• Tags
• SAGE Budget

Use this section of your worksheet to add non-personnel costs. This article describes the following:

• Section Layout
• Adding Other Costs
• Cost Details
• Deleting Other Costs
• Adding Entry Notes

Section Layout

Each cost added is a row in the table for this section. The last row is the Other Costs Total, which shows the calculated total for each period and the All Periods column.

The column headings for other costs are:

• Spend Category
• Description
• Period description, with the Start and End dates
• All Periods

The following image shows an example of this section.

Adding Other Costs

To add a cost to your worksheet, click on the Add Other Cost drop-down menu to the right of the section name. The choices in the menu are the object codes and descriptions, in ascending order, followed by “Search all object codes”. The following image shows the expanded menu.

When you select an object code from the menu, a new row is added as the first row of the section. In the Spend Category field, a menu will display the sub-object codes and descriptions. Scroll down and select the appropriate choice.

When you select “Search all object codes” from the Add Other Cost menu, a list of all object codes with their sub-object codes and descriptions appears in the Spend Category field for the new row. To search the list, start typing in the Spend Category field, and the list will adjust to show items that match what you entered. Select your choice from the results list to populate the field.

Once you have added an entry, the Spend Category field will show just the object and sub-object codes to save space. Within the field is a light gray oval with 3 dark gray dots. Place your mouse over this to see the object code and sub-object code descriptions.

Use the Description field to enter an optional explanation for this cost. Note that a description may be needed if you are linking your budget to a Grant Runner eGC1 and using the RR Detailed Budget form.

As you add costs, each new one is added as the top row so that the column descriptions are always visible. A Sort by Spend Category link displays above the All Periods column. When active, clicking it will re-arrange the costs entries in order by object/sub-object code and description. The sort link will only be active when the list is not in order.

Note: When you enable APL in worksheet settings, a Prorated Direct Cost (PDC) entry will be added to the Other Costs section, with object/sub-object code 19-10. This entry is not editable.

Note: When you add an 03-62 Object/Sub-object code on either the Primary Worksheet or an Internal worksheet, an alert will display: Use 03-62 for proposal budgets only. Award budgets require subawards set up as a Subaward Worksheet. The following image shows this alert:

Cost Details

There are two ways of entering period values for a cost entry:

• Type a dollar amount directly in the period field. This will default the Quantity to 1, the Unit Price to the amount entered, and the Inflation Rate to 0%.
• Use the period details side panel that opens when you click in a period field, and enter values for the Quantity, Unit Price, and Inflation Rate.

Panel Details

The following image show the period details panel.

The top of the panel includes this information:

• The period description
• The period total dollar amount
• 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 fields in the panel are:

• Domestic / Foreign  – this choice only displays for Travel, and is editable
• Quantity – the number of items, which must be greater than 0 if there is a Unit Price greater that $o. This field does not display for a (38) Unallocated entry.
• Unit Price – a value greater than $0.
• Inflation Rate – any value from 0% to 100%
• Total – this is a calculated field, and is equal to the Quantity * Unit Price, adjusted for inflation

Note: for personnel with 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 Linked Tuition Entries for full details.

Review Budget Calculation Formulas for details on worksheet calculations.

Cascading

To the right of the All Periods column is a “more actions” menu. It includes the choice to 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 Other Costs

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.

When you select “Delete Other Cost” 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 cost 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 cost’s user-entered description and its spend category. 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.

When a note is added, a “page” icon will appear following the cost’s description. Place your mouse over the icon to read the note.

When a note exists, the “more actions” 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 removed.

• Tags
• SAGE Budget

The Budget Summary consists of these four sections:

• Header
• Salary and Benefit Costs
• Other Costs
• Project Totals

Header

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.

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.

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.

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.

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.

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.

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.

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.

Note: When you add an 03-62 Object/Sub-object code on either the Primary Worksheet or an Internal worksheet, an alert will display: Use 03-62 for proposal budgets only. Award budgets require subawards set up as a Subaward Worksheet. The following image shows this alert:

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.

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.

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.

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.

• Tags
• SAGE Budget

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.

Note: The exported file contains just labels and values, and is editable. It does not contain formulas.

On this page:

• Create an Export
• Budget Summary (all worksheets)
• R&R Detailed Budget Formats – NIH and Non-NIH
• Individual Worksheet: primary or added
• Example Export Files

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.

