Tag Archives: Edit

How do I manage eGC1 changes during the approval process?

You can Withdraw an eGC1 that is routing for approval editable. Once you have made your changes, click the Complete button to re-complete the eGC1 and move it back into the routing process.

For more details, see the Changing a Routing eGC1 user guide article.

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When you have read-write access to an eGC1, but find that you are in read-only mode, it can be frustrating.

There are three possible reasons why your eGC1 might open in read-only mode:

Reason Description
Status To make changes to a Routing eGC1, you must withdraw it. If your eGC1 has reached In OSP status and you have indicated “Yes” for the Ready to Submit question, contact OSP to have them return the eGC1 to you; otherwise you can withdraw it.
Locked for Editing – 1 Your eGC1 was already being edited by another user when you opened it. Only one person may have an eGC1 open for editing at a time. You can see who is currently editing an eGC1 by looking at the top of any page.

To resolve this situation, contact the person who is editing the eGC1 and ask them to close the eGC1 to allow editing by a different person.

Locked for Editing – 2 Another user recently exited your eGC1 without closing out of the eGC1 correctly. When this occurs, the system maintains an active status for the eGC1 in the SAGE database for 45 minutes, even after the user closes his or her browser.

To resolve this, the user who exited incorrectly must log back into SAGE, re-open the item, and then close out properly. If the user is unavailable, you can wait 45 minutes, at which point the system will automatically log the person out, or you can call the ORIS Help Desk (685-8335) for further assistance.

Note: To close an eGC1 properly, click the Save & Close this egCC1 link or the Back to My eGC1s link. Do not just close your browser window.

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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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There are a number of ways to move from page to page within your eGC1 and to save the data you have entered.

example breadcrumb trail and title

Below the main tabs in SAGE at the left side of the page is a breadcrumb trail which you can use to return to your My eCG1s tasklist. When an item is open the breadcrumb reads “Back to My eGC1s” followed by the item number (for example, A999999), and then the name of the page you are on. Selecting the item number returns you to the Details page which is the page you see when you first open an eGC1.

Below the breadcrumb is the page heading made up of the eGC1’s Short Title, ID, and the name of the PI, separated by the vertical bar character. This appears on every page as a quick reference.

Action Bar Icons

On the right side of the page, just below the heading is a set of icons that allow you to do a number of actions. These are described in order from left to right.

Action bar icons

  1. Previous Page: a straight left-pointing arrow moves you to the prior page on the left navigation menu
  2. Next Page: a right-pointing arrow moves you to the next page on the left navigation menu
  3. Save Page: a diskette icon which saves a copy of the current values in the eGC1 to the database
  4. Reset Form: a curved, left-pointing arrow which clears any un-saved values from the page
  5. Create a copy of this eGC1: a double-page icon which opens a new eGC1 (after confirmation pop-up) that is a partial copy of the original (see the Copy an Existing eGC1 article)
  6. Delete this eGC1: a trash can, that appears when the eGC1 status allows, and lets you Delete an eGC1

Left Navigation Menu

When you are viewing an eGC1, a navigation menu appears on the left side of the window. It lists all of the pages that are part of the eGC1, and includes links to Save & Close the eGC1 and to Check for Errors. You can click on any page link to move to that page. The page you are currently viewing will be highlighted in the menu. In this example, the PI & Personnel page is highlighted.

left navigation menu for a standard e g c 1

Under the appropriate conditions, one of two additional links will appear:  Permanently Withdrawn or Denied by Sponsor. See the linked articles for details.

In the footer of an eGC1 page, there is a Previous link and either a Continue or Next button (depending on the page you are viewing). Just like the arrow icons in the “action bar” clicking Previous will move you to the prior page in the left navigation menu. Clicking the Continue or Next button will move you to the following page.

example previous and continue buttons in footer

example of previous and next buttons in footer

Closing an eGC1

In order not to lock out a colleague who may also need to work on an eGC1, you should always exit an item using SAGE links.

You have a few options for closing an eCG1:

  • Use the Save & Close this eGC1 link in the left navigation menu
  • Use the Back to My eGC1s breadcrumb
  • Click on the eGC1 FORMS tab

Each of these methods will save any changes that were made, and release the item so that another person would be able to edit it.

Saving eGC1 Data

The data values in your eGC1 are saved whenever you do any of the following:

  • Click the Save icon in the action bar
  • Navigate to a different page of your eGC1
    • by using the Next or Previous arrows in the action bar
    • by using the button/link in the footer of a page
    • by clicking on a different page link on the left navigation menu
  • Click the Save and Close this eGC1 link from the left navigation menu
  • Click the Back to My eGC1s breadcrumb
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You can edit an eGC1, if:

  • You have read/write access to it AND
  • It has a status of Composing, Withdrawn, or Returned

Editing exceptions are:

  • The Contacts & Assign Access page of an eGC1 is always editable
  • The PI & Personnel page is also editable for an eGC1 with a status of Approved, Awarded, and Denied by Sponsor

Changing a Routing eGC1

If you need to make changes to a routing eGC1, you must start by withdrawing it from routing. Before you withdraw your eGC1, you may want to contact approvers to let them know that you plan to do so. A routing eGC1 would have a status of Routing or In OSP.

