You can create a modification for an existing subaward with a status of Active, Expired, or Closed Out, if it has no other modification in process.
In the Request in Process section of the Overview page, select Create Modification Request to display the modification request form.
Select Look Up eGC1 to choose the appropriate application from the list of related eGC1s for this subaward. Only Approved or Awarded eGC1s display in the list.
The page will refresh and display the Look Up Funding Action button. Use it to choose a Funding Action (FA) from those associated with the selected eGC1. The Funding Action’s Start and End Dates, and Amount will display for reference.
The following image shows this section with all data entered.
You must select at least one type of modification, and fill in the corresponding information. The Subaward Start and End Dates, Subaward Total Amount and the Request Start Date fields display for reference.
||Additional Data Required
||For a new Subaward End Date which extends the current project period; once you select Extension, Early Termination is no longer selectable
||Request End Date
||For a new Subaward End Date which shortens the project period; once you select Early Termination, Extension is no longer selectable
||Request End Date
||For a decrease (Deobligation) or increase (Supplement) to the subaward’s funding.
Enter a negative Funding Change Amount for a Deobligation.
|Funding Change Type of De-obligation or Supplement and a Funding Change Amount
||For a change in the Scope of Work
||An attachment that includes background information and/or objectives and work to be performed
||For other changes
||Special Terms or Instructions for OSP.
Note: characters such as < or > will cause errors.
The following image shows a modification for an extension and a supplement funding change.
- SAGE will not allow you to submit a modification for both an Extension and an Early Termination.
- The Request Start Date field is not editable.
- If you just need to change the BPO number for your subaward, email email@example.com to request the change.
If your modification includes a Scope Change, you must upload an attachment. Include any other appropriate attachments. OSP requires specific documents for modifications. Review the Setup page for Subawards for a description of the required documents.
Save or Submit
At the bottom of the page you can select either Save Draft and Close or Submit.
If you have not completed filling in all the required information, select Save Draft and Close to save and return to the Subaward Overview page. You can also save by selecting the SC number in the breadcrumb at the top of the page.
Selecting Submit will validate that you have completed all of the required fields. If not, the modification request page will re-display with validation messages for missing information.
Note: If your subaward is older and therefore missing contact information, when you select Submit, you will see a validation message. The Contacts section will display as part of the Modification page so that you can add the required data.
If all required information has been entered, the submission will complete and the Subaward Overview page will display a confirmation of the submission.
Note: If your modification is in Withdrawn or Returned status, the button’s label is Resubmit.
You can create a new Subaward Request if you have the Subaward Preparer ASTRA role for Sage. Review the Subaward Access and Permissions article 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. 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.
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.
Use the Look Up eGC1 button to select the appropriate Approved or Awarded eGC1 for your subaward request. The following image shows this button.
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.
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.
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.
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). the following image shows the subrecipient search dialog.
Click on a Subrecipient Name to select it. The following image shows a partial list of search 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 firstname.lastname@example.org 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. The following image shows an example results list.
On the subaward, the FA Start Date, FA End Date, and FA Amount fields display just below the FA number. You cannot edit these fields. If needed, use the link to change the Funding Action.
The Request Start Date, Request 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 following image shows the Funding Action related fields.
The remaining fields are described in the following table.
||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.
The following image shows this part of the subaward request.
You must include an attachment to submit your request. Review the attachments article for how to upload your document. OSP requires specific documents for new requests. The Setup page for Subawards article describes the required documents.
The contacts article covers how to manage 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.
When you select Create New Budget on the My Budgets page, you will see the first of four budget creation wizard pages. Each step will capture basic information about your budget. Once you complete the setup, the budget will display the Worksheet page where you can start entering detailed line item information.
You must complete the required fields for a given step before you move to the next step, go back to a previous step, or go back to your My Budgets list.
If you complete some, but not all, of the setup steps, your budget will have a status of Created. The next time you open the budget, you will see Step 1 of the setup, with all your previously entered data saved. This allows you to easily update any saved data, and complete the remaining setup steps.
Once you complete the setup for your budget, its status will change to In Progress.
Values entered during the setup can also be changed later. From the Worksheet page, there are tabs that correspond to each of the setup steps.
For more information on preparing a budget, see OSP’s Budget Development page.
When you click the Add Sub Budget link on the Sub Budgets tab, a modal window displays that allows you to create a new child budget.
- Enter a Working Title for the sub budget. The default value is New Sub Budget.
- Select the appropriate Budget Type from the drop-down menu. The default value is Internal UW Budget. Note: you cannot change the sub budget type once you have created the sub budget.
- If necessary, update the information for the Fiscally Responsible Department field. The default value is the UW Organization Code Receiving Funding, as entered on the Properties page.
- Click Save to create the sub budget, and return to the Sub Budgets list page.
The new sub budget will be listed with the unique Ref # the system generated. It will have an origin of “Sub budget created as a direct child of” with the Reference Number of the parent budget.