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

• Budget Summary (all worksheets) – selected by default
• Both NIH and non-NIH options of the SF424 (R&R) Detailed Budget Format – matches the SF424 R&R Detailed Budget form layout
• The next item is the title of the primary worksheet
• The remaining items, if any, are the titles of each additional worksheet in your budget, in the order added

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

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 as Period 1, Period 2, and so forth. To download an example Excel spreadsheet, right-click the link Budget_Summary_Export_Example, select “Save link as…,” and then save the file to your computer. From there, you can view the file.

Budget Summary All Periods

The All Periods tab displays the totals for the budget by period.

The header for this tab includes the following information:

• Budget Title and Number, and the Run Date (when the data was exported)
• Report title – either Summary by Period or the period description
• Principal Investigator(s) – first and last name of the PI on the Primary Worksheet and the PIs on additional worksheets
• Primary Cost Center Receiving Funding – the Cost Center name and code from the Primary Worksheet
• Primary Security Grant Hierarchy – the SGH value from the Primary Worksheet
• Worksheet(s) Fiscally Responsible Cost Center – the Cost Center name and code from any additional worksheets
• Worksheet(s) Security Grant Hierarchy – the SGH values from any additional worksheets
• 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

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.

The header for these tabs includes the following data in columns A and B:

• Budget Title and Number
• Tab name followed by “Detail”
• Primary Cost Center Receiving Funding – the Cost Center name and code from the Primary Worksheet
• Principal Investigator – first and last name of the PI on the Primary Worksheet
• Security Grant Hierarchy – the SGH values from the Primary Worksheet and all additional worksheets
• 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

Additional header values display in Columns G and H:

• Period Start Date
• Period End Date
• Months in Period
• eGC1 – number of the associated application, if there is one

In the Personnel section, there is a row for each person, with the following data columns:

• Name
• Project Role
• Starting Monthly Base
• Inflation Rate
• Adjusted Annual Base Salary
• Calendar Person Months
• Academic Person Months
• Summer Person Months
• Period Salary
• Period Sea Pay (if selected)
• Benefit Rate
• Benefit Amount
• Period Sea Pay Benefits (if selected)
• Total Salary + Benefits
  • Equal to Period Salary + Period Sea Pay + Benefit Amount + Period Sea Pay Benefits
• Percent Effort
• 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 set of 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, right-click the link Budget_sf424_rr_detail_Export_Example, select “Save link as…,” and then save the file to your computer. From there, you can view the file.

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
  • 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)”
• Principal Investigator – first and last name
• Primary Cost Center Receiving Funding followed by the Cost Center ID and name
• Primary Security Grant Hierarchy followed by the value
• 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
  • This only appears on the Cumulative Rollup  tab
• Period Target Amount – the value or “none”

On the right, is this information:

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

This Note displays: 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.

To download an example Excel spreadsheet, right-click the link Budget_Primary_Worksheet_Export_Example, select “Save link as…,” and then save the file to your computer. From there, you can view the file.

All Periods Summary Header

This section of the sheet includes the following information:

• Worksheet Title and Number
• Run Date – when the data was exported (on the far right)
• The report title – Summary by Period
• Principal Investigator – first and last name
• Fiscally Responsible Cost Center – Cost Center ID and name
• Security Grant Hierarchy – value selected
• Project Title – the title of the budget
• Project Dates – budget start and end dates
• Primary Cost Center Receiving Funding – Cost Center ID and name
• Sponsor Salary Cap – the amount of the cap or “none”

All Periods Summary Data

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 displays 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 Header

The header for the individual period tabs includes the following data in columns A and B:

• Worksheet Title and Number
• Tab name followed by “Detail”
• Fiscally Responsible Cost Center – the Cost Center ID and Name
• Project Title – the Budget Title and Number
• Principal Investigator – first and last name of the PI
• Security Grant Hierarchy – the SGH value
• Project Dates – budget start and end dates
• Primary Cost Center Receiving Funding – Cost Center ID and Name
• Sponsor Salary Cap – the amount of the cap or “None”

Additional header values display in Columns G and H:

• Period Start Date
• Period End Date
• Months in Period

Worksheet Specific Period Data

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
• Calendar Person Months
• Academic Person Months
• Summer 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
• Percent Effort
• 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

To download an example Excel spreadsheet, right-click the link, select “Save link as…,” and then save the file to your computer. From there, you can view the file.

