You can identify these upgraded budgets on your budget list by the “UPGRADED” chip following the title of the budget. If you hover your mouse over the chip, the text reads “This budget was automatically upgraded from the legacy format.” The following image shows an example of this.
When you open the budget, you will see a banner displaying the same “automatically upgraded” message at the top of the Budget Summary, as shown below.
Upgraded Budgets with Some Revised Calculations
If your budget included APL (Applied Physics Lab), Fixed Fee, or Sea Pay costs, you were not previously able to manually upgrade it due to some incorrect calculations. On the automatically upgraded version of these budgets, the calculations have been corrected, so the totals will differ from the legacy version.
In these cases, an “alert” version of the banner will display. The alert text will indicate which of your budget costs needed to be corrected: APL, Sea Pay, or APL and Sea Pay.
The following image shows an example alert for a budget with APL costs.
These are the four incorrect calculation cases:
Legacy Budgets with APL/PDC (pro-rated direct costs) that included a subaward
PDC should have been charged against the first $25,000 of a subaward worksheet or subaward line 03-62.
Legacy Budgets with APL that included Sea Pay
Sea Pay benefits on APL budgets were incorrectly calculated using APL benefits AND APL Leave Benefits. The correct calculation for Sea Pay benefits is to use the APL hourly rate (01-86).
Legacy Budget with APL costs in 19-00 or 19-20
Costs from 19-00 and 19-20 should not have been used for proposal budgets and are no longer allowed in current budgets.
Legacy budgets with APL and Fixed Fee on both the parent budget and a sub-budget
The sub-budget fixed fee amount was not included in the total budget’s fixed fee.
Budgets that Could Not be Upgraded
There were a very few budgets that could not be upgraded for various reasons. To provide access to the data for these budgets, a download icon and “legacy” chip will appear on your budget list, as shown below.
Clicking the budget title or download icon will create an export to Excel in the legacy format.
New Funding Action (FA) fields added to SAGE API for GCA Budget Setup
The following fields have been added to the SAGE API, allowing GCA significant time saving in their budget setup automation work.
FA Number
Prepared By
Approved By
F&A Explanation
Disposition of Balance
Intellectual Property
Frequency of Report
Final Report
Following this SAGE API release, MyResearch squirrel will be updated so that GCA can fully access the FA data for budget setup automation (MyResearch release timing TBD).
SAGE eGC1
Budget Connection Issues Resolved
The following issues with budgets that are connected to eGC1s have been resolved:
Bad routing state caused by having a budget connected to a second eGC1
Linked budgets not opening correctly on non-editable eGC1
SAGE Budget
Minor Polish Updates
From the budget list, you can now right click on the budget title and it will open in a new tab.
When adding personnel costs, the new row is now added to the top of the salary and benefits table for greater visibility.
When viewing budget history snapshots, the banner text has been reworded for added clarity.
SAGE Grant Runner
Sponsor Budget Map Ordering
A minor issue with personnel ordering on the Sponsor Budget Map has been fixed.
The SAGE Budget infrastructure has been updated, enabling ORIS to deliver features more efficiently moving forward.
SAGE Budget has also been updated to include UW fonts and branding.
Previous Format
New Format
Sea Pay Added to Current Format Budgets
Proposals that include Sea Pay costs can now use SAGE Budget.
Steps to add Sea Pay to a budget:
Turn on Sea Pay using the toggle in worksheet settings.
Note: With Sea Pay enabled, additional fields will display in the personnel side panel for each period.
Enter the person’s hours of Sea Pay for each period. SAGE Budget will calculate the amount of Sea Pay using the hourly benefit rate for (01-86).
Note: The Sea Pay Benefit Rate is editable. When a custom Sea Pay Benefit Rate is entered, SAGE Budget will use it to calculate the Sea Pay benefits.
When both APL and Sea Pay are enabled in the worksheet settings, SAGE budget will use the APL 01-86 hourly benefit rate (instead of the standard APL benefit and leave rates) to calculate Sea Pay benefits.
When Sea Pay costs are added to a personnel cost, an “anchor” icon displays next to the person’s name.
When the budget is connected to an eGC1, Sea Pay costs will appear on the eGC1 Budget & Fiscal Compliance page. For a Grant Runner eGC1, they will appear on the RR Detailed Budget.
Proposal Budgets that Include APL Fixed Fee Can Now Use SAGE Budget
Fixed Fee costs can be added to primary, internal, and fabrication worksheets and display as 19-40 costs on that worksheet. Fixed Fee costs can also be charged against subaward worksheets.
Steps to add Fixed Fee to a worksheet:
Navigate to the worksheet’s settings. When APL is turned on, the Fixed Fee toggle will display. By enabling the Fixed Fee toggle you can select your Fixed Fee Base type and customize the Fixed Fee rate.
Select one of the standard Fixed Fee base types or customize the base.
When Custom is selected, a modal opens allowing you to select the object codes you want to include in the Fixed Fee base. Expanding each object code offers you the ability to select or deselect sub-object codes.
On Subaward worksheets, Fixed Fee can be charged against the subrecipient’s costs.
