The SAGE team is focusing in 2019 on expanding and improving SAGE Budget capabilities, and streamlining proposal budgeting processes. This release includes several high-value features that were identified by budget preparers across campus who responded to a budget-focused survey and subsequent focus groups.
SAGE Budget
New Salary Cap Feature
In SAGE Budget you can now indicate when the sponsor has a salary cap, allowing you to set a custom salary cap value from the newly-renamed Targets & Caps tab.
From the worksheet, you’ll be able to see what the cap is, and which personnel exceed it.
When you open the details for individual personnel, you’ll see their total uncapped salary in addition to their capped total for improved transparency.
Improved Visibility to Salary and Benefit Totals
When updating the period details for personnel, you’ll now have better visibility to Period Salary Totals, Period Benefits Totals, and for the first time, visibility to the combined Salary & Benefit Total. This will make it easier to copy this total into sponsor budget forms, while also improving the layout to reduce scrolling. (See “Total Salary + Benefits” in image above)
New Summer Tuition Amount Field
To make it easier and more transparent to budget for summer tuition (the rate which normally differs from other academic quarters), you’ll now be able to enter a discrete Summer Tuition Amount for personnel with student sub-object codes. You’ll also be able to enter a Summer Tuition Amount for stand-alone tuition lines in the 08 object code.
Copy Budget Improvements
Copying SAGE budgets and sub-budgets will now prompt you to update the Title of the new budget, and after confirmation will open the new budget in a new browser tab. This will make it more intuitive for you to identify the new budget from the original when copying.
Streamlined and More Accessible Expense Entry
Keyboard and mouse navigation in the expense entry screens has been improved to make the experience more intuitive and accessible. This will reduce the amount of time to enter expenses for users who navigate using keyboard or mouse.
General SAGE Suite Maintenance Items
SAGE
Activity Locations Entry Updated for Consistent Experience
The eGC1 Activity Locations page has been updated to make the entry of locations mirror the experience found on the Non-Fiscal Compliance page when entering Human and Animal protocols. This will make the entry experience more intuitive and the system more maintainable.
Improved eGC1 Performance
Testing of SAGE response time revealed that the Details and PI, Personnel & Organizations pages were slower than other parts of the eGC1. Those pages have been updated to drastically improve performance, allowing you to navigate with less waiting.
Compliance Question E-2 Has Been Updated
Non-Fiscal Compliance question E-2, concerning export of hardware, equipment, specimens, etc. has been updated to clarify that you do not need to report personal use laptops.
Fix: Country Field Displaying for Manually Entered Animal Use Institutions and Activity Locations
An issue causing the Country field to not display for manually entered Animal Use Institutions and Activity Locations has been resolved.
SAGE Grant Runner
New Grant Runner Warning for Expired NIH Funding Opportunities
When using Grant Runner, you’ll now see a warning at the top of the Check for Errors pop-up if you choose an NIH funding opportunity that closes prior to the Sponsor Deadline on the eGC1 Details page. This will provide you with transparency to the conflict, but will not prevent you from routing the eGC1.
Improved Usability for Country & State Entry on Grant Runner Forms
The Key Persons Expanded and Performance Sites forms on Grant Runner eGC1s have been updated to provide a more intuitive experience when entering Country and State. This also resolves an issue that could result in the State not saving.
If the Enable Targets & Limits check box is selected, values for all of the other fields will display.
The following image shows the check box selected and the default values for each field, as described below.
Use same target amounts for all periods
The default value is Yes. A value of No allows a different target for each period.
Period target amount
The target amount(s) for each period.
Apply to
Indicates which budget amount is targeted:
Total Direct Costs only
Total Direct Costs Less Subcontract (Consortium) F&A
Total Costs
Include auto-adjusting entries to reach target
If Yes is selected, the Auto-Adjusting Entries section will display, as described below.
Auto-Adjusting Entries
SAGE Budget allocates funds to non-personnel costs based on the budget target and prioritization order. This function is generally used to optimize the funds available in specific areas.
Expand any of the line items to view the values.
In the setup dialog, the entry Description will display followed by the selected UW Sub-Object Code.
Each line item has a period minimum and maximum amount and a priority. More than one item may have the same priority. This dialog is shown in the following image.
When the total is less than the targeted amount, the system first adds the minimum amount for all lines. It then adds dollars to each entry up to its maximum if possible.
Note: SAGE indicates auto-adjusting entries on your worksheet by displaying a “TL” icon before the line item description.
Salary Cap
A custom salary cap is used when the sponsor requires one. From the worksheet, you can see what the cap is, and which personnel exceed it. In the details for individual personnel, their total uncapped salary displays in addition to their capped total for improved transparency. For details, see the Salary and Wages Update Periods article.
If the Enable Salary Cap check box is selected, two additional fields will display, as shown in the following image.
Annual Salary Cap Amount: The maximum allowable salary amount specified by the Sponsor.
Salary Cap Notes: An optional field for any reference notes.
Submission deadline warning notification no longer sent for RRF eGC1s
Principal Investigators and Preparers of eGC1s to the Royalty Research Fund (RRF) will no longer receive the automated email sent from SAGE 3-6 days prior to the Sponsor Deadline when the proposal is marked as not ready for submission. This notification was not applicable to RRF proposals and caused confusion.
