

• The corresponding rate for the sub-object code selected displays.
• You can enter a different value, if needed.
• Within the field is a Refresh icon (two curved arrows). Clicking this will open a confirmation dialog stating “Refreshing the benefit rates will replace the current benefit rates with the most up-to-date values for person’s name.” You can continue or cancel from the dialog.

Total Benefits on Salary

• This is a calculated field.
• The value is equal to Total Requested Salary * Benefit Rate.
• If using APL benefits, the value is the sum of (APL Benefit Rate * Total Requested Salary) + (APL Leave Rate * Total Requested Salary).

Sea Pay

If you have enabled Sea Pay in the worksheet setting, additional sea pay fields will display below the Total Benefits on Salary amount, as shown in the following image.

• Hours of Sea Pay – enter the hours for the period
• Sea Pay Hourly Rate – calculated amount equal to the Adjusted Monthly Base Salary divided by 173.3 (work hours in a standard month)
• Total Sea Pay – calculated amount equal to Hours of Sea Pay times Sea Pay Hourly Rate
• Sea Pay Benefit Rate – defaults to the rate for 01-86 Hourly personnel; if APL benefits are being used, this rate is the 01-86 Hourly APL benefit rate. You can edit this field. The field also includes a refresh link.
• Total Benefits on Sea Pay – calculated amount equal to Total Sea Pay times Sea Pay Benefit Rate

Note: review Budget Calculation Formulas for details on all calculations.

Cascading

To the right of the All Periods column is a “more actions” menu icon. The icon is 3 blue vertical dots. When you click on the icon, the menu displays.

It includes the choice the turn cascading on or off for this specific entry. When turned on, any values changed or entered in a period will cascade to future periods.

Deleting Personnel

Open the “more actions” menu icon to the right of the All Periods column. When you select “Delete Personnel” a confirmation dialog appears, stating “Are you sure you want to delete this cost? This action is permanent and cannot be reversed.” You can cancel or confirm the deletion of the personnel entry.

Adding Entry Notes

There are choices for managing notes on the “more actions” menu, which vary depending on the whether a note exists:

• Add Note – if none exists
• Edit Note – if there is an existing note
• Delete Note – if there is an existing note

When you select Add Note, a dialog will display with the person’s name and role. Use the text box for entering your note. Click Save to complete the process. You can also cancel out of the dialog, without saving a note. The following image shows the note dialog.

When a note is added, a “sheet of paper” icon will appear following the person’s name. Place your mouse over the icon to read the note.

If a note is present, the menu will include Edit Note and Delete Note. If you select Edit Note, the same dialog will appear. You can edit the current note, and then save the updated text. If you cancel, the original note remains.

If you select Delete Note, the note and note icon are both removed.

Linked Tuition Entries

When you add a personnel cost with a tuition-eligible sub-object code (30s, 40s, 50s, or 90s), the system will automatically add a linked tuition line item (08-05) to the Other Costs table, and a brief note to that effect will display.

A small gray oval with a university icon will display in the Name column for that personnel entry. When you hover your mouse over it, the text “This personnel cost has a linked tuition cost” will display.  Correspondingly, the tuition entry will have a read-only description of “Tuition for first-name last-name” followed by a link icon. When you hover your mouse over the icon, the text “This tuition cost has a linked personnel cost” will display.

In the Personnel side panel, two additional items will display. A toggle switch to “Include linked tuition cost”, followed by an “Edit Period X Tuition” link button. The toggle switch is on by default. If you turn the toggle off, a confirmation warning will display. If you confirm the change, the linked tuition line will be deleted. The personnel line item icon will change to an orange warning icon, and the option to “Edit Period X Tuition Cost” will be removed from the side panel. Hovering over the orange icon will display the text “Personnel with this sub-object code usually have a linked tuition cost”.

When the toggle switch for “Include linked tuition cost” is off, the warning of “Personnel with this sub-object code usually have a linked tuition cost” will display below it. Switching it back on will re-create the linked tuition entry.

When you change the sub-object code for a personnel line to one that is tuition-ineligible, then a confirmation modal displays. It clarifies that the change will delete the linked tuition line item. When you confirm the change, the system updates the personnel sub-object code and deletes the tuition line item.

If you select “Edit Period X Tuition” in the personnel side panel, the system will redirect you to the tuition entry for that person, for that period, and its side panel will display.

In the linked Tuition side panel, selecting the “Edit Period X Salary & Benefits” link button will redirect you to the personnel entry for that person, for that period, and its side panel will display.

The “more options” icon at the right of a linked tuition line includes an option to delete the line item. Selecting it will display a confirmation modal, and continuing will delete the tuition line item. The formerly linked personnel line item remains.

• 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 Cents, 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.