There are three Budget Types.
|Internal UW Budget
||This inherits all of the parent budget’s UW business rules, benefit rates, and F&A settings, and therefore it can be used to break out budgets for separate UW departments, for example.
||The data in this sub budget rolls up to a single line on the parent budget under the (06) Equipment category.
||The data in this sub budget rolls up to a single line on the parent budget under the (03) Other Contractual Service category.
A subcontract sub budget can also support custom external F&A rates and external benefit rates. You use the F & A tab to set up the rate for just the subcontract. As you add each person to the sub budget, you can enter the appropriate benefit rate in the first period window.
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 request 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 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
To create a new Advance Budget Request, start at the My Advance Requests page.
Note: You can only create advances for eGC1s that you have access to. Be aware that 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 days prior to the start of the research.
The following image shows the Create New Advance button, located at the right of the status check boxes.
Select Create New Advance.
An eGC1 search page will display. Enter the number of the eGC1 to be associated with the Advance Request, or other identifying search criteria, and then click Search. You will see a list of the eGC1s to which you have access that match the criteria you entered. Use the Reset link to clear all of the criteria values, if needed.
The following image shows the eGC1 search page.
The eGC1 for an advance must be in Approved or Awarded status to be eligible. By default, all eGC1s are ineligible until OSP marks them as eligible. On the results list, those eGC1s that are eligible will have a Select button. The following image shows a results list, with some eligible eGC1s.
When you select the eGC1, an advance request form will display, and will include information copied from the selected eGC1.
SAGE allows you to create two types of eGC1s – standard and Grant Runner. The Grant Runner version contains all of the same pages as a standard eGC1 and also includes the integrated form package for the electronic submission directly from SAGE via Grants.gov to NIH. Currently, you may only use Grant Runner for opportunities sponsored by NIH and its individual institutes. See the full list of supported NIH Activity Codes.
Using Grant Runner is optional. You can also submit using ASSIST.
To create either type of eGC1, start by clicking on the Create New eGC1 button on the My eGC1s page to start the Wizard.
For the question “Do you want to see if you application is eligible?” click Yes and then click Next to use with Grant Runner. You will then continue with steps 2-5 of the Grant Runner Wizard (described below). The data collected in these steps will pre-populate some fields on both eGC1 pages and sponsor forms.
If you want to create a standard eGC1, click No and then click Next. On the confirmation page, you can return to the Grant Runner Wizard or click Create Standard eGC1 to create your eGC1.
Note: For guidance on completing an NAA type application, see OSP’s NAA eGC1 Instructions FAQ.
Additional Grant Runner Wizard Steps
Steps 2-5 of the Wizard gather specific information to:
- Confirm eligibility to use Grant Runner.
- Pre-populate data in the eGC1 and the Grant Runner sponsor forms.
Step 2: Sponsor
Use the Look Up Sponsor button to search for and select the sponsor. Currently, you may only use Grant Runner for opportunities sponsored by NIH and its individual institutes.
If you have selected any of the NIH institutes, when you click Next, the Wizard will continue with Step 3; for all other sponsors, the Wizard will present options to either create a non-Grant Runner eGC1 or return to the My eGC1s list. For more information, see Sponsor.
The sponsor displays on the eGC1 Details page. Once you complete the Wizard, you cannot change the sponsor.
Step 3: Opportunity ID
Use the Look Up Opportunity button to search Grants.gov for the Opportunity ID as listed on the sponsor instructions.
If SAGE supports the form set, the opportunity will appear in the results list. Click “Select” to the left of the opportunity to choose it and add the sponsor forms to the eGC1.
If SAGE does not support the form set, that will be indicated to the left of the opportunity in the results list. You can then “Cancel” out of the look up, and either cancel the creation of the eGC1 by clicking “Back to My eGC1s” or click on the “Cancel Wizard and create a standard eGC1” link.
If the opportunity cannot be found, the message “Sorry, no results for your search.” will display. In that case, check that you have properly entered the opportunity ID.
The Wizard presents options to either create a non-Grant Runner eGC1 or display the My eGC1s list.
Note: The Opportunity ID is also known as the Program Announcement Number (PA) or Request for Proposal (RFP).
The opportunity information, including opening and closing dates, is displayed on the eGC1 Abstract & RFA/RFP page once the application is created. Once you complete the Wizard, you cannot change the opportunity.
Step 4: Principal Investigator
Use the Look Up Principal Investigator button to search for and select the Principal Investigator. The name and directory data will display. Several fields are editable:
- UW box number
- Cell Phone
The values will be displayed on the eGC1 PI & Personnel page and some of the Grant Runner forms. Prefix and Suffix values can be added, and editing can be done, on the eGC1 PI & Personnel page after the Wizard is complete. For more information, see Principal Investigator.
Step 5: Application Details
Enter values for each of these required fields:
- Full Application Title
- Requested Start Date
- Requested End Date
- Application type
This data will display on the eGC1 Details page and some of the Grant Runner forms. You can edit these on the eGC1 Details pages after the Wizard is complete. For more information, see Application Details.
When the wizard is complete, the standard pages for the eGC1 will display, along with the mandatory and optional Grant Runner forms.