• Budget_Summary_Export_Example
• Budget_Primary_Worksheet_Export_Example
• Budget_sf424_rr_detail_Export_Example

• Tags
• SAGE Budget

The system automatically calculates the value for a number of fields. This article describes those calculations, organized in the following sections:

• Formula Notation
• Salary and Benefit Costs (salary, benefits, sea pay)
• Other Costs
• Worksheet and Budget Summary Totals
  • Total Direct Costs
  • Facilities and Administrative
  • APL Fixed Fee

Rounding Note

You can adjust the number of decimal places used for rounding to get a more precise calculation when trying to match values.

Formula Notation

The formulas use the following symbols for arithmetic processes:

• • plus sign (+) indicates addition
  • minus sign (- ) indicates subtraction
  • asterisk (*) indicates multiplication
  • forward slash (/) indicates division
  • parentheses indicate partial calculations, done first

Salary and Wages

Base Salary

• Monthly Base Salary
  • First period = system-generated or entered value
  • Following periods = prior period’s Adjusted Monthly Base Salary
• Adjusted Monthly Base Salary = Monthly Base Salary * (1 + Salary Inflation Rate)
• Example
  • Monthly Base Salary = $5,000
  • Salary Inflation Rate = 2% = 0.02 in decimal form
  • Adjusted Monthly Base Salary = $5,000 * (1 + 0.02) = $5,100

Effort

• Months = number of months in the period
• Percent Effort = entered value
• Monthly Hours = Percent Effort * 173.3 (standard hours in a month)
• Person Months = Months * Percent Effort
• Example
  • Months = 12
  • Percent Effort = 80% = 0.80
  • Monthly Hours = 0.80 * 173.3 = 138.64
  • Person Months = 12 * 0.80 = 9.6 months

Total Requested Salary

• Total Requested Salary = Adjusted Monthly Base Salary * Person Months
• Example
  • Adjusted Monthly Base Salary = $5,100
  • Person Months = 9.6
  • Total Requested Salary = $5,100 * 9.6 = $48,960

Note: if you enabled a Salary Cap, the Period Salary Total used in calculations will be the capped amount. For a given period, the capped salary limit = Cap Amount * Percent Effort.

Total Benefits on Salary

• Benefit Rate = system-generated or entered value
• Total Benefits on Salary = Total Requested Salary * Benefit Rate
• Example
  • Benefit Rate = 24% = 0.24
  • Total Requested Salary = $48,960
  • Total Benefits on Salary = $48,960 * 0.24 = $11,750.40

Total Salary and Benefit for the Period

• Period Personnel Cost = Total Requested Salary + Total Benefits on Salary
• Example
  • Total Requested Salary = $48,960
  • Total Benefits on Salary = $11,750.40
  • The personnel cost for the period = $48,960 +  $11,750.40 = $60,710.40

Sea Pay

If you enable Sea Pay in worksheet settings, you will have the option of adding sea pay to personnel. The Total Sea Pay and Total Benefits on Sea Pay are added to the Total Requested Salary and Total Benefits on Salary to get the overall personnel cost for the period.

• Hours of Sea Pay = entered value
• Sea Pay Hourly Rate = Adjusted Monthly Base Salary  / 173.3 (hours per standard month)
• Total Sea Pay = Hours of Sea Pay * Sea Pay Hourly Rate
• Sea Pay Benefit Rate = system value for personnel sub-object code 01-86, editable
• Total Benefits on Sea Pay = Sea Pay Benefit Rate * Total Sea Pay
• Example
  • Hours of Sea Pay = 20
  • Sea Pay Hourly Rate = $5,100  / 173.3 = $29.42
  • Total Sea Pay = 20 * $29.42 = $588.57
  • Sea Pay Benefit Rate = 22.2% = 0.222
  • Total Benefits on Sea Pay = $588.57 * 0.222 = $130.66

Salary & Benefit Costs Total

This row is a total of all the personnel costs, with a value for each period and for All Periods.