SAGE Budget
Add links to connected eGC1s and Budgets on SAGE task lists
When an eGC1 is connected to a SAGE Budget, links between the two will now display on the My eGC1s and My Budgets task lists, making it quicker and easier to navigate between the two.
Prefix and/or Suffix fields added for personnel in SAGE Budget
Users can now enter a Prefix and/or Suffix for personnel in SAGE Budget. These will display on the Budget worksheet, and when using the Grant Runner Budget Sync feature will flow directly to the NIH RR Detailed Budget form on the connected eGC1. This ensures personnel will display on the sponsor form with their preferred titles/credentials.
Budget Sync performance improvements
The new Grant Runner Budget Sync feature has been optimized to now perform faster, allowing users to complete their proposals more quickly.
SAGE Grant Runner
Allow Grant Runner eGC1s to route with Grants.gov and NIH errors
The Certify & Route page of the eGC1 has been updated to make routing choices more clear and intuitive.
Additionally, when using a Grant Runner eGC1, as long as the eGC1 is marked “Ready to Submit” = No, users will now be allowed to route their eGC1s for review while there are still outstanding NIH and Grants.gov errors.
A new warning displays on Certify & Route page when there are grants.gov and/or NIH errors:
SPAERC
Add Award Modification Number to Cycle View
The Cycle view in SPAERC has been updated to include a “Mod Nbr” column to reflect Award Modification Numbers on Funding Actions and Modification Numbers on Subaward Actions.
Changes to Defaulting Behavior on Funding Actions
Defaulting logic for the Disposition and Carryover fields on Funding Actions has been revised to improve data accuracy.
If Payment type is changed to Cost Reimbursable from another value, then the Disposition of Balance field is reset to “Not Applicable”
If Payment type is changed to Letter of Credit from another value, then the Disposition of Balance field is reset to “Not Applicable”
If Sponsor is changed to Royalty Research Fund (RRF) from another value, then
Disposition of Balance field is reset to “Return to Sponsor”
Carryover is reset to “Automatic Carryover”
If SNAP is checked after a value is already set in the Carryover field, then the Carryover value is reset to “Automatic Carryover”
OSP Team C assignment updates
The rules that govern who the default OSP reviewer will be for eGC1s that have been routed for review have been updated to facilitate the appropriate eGC1s being assigned to OSP’s new Contracts Team. eGC1s will be assigned to the Team C Administrator under the following conditions:
Application Type = Non-Award Agreement (new) or Non-Award Agreement (continuation)
After the Fact (ATF) is marked “Yes” and the Sponsor Type is “Private Industry” or “Foreign Private Industry”
SERA
Add validation in SERA for missing short title
The Short Title on Funding Actions is now required in SERA prior to save in order to resolve an error that occurred when the Short Title was saved blank.
The SAGE team will be focusing the next six months on expanding and improving SAGE Budget capabilities, and streamlining proposal budgeting processes. This is the initial release in a series of SAGE Budget improvements to come in 2019.
SAGE Budget Rounding Changes
The SAGE Budget approach to rounding has been changed to better match user expectations and needs. These changes will facilitate accurate integration of budget data into sponsor budget forms when using the new Budget Sync feature.
Context:
Historically, SAGE Budget has used display-only rounding for individual expense items, and banker’s rounding for totals.
Display-only rounding is the equivalent of using the decimal display setting in Excel versus the round() formula. With display-only rounding, you may see a $5 on screen, but the stored value may really be $4.60. This can be confusing for users when viewing totals of display-rounded numbers.
For example, you might see:
$5 + $5 = $9 when the underlying values are $4.6 + $4.6 = $9.2 (rounded to $9)
The old display-only approach to rounding also resulted in an inability to fully reconcile SAGE Budget numbers to sponsor budget formats, where sponsor budgets require whole dollar entries.
Key Rounding Changes:
Display-only rounding of expenses will no longer be used in SAGE Budget. Rounding is now applied to each expense individually, not just to budget sum totals.
Budget sub-totals and totals now display the sum of the rounded expense totals.
Banker’s rounding has been replaced by Rounding Up approach on tie break. (Example: When rounding to whole dollars, $2.50 will now round up to $3, instead of down to $2.)
Users now have the choice to round to whole dollars or to cents (new!) or to not round.
When Grant Runner Budget Sync feature is used, the rounded values will flow to the RR Detailed Budget with 100% accuracy.
These changes to rounding in SAGE Budget will result in a clearer, more intuitive approach to display of rounded values that accurately matches sponsor budgets that require whole dollars entry.
Important Note for Existing Budgets:
Existing budgets set to whole dollar rounding at time of go-live will be migrated to the following settings:
Rounding is changed to Do Not Round
Decimals display is changed to 0
Banker’s rounding is used on tie
These settings will maintain the integrity of historical budgets and to allow users to make intentional decisions on whether to apply the new rounding methodology to active budgets.
When you Copy a budget with the above legacy settings, the new budget (and any child sub budgets) will automatically convert to the new rounding settings.
Converting Existing Budgets to New Round Approach:
To convert your existing budget to the new rounding approach, go to the Properties tab of your main worksheet, and select the appropriate rounding option.
