Use the Targets & Caps tab to enable the Targets & Limits and Salary Cap features and select appropriate settings.
Targets & Limits
Once you select the Enable Targets & Limits check box, all of the other fields will become editable. If you later un-check the box, all of the values will be cleared.
The following image shows the check box selected and the default values for each field, as described in the table below.
|Use same target amounts for all periods
||The default value is Yes. If you want to set a different target for each period, select No.
|Period target amount
||Enter the target amount you want for each period in this field. The default value is zero (0).
||You have three options for where to apply your target budget amounts:
- Total Direct Costs only (default value)
- Total Direct Costs Less Subcontract (Consortium) F&A
- Total Costs
|Include auto-adjusting entries to reach target
||The default value is No. When you select Yes for auto-adjusting entries, the Auto-Adjusting Entries section will display. This is described below.
When you select Yes for auto-adjusting entries, this section will display.
SAGE Budget allocates funds to non-personnel costs based on your budget target and prioritization order. This function is particularly helpful when you anticipate having some unspent dollars in your budget and would like to optimize the funds available in specific areas.
Expand any of the line items to add a specific entry.
In the setup dialog, you can add a Description, and select the appropriate UW Sub-Object Code. Add a period minimum and maximum amount and set a priority for the line item. You can have more than one item with the same priority. This dialog is shown in the following image.
For example: assume you have established a target of $500,000 for your budget. You enable auto-adjusting entries and add two entries:
- Travel is priority 1 with a minimum of $2,000 and a maximum of $5000
- Equipment is priority 2 with a maximum of $1,500 and a maximum of $3000.
When you finish entering all the data into your budget worksheet, your total budget is only $492,000, so there is $8,000 in remaining funds.
- first adds the minimum amount for all lines for a total of $3,500, leaving $4,500 to allocate
- $2,000 for travel
- $1,500 for equipment
- next by priority adds dollars to each entry up to its maximum if possible
- travel gets an additional $3,000 for its maximum of $5000.
- finally, allocates the remaining $1,500 to the equipment line minimum for a total of $3,000
|Allocation Steps Description
|Less: Total Budget
|| – 492,000
|Equals: amount to allocate
|Less: total of all minimum amounts ($2,000 + $1,500)
|Equals: remaining amount to allocate
|Less: amount for Priority 1 entry, up to maximum
|Equals: remaining amount to allocate
|Less: amount for Priority 2 entry – less than maximum for this example
Note: SAGE indicates auto-adjusting entries on your worksheet by displaying a “TL” icon before the line item description.
You can set a custom salary cap when your sponsor requires one. 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, their total uncapped salary displays in addition to their capped total for improved transparency. For details, see the Salary and Wages Update Periods article.
To use the Salary Cap
Start by selecting the Enable Salary Cap check box on the Targets & Caps tab. The two additional fields will become editable. If you later disable the cap, the system will clear the values for those fields.
The following image shows the check box selected and the additional fields, as described in the table below.
|Annual Salary Cap Amount
||Enter the maximum allowable salary amount specified by your Sponsor.
|Salary Cap Notes
||This is an optional field. Enter any notes you want for reference.
You can use the Update Periods page to adjust the personnel values for any or all of your budget periods.
The Name displayed is the name of the person selected for this line item. Once you have selected a person, you cannot change their name.
This modal also allows you to enter Tuition information for any students.
The modal entry sections are
Each section can be collapsed or expanded as desired.
The following image shows the Base Salary section of the Update Periods modal.
This section includes
- Monthly Base Salary
- Update Salary
- Salary Inflation Rate (%)
- Adjusted Monthly Base Salary
The Monthly Base Salary for the first period is, by default, the value entered as the Starting Monthly Salary on the Line Setup page. For any following periods, the Monthly Base Salary will be the prior period’s Adjusted Monthly Base Salary value.
To modify Monthly Base Salary, you can:
- Change the Starting Monthly Salary for this person, on the Line Setup modal.
- Modify the salary data directly for any period. Note that any change in a period’s value will cascade to subsequent periods for this person.
For personnel that are paid hourly, the Starting Monthly Salary value, on the Line Setup modal, will be equal to the hourly rate of pay times the number of hours in a standard month (173.3 hours). Use the % Effort field to adjust the amount of pay for each period.
The Update Salary link will refresh the value of the Monthly Base Salary for the selected period and any future periods. The system will also update all related salary total calculations.
The Salary Inflation Rate is the value specified in the Inflation & Benefit Rates section of the Properties tab page. It is editable, and any change in a period’s value will cascade to subsequent periods for this person.
