FAQ

Access and Authorization

Error message trying to access ABN Eligibility Tool

If you are using IE and receive the error message that you need to upgrade, it is likely due to the browser being in “compatibility” mode.  This can cause the tool to think you have an older version of the browser than you do.

To correct this, you need to change the settings:

  • Press the F12 function key to access the Developer Tools window. This displays at the bottom of the page.
  • Hover your mouse over the icons in the black bar at the right side of the screen and click on the “Document Mode” one.
  • In the drop-down menu, click on the choice at the top of the list – this may be “Edge”
  • Press the F12 key again to close the window – or use the X on the far right of the black bar

 

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How do I add a person as an eGC1 reviewer for our department?

If you want to add a person as a reviewer of all eGC1s submitted to your department, you need to make sure the person is assigned the SAGE Department or Center Reviewer role in ASTRA (Access to Systems, Tools, Resources and Applications).

You can contact your department’s ASTRA administrator to request this role assignment. If you do not know who your ASTRA administrator is, contact your department administrator or email astra@uw.edu.

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Why is my eGC1 in read-only mode, when I have read-write access?

First, verify that you have read-write access by checking the Contacts & Assign Access page.

If you do have read-write access, there are three possible reasons why your eGC1 might open in read-only mode:

  1. Status: To make changes to a Routing eGC1, you must withdraw it. If your eGC1 has reached In OSP status and you have indicated “Yes” for the Ready to Submit question, contact OSP to have them return the eGC1 to you; otherwise you can withdraw it.
  2. Locked for Editing – 1: Your eGC1 was already being edited by another user when you opened it. Only one person may have an eGC1 open for editing at a time. To resolve this situation, contact the person who has access to the eGC1 and request that they close the eGC1 to allow editing by a different person. You can see who is currently editing an eGC1 by looking at the top of any page.
  3. Locked for Editing – 2: Another user recently exited your eGC1 without closing out of the eGC1 correctly. When this occurs, the system maintains an active status for the eGC1 in the SAGE database for 45 minutes, even after the user closes his or her browser.

    To resolve this, the user who exited incorrectly must log back into SAGE, re-open the item, and then close out properly. If the user is unavailable, you can wait 45 minutes, at which point the system will automatically log the person out, or you can call the ORIS Help Desk (685-8335) for further assistance.

    Note: To close an eGC1 properly, click the Save & Close this egCC1 link or the Back to My eGC1s link.

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What are the computer and browser requirements for SAGE?

SAGE has been designed to work on any standards-compliant Web browser. We test SAGE using newer versions of the following browsers:

Windows

  • Microsoft Internet Explorer 9 or later
  • Mozilla Firefox 10 or later

Macintosh

  • Mozilla Firefox 10 or later

Mobile Browsers
We support a mobile version of SAGE Approvals which we have tested using iPhone iOS 4 and 5, and Android 1.5 and 2.3.

SAGE is also designed to provide maximum accessibility for screen-reader software and has been tested with JAWS for Windows.

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What is ASTRA?

ASTRA, which stands for Access to Systems, Tools, Resources, and Applications, provides Web-based management of authority for UW administrative applications. In order to access SAGE, permission must be given via ASTRA.

For more detailed information, see the Accessing SAGE article.

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How can non-UW employees access and use SAGE?

All SAGE users must have a UW NetID and a UW email account. UW departments/divisions may obtain sponsored UW NetIDs for people who do not have them, such as new hires.

UW departments will also need to authorize access by assigning the appropriate SAGE roles in ASTRA.

Note: Email notifications generated by the SAGE approvals process are generally sent to a user’s UW  “netid@uw.edu” email address. This email can be forwarded to another account for your convenience.

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How do I get authorization to use SAGE, and how long will it take?

Ask your department’s or dean’s administrator to authorize the appropriate SAGE role(s) for you in ASTRA. Dean’s level and department level administrators determine who has access to the system and who is allowed to approve applications for their unit. If you try to log in to SAGE without an authorized role, SAGE will display a list of your authorizers.

For more information on who needs which role, see Accessing SAGE.

ASTRA authorizations generally take effect almost immediately, unless the user is already logged into SAGE with a different role. If you log out or SAGE and then log back in again, the new authorizations will take effect.

Note: If you experience any difficulties accessing the system after authorization in ASTRA, contact sagehelp@u.washington.edu.

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Approval Process

Adding IACUC to the Approval Flow

Once your sponsor has indicated that you are likely to be funded for your grant application (that you have a fundable score) you will need to have the Institutional Animal Care and Use Committee (IACUC) review your eGC1. Your application will be in Approved status at this time.

To do so, you should add them as a Watcher to the Approval Flow, which will send an email to the committee alerting them that their review is needed.

You need to have Read/Write access to the eGC1 as either an owner (PI, contact) or with assigned access to do these steps. Note: A user with the Global Edit role cannot Add Approver, Add Watcher or Add Comments to the Approval Graph. Even if she adds herself onto a specific eGC1 with R/W access, she still can’t change the graph. See the related issue information.

To add a watcher:

  1. On the Approval Flow for the eGC1, click the Add Watcher link (located about halfway down the page).
  2. In the Add Watcher window, chose the following options:
    • Role: Animal Subjects
    • Location: Parallel with OSP Approver
  3. Add a reason for the addition.
  4. Click the Add Watcher button to complete the process.

The watcher box for Animal Subjects will appear beneath the OSP box.

For general information about adding reviews, see the Ad Hoc Reviewers article.

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What happens after a reviewer returns an eGC1?

OSP or any other reviewer may return an eGC1 to you to request that you make some changes. When an eGC1 is returned, the eGC1 Creator, PI, Budget Contact, and Administrative Contact will be sent an email notification with information about the changes needed. A returned eGC1 is not longer routing, so you may edit it. Once you have made the changes and are ready to re-submit the application, click the Complete button located on the bottom of the Certify & Route page.

