Release date: 7/11/2017
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
The value of the Facilities and Administrative (F&A) line for a period or the summary column is equal to the Amount Subject to Facilities and Administrative times the F&A rate.
The global F&A rate is determined in the budget setup and display on the F&A tab.
The following data values display at the top of the modal.
- Sponsor Name
- Flow Through Sponsor
- Institutional Activity Category
- Location
- Specific Funding Mechanism
- Base Type
Select the expansion triangle for the F&A Rate section near the bottom of the modal to see the following fields:
- Period Rate is Custom: When you enter a value in the F&A Rate field that is different from the global rate, this box will display as checked to indicate that a custom rate applies to this specific period.
- Justification for Custom Rate: This field is required when you specify a rate other than the global rate.
Retirement and Benefits link directly to personnel setup in the (01) Salaries and Wages section of the budget.
This page displays the rate information for all of the periods for the chosen person.
The retirement and benefit rates are adjusted annually.
- Personnel Name displays the person’s name and title
- Benefit Object Code corresponds to the UW sub-object code selected when the person was added in the Salary and Wages section.
- Benefit % (percent) is the percentage rate applied to the salary. Values for each period display
- Total Benefits value is equal to Benefit % times the period salary total.
The overall total for the line item displays in the Summary ($) column at the far right.
SAGE General Updates
Updates throughout SAGE Suite.
Data Source Updates
SAGE Suite will now use Workday data rather than HEPPS data.
Infrastructure Updates
Technology updates were made to modernize and stabilize SAGE system as areas of the software were updated.
SAGE Personnel Chooser (throughout SAGE Suite)
Search Options
Now search by EmployeeID, in addition to Name and UW NetID
Academic Appointments and Positions
When a Position and Academic Appointment are linked, they will be combined and displayed in one line
Displayed Fields
- Employee Name will display legal name
- Title will display the more useful Academic Appointment title when available. If not available, then Position title will display.
- Academic Appointment Type will display next to Title. This is new data available through Workday that provides information about the nature of the Academic Appointment. Academic Appointment Types can be Primary, Joint, Dual, or Admin. Academic Appointment Types are not applicable to Positions.
- Associated Organizational Units will display:
- Organization Name and Code display for Positions and Academic Appointments associated with a Position
- Supervisory Organization Name and Code display for Academic Appointments not related to a Position
- An indicator of a person’s Primary Position now displays next to the unit where the Primary Position resides. Primary Position replaces the former “home department” concept when determining necessary approvals.
SAGE eGC1 PI, Personnel, & Organizations Page Updates
Additional Organizational Reviewers Moved to Renamed PI, Personnel & Organizations Page
The former FG-9 Compliance page question for identifying additional organizational reviewers has been moved to the PI, Personnel & Organizations page, to align it with the personnel entries that are also feeding the approval graph. While selecting personnel, if joint appointment units need to be identified, you can now do so from the same page.
View Approval Graph link added to PI, Personnel & Organizations Page
The View Approval Graph link will now show in two places on the eGC1 — on the Certify and Route page (as always) and now also on the PI, Personnel & Organizations page. While you are changing personnel and adding additional organizational reviewers, this newly added link will allow you to quickly view the impact of your changes on the approval graph.
Primary Position Organization Code Added to Personnel Summary List
Once a person and their corresponding position have been added to the list of personnel, you will now see the organizational units for both the selected position and primary position for the chosen person. This will be a reminder that the primary position’s organizational unit will appear on the graph as well as the selected position.
SAGE Compliance Page Update
The additional organizational unit reviewers question (FG-9) has been relocated to the bottom of the PI, Personnel, & Organizations page (see above for more details).
SAGE Approvals Updates
Approval Graph Generation
- Primary Position Unit will now be used for adding Reviewers/Watchers to the Approval Graph, as the unit associated with the Primary Position replaces the concept of “home department”.
- Selected Unit will continue to be used for adding Reviewers/Watchers to the Approval Graph, but the unit will be derived as follows:
- If the selected line is for a Position, then SAGE will use the Position’s Organization Code
- If the selected line is for an Academic Appointment linked to a Position, then SAGE will use the linked Position’s Organization Code
- If the selected line is an Academic Appointment not linked to any Position, then SAGE will use the Supervisory Organization Code associated with the Academic Appointment
SAGE Budget Updates
Restructured to accommodate Workday data integration.
Object Codes
Object Codes
Are less granular in Workday with only one digit of sub-object code. They are associated with Job Profile and linked to Position rather than Distribution. Impacted Object codes are 01 Salaries and wages, 07 Employee benefits, and 08 Scholarships and awards.