The Adjusted Monthly Base Salary is automatically calculated. It equals the Monthly Base Salary amount increased by the Salary Inflation Rate.
The following image shows the Effort section of the Update Periods modal.
This section includes
- % Effort
- Person Months
Months is auto-calculated based on two data values:
- The length of the period in months
- Worker Position Type (calendar vs. academic) on the Line Setup modal
A budget period that includes a leap year will not affect the Months calculation.
% Effort is auto-calculated based on the initial % Effort entered on the Line Setup page.
Person Months is automatically calculated and is equal to: Months times Effort.
Period Salary Totals
The Period Salary Totals row shows the total for each period and in the far right Summary column, the total for the project.
- Period Salary Total = Adjusted Monthly Base Salary times Person Months
- Project Total = sum of all period totals
If you have enabled a Salary Cap for your budget, this line will become an expandable section. It will also display the individual’s salary without the cap imposed.
Period Benefits Totals
The following image shows the Period Benefits Totals section. The values are described below.
This read-only section is pre-populated based on data entered on the Line Setup page for this person (specific individual or a TBD one). You can use the Update Rate link in any period to refresh the rates for this person, for that period and any future periods.
For more information on benefits rules and rates, see GIM 3 Fringe Benefit Rates and Sponsored Projects.
To edit this data, go to the Line Setup modal and change the UW Sub-Object Code.
||The UW Sub-Object Code selected on the Line Setup modal determines the benefit type and rate.
“APL” is listed if Include APL Benefits was selected on the Line Setup modal.
|Benefit Object Code
||The UW Sub-Object Code entered on the Line Setup modal determines the benefit type.
(Current or Preliminary)
|The benefit rate is determined by the Benefit Object Code (above), whether APL was selected, and whether you are using the preliminary or current rate. SAGE Budget will use the correct rate based on the period start date when using current and preliminary rates or current-only rates. This field’s label will list which rate you are using.
The data is read-only and cannot be modified on this page; however, you may change the rate type (preliminary or current) on the Properties Tab.
||This section contains the Update Rate link which allows you to update this person’s rate for this period and all future periods with the latest approved rate.
||This total is calculated by multiplying the Period Total Salary by all listed benefit rates. If you update the data on the Setup page, then this total will reflect the changes.
Total Salary + Benefits
The Total Salary + Benefits row shows the total for each period and in the far right Summary column, the total for the project. The values are the sum of the Period Salary Totals and the Period Benefits Totals.
You may pay tuition for student personnel, which are UW Sub Object codes 33, 34, 43, 44, 51, 52, 53, 54, 91, 92, 93, and 94. When you set up a person with one of these sub-object codes, you will have the option to enter tuition details on the Update Periods modal.
Note: UW Sub Object codes (88) Hourly Work Study and (89) Hourly Student Salary do not include Tuition Benefits. When you use these sub object codes, the Tuition section of the Update Periods modal will not appear.
The following image show the Tuition section of the Update Periods modal with some example values. Each field is described below.
|Academic Quarter Tuition Rate
||The tuition rate is independent of salary, effort and/or hours. Because UW tuition rates vary significantly based on school, residency status, and other student attributes, there is not a centralized source for the rates. For this reason, SAGE Budget is not able to dynamically populate tuition rates in your budget. To look up the appropriate tuition rate for student personnel included in your budget, please see http://f2.washington.edu/fm/sfs/tuition.
Note: If there are different tuition rates for the summer and academic year quarters, then enter that value in the Summer Quarter Tuition Amount field.
|Number of Academic Quarters
||The number of quarters this student will be working on the project. This must be a whole (integer) number. In situations where the academic quarter spans multiple periods, you must choose the budget period to which you plan to allocate costs. As a general rule, you should allocate costs to the budget period in which the quarter starts, as that is the period when you actually incur the tuition cost.
For example, if you have two five-month periods that start in September, you should allocate tuition for fall and winter quarter in the first budget period, and tuition for spring and summer quarters in the second budget period.
|Academic Tuition Amount
||This is a calculated field. It is equal to the Academic Quarter Tuition Rate times the Number of Academic Quarters.
|Summer Quarter Tuition Amount
||Enter the appropriate summer tuition amount for student personnel included in your budget. For more information, please see http://f2.washington.edu/fm/sfs/tuition.
|Increase % (Academic & Summer)
||Enter an inflation factor if you expect tuition to increase. This rate will be applied to both Academic and Summer amounts.
||This is a calculated field. It is equal to the sum of the Academic Tuition Amount and the Summer Quarter Tuition Amount, multiplied by the Increase percentage.
The Total Tuition values display in the “(08) Student Aid” section of the budget worksheet.