FAQ

Access, Authorization, General

I’m new to using SAGE. How do I get started?

Welcome!  Here are some links to help you learn about SAGE.

1 person found this question helpful.

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

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

Ask your local ASTRA administrator to authorize the appropriate SAGE ASTRA Roles for you. If you try to log in to SAGE without an authorized role, SAGE will display a list of your authorizers.

ASTRA authorizations generally take effect almost immediately. If you are already logged into SAGE, log out and then log back in again to pick up your new authorizations.

0 people found this question helpful.

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.

0 people found this question helpful.

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

  • Google Chrome – latest version
  • Microsoft Internet Explorer – current and last version
  • Mozilla Firefox – latest version

Macintosh

  • Google Chrome – latest version
  • Mozilla Firefox – latest version

 

0 people found this question helpful.

Why am I getting this email notification?

Depending on your association with an eGC1 application as it is approved, and possibly awarded, you may receive a number of different email notifications.

Email notifications are sent from various parts of the SAGE Suite. Follow the links to handy charts of who receives what, when and why.

  • SAGE – used by PIs and research administrators.
  • FIDS – used by investigators.
  • SPACRC – used by OSP.
  • SERA – used by GCA.

0 people found this question helpful.

eGC1: Creating, Copying, Editing, Deleting

How can I add a new hire to my eGC1?

0 people found this question helpful.

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
    • the sponsor requires sign-off or electronic submission by the institutional official.
    • a detailed budget is proposed.
    • 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: Classification of External Support
  • When applying to be the subcontractor on a Subcontract.

0 people found this question helpful.

When is data saved on an eGC1?

See the Navigation and Saving Data article for details. Data is saved when you

  • 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, by clicking either the Next or Previous arrow or the Continue or Next buttons in the page’s footer.
  • Click the Save & Close this eGC1 link on the left navigation menu.
  • Click the Back to My eGC1s breadcrumb link.

0 people found this question helpful.

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. Next, you should contact the person listed in the banner and ask them to exit the item properly by clicking the Save & Close this egCC1 link or the Back to My eGC1s link.

See Access Issues: Locked for Editing for more details.

1 person found this question helpful.

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 instructions on the Sponsor Chooser page

  • to send a request to OSP (osptech@uw.edu) to add the sponsor to the database.
  • to put in a temporary sponsor.

1 person found this question helpful.

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 Cost Sharing page.

0 people found this question helpful.

When is appointment information from HEPPS available to SAGE?

HEPPS (Higher Education Payroll Personnel System) appointment information is available right away via the Personnel Chooser.

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

0 people found this question helpful.

What is a joint appointment?

A joint appointment occurs when a faculty has an appointment with more than one department. The primary department is the academic home unit for the faculty. Another appointment (personnel selected unit) could be the one receiving the award. When using the Personnel Chooser, you will see all appointments listed for a person so that you can pick the appropriate one.

0 people found this question helpful.

How do I attach, update and delete eGC1 documents?

See the Attached Documents article to learn which section to place your documents in and the eGC1 and Grant Runner Attachments article for how to attach, delete, and update files.

0 people found this question helpful.

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 may need to install software or you could contact osphelp@uw.edu to request the file in a different format.

0 people found this question helpful.

Can I create a copy of an existing eGC1?

It is possible to Copy an Existing eGC1. However, if it is a Grant Runner application, only the standard part of an eGC1 is 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, and in the linked article above.

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.

0 people found this question helpful.

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, leaving it in Composing status. When you need to create a new eGC1, open the template eGC1 and make a copy of it.

0 people found this question helpful.

When can I delete an eGC1?

See the Delete an eGC1 user guide article for full details.

Any eGC1 in Composing status can be deleted by anyone with read/write access to it at any time. Any eGC1 in Returned or Withdrawn status that was last completed more than six months ago may be deleted.

To delete the eGC1, click the delete icon (trash can) on the top navigation bar, and then click OK to confirm that you want to delete the eGC1.

0 people found this question helpful.

eGC1: Routing, Approving

How can I check the status of my routing eGC1 and see any added notes?

On the My eGC1s tasklist, click the value in the status column for the desired eGC1 to open the Approval Graph.  Note: The Approval Graph is not available from the status column when the eGC1 is still in Composing status.

You can also open the Approval Graph from the Certify & Route page using the link in the Process Application section.

The History & Comments page, accessible from the Approval Graph, displays a record of all approval actions taken on an application.

0 people found this question helpful.

How do I manage eGC1 changes during the approval process?

You can Withdraw an eGC1 that is routing for approval editable. Once you have made your changes, click the Complete button to re-complete the eGC1 and move it back into the routing process.

For more details, see the Changing a Routing eGC1 user guide article.

1 person found this question helpful.

When are re-approvals needed?

SAGE does not automatically start the approval process over from the beginning when the eGC1 is modified after the PI or other reviewers have already approved it. If substantive changes are made that would modify the commitment of a unit then the unit should be added to the approval flow using the Add Approver process.

If you change the PI, organization receiving funding, or answers to some compliance questions, the approval flow may change.

0 people found this question helpful.

How does OSP know when my eGC1 is ready to be submitted to a sponsor?

OSP depends on your answer to the Ready to Submit (RTS) question on the Certify & Route page. Until that question is answered Yes, OSP will not submit the application to the Sponsor.

0 people found this question helpful.

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

Some sponsors allow a Department chair to sign an eGC1 and proposal on behalf of a PI in his or her department. This requires an Escalation of PI Certification which is indicated on the Certify & Route page of the eGC1.

