Tag Archives: 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 show an example budget header, in two parts to accommodate its width.

budget header example

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:

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.

budget header with spending target indicator

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.

budget heading spending target 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 gray shading. The following image shows an example of the budget’s left navigation menu, both expanded (on the left) and collapsed (on the right).

left navigation menu, expanded and collapsed

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.
    • Internal UW icon: mortar board/graduation hat
    • Subaward icon: handshake
    • Fabrication icon: building
  • Add Worksheet opens the Add a Worksheet dialog (icon: blue plus sign)
  • Budget Settings displays the settings sections (icon: gear)
  • History displays the point-in-time snapshots (icon: clock)
  • Collapse Panel allows you to reduce the left navigation panel so that it displays just the icons, to provide more screen width. (icon: blue caret)

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

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.

add a worksheet dialog

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.
  • 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.
  • 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.

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.

delete a worksheet confirmation dialog

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

If you were viewing the worksheet when you delete 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. Click anywhere in the section to expand it.

There are several sections of data that you can edit.

General Information

The following image shows the general information section.

worksheet settings 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.
  • Org Receiving Funding appears for the primary worksheet only; Fiscally Responsible Org appears for all other worksheets.
    • Use the type-ahead search to find a match by organization code or department abbreviation. A results list will appear after you’ve entered a few characters. Click on a result to select it.
  • 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.

worksheet settings 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 & Fixed Fee

The following image shows the APL and Fixed Fee sections of the worksheet settings with both sections open.

worksheet settings for A P L and fixed fee

APL

Click on the toggle switch to enable this option. The PDC Rate field will display with the default rate, which is editable. PDC is the Prorated Direct Cost. 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

Click on 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.

Sea Pay

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

worksheet setting for sea pay
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.

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.

worksheet settings f and a

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

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

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.

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.

Activity Location Base Type
South Lake Union Campus
OR Off Campus
OR On Campus (includes Harborview)
MTDC

If Clinical Trial is also selected, then TDC

WaNPRC MTDC
Research Vessel S&W

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 clicking on 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.

budget worksheet totals section including fixed fee

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

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

Section Layout

Each person added is a row in the table for this section. The last row is the Salary & Benefit Costs Total. This displays the calculated total for each period and the All Periods column. The following image shows an example of this section.

salary and benefit costs 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 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.

add personnel 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.

U W personnel search dialog

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

  • Principal Investigator – only one person 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.

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 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 name details

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 show the panel header and salary area.

personnel period details salary

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.

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

Each row in the table has a check box to the far left of the row, 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.

personnel period details effort

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.

personnel period details effort

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.

sea pay fields in a personnel period panel

  • 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.

add note dialog for personnel

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.

Line Setup

The setup window for Tuition and Fees is used to add a new line item to your budget. Enter an appropriate description for the tuition and fees. The specific sub-object code for Tuition and Fees (08-05) automatically pre-populates for you.

For more information about sub-object codes, see Object Codes for Expenditures (For the Financial Accounting System–FAS).

The Cascade Entries checkbox will be checked if you chose “Cascade entries on non-salary items” on the Properties tab. If not, you can choose to use it for this specific line item.

You can use the optional Note field to add any relevant information for this entry.

Update Periods

When you have finished the setup, click the Update Periods button.

The Quarterly Tuition Rate and Number of Quarters fields default to the value of zero (0). The Increase % field will display the Tuition Inflation Rate as set in the Global Attributes section of the Properties page. You can adjust it as needed.

Values entered in the setup step for the Description and UW Sub-Object Code display here for reference.

The name of the period and its date range will display on the menu bar so you can easily tell which period you’re working on.

You will need to enter values for these fields for each period:

  • Quarterly Tuition Rate is the dollar amount for this period.
  • Number of Quarters is the number of quarters for this period.

The Total Tuition will recalculate when you click the Save icon.

  • Total Tuition = Quarterly Tuition Rate times Increase % times Number of Quarters

At this point you do either one of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet.
  • Select Line Setup link to save your data and return to the Line Setup modal where you can edit any of the values, as needed.

This line item is used for expenditures related to the Applied Physics Lab (APL).

Line Setup

Clicking the (19) APL link and then the Add APL button will open the setup modal.