Reviewers who have already approved your eGC1 will not be required to re-approve. If you make a major change, you may want to add them onto the approval graph as ad hoc approvers. You may only do this when the eGC1 is routing. If you change the PI, organization receiving funding, or answers to the compliance questions, the routing path (Approval Flow) may change.

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How do I add a person as an eGC1 reviewer for our department?

If you want to add a person as a reviewer of all eGC1s submitted to your department, you need to make sure the person is assigned the SAGE Department or Center Reviewer role in ASTRA (Access to Systems, Tools, Resources and Applications).

You can contact your department’s ASTRA administrator to request this role assignment. If you do not know who your ASTRA administrator is, contact your department administrator or email astra@uw.edu.

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I need to withdraw my application from OSP to make some changes. How do I resubmit it to OSP after it is updated?

If you have already marked ready to submit (RTS) as “yes”, you will need to contact OSP to have them return your eGC1. The contact information will be displayed in the banner at the top of your eGC1.

If you marked ready to submit (RTS) as “no”, you may withdraw your application. You may first want to let OSP know you intend to make changes to your eGC1. Withdraw your eGC1 by clicking the Withdraw button on the Certify & Route page. After you make your changes, send your eGC1 back to OSP by clicking on the Complete button on the Certify & Route page. If you change the PI, the Organization Receiving Funding, or a response to a compliance question, the Approval Graph may change.

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How can I view the Approval Graph for my eGC1?

You can access the Approval Graph directly from your eGC1 tasklist. Just click Select All to see all of your eGC1s, locate the eGC1 you want to review, and then click the Status link located in the eGC1 status column to open the Approval Graph. Note: The Approval Graph is not available from the status column when the eGC1 is still in Composing state.

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How do I view the notes an OSP administrator made on my eGC1?

You can view any comments or notes provided by an OSP administrator from the History & Comments page of an eGC1. Just click the Approvals tab, and then open the eGC1 you wish to review. From the left-hand navigation, click the History & Comments link. The History & Comments page shows an eGC1’s routing and approval history along with any comments entered at each stage in the routing and approval process.

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What do I do if the approval graph is missing a unit that needs to approve my eGC1?

To add an ad hoc approver to your eGC1, go to the Approval Flow page of your eGC1, click the Add Approver button above the graph, and the add the unit as an approver.

If you want this unit included in the approval flow for all of your eGC1s, contact sagehelp@uw.edu to review and update your business routing rules.

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What is the difference between “Withdraw” and “Return”?

Only eGC1 owners and reviewers with the Global Editor role can withdraw an eGC1. Withdrawing the eGC1 pulls it out of the routing process so it can be edited. The Withdraw button is located on the Certify & Route page. Note: an eGC1 that is marked ready to submit and is In OSP status cannot be withdrawn. Instead, OSP may return it.

Only Reviewers can return an eGC1, which pushes it back to the PI and contacts for editing. Returning an eGC1 also pulls it out of the routing process. The Return button is located on the Approval Flow page.

To find applications in these statuses, click the filter checkbox for Withdrawn or Returned on the My eGC1s page.

See the eGC1 Statuses article for full details.

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What is the difference between My Approval Status and UW eGC1 Status?

The My Approval status is related to your perspective of the approval process, while the UW eGC1 Status is related to the application as a whole, for example, whether the application is in routing or has been approved by OSP. The following terms identify different approval states of an eGC1.

  • En Route: The application is currently routing for approval on the UW campus and is waiting for approval by units listed before you in the Approval Workflow. This status allows reviewers to see an eGC1 before they are required to approve it.
  • Waiting For My Approval: The application is currently waiting for your unit to approve it.
  • Approved: The application has been approved by you or someone else in your role (i.e., Dept Reviewer).
  • Returned: The application was returned by you or someone else in your role (i.e., Dept Reviewer).
  • Watching:  An eGC1 that your unit can access to review online, but does not need to approve. These applications have not been viewed by anyone in your role.
  • Watched: Applications that you or someone else in your unit has viewed, but which your unit does not need to approve.

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If advance approval is provided, are email notifications still sent to unit reviewers?

If a unit approves while the eGC1 is “En Route” to them, then the usual email notification will not be sent to the unit reviewers.

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If an eGC1 needs to be updated, do all the reviewers need to re-approve?

Not usually. If substantive changes are made that would modify the commitment of a unit then the unit should be added back on the approval chart using the Add Approver button on the eApprovals page. The system will not automatically start the approval process over from the beginning.

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How can I expedite the approval process for my application?

Here are several steps you can take to expedite the approval process:

  1. Make sure you follow the sponsor instructions exactly, and that all of your forms are complete and accurate.
  2. Upload your completed sponsor documents as a single PDF in the order requested by the sponsor.
  3. If required, provide sponsor signature pages either as an attachment to the Sponsor Documents category or as a paper document when signatures other than OSP's are required.
  4. Begin routing the application 12-15 days prior to the deadline so there is plenty of time for necessary revisions. Remember that if the application does not reach the sponsor by the deadline, it won't be considered for funding.
  5. If an Animal Subjects reviewer is listed on the approval graph, provide a final paper copy of the grant along with an eGC1 Routing Sheet to their office.
  6. When revisions are requested by campus reviewers or OSP, remember that quality and timeliness count. Be complete and accurate, and return the application to the routing process as soon as possible.
  7. Make sure all final documents are attached and that you have answered “Yes” to the Ready to Submit question at least 7 business days before the sponsor deadline (See GIM 1).

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How does a reviewer notify eGC1 Owners of needed edits?

A reviewer can click the Return button on the Approval Graph page and enter his or her comments on required changes in the Comments field. When the reviewer clicks Return again, an email notification will be sent to the eGC1 Owners alerting them of the returned eGC1 and the requested changes.

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If a grant is returned for modifications, does the PI need to re-approve it?

No. If the PI has already approved the application, the SAGE system does not require re-approval.

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Why am I receiving email notifications from the eApproval system?

If you are receiving an email notification you have or may have had one of the following roles:

  • Owner
  • Approver
  • Watcher

If you have one of these roles, you will receive an email notification when one of the following actions occurs:

  • When approvers or watchers can review the eGC1;
  • When an approver returns the application;
  • When an owner of the application withdraws the application;
  • When OSP receives the eGC1 for processing.