- All ‘01-1X’ → ‘01-10’; ’01-2X’ → ’01-20’; etc.
- ’07-06’ → ’07-00’
- ’08-02’ → ’08-00’
Historical sub-object codes are still available for manual selection – if desired; user can select the old/more descriptive title description.
Multiple Object Code Types
The extra modal for Multiple Object Code types has been eliminated. The system defaults the object code to the one associated with the person’s Primary Position.
Benefit Rate & Costs
Default Benefit Exemptions
SAGE will now derive insurance and retirement benefit eligibility using the person’s Primary Position Object Code based on info provided by MAA as part of UW GIM 3 fringe-benefit-load-rate. This derivation of benefit exemptions works for all object codes except 01-70 (professional staff), which will default to “None” (no exemptions). For ’01-70’, there will also be an alert/message asking verify and update health and/or retirement benefit eligibility for professional staff personnel.
Earning Codes
In Workday, Earning Codes replaces the concept of Earn Types. Earning Codes are less granular and do not map exactly to historical Earn Types. Earning Codes will display on the Line Update page under Pay Type, providing additional context about salary and wages.
Institutional Base Salary (UW Monthly Salary)
Salary and wages that are considered IBS will now be pre-checked based on the updated GIM 35 definition of IBS.
RRD
Reduced responsibility cannot be uniquely identified in Workday, so the RRD personnel notification email from SAGE that’s sent post-award has been discontinued.
Non-Salary Distributions
Object Code ‘07’
SAGE does not receive any retiree Supplement data from Workday. Retirees without regular salaries but with active Academic Appointments can be added to your budget but salary and benefit information must be added manually using the [Starting Monthly Salary] field.
Object Code ‘08’
Stipends information under object code ’08’ is available as Stipends without benefits under ’08-00’ (less granular object code). Stipends under Object code ‘08’ are not considered UW Salary or IBS, and are excluded from benefit calculations.
Salary Amounts
There are 2 separate branches of distributions in Workday: planned compensation and period pays. Both are included in salary calculations for all salary fields. If current planned compensation and period pays, we will include those. If no current planned compensation or period pays are available, SAGE will utilize future dated data.
Update or Convert Salary
The SAGE Budget worksheet will now display an “H” icon next to Salary and Wages lines last updated with HEPPS data.
If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary, which will remove all HEPPS earning lines, and re-add the person’s latest salary lines from Workday. Prior to the removal, the system keeps a snapshot of the HEPPS earning data. The instant of the snapshot can be viewed using the History tab of a budget.
For Salary and Wages lines created or last updated with Workday data, no “H” indicator will display. The Line Setup modal will allow you to “Update” the salary (no conversion is needed).
Budget Periods
The Update Periods modal has all periods displayed on the same page for the selected line item.
With the right access, the user can update salary and benefit for each period (and thereafter). However, if the selected record is personnel from HEPPS, then the Update Salary link will not be visible. The Update Salary link only works for Workday data.
The display of Sea Pay personnel and salary info has been rearranged and shown with multiple periods. # of Hour info for each period can be entered on the same page.
Worksheet Line Setup (Non-Personnel)
The “NOTES” icon has been removed, and a note section is added to the line Item setup page. Instead of going to Period 1, 2, etc., user can access the new Line Item Update page directly by using the “Go to Iine Item Update”.
The Line Setup page includes all periods on the same page. Other than the calculated fields such as % and totals, cells for all periods can be edited together. However, the totals are not recalculated upon entry, but upon leaving. User will only be able to view the new totals after Return to Worksheet.
The Update Periods page displays personnel values for a selected individual, for all budget periods.
The selected individual’s name and title display above the values.
The sections are
Each section can be collapsed or expanded as desired.
Base Salary
The following image shows the Base Salary section of the Update Periods modal, for just one period as an example.
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.
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).
The Salary Inflation Rate is the value specified in the Inflation & Benefit Rates section of the Properties tab page.
The Adjusted Monthly Base Salary is automatically calculated. It equals the Monthly Base Salary amount increased by the Salary Inflation Rate.
Effort
The following image shows the Effort section of the Update Periods modal.
This section includes
- Months
- % 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 the budget has a Salary Cap enabled, this will be 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).
For more information on benefits rules and rates, see GIM 3 Fringe Benefit Rates and Sponsored Projects.
| Field |
Description |
| Benefit Type |
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. |
| Benefit % |
The benefit rate is determined by the Benefit Object Code (above) and whether APL was selected. |
| Total Benefits |
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.