The Setup modal displays with the Description and UW Sub-Object Code fields populated with default values.

Enter a description for this line item and then select the appropriate UW Sub-Object code from the drop down menu.

You can use the optional Note field to add any relevant information for this entry.

Select Update Periods to display the item entry modal.

Note: if you selected the Budget includes Applied Physics Lab (APL) checkbox in the Global Attributes section of the Properties page (step 1 of the budget creation wizard), then a line item for (19-10) Prorated Direct Costs will also display under this summary line. The information is read-only.

Update Periods

This item-entry screen appears for (19-00) New APL items created by clicking the Add APL button and for the (19-10) Prorated Direct Costs line.

The Prorated Direct Costs line item (19-10) appears on your budget worksheet if you checked the box for Budget includes Applied Physics Lab (APL)  on the Properties Tab. The current PDR rate will display when you check its box. The value for each period on the worksheet is equal to the PDC rate multiplied by the total amount for Salaries and Wages less any amount for Sea Pay. These values are read-only.

Values entered in the setup step for the Description and UW Sub-Object Code are displayed here for reference.

The name of the period and its date range will display at the top of the period column.

For 19-00 (Dept. Admin. Overhead) and 19-20 (Accrued VAC/SL) lines, enter the total amount for each period.

Note: the (19-40) Department Fixed Fee line will appear as the last line item of your budget if you checked the box for Budget includes Fixed Fee on the Properties Tab. The default rate (currently 5.7%) is used to determine the Fixed Fee Value (FFV), which is equal to the Fixed Fee Rate (FFR) multiplied by the sum of the Facilities and Administrative Costs (F&A) and the Total Direct Costs (TDC).

FFV = FFR * (F&A + TDC)

The FFV is then added to the sum of the TDC and F&A to calculate the Total Project Cost (TPC).

TPC = FFV + F&A + TDC

At this point you can do either of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet
  • Select Line Setup to save your data and return to the Line Setup modal where you can edit any of the values, as needed.

Line Setup

The setup window for Stipends is used to add a new budget line item. Enter an appropriate description for the stipend.

Note: Stipends are not associated with a specific student.

The specific sub-object code for Stipends (08-02) automatically prepopulates for you.

Use the optional Note field to add any relevant information.

For more information about sub-object codes, see Object Codes for Expenditures (For the Financial Accounting System–FAS).

Note: If you enabled Targets & Limits and are establishing Student Aid as an Auto-Adjusting line, you will see additional fields on its page in place of the Cascade Entries box.

  • Period Minimum defines the minimum allowable sum for this budget line item.
  • Period Maximum defines the maximum allowable sum for this budget line item.
  • Priority defines the order in which funds will be allocated across line items based on your budget target, with funds going to Priority 1 items first.

On the worksheet, a TL icon, in place of the Delete Line button, identifies these line items.

Update Periods

When you have finished the setup, selecting Update Periods will display the Update Periods modal.

The # of Stipends and Stipend Amount Rate fields default to the value of zero (0). The General Inflation Rate (%) field will display the General Inflation Rate as set in the Global Attributes section of the Properties page. You can adjust it as needed.

The name of the period and its date range will display at the top of the period column.

Values entered in the setup step for the Description and UW Sub-Object Code display here for reference.

You will need to enter values for these fields for each period:

  • # of Stipends is the number for this period.
  • Stipend Amount is the dollar amount for this period.

The Period Subtotal and Total will recalculate when you click the Save button or the Next Period button.

  • Period Subtotal = Number of Stipends times Stipend Amount
  • Total = Period Subtotal plus (General Inflation Rate (%) times Period Subtotal)

At this point you do either one of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet.
  • Select Line Setup link to save your data and return to the Line Setup modal where you can edit any of the values, as needed.

This line item is used for any expense not covered by the other codes in the budget.

Line Setup

Use the setup window for Unallocated Funds to add a new line item for unallocated budget. Enter a description for the default sub-object code 38-00.

Note: If you enabled Targets & Limits and are establishing Unallocated Funds as an Auto-Adjusting line, you will see additional fields.

  • Period Minimum: Defines the minimum allowable sum for this budget line item.
  • Period Maximum: Defines the maximum allowable sum for this budget line item.
  • Priority: Defines the order in which funds will be allocated across line items based on your budget target, with funds going to Priority 1 items first.