For more information, refer to the SAGE Email Notifications table.

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When is an email notification sent out during the approval process?

An email notification is sent out:

  • When a Preparer completes and routes an eGC1.
  • With each subsequent approval until an eGC1 reaches OSP.
  • When an eGC1 is received by OSP.
  • When an eGC1 is returned to the preparer for revisions.

For more information, refer to the SAGE Email Notifications table.

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Who receives email notifications during the eApproval process?

The PI and campus Reviewers will receive a one time email notification to review and approve. In addition, when a reviewer returns an eGC1, all eGC1 owners will receive an email notification alerting them to specific edits requested by the reviewer.

For more information, refer to the Email Notifications Details table.

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How can I find out when somebody approved my eGC1?

Go to the History & Comments page available from the Approvals tab. This page serves as an audit trail for your eGC1. It displays a record of all actions (Complete, Approve, Return, Withdraw) taken on an application, including the name, date, time, and any comments related to each action.

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Who can add an ad hoc Approver or Watcher to a Routing eGC1?

Individuals with the following roles can add an ad hoc Approver or Watcher to a routing eGC1:

  • Owners (PI, Preparers, Administrative and Budget Contacts);
  • People with assigned read/write access;
  • Reviewers in the Org Code Receiving Funding;
  • Reviewers in the Personnel Selected Unit.

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What should I do if the PI is not available to approve the eGC1?

Some sponsors allow a Department chair to sign an eGC-1 and proposal on behalf of a PI in his or her department. This requires an Escalation of PI Certification.

  1. On the Certify & Route page of the eGC1, select the Escalation checkbox.
  2. Notify the appropriate reviewer to approve the application for him or herself, as well as for the PI.

For information on the approval of applications in the PI's absence, contact your department administrator/chair.

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Does the eApproval system have an audit trail?

Yes. Information about the creation of an eGC1 and any changes made to it are displayed on the History & Comments page, providing a basic audit trail. Any comments added to the eGC1 by reviewers or others are also recorded.

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The Approval Flow doesn’t include a department that should review my eGC1. How do I add that department?

If the approval flow is not displaying a department or unit that you expect should be there, first review the values on your eGC1 in these areas:

  • Org Code Receiving Funding
  • PI & Personnel selected units and corresponding Dean’s office
  • Your response to select compliance questions
  • Organizations paying for cost sharing.

If the unit still does not appear, contact sagehelp@uw.edu to review that unit's routing rules.

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How does OSP know when my eGC1 is ready to be submitted to a sponsor?
If you answer yes to the "Ready to Submit" (RTS) question on the Certify & Route page, OSP will know to submit the application to the Sponsor.

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Creating an eGC1

We have a performance site out of country. What should we do about the mandatory state, zip-code and congressional district fields in in Grant Runner?

You do not need to complete the state or zip-code fields when you select a country other than the United States.

However, you do need to enter a value for the congressional district. For a foreign site, SAGE will automatically fill in the value of 00-000 (all zeros).

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Can I create a template for my eGC1s?

Yes. To create a "template" eGC1, start with a newly created eGC1 and fill in just the data values that you commonly use. This might include:

  • The Org code receiving funding
  • The PI’s Name
  • Admin Contacts
  • Budget Contacts

Give the eGC1 a title that indicates it's a template, and then save it. Leave the eGC1 in Composing status.

To use your template:

  1. Open your saved eGC1.
  2. Click the copy icon available from the icon menu in the top right corner to make a copy of the template.
  3. Fill in and complete the copied eGC1.

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What if my sponsor doesn’t appear in the Sponsor Lookup results?

This means the Sponsor has not yet been added to the SAGE database. Follow the steps below to put in a temporary sponsor and request that the desired Sponsor be added to the database:

  1. In the Search for: field of the Choose Sponsor window, type the word "Pending" instead of the sponsor’s name. Note that you will not be able to send FIDS Disclosure Notifications until the final sponsor is in place.
  2. Select the "Pending – Notify OSP of Correct Sponsor" link for the appropriate sponsor type.
  3. Send an email to osptech@u.washington.edu with the Sponsor name, type, address, contact information (website address or other contact information), and any other information you have.
  4. Upon confirmation from OSP that the sponsor has been added, update your eGC1 with the correct sponsor information and proceed to the PI and Personnel page to send SFI disclosure notifications.

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How do I make changes to an eGC1 that is routing for approval?

To make changes to an eGC1 that is routing, you must first withdraw it.

  1. Click the Withdraw button on the Certify & Route page. The eGC1 will change to Withdrawn status and be editable.
  2. Make your changes to the eGC1, and then click the Complete button to move the application back into the routing process.

Note: If your eGC1 is marked Yes for Ready to Submit and has reached In OSP status, it cannot be withdrawn. Instead, contact OSP and request they return the eGC1.

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Can I delete a file that I attached to an eGC1?

It depends on the status of the eGC1. You can delete an attachment from an eGC1 if the eGC1 is still in composing status, or if the eGC1 has been completed but is withdrawn before anyone has approved it. After an eGC1 has been approved, the attachments can be updated, but not deleted.

Note: Grant Runner allows you to delete files when the eGC1 is in Withdrawn or Returned status if the file is not a required one.

If you have attached a file to the wrong place in an eGC1, you can update it with a document that indicates the file is incorrect and should be ignored.

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Where do I attach documents to my eGC1?

You can attach documents to your eGC1 from the Attached Documents page of SAGE. You have the option to upload documents into the following four categories:

  • Documents to be Submitted to Sponsor. It’s advisable to attach all documents to be submitted to the sponsor in one PDF file.
  • Internal Documents for OSP. This would include any non-sponsor documents that OSP might need, such as a Cost Share Addendum.
  • Internal Documents for Dept/School/College. This includes items that campus reviewers need to see.
  • Documents Uploaded by OSP. This category is read-only and includes files that OSP attaches to your eGC1.

