Tag Archives: SAGE Budget

View your budget’s history by selecting the link on the left navigation menu. History displays all point-in-time snapshots taken of the budget directly by you or automatically by the system. These snapshots allow you to view the details of your budget at that point in time.

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.

budget history showing several snapshots

The table columns are:

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

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

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

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

Note: when you upgrade a legacy budget, its existing snapshots will be copied over and displayed in the table.

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

On this page:

Create an Export

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.

 

export to excel dialog

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

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

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

Budget Summary (All Worksheets)

This Excel file has multiple tabs. The first one is the Budget Summary All Periods. Additional tabs show the details for each of the budget’s periods. These are labeled with the default value of Period 1, Period 2, and so forth. To download an example Excel spreadsheet, click this link Summary Export Example.

Header

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

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

Budget Summary All Periods

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

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

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

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

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

Budget Summary Specific Period

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

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

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

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

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

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

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

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

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

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

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

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

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

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

This Excel file has multiple tabs. The first tabs show the details for each of the budget’s periods. These are labeled as Period 1, Period 2, and so forth. The last tab is the Cumulative Rollup. To download an example Excel spreadsheet, click this link SF424 RR Detailed Budget Format Example.

Header

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

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

On the right, is this information:

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

Budget Specific Period

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

A. Senior/Key Personnel

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

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

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

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

B. Other Personnel

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

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

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

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

C. Equipment

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

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

The last row in this section displays Total Equipment Costs.

D. Travel

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

The last row in this section displays Total Travel Costs.

E. Participating/Trainee Support Costs

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

The rows in this section are:

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

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

F. Other Direct Costs

This section includes the following defined rows:

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

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

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

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

NOTE: Non-NIH and NIH Export Differences

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

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

G. Direct Costs

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

H. Indirect Costs (F&A)

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

The columns for this section are:

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

NOTE: NIH and Non-NIH Export Differences

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

The last row in this section displays Total Indirect Costs.

I. Total Direct and Indirect Costs

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

J. Fee

The one row in this section displays Total Fee.

K. Total Costs and Fee

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

Budget Cumulative Rollup

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

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

The following rows display:

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

Individual Worksheet: primary or added

This Excel file has multiple tabs. The first one is the All Periods Summary. Additional tabs show the details for each of the budget’s periods. These are labeled as Period 1, Period 2, and so forth. Click this link Primary Worksheet Export Example to download an example Excel spreadsheet.

Header

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

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

Worksheet All Periods Summary

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

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

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

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

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

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

Worksheet Specific Period

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

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

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

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

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

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

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

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

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

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

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

Example Export Files

Select a link to download an example Excel spreadsheet.

Copy an Existing Budget

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

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

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

Delete an Existing Budget

You can delete any budget that you can edit. Note: deleting a budget is permanent.

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

deleting a budget confirmation dialog

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

Note: you can’t delete a budget that is connected to an eGC1.

Note: Upgraded Legacy Budgets

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

Budget List

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

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

Create a New Budget

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

create new budget button

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

View Your List of Existing Budgets

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

  • Title – the title of your budget; click on the title to open your budget in the same tab or right-click to open in a new tab
  • Principal Investigator – the first and last name of the person designated as the PI on the budget’s primary worksheet
  • Budget Number – the unique, system-generated number for your budget
  • Active Linked Application – the most recently linked application for this budget, if there is one; click the link to open the application in a new tab
  • Last Edited – the date this budget was last edited, and the person who did the editing
  • Created Date – the date this budget was created

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

budget list

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

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

budget list pagination example

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

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

The following image shows a search term and results list.

budget list search example

The Budget Summary consists of these four sections:

The page header displays the title of “Budget Summary”. The summary includes all of the worksheets in your budget.

Salary and Benefit Costs

This section includes all of the costs related to personnel. The default view displays Salary, Benefits on Salary, and for anyone who receives sea pay, the Sea Pay and Benefits on Sea Pay values.

Choosing display fields

Use the drop-down menu with the label “Displaying x of y fields” (to the far right of the section title) to adjust the amount of detail you wish to see for each personnel line item.

Field choices are:

  • Salary: the person’s Total Requested Salary
  • Benefits on Salary: the person’s Total Benefits
  • Salary + Benefits on Salary: the calculated sum of Salary and Benefits on Salary
  • Annual Base Salary: the person’s Monthly Base Salary * 12
  • Person Months (C/A/S): the number of months of effort for Calendar, Academic, or Summer
  • Percent Effort (C/A/S): the percent effort for Calendar, Academic, or Summer
  • Sea Pay: the amount of Sea Pay = Sea Pay Hourly Rate * Hours of Sea Pay
  • Benefits on Sea Pay: the calculated amount of benefits on Sea Pay
  • Sea Pay Hourly Rate: the calculated value = Adjusted Monthly Base Salary / 173.3 work hours in a standard month
  • Hours of Sea Pay: the person’s number of hours

The menu also has options to Check All and Un-Check All. Each time you return to the Budget Summary, the display will reset to the default view.