When you change the rounding settings in the Properties for your parent budget, all sub-budgets will inherit that same rounding setting as well.
SAGE Budget: Period Updates Screen Improvements
Dynamic Update of Expense Totals
Users will no longer need to manually SAVE between changes to expenses to see the sub-total and totals update. Entry of personnel and other expenses will trigger a recalculation and refresh of the expense totals upon navigating away from the field where the entry occurred.
SAGE Budget: Properties and Settings Improvements
To improve the usability of the Properties and Advanced Settings pages, the following adjustments have been made:
Properties Tab Changes
The Properties page has been streamlined to combine what was formerly the Advanced Properties onto the main Properties page, for added visibility and convenience
New section headings add clarity to the choices available
New help text guides users when making selections
The same above changes have been applied to the Properties portion of the Budget Setup Wizard
The Properties page now has improved keyboard accessibility
As mentioned in the Rounding section above, the rounding setting now includes an additional option to round to Cents, in addition to Whole Dollar and No Rounding options.
Targets and Limits Tab Changes
Users will now enable Targets and Limits from the Targets and Limits tab.
The Budget Setup Wizard no longer includes the Enable Targets and Limits question, and will instead be enabled from the Targets and Limits tab upon completion of the wizard setup.
General SAGE Suite Maintenance Items
SAGE eGC1
Discontinuation of Human Subjects Just In Time Reminder Email
The email notification sent from SAGE to PIs and Administrators at Just in Time when human subjects is marked as YES on the eGC1, has been discontinued. Campus feedback indicated that this email often caused confusion, since it was not an official notice of action from the sponsor, and that the reminder was not helpful to their processes.
Fix: Display of Activity Locations and Non-Fiscal Compliance Page
The Activity Locations and Non-Fiscal Compliance pages were displaying beyond the right border for Internet Explorer users, causing read-only users in SAGE to be unable to access certain expand/collapse controls on the page. The issue has been resolved.
SAGE Budget
Update to APL Manual Entries in SAGE Budget
SAGE Budget has been updated to clarify to which APL expenses can be manually entered (sub-object codes 19-00 and 19-20) and which are based on the APL setting on the Properties tab (sub-object codes 19-10 and 19-40).
SAGE Grant Runner
Fix: Cognizant Federal Agency POC Field Display – RR Subaward Budget
An issue with display of the Cognizant Federal Agency POC field on the RR Subaward Budget form has been resolved. The saved data is now displaying as expected on the Grant Runner form.
Link to Sponsor Budget Map from RR Detailed Budget
Users will now see a convenient link to the Sponsor Budget Map page from the header of the RR Detailed Budget page, when using Budget Sync. This will serve as a helpful reminder to users that this new page exists and may need actions on their part to fully sync data from SAGE Budget to the RR Detailed Budget.
AUMS
Clearance Email and PDF Attachment Updates
The clearance email, sent from the AUMS system, has been updated to clarify contact and other helpful information for recipients.
FIDS
Fix: Update to Display of SFI Percent Ownership in Reviewer Module
The SFI Percent Ownership has been updated to address a display issue caused by a rounding setting in the FIDS reviewer module.
The Budget Details section provides basic information about the budget.
Field
Description
Reference #
The unique reference number assigned to a budget when it is created.
Current Status
Values are:
In Progress: a budget with all of the setup steps completed, but not linked to an eGC1.
Linked to eGC1: a budget with setup completed that is linked to an eGC1.
Budget Title
The Working Title for the budget; limited to 50 characters in length.
UW Organization Code Receiving Funding
The Organization code and unit name. The plus sign expands to show hierarchy.
Sponsor Name
The Sponsor name.
Is there a flow through sponsor? (optional)
The flow-through Sponsor name.
Cascade entries on non-salary items
Indicates if cascading was used.
Rounding & Decimals Section
Indicates how values are displayed.
For rounding to whole dollars, SAGE Budget will round any value with 50 cents or more up to the next dollar.
On an expense Period Update screen in SAGE Budget, when Round Expenses is set to either To Whole Dollar or To Cents, then
Dollar amounts display with two decimals except the Price field on non-salary entries.
The Price field for non-salary entries displays the value as entered.
Period totals are the only values that are rounded. They also display with 2 decimals, as $x,xxx.00 when To Whole Dollar rounding is selected.
When Rounding property is set to No Rounding then
All dollar amounts display with the number of decimals shown in the Decimal display for dollar amounts setting.
Note: For any sub budgets, this section of the Properties tab will always have the same settings as the parent budget, and will not be editable.
Field
Description
Round Expenses (Excludes unit prices)
Choices:
To Whole Dollar – displays just dollars (default value)
To Cents – displays dollars and cents
Do Not Round – displays dollars and the number of decimals places you indicate in the “Decimals displayed for dollar amounts” field, but does not use rounded values in the calculations
Decimal display for dollar amounts
This field only displays for the Do Not Round choice.
Decimal display for percentages
The number of decimal places for percentages
Decimal display for general numbers
The number of decimal places for general numbers
Inflation & Benefit Rates Section
The inflation rates apply to all appropriate fields for all budget periods.