See the Attached Documents article for full details.

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How and when do I attach sponsor documents to my eGC1?

Attach all sponsor documents to your eGC1 prior to submitting it to OSP for review.

  1. Put all the sponsor forms in order in a single file based on the sponsor's instructions.
  2. Save the file as a single PDF document.
  3. Click the Attached Documents link from the eGC1 forms tab, and then under the Documents to be Submitted to Sponsor section, click Add Attachment.

If there are documents that require signatures, attach these as a separate PDF document for OSP to process. They will sign, scan, and attach the signature pages to the eGC1, and then return the signed originals.

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What types of files can I upload to my eGC1?

Examples of the types of files you can upload to an eGC1:

  • PDF (.pdf)
  • Word Document (.docx)
  • Excel (.xlsx)
  • Rich Text Format (.rtf)

For more information on attaching files, see the eGC1 and Grant Runner Attachments article.

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Can I use special characters in my abstract?

Although you cannot type special characters directly into the Abstract field, you can insert special characters by copying and pasting them from another program.  For example, you can use the Insert Symbol functionality in Microsoft Word to create your special characters, or use Character Map, a free program available from the Accessories menu of your Windows operating program.

Note: Most special characters created by these tools are supported by Web browsers, and should, therefore, display properly. 

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My sponsor requires cost sharing. What do I do?

The first step is to verify with the Dean’s Office or Provost that they will participate in cost sharing. You can then specify the cost sharing on your eGC1.

  1. Go to the Cost Sharing page of your eGC1.
  2. Under Cost Sharing Type(s), select the Mandatory checkbox, and then enter the amount or percentage of award that the University has agreed to pay.
  3. To attach any sponsor related documentation on cost sharing, go to the Attached Documents page, and add the attachment(s) under Internal documents for OSP.

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When is appointment information from HEPPS available to SAGE?

HEPPS appointment information is available right away via the Personnel Look Up functionality.

  1. To find a person and their appointment information, click the Add Personnel link or the Look up Principal Investigator button on the PI & Personnel page of the eGC1, type the name of the person you want to add to your eGC1 in the search box, and click Search. You may also access the personnel look up screen from the Assign Access page.
  2. If you do not find the person you are looking for, try searching by their UW NetID.
  3. Select the person by clicking the person’s name.

Note: Newly-hired investigators should update the Investigator Details section on their FIDS profile.

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What is a joint appointment?

A joint appointment occurs when a faculty is a member of more than one department. The primary department is the academic home unit for the faculty. The personnel selected unit would be the one receiving the award.

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Can I create a copy of an existing eGC1?

It is possible to copy a standard eGC1. However, for a Grant Runner application, only the standard eGC1 parts are copied, not the Grant Runner forms. Details about what will be copied are given on the page which displays when you start the copy process.

To copy an eGC1, click the Copy icon in the top right corner of your eGC1 window. After you review the instructional information, click Confirm Copy.

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When is data saved on an eGC1?

Data is saved whenever you do any of the following:

  • Click the Save icon on the action bar at the top right corner of the eGC1 screen.
  • Navigate to a different page of your eGC1 by using the left navigation menu.
  • Move to a different page by clicking either the Next or Previous arrow.
  • Move to a different page by clicking the Previous link or the Continue or Next buttons in the page’s footer.
  • Click the Save and Close this eGC1 link from the menu.

See the Navigation and Saving Data article for more details.

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Editing an eGC1

When can I delete an eGC1?

Any eGC1 in Composing status can be deleted by anyone with read/write access to it.

If the eGC1 is in Routing or In OSP status, it can be deleted under certain conditions.

  • You must have read/write access.
  • The last time the eGC1 was completed must be more than six months ago.
  • The eGC1 must be in Withdrawn or Returned status.

If the eGC1's status is Routing, you will need to withdraw it. If the eGC1's status is In OSP and it is marked Yes for "ready to submit," you cannot withdraw it. Instead, contact OSP and request they return the eGC1.

If all of the conditions are met:

  1. Click the delete icon (trash can) on the top navigation bar.
  2. Click OK to confirm that you want to delete the eGC1.

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What happens after a reviewer returns an eGC1?

OSP or any other reviewer may return an eGC1 to you to request that you make some changes. When an eGC1 is returned, the eGC1 Creator, PI, Budget Contact, and Administrative Contact will be sent an email notification with information about the changes needed. A returned eGC1 is not longer routing, so you may edit it. Once you have made the changes and are ready to re-submit the application, click the Complete button located on the bottom of the Certify & Route page.

Reviewers who have already approved your eGC1 will not be required to re-approve. If you make a major change, you may want to add them onto the approval graph as ad hoc approvers. You may only do this when the eGC1 is routing. If you change the PI, organization receiving funding, or answers to the compliance questions, the routing path (Approval Flow) may change.

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How do I connect a budget I created in SAGE with my eGC1?

  1. From the eGC1, click the Budget link in the left-navigation menu.

  2. Click Connect a Budget, enter the ID or Ref # for your budget, and then click Search.
  3. From the search results, locate the budget you want, and click Select.
  4. Select the period of the budget you want to connect with your eGC1. Note: You can only connect one budget period with an eGC1.
  5. Click Apply to eGC1.

When you connect a budget to your eGC1, the values in your SAGE Budget worksheet will automatically overwrite any information you entered on the eGC1 Budget page.

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What is the difference between “Withdraw” and “Return”?

Only eGC1 owners and reviewers with the Global Editor role can withdraw an eGC1. Withdrawing the eGC1 pulls it out of the routing process so it can be edited. The Withdraw button is located on the Certify & Route page. Note: an eGC1 that is marked ready to submit and is In OSP status cannot be withdrawn. Instead, OSP may return it.

Only Reviewers can return an eGC1, which pushes it back to the PI and contacts for editing. Returning an eGC1 also pulls it out of the routing process. The Return button is located on the Approval Flow page.

To find applications in these statuses, click the filter checkbox for Withdrawn or Returned on the My eGC1s page.

