An Advance Budget Number Request is made 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, Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer, and Budget Preparer (if the eGC1 has a linked budget).
If your only access to an eGC1 is through the Global Edit ASTRA role, then you need to add yourself to the eGC1 first. 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). You can then create an advance.
The steps to do this are:
- Find and open the eGC1 on the Approvals tab
- Go to the Contacts & Assign Access page
- Click the Add Another User link in the Access section
- Add yourself to the eGC1 with Read Write access
- Save & Close the eGC1
Review: Who Can Create an Advance Budget Request.
To create a new Advance Budget Request, start at the My Advance Requests page.
The following image shows the Request Advance button, located at the right of the status check boxes.
Create Advance Request Page
When you select Request Advance, the Create Advance Request page will display. The page has a search section, described below, followed by a list of eligible eGC1s.
An eligible eGC1 is one that:
- is in Approved or Awarded status
- you have permission to edit
- does not have an Application Type of Non-Award Agreement (NAA) or Pre-Application
- does not have a child Funding Action with a status of “In GCA” or “Re-sent by OSP”
- does not have an advance in a Composing, Routing or In GCA status
The eGC1 list table includes these columns:
- eGC1 Number
- Select button
- PI Name
- Full Application Title
- MyResearch Details Link
- Sponsor Name
- eGC1 Status
- Date Created
If there are more than ten eGC1s, the list will include page numbers at the lower, right of the table.
The following image shows a partial example list of eligible eGC1s.
Search for an eGC1
You can use the search section to limit the list of eGC1s to ones that match the criteria you entered. You can search by
- eGC1 Number
- Short Title
- Full Application Title
- PI Name
- Sponsor Name
- Org Code Receiving Funds
- eGC1 Status, selected from the drop-down menu
Click the Search button to see the results list. The total results number displays at the far right of the list. The Reset link clears all of the criteria values.
The following image shows the eGC1 search page.
If you cannot find the eGC1 you’re looking for:
- Confirm you have the correct eGC1 number.
- Review the eGC1 to be sure you have edit access; it will not display with only read access.
- Review My Research to see if the Funding Action is In GCA. Contact firstname.lastname@example.org for more information.
Select the eGC1
To create the advance click on the Select button for the desired eGC1. The advance form will display and will include information copied from the selected eGC1. Each section of the advance has its own user guide help article.
The system will determine if the advance type will be New or Renewal based on the status of any Funding Actions in the selected eGC1’s cycle.
- New Advance: Selected eGC1’s cycle has no processed Funding Actions.
- Renewal Advance: Selected eGC1’s cycle has at least one processed Funding Actions.
Exception: When the selected eGC1 is a Competing Renewal, the advance type will be Renewal, even if the eGC1 is in a new cycle without a processed Funding Action.
Automatic Carryover on Award
If the award has an automatic carryover, a warning message will display, as shown below.
The message reads:
Are you sure this award needs an advance instead of a temporary budget extension?
Typically, a temporary budget extension is appropriate for awards with automatic carryover. Please contact GCA at email@example.com if you need help deciding which option is best.
Following the text are two buttons:
- Request Temporary Budget Extension
- Request Advance
- selecting this opens the Advance Budget request page
You can use any combination of the search criteria to locate advance requests to which you have authorized access. More specific searches will return fewer results. The criteria are described below.
The Reset link clears any values in the critera fields.
The following image shows the advanced search page.
||Enter the entire advance number with or without the preceding “ADV”.
|PI Last Name
||Enter all or the beginning of the last name or the last name plus first initial or the last name plus the first name. For example:
- Smith, J
- Smith, John
You must enter at least 2 letters.
||Enter any of the words or string of letters contained in the Short Title. You must enter at least 3 characters.
||Enter all 6 digits with hyphen (##-####) of the budget number.
||Enter any of the words or string of letters contained in the sponsor name. You must enter at least 2 characters.
||Enter the entire eGC1 number, with or without the preceding “A”.
|Org Receiving Funds
||Enter the beginning portion or the entire organizational code as listed in the FIN Index. You must enter at least the first 3 numbers.
Once you have entered the search values, click the Search button to display all the matching advance requests. The number of results displays on the far right above the list.
The list contains the same columns as the My Advances page. To open an advance request, click on its number. The following image shows a partial results list.
The My Advance Requests page displays your existing advance requests, allows you to search for an existing advance or start a new request for an advance.
By default, the list displays advances in Composing, Returned, Withdrawn, and Denied statuses. You can use the status check boxes or the “select” links to filter which item statuses you want to display. The links are: Select Routing, Select Returned, Select All, and Default View.
The following image shows the My Advance Requests page header with the default statuses selected.
You can use the Advanced Search link to find advance requests that match specific criteria. The How to extend an Advance provides help on creating an extension. The Request Advance button starts the process of creating a new advance request.
The statuses for an advance request are:
||Newly created, but not yet submitted for approval
||Submitted and routing for approval
||Being reviewed and processed by GCA
||Processing finished by GCA and a budget number assigned
||Returned from routing by an approver
||Withdrawn from routing by an advance owner/editor
||Denied by GCA; only applies to extension requests
The advance requests display in descending order by Date Created, so the newest one is at the top of the list. The data columns, left to right, are:
- Advance # – unique identifier, select this to open the advance
- Type – values are: New, Renewal, Extension
- eCG1 # – the associated eGC1
- PI Name – the principal investigator’s name
- Sponsor Name – the sponsor from the eGC1
- Status – the current status
- Date Created – the date this advance was created
- Budget # – the budget number assigned by GCA
- Options – when applicable, an Extend link displays which opens an extension request for the advance. This applies to processed advances that have a start date within the past 18 months.
Clicking on a column header will sort the list by that value in descending order. Clicking a second time will reverse the sort. Note that the Type and Options columns cannot be sorted.
Your list will only include advances that you have direct access to as an owner or collaborator. Access to an advanced budget request initially originates from the parent eGC1.
- If you are an owner of the parent eGC1 or you have assigned access, you can open an advance budget request for that eGC1.
- If you are a Global Editor, you first need to have direct access to the eGC1 in order to create an advance budget request. To update your access, start on the Approval Flow page of the eGC1. Click on the View eGC1 link to open the eGC1. On the Contacts & Assign Access page, use the Add Another User link in the Access section to assign yourself Read Write access.