Be sure to 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.

0 people found this question helpful.

Who gets an approval email notification?

See the Reviewer Email Notifications user guide article for an overview and the Email Notifications Details article for information on who is notified and when.

0 people found this question helpful.

How do I add additional reviewers to an eGC1’s Approval Graph, such as IACUC?

Individuals with read-write access can add ad hoc approvers or watchers. Follow the steps in the Add an Ad Hoc Reviewer user guide article.

For IACUC, 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, so you will add them as a Watcher. This will send an email to the committee alerting them that their review is needed.

0 people found this question helpful.

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

For a person to be a reviewer of all eGC1s submitted to your department, he or she needs to have the SAGE ASTRA (Access to Systems, Tools, Resources and Applications) role of Department or Center Reviewer for your organization code.

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.

0 people found this question helpful.

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.

0 people found this question helpful.

SAGE Budget: Creating, Editing

How do I create a copy of my budget?

See the user guide information on how to Create a Copy of the Budget.

From the Budget Worksheet, click the copy icon in the upper-right corner.

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 copy button. Everything from the original budget will copy except the budget history, the assigned access, and the connection to the eGC1.

0 people found this question helpful.

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. See the user guide article on assigning access.

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

0 people found this question helpful.

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

SAGE Budget does not currently support cost sharing functionality.

0 people found this question helpful.

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 only for display depending on your preference. 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.

Amounts are “rounded to the nearest dollar” using “banker’s rounding.” This means that numbers ending in exactly .5 are rounded 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.

0 people found this question helpful.

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. 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 linked to an eGC1 that is routing, in which case it is not editable. You can verify this 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.

0 people found this question helpful.

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 an Internal UW sub budget for any part of your proposal that requires a different F&A rate.

0 people found this question helpful.

How do I create a custom F&A rate?

See the user guide article F&A Tab: Custom F&A Rates and Base Types for how to create a custom rate.

0 people found this question helpful.

How do I budget for a subcontract in SAGE Budget and set the correct F&A rate?

You will need to create a Subcontract type sub budget. See the Add a Sub Budget user guide article for details.

To apply a different F&A rate to your subcontractor budget, click the F&A tab on the Sub Budget Worksheet, type in the Subcontract F&A Rate, and then select the applicable Subcontract Base Type. You can also choose to use a custom base type.

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

0 people found this question helpful.

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.

0 people found this question helpful.

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.

See the Salary and Waged Entry: Tuition user guide article for details and answers to other tuition questions.

0 people found this question helpful.

How do I turn Targets & Limits on within my budget and how do I use auto-adjusting entries?

To enable Targets & Limits, 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 checkbox to turn targets & limits off. For more information see the Targets & Limits Tab article in the SAGE Budget user guide.

From the Targets & Limits tab, under Targets & Limits Settings, you can select Yes to Include auto-adjusting entries to reach target. Auto-adjusting entries let you 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. For more information see the Targets & Limits Auto-Adjusting Entries article in the SAGE Budget user guide.

0 people found this question helpful.

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. See the Salary and Wages Setup: Source Information user guide article for more details.

0 people found this question helpful.

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%. See the Salary and Wages Setup: Source Information user guide article for more details.

0 people found this question helpful.

If one person will hold two different employee positions over the life of a project, how can I make sure the right salary and benefit rates are applied for each of position?

To adjust salaries for a person who will be holding two different positions over the life of the project, you need to add the person twice to the Salaries and Wages Line of your budget and select the appropriate UW Sub-Object Code for each position. Be sure to adjust the % effort appropriately for each period. The correct benefit rate will automatically be applied according to each position’s Sub-Object Code.

See the Salary and Wages: Promotion Adjustment Scenarios article in the user guide for an example of how to set this up correctly.

0 people found this question helpful.

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 recognizes the approved benefit rates for the current fiscal year and the preliminary rates for the next fiscal year when they are available. When creating your budget, you can choose to use either just the current rates or current and 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. 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.

0 people found this question helpful.

SAGE Budget: Linking to an eGC1

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

See Connect Budget in the eGC1 Forms user guide for details.

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 and will automatically overwrite any information you entered on the eGC1 Budget page. By default, the totals for your budget will also be included.

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

0 people found this question helpful.

Why is the budget period I’m trying to connect to my eGC1 unavailable?

See Connect Budget in the eGC1 Forms user guide for details.

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.

0 people found this question helpful.

Can I withdraw an eGC1 from within SAGE Budget?

See the SAGE Budget and eGC1 Shared Access Data user guide article for details.

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 eGC1 History & 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.

0 people found this question helpful.

Once a budget is connected to an eCG1, what are the access rules for each item?

See the SAGE Budget and eGC1 Shared Access Data user guide article for details.

Any person with access to the eGC1 can view its connected budget, but users with access to the budget must be granted explicit permission to the eGC1 in order to view it.

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 the eGC1 has not explicitly been assigned access to its connected budget, they will be able to open and review the budget from the eGC1, but they will not be able to edit it.

Anyone with access to the budget can verify their access to the eGC1 by looking on the History tab of the 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.

0 people found this question helpful.

Troubleshooting

Why can’t I complete my eGC1 and start it routing for approval?

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.

0 people found this question helpful.

Why can’t I print my eGC1?

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.

0 people found this question helpful.

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

  • Google Chrome – latest version
  • Microsoft Internet Explorer – current and last version
  • Mozilla Firefox – latest version

Macintosh

  • Google Chrome – latest version
  • Mozilla Firefox – latest version

 

0 people found this question helpful.