See the eGC1 Statuses article for full details.

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Who can enter comments on a routing eGC1?

Any person who shows up on the Approval Graph, including Owners and Reviewers, can enter comments on a routing eGC1 from the Approval Flow Graph Page.

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Other

Adding IACUC to the Approval Flow

Once your sponsor has indicated that you are likely to be funded for your grant application (that you have a fundable score) you will need to have the Institutional Animal Care and Use Committee (IACUC) review your eGC1. Your application will be in Approved status at this time.

To do so, you should add them as a Watcher to the Approval Flow, which will send an email to the committee alerting them that their review is needed.

You need to have Read/Write access to the eGC1 as either an owner (PI, contact) or with assigned access to do these steps. Note: A user with the Global Edit role cannot Add Approver, Add Watcher or Add Comments to the Approval Graph. Even if she adds herself onto a specific eGC1 with R/W access, she still can’t change the graph. See the related issue information.

To add a watcher:

  1. On the Approval Flow for the eGC1, click the Add Watcher link (located about halfway down the page).
  2. In the Add Watcher window, chose the following options:
    • Role: Animal Subjects
    • Location: Parallel with OSP Approver
  3. Add a reason for the addition.
  4. Click the Add Watcher button to complete the process.

The watcher box for Animal Subjects will appear beneath the OSP box.

For general information about adding reviews, see the Ad Hoc Reviewers article.

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How can I stay updated on changes in SAGE and FIDS?

Go to Office of Research Information Services (ORIS) News and subscribe to our email communication lists.

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When is an eGC1 required?

For more information, see the eGC1 Overview.

An eGC1 must be completed in SAGE in each of the following
situations:

  • When completing a grant pre-application in which:
    1. the sponsor requires sign-off or electronic submission by the institutional official
    2. a detailed budget is proposed
    3. a commitment of University resources is made.
  • When applying for grants – including new applications,
    revisions, re-submissions, renewals, supplements, extensions and transfers from other institutions.
  • To acquire a budget number for funding that is received from a sponsor, in which the funding qualifies as a sponsored project per GIM 34.
  • When applying to be the subcontractor on a Subcontract.

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What’s a PAN?

Pre-Award Notification. OSP uses PANs to track changes to submitted proposals or document supplemental materials before an award has been made. Common examples of PANs are Just in Time Information and revised budgets submitted at the sponsor’s request.

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What’s a PAC?

Post-Award Change. OSP uses PACs to let GCA know about changes to existing awards. Common examples of PACs are No cost Extensions, PI changes, or release of funding restrictions.

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How will I know when award or other documents are attached to my eGC1?

At this time, we do not send a notification when a new document is attached to your eGC1. The best strategy for tracking new documents is to check the Attached Documents page of your eGC1 regularly.</P

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SAGE Budget

Can I include cost sharing information using the SAGE Budget tool?

SAGE Budget does not currently support cost sharing functionality.

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Why is my total cost in SAGE Budget off by a dollar or two?

SAGE Budget calculations are done using eight decimal places, and then each field is rounded for display depending on your preference. If you selected to “round amounts to the nearest dollar” on the Properties page, all dollar amounts in your budget are displayed rounded to the nearest whole number using “banker’s rounding.” In banker’s rounding, numbers ending in .5 round to the closest even number, instead of always rounding up.

Because this rounding method is different from Excel, the final totals may be off by a dollar or two when compared to a spreadsheet. The amount is insignificant enough that OSP will accept it.

Rounding is a display-only function. When you click into an editable field in your budget worksheet, you will see the exact amount you entered, and all calculated fields also use these exact amounts.

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How do I budget for a subcontract in SAGE Budget?

You must create a subcontract budget. To do this:

  1. Go to the Sub Budgets tab and click Add Sub Budget.
  2. Enter a working title for the sub-contract budget and then select Subcontract Budget from the Budget Type drop down menu.
  3. Double check that the Fiscally Responsible Department is correct. If not, click Change the Fiscally Responsible Department? and follow the instructions.
  4. Click Save.

You will see your new sub-contract budget listed on the Sub Budgets page. If you click on the Worksheet tab, you will find that you sub-budget is listed under: (03) Other Contractual Services and Total Direct Costs.

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Can I withdraw an eGC1 from within SAGE Budget?

Yes, provided the eGC1 is connected to a budget in SAGE and is already in routing. To withdraw the eGC1 from within SAGE Budget, go to the Budget History page, and click the the eGC1 History and Comments link to view the Approvals History. (Note: The Approvals History is only available after an eGC1 is in routing.) From the Approvals History, click the Withdraw eGC1 link.

Note: If an eGC1 is marked as ready to submit and has In OSP status, it cannot be withdrawn. Instead, contact OSP and request they return the eGC1.

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What is the difference between an associated budget and a connected budget?

Prior to April 20th, 2011, budgets in SAGE were associated with an eGC1. In the association, the information from the budget at a single point in time was copied into the eGC1. To make change to your budget visible in the eGC1, you had to disassociate the budget from the eGC1, and then re-associate it. Now budgets may be connected to an eGC1. When a budget is connected to an eGC1, any changes made in the budget are automatically updated on the eGC1. Reviewers may also access and view the budget from the eGC1.

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How do I know if my budget is connected rather than associated?

If the budget listed under Connect a SAGE Budget on the eCG1 Forms Budget page is a link, your budget is connected. If the budget is not a link, your budget is associated.

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If somebody has permission to edit a budget, does that mean they can also view and edit an eGC1 connected to that budget?

Not necessarily. Any person with access to an eGC1 can view a connected budget, but budget users must be granted explicit permission to the eGC1 in order to view it.

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If somebody has permission to edit my eGC1, does that mean they can also view and edit a budget connected to that eGC1?

Not necessarily. A person’s ability to edit a connected budget is determined by the access they are granted to that budget. If a person with access to an eGC1 has not explicitly been assigned access to a connected budget, they will be able to open and review the budget from the eGC1, but they will not be able to edit it.