Salary applies to all personnel; default value is 2.00%
Tuition applies to all personnel who have tuition line items; default value is 3.00%
General applies to all budget lines except salary and tuition; default value is 0.00%
Benefit Rates
Indicates the choice to:
Use preliminary benefit rates – used when available
Use only current benefit rates – do not use preliminary rates
Sea Pay & APL Section
This section specifies whether your Budget included Sea Pay or Applied Physics Lab expenses.
Description
Budget includes Sea Pay
If checked, an “(01-86) Sea Pay” line is added to (01) Salary and Wages.
Budget includes Applied Physics Lab (APL)
Indicates if APL line items, and PDC (Pro-rated Direct Costs) lines (if checked) were added to the budget.
The PDC Rate is used in determining the Pro-rated Direct Costs Value (PDCV), which equals the Pro-rated Direct Costs Rate (PDCR) multiplied by the sum of all MTDC values for each period.
The PDCV displays on the budget worksheet as read-only under the (19) APL section (object/sub object code 19-10)
PDCV = PDCR * (MTDC sum)
Note: APL PDC is considered an indirect cost by NIH, but a direct cost for SAGE Budget (and most other sponsors).
Checking Budget includes Fixed Fee displays the Fixed Fee Rate field.
This 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).
Sync SAGE Budget to Grant Runner RR Detailed Budget
eGC1 preparers using Grant Runner now have a new feature that allows them to sync a connected SAGE Budget to the NIH RR Detailed Budget. This capability provides a more streamlined experience for preparers by reducing redundant entry. It also eliminates the need for reviewers to cross check the various parts of the application where budget data is stored.
Highlights
Personnel and expense data flows directly from SAGE Budget to RR Detailed Budget, when connected.
When updates are made to a connected SAGE Budget the changes will automatically flow to the RR Detailed budget.
On the new Sponsor Budget Map page on the left navigation, the following actions can be taken:
View or change the default flow of data from SAGE Budget to the RR Detailed Budget
Define custom personnel roles and custom categories for other direct costs
Customize the order of Personnel with an easy drag & drop feature
Identify Participant Support Costs, and associated numbers of participants
When users disconnect a SAGE Budget they have the option to keep or clear the data in the eGC1 budget page and the RR Detailed Budget.
What to expect
Connecting your SAGE Budget to a Grant Runner eGC1 with an RR Detailed Budget form triggers the two budgets to sync. When the sync occurs a new Sponsor Budget Map page displays on the left navigation menu and the RR Detailed Budget form becomes read-only. Changes to where the data flows to on the RR Detailed Budget can be made on the Sponsor Budget Map page. Additions and deletions of expenses or changes to expense amounts will be made on the SAGE Budget. The Budget Justification attachment will still be attached on the RR Detailed Budget directly.
Finance & Administrative (F&A) flows to section H. Indirect Costs on the RR Detailed Budget with one row per distinct F&A rate and base type combination.
The Sponsor Budget Map displays how data flows from SAGE Budget to RR Detailed Budget. SAGE Budget expense items are grouped into sections by Object code. Within each section they are ordered by sub-object code. SAGE Budget data is displayed on the left side of the page. The RR Detailed Budget expense category to which the expense will flow is shown on the right side.
Reorder Personnel. Use the drag and drop functionality in the Salaries and Wages section of the Sponsor Budget Map page for easy reordering of Senior/Key personnel.
Define Custom Personnel Roles. Drop-down menus allow for remapping to several default personnel project roles or you can create a custom role.
Change Defaulted Data Flow. Many expense categories can be changed to flow the data from SAGE Budget to an alternate category on the RR Detailed Budget. Use the drop-down menus at right to specify any changes to the flow.
SAGE Budget Changes (Enablers)
The following changes were made to SAGE Budget, in order to fully meet the data needs of the RR Detailed Budget.
Application PI Role Added. Users will now see the Application PI role available in the personnel section of SAGE Budget. Personnel assigned to the role Application PI on the SAGE Budget will flow through to the RR Detailed Budget as the Principal Investigator (PD/PI). If the SAGE Budget had a PI listed in addition to the Application PI, the PI will flow to the RR Detailed Budget under the role of Faculty, and that role can be modified on the Sponsor Budget Map if necessary.
Additional Role Updates. The Fellow role is no longer available in SAGE budget. , iInstead new roles have been added to match those in the RR Detailed Budget. The new roles include: Faculty, Post Doctoral Associate, Graduate Student, Undergraduate Student, Secretarial/Clerical.
TBD & Non-UW Personnel: Monthly Salaries Now Editable. In order to identify Base Salary on the RR Detailed budget for TBD and Non-UW Personnel, the UW Monthly Salary and Clinical Monthly Salary fields are now editable in the SAGE Budget personnel entry section (for TBD and Non-UW Personnel entries only).
Travel Destination Logic Modified. In order to improve data quality and reduce the need for adjustments to the budget, the travel destination (domestic or foreign) will now default based on the sub-object code chosen by the user. If “foreign” is explicitly referenced in the sub-object code name, then “foreign” will become the defaulted destination location. Users can adjust the destination as needed for sub-objects codes that could apply to either.
