Tag Archives: Advance Budget Request

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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:

  • New
  • Extension
  • Renewal
  • Supplement

Examples of the email text follow.

New 

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.

GCA Team 1

Phone: 206-616-9995

Email: gcahelp@uw.edu

Extension 

Subject Line: Extension of Advance Budget Request

Email Body (with example text):

Dear Dr. Smythe,

An extension on advance budget # 99-9999 for your project titled Canine Intelligence has been processed.  It is currently online.

GCA Team 1

Phone: 206-616-9995

Email: gcahelp@uw.edu

Renewal 

Subject Line: Renewal of 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.

GCA Team 1

Phone: 206-616-9995

Email: gcahelp@uw.edu 

Supplement 

Subject Line: Supplement to Advance Budget Request

Email Body (with example text):

Dear Dr. Smythe,

A supplement to advance budget # 99-9999 for your project titled Canine Intelligence has been processed.  It is currently online.

GCA Team 1

Phone: 206-616-9995

Email: gcahelp@uw.edu

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This component of SAGE (System to Administer Grants Electronically) allows you to complete an online request for an advance budget number.

Note: Not all sponsors allow advances. For example, NIH will not allow an advance if the research involves Human Subjects or if it is more than 90 day prior to the start of the research.

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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
  • Initiate subawards

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.

You can stay up-to-date on changes in SAGE (and FIDS) by subscribing to our Office of Research Information Services (ORIS) News.

SAGE Budget

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.

eGC1 Forms and Grant Runner

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.

Approvals

This electronic routing engine stages eGC1s for approval by associated departments, colleges, compliance offices, and the Office of Sponsored Programs.

Advances

Use this part of SAGE to complete an online form to request an advance budget number.

Subawards

Submit a request for a new subaward or a modification of an existing one.

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If your eGC1 is “ineligible,” you must use the Advance Budget Number Eligibility Tool. There is a link to the tool to the right of the eGC1 search criteria.

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.

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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:

  1. Find and open the eGC1
  2. Go to the Contacts & Assign Access page
  3. Click the Add Another User link in the Access section
  4. Add yourself to the eGC1 with Read Write access
  5. Save & Close the eGC1
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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.

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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.”

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Any user listed on the eGC1’s Contacts & Access page may create an advance request for that eGC1. The person who creates the request will become the owner of the request.

The owner may grant access to additional users. Click Assign Access on the left navigation menu.

assign access page

On the Access page, click the Add another user link. In the person chooser, search for and select the user. When the Access page redisplays, choose the appropriate type of permission:

  • Read/Write
  • Read Only
  • Remove Access (to delete a user from the list)
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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.

Complete

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.

advance details section completed

Submit

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 gcahelp@uw.edu. When submitting electronic copies, please retain the original form in your department files. Questions? Call 206-616-9995.

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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.

Field Description
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.

advance details section

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
  • Sponsored Activity Type
  • F&A Rate
  • 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.

abnr_info_section-1

Field Description
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 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.
Request Justification 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

budget number and biennium

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 and end dates, f and a information, agency's payment

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:

  • Modified Total Direct Cost (MTDC)
  • Total Direct Cost (TDC)
  • Salary & Wages (S&W)
  • Other; if chosen, an explanation is required.
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:

  • 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.

Next Steps

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.

The final step is to Complete and Submit your request.