On the worksheet, a TL icon, in place of the Delete Line button, identifies these line items.

Update Periods

When you have finished the setup, selecting Update Period will display the Update Periods modal. The Amount field is defaults to the value of zero (0).

The value entered in the setup step for the Description is displayed here for reference.

The name of the period and its date range will display at the top of the period column.

Enter the amount for this line item for the appropriate period(s). The totals will recalculate when you click the Save icon.

At this point you do either of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet.
  • Select Line Setup link to save your data and return to the Line Setup modal where you can edit any of the values, as needed.

This line item is used for costs for the design and construction of buildings. These expenses include land acquisition, design, project management, and site work. They also include art work, fixed equipment, and furnishings.

Line Setup

Clicking the (10) Capital Projects link and then the Add Capital Project button will open the setup modal.

The setup modal displays with the Description and UW Sub-Object Code populated with default values.

The Cascade Entries checkbox will be checked if you chose “Cascade entries on non-salary items” on the Properties tab. If not, you can choose to use it for this specific line item.

Enter a Description for the project, and then select an appropriate Sub-Object Code from the drop-down menu.

You can use the optional Note field to add any relevant information for this entry.

For a complete list of UW Sub-Object Codes while in SAGE, click the F&A tab on the worksheet then click the Show read-only F&A object codes link at the bottom of the page. For guidance on sub-object codes, see Object Codes for Expenditures (For the Financial Accounting System–FAS).

Note: If you enabled Targets & Limits and are establishing Travel as an Auto-Adjusting line, you will see additional fields in place of the Cascade Entries box.

  • Period Minimum defines the minimum allowable sum for this budget line item.
  • Period Maximum defines the maximum allowable sum for this budget line item.
  • Priority defines the order in which funds will be allocated across line items based on your budget target, with funds going to Priority 1 items first.

On the worksheet, a TL icon, in place of the Delete Line button, identifies these line items.

Update Periods

When you have finished the setup, selecting Update Periods will display the Update Periods modal. The Quantity and Price fields default to the value of zero (0).

The name of the period and its date range will display at the top of the period column.

Values entered in the setup step for the Description and UW Sub-Object Code are displayed here for reference.

Enter your quantity and price information for the appropriate period(s). For example, 4 items at $1,500 each. The totals will recalculate when you click the Save icon.

At this point you can do either of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet
  • Select Line Setup to save your data and return to the Line Setup modal where you can edit any of the values, as needed.

This line item is used for research subject reimbursement or technical research services.

Line Setup

To add consultant travel, freight charges, or membership dues, use the (03) Other Contractual Service line.

Clicking the (02) Service Contracts link and then the Add Service Contract button will open the setup modal.

The Setup modal displays with the Description and UW Sub-Object Code fields populated with default values.

The Cascade Entries checkbox will be checked if you chose “Cascade entries on non-salary items” on the Properties tab. If not, you can choose to use it for this specific line item.

Enter a description of the service to be provided and select the appropriate sub-object code. For guidance on sub-object codes, see Object Codes for Expenditures (For the Financial Accounting System–FAS).

Note: If you enabled Targets & Limits and established Service Contracts as an Auto-Adjusting line, you will see  additional fields on this page.

  • Period Minimum: Defines the minimum allowable sum for this budget line item.
  • Period Maximum: Defines the maximum allowable sum for this budget line item.
  • Priority: Defines the order in which funds will be allocated across line items based on your budget target, with funds going to Priority 1 items first.

On the worksheet, a TL icon, in place of the Delete Line button, identifies these line items.

Update Periods

When you have finished the setup, selecting Update Periods will display the Update Period modal.

Values entered in the setup step for the Description, and UW Sub-Object Code display here for reference.

The name of the period and its date range will display at the top of the period column.

The Quantity and Price fields default to the value of zero (0).

Enter your quantity and price information for this line item for the appropriate period(s). For example, 2 contracts at $1,500 each. The totals will recalculate when you click the Save icon.

At this point you can do either of the following:

  • Select Save and Return to Worksheet to save your data, close the Update Periods modal and return to the worksheet.
  • Select Line Setup to save your data and return to the Line Setup modal where you can edit any of the values, as needed.
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