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If I connect a budget with my eGC1, what happens to the budget information I originally entered on the eGC1 Budget page?

When you connect a budget with an eGC1, the values you entered in the SAGE Budget worksheet will overwrite the information you entered on the Budget page of your eGC1.

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When I try to connect a budget period to my eGC1, the budget period is unavailable. What am I doing wrong?

There are three possible reasons why a budget period may not be available for connection:

  • It may already be connected to another eGC1. Each budget period can only be connected to one eGC1.
  • Budget periods must be connected to eGC1s in a linear fashion. You cannot connect a budget period to an eGC1 if any period following it has already been connected to an eGC1.
  • A previous budget period may already be connected to an eGC1, and that eGC1 may not yet have been approved by OSP. You must wait until OSP has approved the connected eGC1 before you can connect a subsequent budget period to a new eGC1.

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When I connect my budget to my eGC1, what information from my budget is imported to the eGC1?

All the data from your budget worksheet and from any sub-budget worksheets will be imported to your eGC1 for the budget period you selected. SAGE does not import certain types of information from a budget to an eGC1, nor does it validate that the information you entered in your budget matches the information in the connected eGC1. Information that is not imported includes the sponsor, the org code receiving funding, personnel, budget periods, or non-standard (customized) base information. If the information does not match, OSP will use the eGC1 as the system of record.

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How do I create a copy of my budget?

From the Budget Worksheet, click the button in the upper-right corner that shows two green pages. 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 button in the upper-right corner. Everything from the original budget will copy except the budget history, the assigned access, and the connection to the eGC1.

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Can I access a connected eGC1 from my budget?

Yes, if you have been granted access to that eGC1. Go to the History tab of your budget. At the bottom of the page, click the + sign to expand the pane for the Budget Period connected to the eGC1 you want to access, and then click View eGC1. If you do not see the View eGC1 link, it is because you do not have permission to view the connected eGC1.

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Why do Budget Edit Numbers skip numbers?

Budget Edit Numbers increment by one each time changes to your budget are saved to the SAGE database. However, only certain types of changes to your budget are displayed in the Budget History. For example, the Budget History shows when eGC1s are connected and disconnected, while the eApprovals History & Comments shows eGC1 approvals. If the Budget Edit Number for each change to a complex budget with multiple contracts were displayed in the Budget History, navigating through all the versions would be difficult.

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What is a Budget Edit Number?

Budget Edit Numbers identify different versions of your budget. You can use the Budget Edit Number to track changes to your budget and to access versions of it at specific points in time. Each time new information is saved to the SAGE database, a new Budget Edit number is created. The Budget History, however, displays only Budget Edit Numbers associated with significant changes to your budget, for example, when it is connected to an eGC1.

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When are timestamps added to my budget?

SAGE Budget automatically adds timestamps at critical points in the lifecycle of an application, including when a user creates a budget, when the budget is connected to an eGC1, and each time a person approves the eGC1 and connected budget. Anybody with read-write access to a budget can also manually add a timestamp with comments to a budget. Adding a timestamp with a comment is useful when you want to communicate a significant change to the latest version of the budget to other people who have access to that budget.

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I want to connect my entire budget to the eGC1, not just one period. How do I do that?

When you select the period you want to connect to your eGC1, be sure Yes is selected to include the budget total column. (“Yes” is selected by default.) This ensures that the total for your entire budget is displayed on the eGC1 Budget page, along with the totals for the specific budget period.

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Can I connect the same budget to two different eGC1s?

No. You can, however, make a copy of your budget to connect to a second eGC1. To make a copy of your budget, from the budget worksheet, click the button in the upper-right corner that shows two green pages. All the information from the original budget will copy except the budget history, the user permissions, and the connection to the eGC1.

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I have read-write access to an eGC1. Why can’t I edit the budget connected to that eGC1?

Your access to an eGC1 does not automatically apply to a connected budget. To view your access to the budget, click the Assign Access tab of the budget. If you have read-only access or if your name does not appear in the list, contact the budget owner to request read-write access.

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Why is my budget in read-only mode, when I have read-write access?

There are several reasons your budget might be in read-only mode:

  • If you opened an older version of your budget by clicking a Budget Edit Number from Budget History, it will be read-only. Hint: If you do not see the Assign Access tab or the History tab from your budget, you are viewing an older version of your budget.
  • Your budget may be routing, in which case it is not editable. You can verify whether it is routing by checking the budget status from the History tab of your budget.
  • Someone else may be working on your budget. Only one person may edit the budget at a time. The banner at the top of the Budget page indicates when another person is working in the budget.

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How do I create a custom F&A rate?
  1. From the SAGE Home page, click the Budgets tab, and then create a new budget or open the existing budget for which you want to customize F&A rates.
  2. Click on the F & A tab.
  3. Scroll down to Facility & Administration (F&A) Rates and Base and click on the Change the F&A Rate or Base Type? link.
  4. Enter the F&A rate you want applied to this period in the Standard First Period F&A Rate field.
  5. In the Justification for Custom Rate field, specify the reason you are changing the rate for this period.
  6. Click on the floppy disk icon in the top right-hand corner to save your changes.

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My budget periods are not synchronized with the UW academic quarters or year. How do I set up tuition for each budget period?

In situations where the academic quarter spans multiple periods, you must choose the budget period to which you plan to allocate costs. As a general rule, we recommend that you allocate costs to the budget period in which the quarter starts, as that is the period in which you actually incur the tuition cost. For example, if you have two five month periods that start in September, you should allocate tuition for fall and winter quarter in the first budget period, and tuition for spring and summer quarters in the second budget period.

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How do I handle different tuition rates for the summer and academic year quarters in SAGE Budget?

In this situation, you need to add an additional line for summer tuition under Student Aid. When you add a student to your project in the Salary line, you have the option to specify tuition. Enter the appropriate tuition rate, and then enter 3 for the number of quarters in the academic year. Then, under Student Aid, click Add Tuition and Fees, enter the appropriate summer tuition rate, and then enter 1 for the number of quarters.

