Tag Archives: Worksheet

When viewing the worksheet for the main (parent) budget, or a sub budget, you will see a set of icons at the upper right of the sheet. They allow you to make adjustments to what you see on the worksheet, and to perform actions on the worksheet. The set of icons are shown in the following image, and are numbered left to right.

budget worksheet icons

The icons are:

  1. Full Screen Budget, and Close Full Screen Budget
  2. Show all sub-object budget lines, and Hide all sub-object budget lines
  3. Print Budget
  4. Export Budget to Excel
  5. Create a copy of this budget (does not display for subcontract sub budgets)
  6. Delete this budget (displays on parent worksheet only)

Display Full Screen

These icons allow you to choose how you view the worksheet within the browser window.

budget icons with the open and close fullscreen icons circled

The “magnifier with plus” icon (to the left) allows you to expand the worksheet to fill the whole browser window, allowing you to see more of the sheet details, rather than the SAGE and budget tabs.

The “magnifier  with minus” icon (to the right) returns you to the standard view.  When you’re in full screen mode, you can also use the Close Full Screen link in the upper-left corner of the screen.

Show All Sub-Object Budget Lines

You can use these icons to fully expand all of the line items in your budget.

budget icons with the expand and contact icons circled

The “plus” icon expands the worksheet, and displays the sub-object lines you have already entered and the Add buttons for each section.

The “minus” icon contracts the worksheet back to displaying just the object code summary lines.

Print the Budget

This icon displays a printable copy of your budget.

budget icons with print circled

A new browser window will appear with the budget data formatted for printing.

The output includes two different formats of the data: the first is line-by-line for all periods; the second is to help you complete the SR 424 (R&R) Detailed Budget used in Grants.gov submissions.

Export the Budget to Excel

This icon exports your budget as an Excel spreadsheet.

budget icons with export circled

You will be prompted to open Excel.

The output includes two different formats of the data: the first is line-by-line for all periods; the second is to help you complete the SR 424 (R&R) Detailed Budget used in Grants.gov submissions.

Note: only the values export, not the formulas.

Create a Copy of the Budget

This icon creates a copy of your budget. Everything from the original budget will copy except the budget history, any “notes” that you added and any connection to an eGC1.

budget icons with copy circled

When you click this icon, a dialog box, shown below, will open. It has a field for the New Budget Title, a Create Copy button, and a Cancel link.

budget copy dialog

By default, the new title will be the words “Copy of” followed by the title of the budget you are copying. For example, a copy of the budget named “Feline Health Insights” would be named “Copy of Feline Health Insights”. The new title will be highlighted, so if you want a different title, you can just start typing to replace the default text.

When you select the Create Copy button, the system will open a new tab/window and display the copy with its new title and number. The original budget will still be displayed in its tab/window.

When you copy a main (or parent) budget, the entire budget, including any sub budgets, is copied. When you make a copy of an Internal UW or Fabrication sub budget, the new budget becomes a main budget. You cannot copy a Subcontract type sub budget to a main budget.

If you want your copied sub budget to become a sub budget on a different main budget, open that main budget. Click the sub budgets tab, and then click the Import Existing Budget link, and import the copied sub budget. If you have copied a Fabrication sub budget, your new parent budget will not have any F&A data. You will need to provide F&A data before you can import it.

Note: The Preparer on the Access list for a copied budget will be the person who created the copy. If that person is someone other than the Preparer on the original, the original preparer will have assigned Read-Only access to the copy.

If you want to create a copy of an older version of your budget, click the History tab, click the Budget Edit Number for the version you want to copy, and then click the copy button. Everything from the original budget will copy except the budget history, the assigned access, any “notes” that you added, and the connection to the eGC1.

Delete the Budget

This icon allows you to delete your budget, if you are an owner (Budget Preparer, Contact, or Read/Write access).

budget icons with delete circled

Note: Only budgets that are not linked to eGC1s can be deleted. If your budget is linked to an eGC1, the delete icon will not display.