Tuition
Tuition may be included for student personnel, which are UW Sub Object codes 33, 34, 43, 44, 51, 52, 53, 54, 91, 92, 93, and 94.
Note: UW Sub Object codes (88) Hourly Work Study and (89) Hourly Student Salary do not include Tuition Benefits.
The following image show the Tuition section of the Update Periods modal with some example values. Each field is described below.
| Field |
Description |
| Academic Quarter Tuition Rate |
The tuition rate for student personnel. There may be different tuition rates for the summer and academic year quarters. |
| Number of Academic Quarters |
The number of quarters this student will be working on the project. |
| 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 |
The summer tuition amount for student personnel included in your budget. |
| Increase % (Academic & Summer) |
An inflation rate for tuition, which is applied to both Academic and Summer amounts. |
| Total Tuition |
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. |
The setup page for personnel, including To Be Determined (TBD) persons, consists of four sections:
Primary Position Type & Fringe Benefit Rate
This section contains the values for the person added, as described in the following table. This following image shows the fields with example data for a budget that includes APL benefits.
| Field |
Description |
| Name |
The person selected in the Personnel Chooser or “TBD” for placeholder personnel |
| Title |
The selected person’s title or the user-entered title for a TBD person. |
| UW Sub Object Code |
The UW Sub Object Code for the person. |
| Include APL Benefits |
Displays if you selected Budget includes Applied Physics Lab (APL) in the Advanced Settings section of the Properties tab. If checked, the Benefit Type for this person will be APL. |
| Benefits Exemptions |
Provides current HR benefit exemption information on the individual. |
| Current Campus or APL Benefit Rates |
Displays the appropriate benefit information for this person.
If Include APL Benefits is checked, the two APL Rates will display. |
| Cascade Entries |
If checked, will indicate that the system cascaded salary values across periods. |
Project Role and Effort
This section indicates whether the person’s position is Calendar or Academic, their role in the project, and the amount of effort.
| Field |
Description |
| Worker Position Type |
Calendar is a 12-month period. Academic/Summer consists of a 9-month academic period plus a 3-month summer period. |
| Project Role |
Roles are:
- Principal Investigator
- Application PI
- Multiple PI
- Mentor
- Co-Investigator
- Faculty
- Key Personnel
- Post Doctoral Associate
- Graduate Student
- Undergraduate Student
- Secretarial/Clerical
- Fellow (deprecated)
- Other (default)
|
| % Effort
Academic % Effort
Calendar % Effort |
Used to calculate the Person Months, Period and Project Totals for the person’s (01) Salaries and Wages line items. It is dependent on appointment type.
- For a “Calendar” appointment, the percentage of effort is calculated on a 12-month period.
- For an “Academic” appointment, the effort periods are broken into two terms, Academic (9 months) and Summer (3 months).
|
| Academic Hours Per Month
Summer Hours Per Month |
Displayed only for Academic Appointment types, once for Academic and once for Summer. The value is equal to the % Effort times 173.3 (the number of hours in a standard month). |
Salary, Wages, and Stipends
This section displays information about the person’s earnings.
Note: Salaries are adjusted to reflect any salary cap on the Targets & Caps Tab. Personnel with a capped salary are indicated.
| Field |
Description |
| Date Retrieved |
System-generated date (mm/dd/yyyy) indicating when the salary information was retrieved from the source system. |
| UW Monthly Salary |
The salary of the person based on a 100% FTE. |
| Clinical Monthly Salary |
The clinical salary information where applicable. |
The earnings table lists all of the earnings for the selected person.
| Column |
Description |
| Checkbox |
This is checked by default to include this row in the Starting Monthly Salary total |
| PositionID |
Unique identifier for the Workday position |
| Obj-SubObject |
This value is 01 for Salary and Wages, followed by the sub-object code for the selected person |
| Cost Center |
Cost center name and code |
| Organization |
Organizational unit name and 10-digit code |
| Position Title |
Selected person’s title for this position |
| Pay Type |
Possible pay types are:
- Allowance
- Stipend
- Basepay
Administrative and Endowed Supplements are included for Non-Faculty Personnel. |
| Unallocated Rate |
Monthly or Hourly Rate |
| Distribution % |
Proportion of total for this earning type |
| FTE Rate |
Total of Unallocated Rate value times the Distribution percent |
The Starting Monthly Salary field will reflect the total of the selected (checked) earning rows.
Notes
This section displays any user-entered notes for this personnel entry.