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How do auto-adjusting lines help me to reach my target?

With auto-adjusting entries, you can set a period minimum and maximum amount for specific Budget Line Items and prioritize the order in which funds are allocated to each line item. Funds will be allocated to these auto-adjusting line item entries based on your budget target and the order in which you have prioritized the line items, with funds going to Priority 1 items first. This function is particularly helpful when you anticipate having some unspent dollars in your budget and would like to optimize the funds available in specific areas.

For example, assume you have established a target of $500,000 for your budget. You enable auto-adjusting entries and set travel as priority 1 with a maximum of $5000, and equipment as priority 2 with a maximum of $3000. When you finish entering all the data into your budget worksheet, your total budget is only $493,000. The $7,000 less your target amount of $500,000 will be allocated to travel up to $5000. When travel is funded at $5000, the remaining $2,000 will be allocated to equipment, thereby creating a total budget of your target amount.

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How do I enable auto-adjusting lines?

From the Targets & Limits tab, under Targets & Limits Settings, select Yes where it says Include auto-adjusting entries to reach target. On the same page, under Auto-Adjusting Entries, for each budget line item that you want to auto-adjust, enter a Period Minimum, Period Maximum, and Priority.

Note: You do not have to enter a period minimum, maximum and priority for every line item. However, budget amounts will only automatically adjust for those lines where you do set a minimum, maximum, and priority.

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How do I turn Targets & Limits on or off within my budget?

You can enable or disable Targets & Limits from Advanced Settings under Budget Properties. Click the Properties tab, and then click the Edit Advanced Budget Settings link. At the bottom of the Advanced Settings window, select the Enable targets & limits checkbox to turn targets & limits on. Deselect the Enable targets & limits checkbox to turn targets & limits off.

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How do I add tuition to the budget for one of my graduate students?

After you add the student to the Salaries and Wages line of your budget, you can specify the tuition rate under Personnel Details in the Quarterly Tuition Rate field.

Note: This field displays only after you select an appropriate student type from the UW Sub-Object Code drop-down menu.

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Does Sage Budget automatically apply the correct tuition rate to my budget?

No. Because UW tuition rates vary significantly based on school, residency status, and other student attributes, these funds are not currently maintained in one centralized system. For this reason, SAGE Budget is not able to dynamically populate tuition rates in your budget. To look up the appropriate tuition rate for student personnel included in your budget, please see http://f2.washington.edu/fm/sfs/tuition.

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Will SAGE Budget automatically add the clinical salary of personnel to my budget?

Yes. When you add a clinician to the Salaries and Wages line of your budget, both the UW Monthly Salary and Clinical Monthly Salary are included in the total Starting Monthly Salary. It is a good idea, however, to validate that the correct clinical salary has been added. You can view the Clinical Monthly Salary from the Personnel Details page and make any necessary adjustments by adjusting the total Starting Monthly Salary.

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Does SAGE Budget enforce NIH Salary Caps?

No. To accommodate sponsor-defined salary caps, you must convert the annual cap to a monthly maximum salary, and then enter that amount in the Starting Monthly Salary field on the Personnel Details setup page. If your sponsor does not allow an annual increase to salary, be sure to change the Salary Inflation Rate % for each period to 0%.

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I have one person filling two different roles over the life of a project. How can I make sure the right salary is applied for each of his roles?

To adjust salaries for a person who will be performing two different roles over the life of the project, you need to add the person twice to the Salaries and Wages Line of your budget, select the appropriate UW Sub-Object Code for the role they will be filling, and then adjust the % effort appropriately for each period.

For example, if the person will work as a part-time graduate student for the first period of the project and as part-time permanent professional staff member for the remaining two periods, select sub-object code 44 for the first personnel entry, specify 50% effort for the first period, and 0% for all remaining periods. Then, for the second personnel entry, select sub-object code 72, specify 0% effort for the first period, and the appropriate % effort for all remaining periods.

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One of the graduate students scheduled to work on our proposal will transition to a part-time faculty appointment next year. How do I make sure the correct benefit rate is applied for her across the lifecycle of the project when her role is changing?

The benefit rate for personnel is determined by the UW sub-object code you select in Personnel Details. If an individual working on your proposal will change roles mid-way during the lifespan of your project, you need to add that person to your budget twice: once for each role they will occupy. Select the appropriate UW Sub-Object Code, or role, for the person, and then enter the % effort for each budget period. For periods in which they do not occupy the specified role, enter 0% effort. The correct benefit rate will automatically be applied according to the role and percent effort you specify.

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How do I use a different benefit rate for a sub-contractor at a different institution?

To do this, you must first set up a sub-budget for your sub-contract. (Go to the Sub Budgets tab, click Add Sub Budget, enter a working title for the sub-contract budget, and then select Subcontract Budget from the Budget Type drop down menu.)

Navigate to the Salaries and Wages line of your subcontract budget worksheet, add a person to your sub-budget, and then click to the first period. At the bottom of the Personnel Details window, in the Benefit % textbox, enter the benefit rate you want to apply to the sub-contractor. You need to enter the custom benefit rate in this textbox for each budget period.

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Is there a way to change the benefit rate in SAGE Budget? I need to update the current benefits rate to the proposed rate that will be effective when my proposal is awarded.

SAGE Budget now recognizes the approved benefit rates for the current fiscal year and the preliminary rates for the next fiscal year. When creating your budget, you can choose to use either just the current rates or preliminary rates. The system will use the appropriate rate based on the starting date of each period.

Once the preliminary rates are officially approved and available, you can easily update the benefit rates in your budget. To make sure your revised budget is submitted to the sponsor, update it prior to OSP review.

To update the rates, click the Properties tab. In the Global Attributes section, verify your choice of benefit rate type (current-only or preliminary), then click on the Update Benefit Rates link. This will update the rates for all personnel, for all periods.

To update just a specific individual, click the Salary and Wages line of your budget worksheet, click the name of the person whose benefit rate you want to update, and navigate to the first budget period in which the rates need to be updated. Under Benefits, click Update Rate. This will update the benefit rate for this person for the current and all future budget periods.