To complete the process, click OK in the confirmation pop-up window.

deletion confirmation dialog

Upgrading Your Budget

When you are accessing a “legacy” budget, you will see an Upgrade button in the header.  This allows you to upgrade your budget to the current, redesigned interface.

legacy budget header showing upgrade button

Worksheet Navigation Tabs

You can add line items and view period totals for each budget line from the Budget Worksheet. The name of the budget and its reference number display above the worksheet navigation tabs.

budget worksheet navigation tabs

Field Description
Worksheet Displays the Budget Worksheet page
Sub Budgets Displays the Sub Budgets page
Properties Displays the page with the Budget Properties, Global Attributes and Advanced Settings sections (step 1 of the budget creation wizard)
Periods Displays the page with the Periods sections (step 2 of the creation wizard)
F&A Displays the page with the Funding Details and F&A Rates and Base sections (step 3 of the creation wizard)
Assign Access Displays the page with the Contacts and Access sections (step 4 of the creation wizard)
Targets & Limits Displays the page with the Targets & Limits Settings; this tab only appears if you chose this option on the Properties page. It would be step 5 of the creation wizard.
History Displays the page with the Budget History; if you linked an eGC1 to the budget, information about it would also appear here.

Worksheet Icons on the Action Bar

At the upper right area of the worksheet is a set of icons. Placing your mouse pointer over an icon will display its function. For full details on each of these icons, see the Worksheet Actions article.

Worksheet Details Overview

Click on any object code summary line to display any existing sub-object line items and to add new items. Click the Add item button to open the setup and item-entry screen(s). There will be one item-entry screen per budget period. The last period entry screen has a Return to Worksheet button which closes the entry screen and returns you to the worksheet view.

The column entry for one period, for a specific sub-object code line item, shows the total calculated in the item-entry screen(s). The column entry for one period, for an object code summary line, shows the total of all its sub-object code line items for that period. An entry in the “Summary ($)” column (at the far right), for an object code summary line, shows the total of all the periods for that line. At the bottom of the worksheet are column totals for several categories of costs.

In the Salary and Wages section, adding personnel will automatically create corresponding entries in the Retirement and Benefits section. Student Aid line items are automatically added when you add an individual to the Salaries and Wages section with a UW sub-object code of: 01-33, 01-34, 01-43, 01-44, 01-51 to 01-54, or 01-91 to 01-94. See Salary and Wages Introduction for more information on how to select individuals.

Worksheet Table Columns

budget worksheet table columns

Description column

This lists the budget lines, which are categorized into 11 summary sections, derived from actual UW Object Codes. Click on a summary line to display its sub-object codes and “Add item” button(s), or hide them. The current object codes included are:   [add links to list below]

  • (01) Salaries and Wages
  • (02) Service Contracts
  • (03) Other Contractual Services
  • (04) Travel
  • (05) Supplies and Materials
  • (06) Equipment
  • (07) Retirement and Benefits
  • (08) Student Aid
  • (10) Capital Projects
  • (38) Unallocated
  • (19) APL

Note: SAGE Budget does not include all UW Object Codes.

See also: Salary and Wages Introduction and a list of all UW Object Codes.

Target Amount

This line displays only when you have the Targets and Limits feature enabled. It displays the target amount you have established for each period of your budget. This amount is not included in your budget totals.

Target Difference

This line displays only when you have the Targets & Limits feature enabled. The Target Difference is the difference between the target amount you have established for each period of your budget and your budget total. When your budget exceeds the target amount, the target difference displays in red text. When your budget is less than your target amount, the target difference displays in black text.

The Target Difference is not included in your budget totals.

Summary and period columns

The summary column values are the sum of all line items (sub-object codes) set up within the summary line’s section.

Each budget column represents one period. The periods are defined in step 2 of the setup.

Buttons and Icons

Add item line button opens the item setup and period data-entry windows. The button name reflects the line item being added.

Delete Line icon deletes the line item, with a confirmation question.