Sub-Object Codes added. A detailed analysis comparing sub-objects codes between the Finance System and & Sage was completed, and the missing object codes were added to SAGE Budget to keep the two systems synchronized.
eGC1 Updates
Improved Error Messages. Validation messages on the RR Detailed Budget have been improved to now include the specific period and section that requires the user’s attention.
Validation Icons Added. The Sponsor Budget Map has the same validation icons as the rest of Grant Runner. If there are unmapped items on the Sponsor Budget Map the user will see red exclamation points on the individual sections to indicate which section needs their attention. Once in the section the field in question is highlighted red. When the mapping issue has been resolved, the validation icon will turn to a green checkmark.
Help Documentation and Resources
The SAGE User Guide has been updated with detailed instructions for the Budget Sync feature. Users can access it by clicking on the help icon (?) on the Sponsor Budget Map page and on the RR Detailed Budget form. SAGE 102 courses will also include a section on the Budget Sync feature and using the Sponsor Budget Map.
You can use the Sponsor Budget Map page to understand how your SAGE Budget personnel data will initially flow to the RR Detailed Budget form.
In the (01) Salary and Wages section on the Sponsor Budget Map page, you will see one row for each person on your parent budget and any internal sub budgets.
Based on the Project Role you selected for each person in SAGE Budget, each person will map to either the RR Detailed Budget Section A. Senior/Key Person or Section B. Other Personnel.
The columns in this section of the Sponsor Budget Map are:
From SAGE Budget: displaying its Expense Type and Project Role
To RR Detailed Budget: displaying its Category and Project Role
Personnel Order: displaying the relative position in the Section A list for this person. Note: this column is unique to the 01 section.
Initially, you will see the personnel listed in the same Project Role order as on your SAGE Budget. Any personnel from internal sub budgets will display just after those on the parent budget, within each role.
You can adjust the default RR Detailed Budget Project Roles, except for the person who is the PD/PI. In some cases, you can change the default RR Detailed Budget Category (Section A or B).
Optionally, you can change the Personnel Order for those mapped to the RR Detailed Budget Section A by using the “Drag to Re-Order” feature (described below).
For personnel in Section B, in addition to the four default Project Roles, you can create customized ones.
Section A. Senior/Key Persons
When you first view the Sponsor Budget Map page, you will see the personnel listed in the same Project Role order as on your SAGE Budget. Any personnel from internal sub budgets will display just after those from the parent budget, within each role.
Mapping Rules
The following table defines the initial mapping rules and indicates whether the default value can be edited (changed).
SAGE Budget Project Role
RR Detailed Budget Project Role
Can the Role Be Edited?
Principal Investigator
PD/PI; if there is also an Applicant PI, then this role defaults to Faculty
Only if “Faculty” role
Application PI
PD/PI
No
Co-Investigator
Co-Investigator
No
Multiple PI
PD/PI
No
Key Personnel
Depends on the 01 sub-object code selected; defined below
Yes
Mentor
Faculty
Yes. Note: You can map this person to Section B, if appropriate
Faculty
Faculty
No
If you selected Key Personnel for someone’s project role on your SAGE Budget, their sub-object code will determine the default role on the RR Detailed Budget.
01 Sub-Object Codes
Project Role on Detailed Budget
10-14 Instruction & Research Faculty
Co-Investigator
20-24 Auxiliary Teaching Staff
Other Professional
30-34 Graduate School Student Appointments – Teaching
Graduate Student
40-44 Graduate School Student Appointments – Non-Teaching
Graduate Student
50-54 Postdoctoral Research Trainee
Post Doctoral Associates
60-64 Classified Staff
Other Professional
70-74 Professional Staff
Other Professional
80-87 Temporary Staff
Other Professional
88-89 Hourly
Undergraduate Students
90-94 Graduate Stipends
Graduate Students
As needed, you can change the role. Project Role choices for the RR Detailed Budget form are:
Co-PD/PI
Faculty
Post Doctoral
Post Doctoral Associates
Post Doctoral Scholar
Other Professional
Graduate Students
Undergraduate Students
Technician
Consultant
Co-Investigator
Drag to Re-Order Feature
You can use this feature to adjust the order of the personnel mapped to Section A of the RR Detailed Budget. The Personnel Order column displays the text “RR Detailed Budget Position” followed by a number, indicating that person’s place in the order.
The Application PI (if present) will display on the first row. If your budget does not include an Application PI, then the Principal Investigator will be listed first.
After the PD/PI or Application PI (if present), the default order of the personnel entries is by Category (Section A or B) and, within each category, by Project Role with Parent Budget and Sub-Budget personnel grouped together. For example:
Multiple PI (parent)
Multiple PI (sub budget)
Co-Investigator (parent)
Co-Investigator (sub-budget)
Key Personnel (parent)
Key Personnel (sub-budget)
You can use your mouse, or the keyboard, to choose a person’s row to re-order. Move the row up or down to update the position number for that person. Note that the form can list up to eight individuals. Any additional personnel are included in the Additional Senior Key Persons attachment, described below. The PD/PI must be one of the initial eight people listed.
Personnel mapped to Section B will have the note “Not applicable” in the Personnel Order column. You can drag them to a different position on the mapping page, but the next time you view the mapping page, the order will have returned to the Section A personnel followed by those mapped to Section B.
