UW Research

Financials

Award Receipt

The Office of Sponsored Programs (OSP) reviews, negotiates and accepts all sponsored program funding on behalf UW. When OSP receives an award from a sponsor a SAGE funding action (FA) is created.

Have an award with an approved eGC1 in SAGE?  Forward the award and all attachments to osp@uw.edu, include the PI name and eGC1# in the subject line.

If you do not have an approved eGC1 in SAGE for the award, please route on an eGC1 and mark After the Fact (ATF).

Award Status and Holds

Use the SAGE eGC1 or FA number to track award status in MyResearch. Award information can be viewed in SAGE.

Awards will get placed on “HOLD” (aka “blocked” in MyResearch) and OSP cannot release the FA for budget set up until resolved. Holds are placed on a Funding Action automatically based on information in the eGC1.  OSP reviewers may also manually put a hold on funding.

In addition to the hold reasons outlined below, OSP reviews agreements for consistency with UW principles and policies, state law, and other Federal requirements that may impact the project.

Funding Action Compliance Holds

Automatic system holds are placed on a Funding Action (FA) for compliance reasons, based on an eGC1 preparer’s responses to questions on the eGC1.

Automatic Compliance Hold Reasons

Type of Hold Hold Description Reason Hold Placed
F&A Outstanding questions on the use of the F&A rates in the budget. Question FG-3 answered “yes”.
IRB Approval OSP is verifying IRB protocol or exempt status information related to the project. Question HS-1 answered “yes
Cost Share OSP is requesting or reviewing a Cost Share Addendum. CS is listed on the eGC1 Cost Share page.
Federal Flow Through OSP is confirming appropriate CFDA# (for grants) and that terms are consistent for Federal funding. Question NG-3 answered “yes”.
SFI/FCOI OSP is ensuring all disclosures are made by Investigators, and that an FCOI review is complete. Associated SFI disclosure made on the eGC1.
Export Control OSP is reviewing nature of export information and terms of the award to determine if further review or licensing is required. Question SEC 1-3 answered “yes”.
IACUC Approval OSP is verifying the IACUC protocol information related to the project. Question AC-1 answered “yes”
PHS Training OSP is confirming PHS training is up to date. PHS-funded Investigator is listed on the eGC1.
Administrative Support OSP is confirming administrative costs were described and justified in the proposal and the award does not disallow administrative costs. FG-7 answered “yes”.

Funding Action Manual Holds

OSP reviewers may also place manual holds on a Funding Action for various reasons.

Manual Hold Reasons

Type of Hold What does OSP need to release funding?
For Check A copy of a check award. (The original check goes to Grant and Contract Accounting)
Pending Fully Executed Agreement OSP is waiting for sponsor signature.
Revised Budget Dept. needs to submit a revised budget that matches award amount and allowed costs.
Other (Campus) Department needs to submit PI confirmation, back-up documentation or other necessary information to complete a Funding Action.
OR
OSP is waiting on information from another central office.
Other (Sponsor) Revisions or additional info needed from the sponsor.
PI Signature PI Signature needed.
Pending Notice to Process/Activation Notice For fellowship award: OSP is waiting on activation notice to determine start date.

Budget Number Setup

After HOLD reasons are addressed, OSP sends the Funding Action (FA) to Grant and Contract Accounting (GCA).

GCA uses the FA and attachments (award documents, budget, eGC1 etc.) to set up the award budget in the UW Financial Systems and assigns a UW budget number. GCA notifies the PI and department contacts listed on the eGC1 in SAGE once a budget number has been assigned. Review more information on the GCA budget set up process.

One day after budget set up notification, campus can view the UW budget information in MyFinancial Desktop, and Grant Tracker. Review the proposal documents attached to the FA and award information that was set up in the UW financial systems. Take note of sponsor requirements and deadlines.

Prepare for award closeout upon receipt of the award and keep in mind the budget’s final action date.

Questions about your award? Contact your OSP reviewer.

Questions about the UW budget set up? Contact GCA via GCA’s Grant Tracker.

Request or Review the following if applicable:

Subawards

If part of your award includes outgoing subawards, review process and guidance for requesting subawards.

Sub-Budgets

Request sub-budgets using a TRANSPASU to help track or separate funds.

Some reasons to separate funds include when funds are restricted within a grant for a specific purpose (e.g. participant support costs or funds that are only for salaries and supplies, pilot studies on Center grants) or multiple UW department project involvement.

Payroll

Review UW Payroll guidance for hiring employees and setting up salary in the UW payroll system. Payroll also provides a payroll coordinator’s guide and training options.

Equipment Fabrication Budgets

If equipment fabrication was in the proposal budget, use a TRANSPASU to request an equipment fabrication sub-budget from GCA.

Cost Share

If your award has cost share commitments, provide your OSP reviewer with a copy of the Cost Share Addendum. If there is faculty effort committed as cost share, you will also need to provide cost share calculators. OSP will attach these to the FA. These documents assist GCA in setting up the commitments in UW systems.

Review Cost Share procedures and guidance.

Program Income

Certain kinds of income generated by a Federal Award may need to be reported as Program Income. Program Income Procedures provide guidance on the types of income, accounting, set-up management and spending of Program Income.