To withdraw the eGC1:

  1. Click Certify & Route on the left navigation menu.
  2. Click the Withdraw button in the Process Application section.
  3. Make the changes to your eGC1, and then return to the Certify & Route page.
  4. Scroll down to the Process Application section, and click Complete.
    When you click Complete, the eGC1 moves back into routing and becomes locked for editing.

Any approver who already approved your eGC1 is not contacted again. If you make a major change, you may add them back into the approval graph as ad hoc approvers.

Note: If you have marked your eGC1 Yes for Ready to Submit and it is at In OSP status, you must contact OSP to return your eGC1 in order to make changes.

Read/Write Access to the eGC1

The eGC1’s owners and any users specifically assigned read/write access on the Contacts & Access page can edit an eGC1.

The owners are:

  • PI
  • Administrative Contact
  • Pre-Award Budget Contact
  • eGC1 Preparer
  • Budget Preparer, if a SAGE Budget is linked to the eGC1

Users with a SAGE ASTRA role of Global Edit with an org code that matches any org code for a reviewer in the approval flow can also edit an eGC1.  Note: Global Editors access completed eGC1s from the My Approvals tab. A Global Editor cannot access an eGC1 in Composing status with just the Global Editor role.

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You can make a copy of any standard eGC1 that you have access to by clicking on the Copy icon in the top, right corner of the eGC1 page.

Note: When you copy a Grant Runner eGC1, the new eGC1 will be a standard one.

When you select the Copy icon, you will see an information page listing what data is not copied. This information is also detailed below.

Click the Confirm Copy button to complete the process. The page will refresh and will display the Details page of the new eGC1.

You also have the option to Cancel the copy process, or to Print a basic version of the information page for reference.

You may find it useful to copy an eGC1 when you want to:

  • Create a template eGC1 with a PI, Contacts, and the Organization Receiving Funding to use as the basis for new eGC1s. Leave it in Composing status so you can reuse it as needed.
  • Revise an earlier application that was not funded
  • Submit a non-competing renewal
  • Submit a single application to multiple sponsors

Data NOT copied from the original eGC1:

  • Specific dates, such as the sponsor deadline, the start and end dates.
  • Organization Code – either Receiving Funding or Additional Organizational Unit Reviewers: If an organization code on your original eGC1 is above the department level or expired, the system will not copy it, so you will need to select a new code.
  • Sponsor: If the sponsor on your original eGC1 is no longer active, the system will not copy it, so you will need to select a new sponsor.
  • Connected Budgets
  • Cost Sharing data
  • Personnel Investigator Status; it will default to Yes
  • Answers to Compliance Questions
  • Attached files
  • Sponsor forms included in Grant Runner applications
  • The Approval Graph
  • Any Post-Approval Personnel Changes
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Once OSP approves the eGC1, this section will display the change history for Personnel on the eGC1.

post-approval personnel changes section

The following changes are included

  • A person is added or deleted
  • A person’s role changes
  • A person’s investigator status changes

You can make these changes on the eGC1 or through the Financial Interest Disclosure System (FIDS). Note that you can only change the PI from the the eGC1. If you change the PI, you will see a warning message with a reminder to contact OSP if sponsor approval is required.

When you copy an eGC1, the Personnel Changes section of the original eGC1 is not included.

For each change, the following information is displayed:

  • The Name and employee ID of the person whose information has changed.
  • The Role Type of the person prior to the change.
  • The name of the individual who made the change (Entered by).
  • The Date and time of the change.
  • The Action Taken
    • Added to eGC1
    • Deleted from eGC1
    • Investigator status change from <old value> to <new value>
    • Role changed from <old value> to <new value>
    • SFI value changed from <old value> to <new value>
    • Indicated current participation (this change would be made from within FIDS)
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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.

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To create a new Advance Budget Request, start at the My Advance Requests page, and click the Create New Advance button.

Note: You can only create advances for eGC1s that you have access to. Also, 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.

create new advance button

An eGC1 search page will display. Enter the number of the eGC1 for which you want to create an 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.

search for e g c 1 page

The eGC1 must have a status of Approved or Awarded to be eligible for a budget advance. By default, all eGC1s are ineligible until OSP marks them as eligible. Those eGC1s that are eligible will have a Select button.

e g c 1 search results

When you select the eGC1, a new advance request form will display, and will include information copied from the parent eGC1.

See also OSP’s Advance Budget Number page which explains the eligibility rules.