The following image shows the expanded view of the drop-down menu.

budget summary salary fields menu

Table columns

The personnel table displays a column for Name, one column for each period, and an All Periods totals column. Each Period column heading includes its Period Description and Start and End Dates.

The following image shows an example of this section of the page.

column headings for the salary section

Table rows

Personnel role section entry

The personnel list is grouped by role type, with a totals row for each role. In the Name column, the role name is followed by a count in parentheses of the number of personnel with that role.

By default, NIH designated “Key Personnel” roles, based on the RR Detailed Budget form, are displayed in expanded view. All other roles display in collapsed view, which shows just the totals row. You can use the blue caret to the left of the role section name to expand or collapse a section.

The row for each role section displays the data totals for all personnel with that role for each period and All Periods.

The order of the role sections on the Budget Summary page is:

  • Principal Investigator
  • Application PI
  • Multiple PI
  • Mentor
  • Co-Investigator
  • Faculty
  • Key Personnel
  • Post Doctoral Associate
  • Graduate Student
  • Research Scientist
  • Secretarial/Clerical
  • Undergraduate Student
  • Other
  • No Role Selected

Individual personnel entry

Within a role section, personnel are listed in alphabetical order by last name, then first name.

For each person, the following information displays in the Name column.

  • First and Last Name
  • The Note icon, if applicable – on mouse hover, displays the Note contents
  • The Sea Pay icon, if applicable – on mouse hover, displays “Receives Sea Pay”
  • Object/Sub-object code combination
  • Job Title and Department

Corresponding values for the fields you have chosen to display appear for each period and All Periods column.

To the right of the All Periods column, a “more options” menu icon appears. The icon is three, blue vertical dots. The menu choices are:

  • View in [title] Worksheet – where “title” is the name of the worksheet which includes that person
  • Add Note – if no note exists
  • Edit Note -if there is an existing one
  • Delete Note – if there is an existing one

The following image shows an example personnel entry for a Principal Investigator.

summary personnel entry example

If any personnel have sea pay, additional rows will be added to show Sea Pay and Benefits on Sea Pay values for that individual. These rows are selected by default when you open the Budget Summary. The following image shows an example of two placeholder personnel, one with sea pay, one without for Period 1.

budget summary sea pay lines for personnel

Salary & Benefit Costs Total entry

This row displays the period totals for all personnel, for all of the fields you selected to include. For the All Periods column, just the totals for Salary, Benefits, and Salary + Benefits appear, depending on your selections.

The following image shows this entry.

summary salary totals

Other Costs

Table columns

The section displays a column for Description, one column for each period, and an All Periods totals column. Each period column heading includes its Period Description and Start and End dates.

The following image shows an example of this section of the page.

summary other costs section

Table rows

Other costs section entry

Entries in this section display in ascending order by object code, with a section row for each code. In the Description column, the object code and its description are followed by a count in parentheses of the number of entries for that object code. The section entries display as collapsed by default. Use the blue caret to the left of the description to expand a section.

Individual cost entries

When you expand a cost section, you will see one row per cost entry. The order of the items within an object code is:

  • Ascending by sub-object code
  • Within sub-object code, alphabetically by the description you entered

For each object/sub-object code entry, the following information displays in the Description column.

  • User-entered description, followed by the Note icon, if applicable. “No description provided” will appear if you did not enter one.
  • The object code and sub-object code, with its system description

Corresponding values will display in each period column and the All Periods columns.

To the right of the All Periods column, a “more options” menu icon appears. The icon is three, blue vertical dots. The menu choices are:

  • View in [title] Worksheet – where “title” is the name of the worksheet which includes that entry
  • Add Note – if no note exists
  • Edit Note -if there is an existing one
  • Delete Note – if there is an existing one

The following image shows an example of an other costs entry for 06 Equipment. When expanded, you can see entries from the primary worksheet and a Fabrication worksheet.

fabrication worksheet entry on summary

Note:

  • The totals from a Subaward worksheet roll up to an 03 Other Contractual Services entry on the Budget Summary display. The entry displays the worksheet title in the Description column.
  • The totals from a Fabrication worksheet roll up to an 06 Equipment entry on the Budget Summary display. The entry displays the worksheet title in the Description column.
  • If you have enabled APL, this section will also contain a 19 APL entry for APL Prorated Direct Cost (19-10).

