Budget Notebook--Salary Worksheet Page

Purpose

To generate the detailed salary budget for Duke personnel, including TBDs. This page consists of two areas: a Salary Roster at the top of the screen for selecting a person and an Individual Salary Worksheet at the bottom of the screen for entering detailed salary information for the person. This page is part of the Budget section.

The Salary Roster will automatically contain an entry for each person listed on the Duke Personnel Roster. Each person listed on the Salary Roster should have at least one row of workload assignment information for the first budget period. A person may have more than one row of workload assignment information if their percent of effort or pay rate changes within the budget period, if cost sharing is involved, or if there is a summer supplement. For example, a person may be assigned to the proposed project for 50% effort for nine months of the budget period, but then be assigned to the project for 100% effort during the summer months of the budget period. In such a case, you may have two rows of workload assignment information for the individual. To add a workload assignment row to the Individual Salary Worksheet, select a row in the Salary Roster, select a Budget Period, and then press the Insert Row button.

You can also copy rows of salary information and paste them in the worksheets of other individuals listed on the Salary Roster or to other budget periods. Be careful if you use this feature as each field will be copied and pasted exactly, and you may have to make modifications to the pasted row. For example, if you copy and paste between budget periods, you will have to modify the dates and you may have to modify the salary or fringe benefit rate.

The columns that have a ">" as the heading are Override columns. Override columns appear in front of columns that can have their values overridden. When such a field is modified, an "O" appears in the Override column as a visual cue to the reviewers to let them know that the field has been changed. Furthermore, when any of the values on this page is overridden, you must enter an explanation for the change on the Budget Notes screen. You can access the Budget Notes screen by selecting Create Notes or Show Notes from the Actions menu at the top of the screen.

Given the sensitive nature of the salary information, access to the Salary Worksheet page has been restricted to the PI and to the departmental reviewers associated with the PI's Duke Org and the Owning Duke Org. Some of the information entered here will also be displayed on the Workload page in the Personnel Roster notebook. Reviewers who have access to the proposal can view the Workload page to see the percent of effort specified for each Duke person, even though they do not have access to the salary information. In the future, SPS will provide limited salary access for reviewers outside the PI's Duke Org and Owning Duke Org.

Please Note: Subcontractors are not included on the Salary Worksheet. Salary reimbursements for subcontractors should be included in the Consortium/Contractual Costs budget category.

Program Project Grant Note: This page is unavailable on Composite proposals. Instead, enter salary and fringe benefit information for the PPD on the Mini Proposal(s) on which they are identified.

Fields & Buttons

 

Salary Roster

 

Person

Displays the full name of each person listed in the Duke Personnel table on the Roster page of the Personnel Roster Notebook.

Project Role

Displays the role that the person will play on the project.

VA Appt

Indicates whether or not the person holds a joint appointment with Duke and the Veteran's Administration.

NSF Personnel Category

Select the category in which to place this person on the NSF budget form. The default is based on the project role and is defined in the Standard Reference Data but you can modify this field by selecting another NSF category from the list.

Fringe Category

Displays the person's fringe benefit category (i.e., exempt, non-exempt, house staff or student). For Duke personnel, the fringe benefit category is derived from their job code. For TBDs, the fringe benefit category is selected by the user using the Fringe Category drop down displayed to the right of the budget period.

Individual Salary Worksheet

 

Budget Period

Select the budget period for which workload assignment information is to be entered.

Fringe Category

Select the fringe category to be used for the TBD. The drop down will be hidden unless you have selected a TBD from the Salary Roster. For TBDs, you will not be able to insert a Salary row unless you have first selected a fringe benefit category from the drop down. The selected fringe benefit category will be used to retrieve the appropriate fringe rate from the Standard Reference Data.

Effort Start Date

Enter the date on which the effort begins. The default value is the start date of the selected budget period; however, you may need to modify this date. If the entered date does not fall within the Budget Period Start and End Dates, you will receive a warning upon completion.

Effort End Date

Enter the date on which the effort ends. The default value is the end date of the selected budget period; however, you may need to modify this date. If the entered date does not fall within the Budget Period Start and End Dates, you will receive a warning upon completion.

% Effort

Enter the percent of effort to be spent on this project for this assignment.

Person Months

Displays the calculated number of person months, rounded to two digits after the decimal point, to be worked during this budget period. Person months are calculated by taking the number of months indicated by the Effort Start and End Dates and multiplying by the % Effort.

Appt. Type

Enter the type of appointment for which salary support is requested for this specific assignment line. The appointment type selected here will be used in the Projected Salary calculation. Academic appointments are nine months. Calendar appointments are twelve months. Summer appointments are one, two, or three months; however, because they are always associated with an Academic appointment, SPS will use nine months in the calculation used to determine the Projected Salary.

Base Salary

Enter the base annual salary for the individual.

Cost Share

Check if the line is to be cost shared. This field is only displayed if Cost Sharing is indicated on the Rules II page.

>

Displays an "O" if Prj. Salary is modified, to indicate that the default value was overridden. Otherwise, this field will be blank.

Prj. Salary

Displays the calculated projected salary for the appointment type. Projected Salary is calculated by first taking the base salary and dividing it by the number of months indicated by the appointment type to determine the monthly salary, and then multiplying the monthly salary by the person months. The calculated amount can be overridden; however, each time you change any of the fields used for the calculation, the projected salary will be recalculated and displayed, and you will have to reapply any modifications. Furthermore, you must enter an explanation on the Budget Notes screen if this field is modified, or you will receive an error upon save.

>

Displays an "O" if F/B % is modified, to indicate that the default rate was overridden. Otherwise, this field will be blank.

F/B %

Displays the pro-rated fringe benefit rate applicable to the assignment line, as determined by the Standard Reference Data, based on the exempt, monthly, bi-weekly, or house staff status of the individual and on the start date of the assignment. This field can be overridden. If the fringe benefit rate is 0%, you will receive a warning upon completion. Furthermore, you must enter an explanation on the Budget Notes screen if this field is modified, or you will receive an error upon save.

F/B Amount

Displays the calculated fringe benefit amount, by multiplying the Prj. Salary by the F/B %.

Total Sal/FB

Displays the sum of the Prj. Salary and the F/B Amount for the assignment line.

 

 

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Copies the selected row of salary information. This button remains disabled until you select an existing row.

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Pastes the copied row of salary information into the worksheet for the selected person and budget period. If you have first selected and existing row, the copied row will be pasted immediately below it; otherwise, the new row will be added to the bottom of the dataset. This button remains disabled until you have copied a row.

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Inserts a blank row into which salary information for the selected person can be entered. If you have first selected an existing row, the new row will be added immediately below it; otherwise, the new row will be added to the bottom of the dataset. This button remains disabled until you have indicated that Salary is a Selected Budget Category and pressed the Create/Modify Budget button on the Templates page.

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Deletes the selected work assignment row.

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Saves all of the information contained in the Budget Notebook and leaves the notebook open for further changes.

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Closes the Budget Notebook and returns you to the Proposal Management screen. If unsaved changes exist, SPS will prompt you to save changes prior to closing the notebook.

Related Topics

Budget Notes Screen

Budget Notebook-Rules II page

Personnel Roster Notebook--Roster Page

Personnel Roster Notebook--Workload Page

Budget Notebook--Templates Page

Proposal Management Screen