Create a New Subaward Request

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You can create a new Subaward Request if you have the Subaward Preparer ASTRA role for Sage. See Subaward Access and Permissions for details.

To create a new request, enter SAGE and select the Subawards tab. On the upper right of the page, select the Create New Subaward button.

create new subaward button

A New Subaward Request details page will display.

You can save your initial draft at any time. There are no fields required to do a save. When you save it for the first time, the system will assign your request a unique number.

To save your draft, you can either use the Save Draft and Close button at the bottom of the page or select “Back to My Subawards” in the breadcrumb.

Save Draft and Close button

Note: You can delete a request that is in Composing status. This removes it entirely from SAGE. Use the trash can icon on the upper-right of the page to delete your subaward.

You can also display the Manage Access Page by selecting the Manage Access button on the upper right of the page. Manage Access allows you to grant read-only or read/write access to your subaward.

To submit your new request to OSP, you will need to complete a number of required fields. Some fields will not be editable until you have selected your eGC1. The system will pre-populated other fields from the eGC1.

The following sections describe these steps.

eGC1 Selection

Use the Look Up eGC1 button to select the appropriate Approved or Awarded eGC1 for your subaward request.

the look up e g c 1 button on the details page

You can search by eGC1 Number, PI Name (last, first), or Short Title. Select an application’s number to choose it.

Note: the results list displays the 25 most recent eGC1s. If you do not see yours, try refining your search.

results list from e g c 1 chooser

Once you select an eGC1, its number will display in the Subaward Request Details section. The Project Title and Project Short Title fields will populate from the application’s Full Application Title and Short Title. These values are not editable. If you change the selected eGC1, these fields will automatically update with that application’s values.

e g c 1 data populated into form

The UW PI Name, Email, and Phone fields in the Subaward Contacts section will also populate from the selected eGC1. These fields are editable while the request is in Composing status.

Subrecipient Selection

Use the Look Up Subrecipient button to search for and select the subrecipient. You can search by any part of the subrecipient’s name or its type (for example: foundation, private industry, non-profit).

subrecipient chooser

Click on a Subrecipient Name to select it.

subrecipient lookup results

Note:  the results list displays the first 25 subrecipients. If you do not see yours, refine your search.

You must select a valid subrecipient prior to submitting your subaward request to OSP.

If you cannot find the subrecipient you’re looking for, send an email request to ospsubs@uw.edu with the subject line “New Subrecipient.”

When you’ve selected your subrecipient, you will see a link for changing the subrecipient.

Funding Action (FA) Selection

After you have selected the eGC1, use the Look Up Funding Action button to select the FA for this subaward. Only Funding Actions associated with the selected eGC1 will display. Click the FA Number to select it. Once selected, you will see a link to change the Funding Action.

select funding action chooser showing the funding actions associated with the chosen e g c 1

The FA Start Date, FA End Date, and FA Amount fields display just below the FA number. You cannot edit these fields.

The Request Start DateRequest End Date, and Request Amount fields will display once you select the FA. You must enter values for these fields before submitting your request.

the funding action value displayed along with the Period Start and End dates

Additional Fields

additional fields on form described in text

Field Description
Period Amount This amount must be greater than zero, but not greater than the Funding Action amount.
Do you anticipate a multi-year subaward? If Yes, two additional fields will display

  • Estimated Project End Date
  • Estimated Project Amount; required for submission.
If allowed by the prime award, is automatic carry forward authorized by the PI? Select Yes, No, or Not Applicable/Not Allowed; required for submission.
Purchase Order Number (CR/BPO) Enter just the number; required for issuance.
Special Terms or Instructions for OSP Enter any additional information.

Attachments

You must include an attachment to submit your request. See the attachments article for how to upload your document. OSP requires specific documents for new requests. See the Setup page for Subawards for a description of the required documents.

Subaward Contacts

See the contacts article for details on managing the subaward contacts.

Save or Submit

At the bottom of the page you can select either Save Draft and Close or Submit.

If you have not yet completed filling in all of the required information, select Save Draft and Close to save all of your data and return to the My Subawards page.

Selecting Submit validates whether you have completed all required fields. If not, the page will display any validation messages about missing information.

If all required information is there, the submission will complete and the Subaward Overview page will display, with a confirmation of the submission and status change.

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