Other Costs Total entry

This row displays the total of all Other Costs for each period and the All Periods column.

Project Totals

Table columns

The section displays a column for Description, one column for each period, and an All Periods totals column. Each period column heading includes its Period Description and Start and End dates.

The following image shows an example of this section of the page, with all possible entries.

budgeet summary project totals

Table rows

Total Direct Costs section entry

This row shows the calculated totals of all direct costs for each period and All Periods. By default, it is collapsed. Use the blue caret to the left of the section name to expand it.

When expanded, you will see the Total Direct Costs less Subrecipient F&A and, if you have any subaward worksheets, the total Subrecipient F&A amount. These two values add up to the Total Direct Costs.

Facilities and Administrative section entry

This row shows the total calculated F&A costs for each period and All Periods. By default, it is collapsed. You can use the blue caret to the left of the section name to expand it.

When expanded, you will see an entry row for the primary worksheet and any Internal UW worksheets. The entries display in the order the additional worksheets were added.

For each worksheet, the Description column will display its Title, Base Type, and Location. For each period and the All Periods column, the following values are displayed.

  • Total Direct Costs
  • Costs Subject to F&A
  • F&A Rate
  • F&A Costs

To the right of the All Periods column, a “more options” menu icon appears. The icon is three, blue vertical dots. The menu choice is View in [title] Worksheet – where “title” is the name of the worksheet which includes that entry.

The following image shows an example of this information for the first period of a budget with two additional worksheets, one internal and one subaward.

budget summary f and a section expanded

Note for Subaward Worksheets and F&A

  • The F&A on a subaward worksheet is the F&A of the subrecipient (not the UW), and as such, does not show up as a separate line on summary F&A section.
  • The full amount of the subaward (their F&A included) is subject to UW F&A.
    • If the base type is MTDC, then only the first $25,000 of a subcontract is subject to F&A.
    • If the base type is TDC, then the full amount of a subcontract is subject to F&A.
  • Review Budget Calculation Formulas for details on how values are calculated.

APL Fixed Fee

The following image shows the project totals for the first period of the budget with the APL Fixed Fee section expanded. The section includes rows for the primary worksheet, a fabrication worksheet, and a subaward worksheet.

A P L fixed fee section of project totals

Total Project Costs

This row shows the overall total for each period and All Periods, as shown in the following image of the Project Totals section.

total project costs line in project costs section

There are settings that affect the budget as a whole and settings that affect a particular worksheet. This article covers the Budget Settings.  Worksheet Settings are covered in another article.

The budget settings are accessed from the lower section of the left navigation menu. Select the gear icon or “Budget Settings” to display the settings page.

The settings are grouped into six sections. Each section can be expanded or collapsed by clicking on 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.

budget settings sections

The sections are:

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, click on 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 show this option.

budget period settings example

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. If you select, for example, 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.

period budget setting with varying lengths

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 state 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.

General Information

This section adds high-level project details. The following image shows this section.

budget settings general information secton

The following fields are in this section:

  • Budget Title defaults to “New Budget” when you create a budget. You can then edit the title, entering up to a maximum of 50 characters. A title is required.
  • Sponsor Name uses a type-ahead style chooser. Start typing your sponsor name, and then select from the displayed results list. As you change what you’re typing, new results will appear.  A sponsor name is required when you are connecting your budget to an eGC1.
  • Originating (Prime) Sponsor uses the same type-ahead search as the Sponsor field. This field is not required.

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

sponsor search results list example

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.

budget settings spending targets

Click on 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.

budget settings spending targets with varying amounts

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

  • Total Direct Costs
  • Total Direct Costs Less Subrecipient F&A
  • Total 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 click on the value in the header to see period details, and optionally, edit the spending target values. The following image shows the period details.

budget heading spending target dialog

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.

budget settings salary cap example

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 personnel’s salary is calculated using the annual salary cap of $###,###.”

When you click on 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.

budget settings date and calculations section part 1

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 Dollars, To Cents, and Do Not Round. By default, the To Whole Dollars option is selected.

If you select either To Whole Dollars 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 Dollars 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 Dollars, 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.

budget settings date and calculations section part 2

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

This 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.

budget settings access roles table

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

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 Collaborator link, below 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.
  • General collaborators can be promoted to be the Preparer or a Contact, or removed from the budget. When the contact role is empty, the collaborator is moved directly. 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 would appear grayed out in the search results.

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

budget settings for access demotion

budget settings for access promotion

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

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, you will also see the Advance Preparer(s) and others with access to the Advance. See the article about Connected SAGE Budgets and eGC1s for full details.

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 shows 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.
  • 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

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 personnel 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.

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