Any changes you make on your connected SAGE Budget or the Sponsor Budget Map page will be reflected on the RR Detailed Budget form when you view it. The ordering of Personnel on both the Sponsor Budget Map page and the RR Detailed Budget form will match the last ordered sequence you created and saved on the Sponsor Budget map page. Any newly entered Personnel, after the initial synchronization, will sort to the bottom of the Sponsor Budget Map page order by default.
Additional Senior Key Persons Attachment on RR Detailed Budget
Section A can display up to eight individuals on the RR Detailed Budget form. You must list any additional personnel in an attachment to the form. When you initially connect your SAGE Budget and Grant Runner application, SAGE will automatically generate and attach the PDF file listing any additional personnel. The file will be named to reflect the budget period. For example, the attachment for Period 3 of your budget will be named “Period_3_Personnel.pdf”. In addition, the system will calculate the Total Funds for Attached Persons value and display it.
Any time you add or remove Section A personnel from your SAGE Budget, or change their order on the Sponsor Budget Map page, the PDF attachment will automatically be recreated to reflect those changes, if necessary.
Section B. Other Personnel
Personnel that map to Section B are combined into the appropriate rows, with their data values totaled.
Mapping Rules
If you select one of these SAGE Budget Project Roles, the individual will be added to the corresponding role in Section B:
Post Doctoral Associates
Graduate Students
Undergraduate Students
Secretarial / Clerical
On the Sponsor Budget Map page, you can shift personnel with the Post Doctoral Associate role to the A: Senior/Key Persons section. You cannot edit the other project roles from the Sponsor Budget Map page. You would change them on your SAGE Budget.
If you select Other for someone’s project role on your SAGE Budget, that person’s sub-object code will determine the default role on the RR Detailed Budget.
SAGE Budget Personnel Sub-Object Code
RR Detailed Budget Project Role Default Value
10-14 – Instruction & Research Faculty
Select…
20-24 – Auxiliary Teaching Staff
Select…
30-34 – Graduate School Student Appointments – Teaching
Graduate Students
40-44 – Graduate School Student Appointments – Non-Teaching
Graduate Students
50-54 – Postdoctoral Research Trainee
Post Doctoral Associates
60-64 – Classified Staff
Secretarial / Clerical
70-74 – Professional Staff
Select…
80-87 – Temporary Staff
Select…
88, 89 – Hourly
Undergraduate Students
90-94 – Graduate Stipends
Graduate Students
When “Select…” displays, you can choose one of the four existing Section B roles listed above, or you create up to six different, customized roles.
Create a Customized Personnel Project Role
Click on “Select…” in the drop-down menu and choose “Other…”
A dialog will display where you can enter the customized name of your project role for Section B. Click Save to return to the Sponsor Budget Map page. The new project role will appear, followed by an Edit link.
Once you have added a customized role, it will appear in the drop-down so that you can choose it for additional personnel. If you edit the customized role, your changes will apply to all personnel with that role.
RR Detailed Budget Personnel Data Sources
Section A. Senior/Key Persons
The following table describes the source data for each RR Detailed Budget field in Section A.
RR Detailed Budget Field
Data Source
Name
SAGE Budget: First, Middle and Last Name
Project Role
Sponsor Budget Map: Project Role
Base Salary ($)
SAGE Budget: Line Setup Starting Monthly Salary * 12 (annualized) * the inflation rate for the period
Calendar Months
SAGE Budget: if Calendar is checked on Line Setup; from Update Periods: Person Months
Academic Months
SAGE Budget: if Academic/Summer is checked on Line Setup; from Update Periods: Academic Person Months
Summer Months
SAGE Budget: if Academic/Summer is checked on Line Setup; from Update Periods: Summer Person Months
Requested Salary ($)
SAGE Budget: from Worksheet (01 item) period amount or Update Periods: Period Total Salary
Fringe Benefits ($)
SAGE Budget: from Worksheet (07 item) period amount or Update Periods: Total Benefits
Funds Requested ($)
System calculated: Requested Salary plus Fringe Benefits
Section B. Other Personnel
The source data for each RR Detailed Budget field in Section B is the same as that for Section A. In this section, the values for a given row are a sum of the values for all personnel with that specific Project Role:
Number of Personnel: the total number of personnel with the specific Project Role
Project Role: the first four rows are the fixed project roles; any custom roles you create will appear below these. There is a maximum of 6 custom roles.
Calendar, Academic, Summer Months: the sums of each type of person months for personnel with the specific Project Role.
Requested Salary ($): the sum of all Requested Salaries for personnel with this Project Role
Fringe Benefits ($): the sum of all Total Benefits for personnel with this Project Role
Funds Requested ($): System calculated: Requested Salary plus Fringe Benefits
The Sponsor Budget Map page shows where the expenses from your connected SAGE Budget will flow to on the RR Detailed Budget form.
A link to the Sponsor Budget Map page will appear on the left navigation menu once you connect your SAGE Budget to your Grant Runner application and the RR Detailed Budget form is either mandatory for your opportunity, or you have selected it.
Use the Sponsor Budget Map page when you have expenses that are not mapped to default fields on the RR Detailed Budget form, or you need to adjust the defaults. A red exclamation “validation icon” will display if you need to complete any mappings.
