Once GCA has processed the Advance Budget Number Request, SAGE will notify you by email. This email is sent to the Principal Investigator (PI), the Administrative Contact listed on the advance, and the Pre-Award Budget Contact on the related eGC1.
There are four versions of the email, one for each type of request:
Examples of the email text follow.
Subject Line: Advance Budget Request
Email Body (with example text):
Dear Dr. Smythe,
An advance budget # 99-9999 for your project titled Canine Intelligence has been created. It is currently online.
SAGE – the System to Administer Grants Electronically – is the web-based system used by faculty, researchers, administrators and staff to:
Submit funding applications for consideration
Route them electronically for approval
Request advance budget numbers
The core SAGE system allows you to carry out several tasks, including budget development, creating an eGC1, using Grant Runner to complete SF424 R&R forms for NIH opportunities, reviewing and approving applications, and submitting a request for a budget advance.
SAGE Budget helps you create an accurate budget for your grant proposal. It auto-populates data from the payroll and financial systems, helps you select proper rates, and calculate totals automatically.
eGC1s are the electronic Grants and Contracts forms you use to route your grant proposal through the University’s internal compliance process.
A Grant Runner application combines the eGC1 and sponsor forms for some NIH funding opportunities requiring SF424 R&R forms, including Modular, Detailed and Subaward Budgets. With the click of a button, OSP can electronically submit your application via Grants.gov to the sponsor.
The Eligibility Tool takes you through a series of questions to assess all compliance areas and determine if you can create an advance budget number. If, based on the answers you provide, the tool determines the eGC1 is eligible, the tool emails the results to OSP. They will then confirm the information provided and remove the eligibility block.
An Advance Budget Number Request is for a specific eGC1. You must be an owner of the eGC1, or have either Read/Write or Read-Only access, to create an advance. The owners of an eGC1 are the PI, Admin Contact, Pre-Award Budget Contact, eGC1 Preparer, and Budget Preparer (if the eGC1 has a linked budget).
Note: You cannot create an Advance for an eGC1 with just the Global Edit ASTRA role. You must open the eGC1 (from the Approvals tab) and use the Contacts & Access page to assign yourself direct access (or change the preparer or a contact, if appropriate) before you can create an advance. The steps to do this are:
Find and open the eGC1
Go to the Contacts & Assign Access page
Click the Add Another User link in the Access section
Before you can request an Advance Budget Number, you must have the following information available:
Proof of commitment on the part of the Sponsor. For example, a subaward commitment letter or a federal or state sponsor’s fundable score.
An agreed amount of money to request as advance funding.
A time period for the Advance Budget Number. You can request an Advance Budget for no more than 6 months.
A designated contact person and box number for queries and correspondence from GCA.
The number of the associated eGC1.
The signature of the Chair or Dean of your department, guaranteeing all advance funding.
The PI or Department Administrator is responsible for monitoring advance budget expenditures. They must notify GCA within 10 working days prior to the expiration of the advance budget if the award is still pending. In this situation, you have the option to request:
A Supplement to increase the amount of funding available on the existing Advance Budget.
An Extension to extend the availability of an existing Advance Budget Number for an additional three months. Note: An Advance Budget cannot exceed 12 months.
The process for requesting a renewal, supplement, or extension is similar to requesting a new Advance. In addition to the standard information, however, you will also need to specify the Advance Budget Number for which you are requesting the renewal, extension, or supplement.
You can only request an Advance Budget Number for eGC1s that OSP has approved or awarded. By default, an eGC1s is not eligible for an Advance Budget Number. The PI or department must use the Advance Budget Number Eligibility Tool to determine eligibility. The department must also provide assurance if requesting an Advance Budget Number without sponsor pre‐award spending approval.
The department chair or dean must ensure the research team meets all compliance requirements for all expenditures made on an Advance Budget Number, per GIM 9 Advance Budget Numbers.
Once OSP marks the application as eligible for an advance, the system sends an email to let the research team know. The email is sent to the PI, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer.
The email subject is “Advance Budget Request Eligibility” and the text of the message is “Your eGC1 A[number] is now eligible for an advance budget request. Please log into SAGE when you are ready to create the advance budget request.”
After you complete the Advance Budget Request Form, you need to route it for departmental approval and then submit it to GCA for final approval.
To complete your request, click Complete on the left navigation menu. SAGE will validate all the required information, lock the form, and begin the routing process.
If there is information missing, a list of validation errors will display at the top of the page. Once you have fixed the errors, click Complete again to move the advance into Routing status.
In the Advance Details section, the Request Date will change from N/A to the current date, and the Last Action Taken will change from Created to Campus Completed.
To submit your request to GCA for processing, start by clicking Print Final on the left navigation menu. This will display a PDF version of the Advance Budget Number Request form in a new browser window or tab. Print this page.
Follow the instructions on the printed form and send the signed copy to GCA.
Instructions: Print this form, obtain appropriate signatures, scan and submit the request to Grant & Contract Accounting. If you already have a budget number, please submit through GrantTracker’s “Advance Bgt” topic. If not, please attach it to an email and send to firstname.lastname@example.org. When submitting electronic copies, please retain the original form in your department files. Questions? Call 206-616-9995.
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 system-generated unique number for this advance.
The completion date for the advance. The initial value is “N/A.”
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
Project Short Title (eGC1 Short Title)
Organization Receiving Funding
Sponsored Activity Type
Cost Sharing: answer to FG-1
Project Off Campus: answer to FG-2
Human Embryonic Stem Cells not on NIH Registry: answer to HS-2
Flow Through Funding: answer to NG-3; if yes, the Originating Sponsor is displayed.
Information to be Completed
In the Advance Budget Number Request Information section, you will need to complete a number of fields.
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 9, 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
New Advance: for a new application that has not yet received funds from the sponsor; requires the Dollar Amount of Request.
Renewal of a Prior Budget Number: to renew a previously processed request; enter the Prior Budget Number and the Dollar Amount of Request. This would be used for the second or later year of a multi-year award that receives a new budget number each year.
Advance Budget Extension: to extend an existing advance budget request that is about to expire when the funding is still delayed; enter the current Budget Number.
Advanced Budget Supplement: to request a supplement to a request; enter the current Budget Number and the Dollar Amount of Request.
Explain your reason for the advance.
Prior Budget Number
Enter the budget number for a type of renewal
Dollar Amount of Request
Enter the amount being requested for a type of New, Renewal, or Supplement
Enter the budget number for a type of extension or supplement
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.
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:
Scheduled payment (auto): Sponsor agrees to pay a portion of the awarded funds up front, and the rest at a later date according to a pre-determined schedule
Scheduled payment (invoice): Sponsor agrees to pay a portion of the awarded funds up front and some of it at a later date. Select this option if your agreement states that it is necessary to invoice the Sponsor in order to receive payment.
Milestones: Sponsor agrees that you can invoice the Sponsor to receive payment as certain key tasks are completed on the project.
Pay in Advance: Sponsor submits payment of the entire award before the start of the project.
Cost Reimbursable: Sponsor reimburses the University based on invoices received showing the exact amount of money spent.
Letter of Credit: Sponsor makes an automatic transfer of funds through an electronic system.
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.
If you wish to view a draft version of your form before completing it, you can 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.
You may want to Assign Access to others for them to help complete the advance request or to review it.