This page displays the Advance Details and selected data copied from the parent eGC1. You will need to complete the fields in the Advance Budget Number Request Information section at the bottom of the Advance Details page.
Information about the Advance
The Advance Details section includes basic information. The following image shows this section. The fields are described below.
|Advance ID||The system-generated unique number for this advance.|
|Request Date||The completion date for the advance. The initial value is “N/A.”|
|Assigned To||The GCA Team and Desk this advance is assigned to, based on the Org Code Receiving Funding.|
|Last Action Taken||The last action taken by either a campus user or a GCA Team member. Generally shows the status of the advance.|
Information from the eGC1
The Advance Requested By, Application Details, Application Budget Details, and Compliance Questions sections display information from the parent eGC1. This includes:
- The Principal Investigator’s name, EIN, and department
- eGC1 Number
- Project Short Title (eGC1 Short Title)
- Organization Receiving Funding
- Sponsor Name
- F&A Rate
- Flow Through Funding (yes/no) and, if yes, Originating Sponsor
- Sponsored Activity Type
Information to be Completed
In the Advance Budget Number Request Information section, you will need to complete a number of fields. The following images shows this section of the advance. The fields are described below.
|Administrative Contact||Click the Lookup button to search for the contact person. The name, telephone number, and email address will display. You can edit the telephone number and email address. This person will receive email notifications from GCA as they process the request. GCA may also contact the admin to answer questions about the request.|
|Org Receiving Funding Box Number||The UW assigned Box Number used in routing campus mail.|
|Department Responsible for Covering Expenses Incurred||Use the Look Up Organization Code button or enter the organization code directly if known.
Note: Per GIM 09, the Department Chair or Dean who signs the advance notice is responsible for any pre‐award costs that are subsequently not allowed by the sponsor as well as any amounts authorized by the advance notice, but not funded by the sponsor.
|Type of Request||Depending on your selection, you may need to complete other fields
|Request Justification||Explain your reason for the advance.|
|Prior Budget Number||Enter the budget number for a renewal request.|
|Dollar Amount of Request||Enter the amount being requested for a type of New, Renewal, or Supplement|
|Budget Number||Enter the budget number for a type of Extension or Supplement|
|Budget Biennium||Select the appropriate biennium value for your budget number|
|Start Date, End Date||Enter the dates directly, or use the pop-up calendar. The request period for the advance may not exceed 6 months.|
|F&A Base||Select the appropriate value from the drop-down menu. For more information on F&A Base, see GIM 13 Facilities and Administrative (F&A) Rates. Choices are:
|Other F&A Base Explanation||This field displays if you selected “Other” for F&A Base; enter your explanation.|
|Agency’s Form of Payment||Select the appropriate value from the drop-down menu. Choices are:
At any time, you can click Save & Close on the left navigation menu to close the form, saving any changes you’ve made. As long as the request is in Composing status, you can still make changes to the form when you reopen it. Once you click Complete the status changes to Routing and you cannot edit the form.
To view a draft version of your form before completing it, click Print Draft on the left navigation menu. This will display a PDF version of the form with a “draft” watermark in a new browser window or tab.
Use the Assign Access link to add any others who will be helping to complete the advance request or to review it.
Finally, select Complete and Submit.