Note: The Sponsor Budget Map page does not show dollar amounts. It shows you how the various expenses on your budget are categorized for the RR Detailed Budget form. For some expenses, you can use the Sponsor Budget Map to change where and how your data displays on the RR Detailed Budget form.
The following image shows the Sponsor Budget Map link on the left navigation menu.
Note: If the budget you connect does not yet contain any expenses (costs), you will see an alert message. It reads “Whoops! You connected a budget with no expenses. Navigate to your SAGE Budget to add expenses.”
The following image shows the message.
Data Synchronization
After the initial connection of your SAGE Budget and Grant Runner application, any data changes you make to your SAGE Budget will be synchronized with both the RR Detailed Budget form and Sponsor Budget Map page. Any changes you make on the Sponsor Budget Map page will be reflected on the RR Detailed Budget form when you view it.
Your data changes will also be reflected in the PDF generated when you select View Grant Runner forms (PDF) on the left navigation menu.
Using the Sponsor Budget Map
The Sponsor Budget Map page initially shows where the SAGE Budget expenses will appear, by default, on the RR Detailed Budget. Where editable, you can choose to shift those expenses to a different category on the RR Detailed Budget. You can also specify the order of the personnel entries for Section A. Senior/Key Persons.
The Map page includes a link to your budget, just above the first section, that displays the budget number and title. For example: “B32836 Guide: Example Budget” as shown in the following image.
Below the link, there is a section for each expense type (object code) on your connected SAGE Budget. By default, the sections are all collapsed when you first view the page. You can “Expand All” sections or just individual ones.
The sections you see will match those where you have entered data in your parent SAGE Budget and any sub budgets. The possible sections are:
(01) Salaries and Wages, which includes the (07) Retirement and Benefits data (this links to a separate article)
SAGE Budget data is displayed on the left side of the page, in the same order as your SAGE Budget. The RR Detailed Budget expense category to which the expense will be mapped is shown on the right side.
Each section will display a status icon to indicate the status of the data within the section. A red exclamation point indicates that there are one or more expenses from your SAGE Budget that you need to map to an RR Detailed Budget category or sub-category. A green check mark indicates that all mappings are resolved. The Participant/Trainee Support Costs section shows a gray check mark icon if one or more of the optional mappings are unresolved.
The following images show examples of each type of status icon: green, red, and gray.
Adjust Expense Categories
You can change a number of SAGE Budget expense categories from the default value to another category on the RR Detailed Budget. Use the drop-down menus in the right-hand column to make changes to the default mapping between SAGE Budget and the RR Detailed Budget form. Some selections are grayed-out to indicate that the SAGE Budget object code cannot be mapped to that selection. For example, Travel costs cannot be assigned to Other Personnel.
Create Customized Categories
For some expenses that map to Section F: Other Direct Costs, there is no default sub-category. You must make a selection. These expenses are:
Supplies & Materials 05-47, 05-48
Student Aid 08-00, 08-02, 08-05
Unallocated 38-00
You can either select one of the existing sub-categories, or create a customized one. You can add up to 10 custom (user defined) sub-categories for Section F. The custom fields will be listed in object code order on the budget form.
Click on “Select…” in the drop-down menu and choose “Other…” You made need to scroll down the list.
A dialog will display where you can enter the customized name of your sub-category. Click Save to return to the Map page. The new sub-category will appear, followed by an Edit link.
Once you have added a customized sub-category, it will appear in the drop-down so that you can choose it for additional expenses. If you edit the name of your customized sub-category, all items you associated with that sub-category will be updated.
Participant Support Costs
You can change some SAGE Budget expense items from the default mapping value to Section E. Participant/Trainee Support Costs.
Note: If you have any Participant Support Costs, you must use the section at the end of the Sponsor Budget Map page to indicate the associated numbers of participants for those budget periods.
By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs, subcategory Consultant Services.
You can change the RR Detailed Budget Category to either D. Travel, or E. Participant/Trainee Support Costs.
Within this category you can select the appropriate subcategory for your expense item.
(03) Other Contractual Services
By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs. The default subcategory depends on the SAGE Budget sub-object code for the expense. Consult the table below.
Generally, you can change the RR Detailed Budget Category to either D. Travel, or E. Participant/Trainee Support Costs. The exception is an 03-62 expense, a subcontract sub budget. You cannot change its mapping.
By default, the expenses for the (04) Travel object code, on a parent or internal sub budget, will map to Section D. Travel on the RR Detailed Budget form. The expense will map to either Domestic Travel Cost or Foreign Travel Cost, depending on your SAGE Budget Destination choice.
You can change the RR Detailed Budget Category to E. Participant/Trainee Support Costs. The subcategory will default to Travel.
(05) Supplies & Materials
By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs, with the subcategory of Materials Supplies.
You can change the RR Detailed Budget Category to E. Participant/Trainee Support Costs, except for sub-object codes 47 and 48 “Non-Capitalized Equipment”.
Within the category you can select the appropriate subcategory for your expense item.
(06) Equipment
The expenses for this object code, on a parent budget or internal sub budget, will map to Section C. Equipment, and you cannot change the mapping.