To do so, enable Fixed Fee on the primary worksheet, and ensure 03-62 (outside services – subcontract) is included in the Fixed Fee base type. The Subaward worksheet settings will display the Fixed Fee rate and base type, read-only. Fixed Fee will be calculated on 03-62 lines items on the primary worksheet and on any subaward worksheets.
The Fixed Fee amount for a primary, internal, or fabrication worksheet is displayed in the Worksheet Totals.
The Fixed Fee total and amount for each worksheet is also displayed in the Project Totals within the Budget Summary.
Note: Fixed Fee is not part of a subrecipient’s cost to UW and will not appear in a subaward worksheet’s totals. Instead, you will see the amount of Fixed Fee charged against the subaward worksheet on the budget summary only.
Details on Fixed Fee calculations can be found in the SAGE Budget User Guide by clicking on the (?) icon next to the Fixed Fee toggle in worksheet settings.
Additional SAGE Budget Improvements
A help link to the SAGE Budget User Guide was added to the APL and Sea Pay sections in the worksheet settings.
Users can now see the full description of personnel sub-object codes and the Academic/Summer % effort.
SAGE Wide
SAGE Databases Have Been Updated for Use in RAM Cube
Updates have been made to productionize the data in the Research Administration Management (RAM) cube, enabling improved reporting for the Office of Sponsored Programs.
New School of Medicine watcher on the eGC1 Approval graph
The School of Medicine will now be included as a Watcher on the eGC1 approval graph when any of the following Interdisciplinary Organization Units reviewers have been selected on the PI, Personnel, & Organizations page of the eGC1:
Radiology Services
Alcohol and Drug Abuse Institute (ADAI)
Center on Human Development and Disability (CHDD)
The following image shows an approval graph with CHDD added and the School of Medicine watcher node.
SAGE Budget
Accessibility improvements and bug fixes
Accessibility improvements were made to all type-ahead search features in SAGE Budget. Now users who solely use a keyboard can fully navigate those features.
In addition some minor bugs were identified and fixed:
Special characters no longer cause errors in the type-ahead searches
The F&A base type for subawards has been removed from the Budget Summary totals table
Currency fields now display the zeros to the right of the decimal point
Budget titles that exceed the maximum length no longer cause errors
SAGE Grant Runner
Sponsor Budget Map issue with custom roles resolved
An error that occurred on the Sponsor Budget Map when a user entered a custom role in the Other Personnel section that exactly matched a Key Personnel role has been resolved. Users can now enter any custom role for Other Personnel.
SPAERC
Award Signed Date
A new Award Signed Date field has been added to FAs, NAAs, and PACs. This field is intended to capture the date when the last signature needed for the agreement was obtained. The field will require the user to either enter a date or select “Not Required” prior to approval for all new agreements. This adds a valuable data point for award reporting, and will be used by the School of Medicine and Clinical Trials Office to verify that agreements have been signed prior to enlisting participants in clinical trials studies.
The following image shows the new fields on a Funding Action.
There will be times when you want to select a more limited set of object and sub-object codes for your own custom base. A custom base must be specified in the sponsor instructions.
Open the worksheet that needs the custom base, and open its settings panel.
Select the Enable Custom F&A Settings, after you have entered an Activity Location and SPA Category.
Open the Base Type field menu and select “Custom…”
A dialog will display with all of the object codes you can add to the custom base.
Use the caret (>) to expand an object code section to choose individual sub-object codes.
Use the check boxes to select an entire object code. It will display a check mark.
When you have selected only some of the sub-object codes, the check box will display a dash (-). The image below shows an example of choices.
Select Save & Close at the bottom of the dialog to save your changes or Cancel to leave the dialog.
To edit your selections, use the Edit Object Codes Subject to F&A link. The number in parentheses following the link indicates the number of sub-object codes that are currently included in your custom base.
SAGE Budget has been redesigned to streamline the proposal budgeting process and lay a foundation for future integration opportunities between SAGE and Workday. For this initial release, users will have the option of using old SAGE Budget (legacy) or the new design (current). This will help ease the transition and allow users to acclimate to the new changes without impacting critical deadlines.
Highlights
Temporary option to work in legacy budget design or new budget
New navigational structure for easy viewing of all budget components and worksheets
Quicker, easier budget setup
Improved Budget Summary roll-up layout for reviewers
Streamlined personnel & cost entry, with easy editing of details
More tailored entry of subawards
Improved export to Excel
Updated architecture to enable future integrations with Workday for post-award setup
Opt-In to New SAGE Budget (temporary)
A redesigned Budgets task list includes the ability to create budgets in the current or legacy designs. This is a temporary feature to ease the transition from old to new at a pace that does not hinder deadlines.
For existing legacy budgets, users have the option to:
Upgrade — Upgrading will convert your legacy budget to the new design. Once upgraded, you can no longer work with the former budget in legacy.
Copy — Copying will duplicate your budget in the same format which gives you the opportunity to upgrade the copy and try out the new design without changing the original legacy budget.