Other Costs

Common object code calculations

The following object codes use the same calculations:

• (02) Service Contracts
• (03) Other Contractual Services
• (04) Travel
• (05) Supplies and Materials
• (06) Equipment
• (10) Capital Projects

Those calculations are:

• Quantity = entered value
• Unit Price = entered value
• Inflation Rate = General Inflation Rate or entered value
• Total = Quantity * Unit Price  * (1 + Inflation Rate)
• Example
  • Quantity = 50
  • Unit Price = $150
  • Inflation Rate = 1% = 0.01
  • Total = 50 * $150 * (1 + 0.01) = $7,500 * 1.01 = $7,575

Object code (08) Student Aid – Stipends and Tuition

• Stipends, 08-02
  • Number of Stipends = entered value
  • Stipend Amount = entered value
  • Inflation Rate = General Inflation Rate or entered value
  • Total = (Number of Stipends * Stipend Amount) * (1 + Inflation Rate)
  • Example
    • Number of Stipends = 2
    • Stipend Amount = $2,500
    • Inflation Rate = 2% = 0.02
    • Total (2 * $2,500) * (1 + 0.02) = $5,000 * 1.02 = $5,100
• Tuition, 08-05
  • Academic Quarter Rate = entered value
  • Number of Academic Quarters = entered value
  • Academic Tuition Amount = Academic Quarter Rate * Number of Academic Quarters
  • Summer Quarter Amount = entered value
  • Increase Percent (Acad. & Summer) = Tuition Inflation Rate (for the worksheet), editable
  • Total Tuition Amount = (Academic Tuition Amount + Summer Quarter Amount) * (1 + Increase Percent)
  • Example
    • Academic Quarter Rate = $6,000
    • Number of Academic Quarters = 2
    • Academic Tuition Amount = $6,000 * 2 = $12,000
    • Summer Quarter Amount = $5,000
    • Increase Percent (Acad. & Summer) = 3% = o.o3
    • Total Tuition Amount = ($12,000 + $5,000) * (1 + 0.03) = $17,000 * 1.03 = $17,5010Tuition and Fees, 08-05

Object Code (38) Unallocated Line Items

• Amount = entered value
• Inflation Rate = General Inflation Rate, editable
• Total = Amount * (1 + Inflation Rate)
• Example
  • Amount = $25,000
  • Inflation = 1% = 0.01
  • Total = $25,000 * (1 + 0.01) = $25,000 * 1.01 = $25,250

Object Code (19) Applied Physics Lab – Prorated Direct Cost, 19-10

If you enable APL in the worksheet settings, a 19-10 line will display in the Other Costs section for APL Prorated Direct Cost. On the Budget Summary, if more than one worksheet has a Prorated Direct Cost (PDC) entry, then its section can be expanded to show each worksheet’s entry.

• Prorated Direct Costs = PDC Rate * (period costs included in the MTDC base, excluding any 19-xx costs)

Note: When APL is enabled on the primary worksheet, and the budget includes subaward worksheets, the PDC value on the primary worksheet is a sum of

• the PDC amount for the primary worksheet including the first $25,000 of any 03-62 entry
• the first $25,000 for any subaward worksheet

Other Costs Total

This row is a total of all the other costs, with a value for each period and for All Periods.

Worksheet and Budget Summary Totals

Total Direct Costs

• For a worksheet: Total Direct Costs = Salary & Benefit Costs Total + Other Costs Total
• For the Budget Summary: Total Direct Costs = sum of TDC for all worksheets
  • Expand the section to see additional details
    • Total Direct Costs less Subrecipient F&A
      • Subrecipient F&A is the amount of F&A charged by the subrecipient on subaward sub-budgets
      • Equal to Total Direct Costs if there are no subawards
  • Subrecipient F&A displays if the budget includes
    • A subaward worksheet
    • An 03-62 entry on the primary or an internal worksheet

Facilities and Administrative

This section displays a total and can be expanded to show additional details.

On the Budget Summary, the primary worksheet or an internal UW worksheet, the description column includes:

• The worksheet name (Budget Summary only)
• The F&A Base Type which defines the object and sub-object codes included in the calculation
• The Location which is a factor in determining the F&A Rate

An F&A entry has four rows with values for each period and All Periods.

• Total Direct Costs = the same value as the Total Direct Costs row
• Costs Subject to F&A = the total direct costs for the object/sub-object codes included in the F&A Base Type
• F&A Rate = the value for each period from the worksheet settings for F&A
• F&A Costs = the Costs Subject to F&A * F&A Rate

APL Fixed Fee

This entry displays if you have enabled Fixed Fee in the worksheet settings. A value displays for each period and All Periods. For a worksheet it’s a single row entry, for the Budget Summary there is a row for each worksheet with the worksheet name in the Description column. 

• APL Fixed Fee = Fixed Fee Rate * (F&A costs + Total Direct Costs)