Additional Equipment Items Attachment
Section C. Equipment on the RR Detailed Budget form can display up to ten items. Any additional items must be included in an attachment to the form. When you initially connect your SAGE Budget and Grant Runner application, SAGE will automatically generate and attach the PDF file listing any additional equipment items, as needed. The file will be named to reflect the budget period. For example, the attachment for Period 3 of your budget will be named “Period_3_Equipment.pdf”.
Any time you add or remove equipment items from your SAGE Budget, the PDF attachment will automatically be recreated (or removed) to reflect those changes, as needed.
(08) Student Aid
By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs. You will need to select a sub-category on the Sponsor Budget Map page, or create a custom one.
(10) Capital Projects
The expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Alterations and Renovations, and you cannot change the mapping.
(19) APL
The expenses for APL Prorated Direct Costs (PDC), on a parent or internal sub budget, will map to Section H. Indirect Costs
The non-PDC expenses will map to section F: Other DIrect Costs. You will need to select a sub-category on the Sponsor Budget Map page, or create a custom one.
(38) Unallocated
By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs.You will need to select a sub-category on the Sponsor Budget Map page, or create a custom one.
You can change the sub-category to any value for Section F, except Subaward/Consortium/Contractual Costs.
You can also change the RR Detailed Budget Category to either D. Travel or E. Participant/Trainee Support Costs.
(25) Facilities and Administrative
The expenses for this object code, on a parent budget or internal sub budget, will map to Section H. Indirect Costs, and you cannot change the mapping.
The RR Detailed Budget form allows a maximum of four distinct indirect cost base/rate rows.
Participant/Trainee Support Costs
Use this section to indicate how many participants and/or trainees there are for each period.
There will be an entry field for each period.
If there are not any participants in a period, leave the field blank.
Cascading Behavior for Salary Data Can Now be Turned Off
If you prefer to manually enter wage-related values across all years of your multi-period budget, you may now choose to turn off cascading of salary data on the Line Setup screen. Cascading of salary data will be turned on by default.
Updates to Cascading of Salary Data
When cascading is ON/selected for salary data, and you have multiple budget periods, you will experience the following:
When you change either the Monthly Base Salary amount or Salary Inflation Rate, all future period Monthly Salary Base values will be updated.
The “Effort” section values, salary inflation rate, and any prior period entries will be unaffected by cascading, so that any custom entries will be retained.
Inflation Rate Auto-Update
On the Update Periods screen for Salary, if you click “Update Salary” for a particular period, the Inflation Rate will no longer reset to the original value. The inflation rate will remain unchanged, and only the Monthly Base Salary and related salary total calculations will be updated, with cascading updates to future periods when cascading is on/checked.
Decimal Handling Improvements
On the Period Update screen for any line item, when you enter a decimal into an entry field, the full number entered will be visible when you click in the cell, regardless of the Display Setting for decimals. When you click away from the cell the value displayed will be based on the Decimal Settings in the Properties tab – Advanced Budget Settings.
APL Benefit Rates and Amounts Corrected
On the Update Periods screen for Salaries on an APL budget, you will now see both the APL Benefit Rate and the APL Leave Rate displayed. This will be helpful in understanding and verifying the Total Benefits calculation, which is equal to the combined APL Benefit and Leave Rates multiplied by the Period Salary.
In addition, when you click the “Update Rate” link, the APL Benefit Rate and the APL Leave Rate will refresh with the correct values.
APL Pro-Rated Direct Cost Updates
For APL budgets, SAGE is now updated with the current Pro-Rated Direct Cost (PDC) rate and updated calculation logic. The calculation of the PDC cost amount is based on total APL modified total direct costs multiplied by the PDC rate. The PDC amount also now shows as a distinct line item on the parent budget, under object code (19).
Roll-up of Total F&A Updated
The parent budget total F&A is now showing the combined roll-up of all F&A, inclusive of internal UW sub budgets. Users no longer need to add the parent and sub budgets together for a combined total.
F&A Base Calculation for Non-MTDC budgets that include subcontracts
For budgets that include one or more subcontracts, the $25,000 cap for inclusion of subcontract costs in UW’s F&A base will only be applied when the base type is MTDC. All other base types will calculate F&A on the full amount of the subcontracts. The custom base type can continue to be used for situations where the sponsor has irregular rules around how F&A can be charged.
SAGE was updated July 6th to reflect Workday salary and payroll data. This release includes a few fixes to the SAGE system.
Re-enabled Items
We’ve re-enabled the following
Personnel Chooser: Re-enabled the ability to search for group NetIDs
Approvals Tab: Re-enabled the Advanced Search
Subcontract Sub Budgets:Re-enabled the ability to set custom fringe benefit rate settings for sub budgets of type Subcontract
Fixes
eGC1 PDF: The PDF version now displays the complete Compliance Details column as well as the new Additional Organizational Unit Reviewers section
SAGE Budget for Student Aid:The Update Periods window for (08) Student Aid now displays the correct summary amount and no longer displays the unnecessary “Line Setup” button.
Update or Convert Salary: If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary if:
You have access to the budget
The Last Period End Date is in the future
The line was added via “Add Personnel” rather than “Add TBD”
For Salary and Wages lines created or last updated with Workday data, the Line Setup modal will allow you to “Update” the salary if the above criteria are met.