After a stabilization period (length TBD) SAGE Budget will transition completely to the new design, upgrading all legacy budgets in the process. Users will be alerted well in advance of this full transition.
New Navigational Structure
The revised navigational structure creates better visibility to the various worksheets (sub-budgets) that comprise your overall budget. Key components of the navigation include:
Summary (All Worksheets) — a read-only summary of your budget that rolls-up costs from all worksheets. From the summary you’ll have the ability to filter to view particular worksheets, reducing the need to bounce back and forth between screens.
Worksheets — Worksheets are where the budget building and editing occurs. Each budget contains, at minimum, a Primary worksheet. Users can add additional worksheets for:
Subawards
Internal sub-budgets that have a different F&A rate or rules than the Primary worksheet
Fabrication sub-budgets
Special Note: Unlike legacy SAGE Budget, in the new design the primary (lead) worksheet no longer includes the roll-up data from sub-budgets. The Summary serves as the full budget roll-up view.
Budget Settings — Basic identifying information and setup details related to your overall budget such as sponsor, period start and end dates, access, caps and limits.
History — Users can view point-in-time snapshots of the budget and create a snapshot of the budget prior to sharing it with collaborators.
Collapse Panel — Allows for more budget viewing space by minimizing the navigation panel without compromising easy navigation between worksheets and summary.
Quicker Budget Setup
Creating a new budget from the Budgets task list will land users on the Budget Settings page, where they can enter their periods, budget title, sponsor, calculation preferences, etc. Budget Start Date is the only field that is required prior to adding costs, significantly reducing the information required upfront so you can quickly get started and refine settings later.
Budget Summary View
The Summary view was redesigned with reviewers in mind. The Summary contains a read-only roll-up of all worksheet expenses, plus the following highlights and features:
Salary and Benefits combined into a single “Salary and Benefit Costs” section
Sub-totals by Personnel role type
Total costs section at top for quick reference
Combined totals by object code for all worksheets, with quick access to each cost’s source worksheet for more detail
Expand and collapse of object codes to see high level totals or view detailed expenses
Ability to customize what personnel cost detail is displayed (for example, Annual Base Salary, Person Months, Percent Effort)
Facilities & Administrative details like rate, location, base type, and cost detail by worksheet
Ability to add, edit, and delete a note for specific personnel and costs
Ability to filter the Summary view to specific worksheets
Worksheet Expense Entry with Side Panel Details
The budget worksheets are where the budget building and editing takes place. There are a number of key improvements made to expense entry, in order to streamline entry and improve usability. Features and highlights include the following:
Worksheet Settings
Set up details related to a specific worksheet (sub-budget) such as title, organization receiving funding, base type, location, and F&A rate.
Personnel Entry
Quick search for UW personnel using type-ahead, SAGE Budget still pulls in salary details from Workday.
Personnel detail happens in a side panel, no more pop-ups.
Other Costs Entry
Easy in-line entry of Other Direct Costs
Option to enter quantity and price in side panel
Subaward Entry Improvements
Subawards can be added to your budget as either 03-62 lines on primary and internal worksheets, or as a subaward worksheet. Both methods of entry have been streamlined and tailored to the unique needs of subawards.
03-62 Lines
Breakout of Subaward Total Direct Costs from Subrecipient F&A to ensure accurate calculation of Total Direct Costs less Subrecipient F&A for the overall budget
Subaward Worksheets
Quicker personnel entry
Streamlined F&A entry
Excel Export Improvements
The layout of the Excel export has been improved, providing users with a more readable format. The following export formats will be available with this first release, with the goal to add more formats in the future based on user feedback.
Summary (budget roll-up) with Excel sheets for each period’s detail
Individual worksheets
SF424 Detailed Budget format
Updated architecture to enable future integrations with Workday
The underlying infrastructure of SAGE Budget has been upgraded to allow for easier support and maintenance, and to enable further streamlining with the eGC1, personnel tracking, sponsor forms auto-population, and future integrations to Workday.
The following articles are for the “legacy” format budgets. These budgets, for the most part, were converted to the current format on January 28, 2022.
The (19) APL line item is used for expenditures related to the Applied Physics Lab (APL).
Line Setup
The Setup modal displays the Description and UW Sub-Object Code selected.
The Cascade Entries checkbox will be checked if “Cascade entries on non-salary items” was selected.
Any Notes associated with this line item will display.
Update Periods
Values entered for the Description and the UW Sub-Object Code display for reference.
The name of the period and its date range will display at the top of the period column.
The Prorated Direct Costs line item (19-10) appears on the budget worksheet if the box for Budget includes Applied Physics Lab (APL) on the Properties Tab was checked.
The current PDC Rate displays when its box is checked. The value for each period on the worksheet is equal to the PDC rate multiplied by the total amount for Salaries less any amount for Sea Pay. These values are read-only.
For 19-00 (Dept. Admin. Overhead) and 19-20 (Accrued VAC/SL) lines, the total amount for each period will display.
Note: the (19-40) Department Fixed Fee line appears as the last line item of the budget if the box for Budget includes Fixed Fee on the Properties Tab was checked. The default rate 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).