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My sponsor caps their F&A payment at $100,000. Can I show this cap in my budget using SAGE Budget?

Any kind of cap on F&A payments requires that the UW commit to cost sharing to pick up the difference between the negotiated F&A rate and the sponsor requirement. At this time, SAGE Budget does not support cost sharing.

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How can I make sure SAGE Budget applies the correct F&A rate to our sub-contractor budget?

To apply a different F&A rate to your sub-contractor budget, you need to create a sub-budget of type Sub-contract, and set the F&A rate for that specific sub-budget.

  1. Go to the Sub Budgets tab, click Add Sub Budget, enter a working title for the sub-contract budget, and then select Subcontract Budget from the Budget Type drop down menu.

  2. From the sub-budget worksheet, click the F&A tab, type in the Subcontract F&A Rate, and then select the applicable Subcontract Base Type.
  3. If you select the base type Custom, be sure to select the checkboxes next to the Budget Lines that should be included in the F&A Base.

Hint: Refer to your sponsor documentation to make sure you are applying F&A according to their specifications.

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Will SAGE Budget accommodate split F&A rates for my budget?

You can apply two or more F&A rates to your budget by using sub-budgets. Include all the items to which the standard F&A rate applies in your main budget. Then create a sub-budget for any part of your proposal that requires a different F&A rate. Click the Sub Budgets Tab to create an internal UW sub-budget.

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How can I grant somebody in a different department access to my budget?

To enable another person to view and modify your budget, you must assign them read-write access.

  1. From your open budget, click the Assign Access tab.

  2. Click Add another user, and then enter the name of the person you want to provide access.
  3. In the Search results, click the user’s name, and then select Read/Write from the drop down menu.

Be sure to notify the person that they have been granted access to your budget, as the system will not automatically notify them.

Note: In order to access your budget, the user you add to your budget must have the appropriate ASTRA Role such as the Proposal Preparer Role. Contact your department ASTRA authorizer to ensure the user has the appropriate access.

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How do I connect a budget I created in SAGE with my eGC1?

  1. From the eGC1, click the Budget link in the left-navigation menu.

  2. Click Connect a Budget, enter the ID or Ref # for your budget, and then click Search.
  3. From the search results, locate the budget you want, and click Select.
  4. Select the period of the budget you want to connect with your eGC1. Note: You can only connect one budget period with an eGC1.
  5. Click Apply to eGC1.

When you connect a budget to your eGC1, the values in your SAGE Budget worksheet will automatically overwrite any information you entered on the eGC1 Budget page.

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Troubleshooting

Look at the type of file (.PDF, .xlsx, .docx, etc.), then check that your computer has the right software to open that type. For example, you need to have Microsoft Outlook to see .msg files. You will need to install the software or contact osphelp@uw.edu to request the file in a different format.

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Why can’t I complete the eGC1 and push it into the routing process?

All of the required fields in your eGC1 must be filled out before you can complete the eGC1 and submit it for routing. Click the Check for Errors link on the Certify & Route page to see any problems preventing your eGC1 from routing.

This same error list displays when you click the Complete button if your eGC1 is missing any required data.

If you still have a problem submitting the eGC1 for routing after you have addressed all the problems identified on the eGC1 Final Validation page, contact sagehelp@uw.edu for assistance.

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Why can’t I print?

The printable eGC1 is displayed in a pop-up browser window. If pop-up blocking is turned on in your browser, it will keep the window from opening.

For instructions on how to enable pop-up windows within SAGE, see how to configure the pop-up blocker.

If you are still having problems printing from SAGE, there may be a problem with your computer, so please contact your unit's or department's technical team for assistance.

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The Approval Flow doesn’t include a department that should review my eGC1. How do I add that department?

If the approval flow is not displaying a department or unit that you expect should be there, first review the values on your eGC1 in these areas:

  • Org Code Receiving Funding
  • PI & Personnel selected units and corresponding Dean’s office
  • Your response to select compliance questions
  • Organizations paying for cost sharing.

If the unit still does not appear, contact sagehelp@uw.edu to review that unit's routing rules.

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Why is my eGC1 in read-only mode, when I have read-write access?

First, verify that you have read-write access by checking the Contacts & Assign Access page.

If you do have read-write access, there are three possible reasons why your eGC1 might open in read-only mode:

  1. Status: To make changes to a Routing eGC1, you must withdraw it. If your eGC1 has reached In OSP status and you have indicated “Yes” for the Ready to Submit question, contact OSP to have them return the eGC1 to you; otherwise you can withdraw it.
  2. Locked for Editing – 1: Your eGC1 was already being edited by another user when you opened it. Only one person may have an eGC1 open for editing at a time. To resolve this situation, contact the person who has access to the eGC1 and request that they close the eGC1 to allow editing by a different person. You can see who is currently editing an eGC1 by looking at the top of any page.
  3. Locked for Editing – 2: Another user recently exited your eGC1 without closing out of the eGC1 correctly. When this occurs, the system maintains an active status for the eGC1 in the SAGE database for 45 minutes, even after the user closes his or her browser.

    To resolve this, the user who exited incorrectly must log back into SAGE, re-open the item, and then close out properly. If the user is unavailable, you can wait 45 minutes, at which point the system will automatically log the person out, or you can call the ORIS Help Desk (685-8335) for further assistance.

    Note: To close an eGC1 properly, click the Save & Close this egCC1 link or the Back to My eGC1s link.

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What are the computer and browser requirements for SAGE?

SAGE has been designed to work on any standards-compliant Web browser. We test SAGE using newer versions of the following browsers:

Windows

  • Microsoft Internet Explorer 9 or later
  • Mozilla Firefox 10 or later

Macintosh

  • Mozilla Firefox 10 or later

Mobile Browsers
We support a mobile version of SAGE Approvals which we have tested using iPhone iOS 4 and 5, and Android 1.5 and 2.3.

SAGE is also designed to provide maximum accessibility for screen-reader software and has been tested with JAWS for Windows.

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