Tag Archives: eGC1

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Select an answer for the question “Will this project involve any new construction or renovation of existing facilities?”

If you select “Yes” additional fields display. You must complete the “Who provided approval?” field.

The additional, optional fields are:

  • Approval date
  • Where is the space
  • Additional Explanation

The following image shows the question answered Yes and the fields displayed.

space planning section initial screen

Use the “Back to Activity Locations Summary” link at the bottom of the page to return to the main Activity Locations page. The section will now show the data you entered, and will have a link to “Edit Section” if needed, as shown in the following image.

summary of data entered for space planning

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You must answer each of the three fiscal compliance questions in this section of the eGC1 Budget & Fiscal Compliance page.

Question F1: Will F&A costs be reimbursed at less than a federally negotiated rate for the UW?

The F&A Cost Rate is determined by the location(s) where the research is performed and is charged as a percentage of total Direct Costs. Rates can be found in GIM 13 Supplement: Table of F&A Rates and Base Types. A Primer on F&A Costs, GIM 13 Facilities and Administrative (F&A) Rates, can provide further detail. Guidelines for determining split rates when projects are conducted at two or more locations are found in GIM 13 Supplement: Activity at Two or More Locations.

See also GCA’s page on Facilities & Administrative Costs.

If you answer Yes:

  • Item F1a will display: Attach GIM 13 waiver in attachments section, or provide documentation of sponsor F&A policy (e.g. RFP, application documents, or website URL)
  • Use the text box to enter your documentation, or upload an attachment on the Attached Documents page.

Note: for RRF applications, the answer to this question must be No.

Question F2: Will administrative or clerical support be included in the budget as direct costs? (see GIM 23)

NIH grants do not allow administrative or clerical personnel costs unless they meet the criteria in GIM 23.

If you answer Yes:

  • Explain how administrative or clerical personnel will be used in the proposed project, following the criteria in GIM 23 Appendix A (Examples of Direct Costs).  This must be appropriately justified in the sponsor application, following sponsor guidelines.

Question F3: Does this application commit funds for cost sharing or matching?

Cost Sharing, Matching or Continuation occurs when an application promises to deliver a support or service for which the research grant does not pay.

  • Cost Sharing may be mandatory (required by sponsor) or committed (a contribution of effort or other costs offered by the Principal Investigator which the sponsor does not require as condition of the award).  Cost sharing occurs when an application commits allowable expenses (i.e., personnel, tuition, equipment or services) for which the research grant will not pay. You must charge these costs to an alternate source (UW or third party). You need to identify all sources and they must agree (via the eGC1 approval process) to commit the necessary funds. For more information, see the GCA Cost Sharing Overview page or GIM 21: Cost Share on Sponsored Programs.
  • Matching funds occur when proposal funding is contingent on a unit’s agreement to commit a matching amount of funding ($) to a project. Matching funds may come in the form of a gift or a grant.
  • Continuation funding takes three forms:
    • (a) it provides funding from a secondary source for ongoing support of a project after the original funding is depleted
    • (b) continuation funds may also be granted if the project is unable to be completed by the original time line and the sponsor has agreed to provide supplemental funding to see the project through to completion
    • (c) continuation funding also occurs when a portion of the original funding commitment is continued and the remaining budget must be found in grant money.

If you answer Yes:

  • Identify whether you are including cost sharing, matching or program continuation.
  • Provide a brief explanation in the text box and attach the completed Addendum form on the Attached Documents page. (On the Addendum, complete all fields including faculty effort, budget number and third party contribution.)
  • Indicate the cost sharing amounts and sources in the Personnel section of the eGC1’s Cost Sharing page.
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Use this page to provide details related to the location of research activities.

Note that as a reference, the F&A Rate from the eGC1 Budget & Fiscal Compliance page displays in the upper right of the page.

There are three sections on this page:

  • Activity Locations identifies each location where UW research activities are taking place. You must enter at least one location.
  • Space Planning identifies any required construction or renovation of spaces. You must answer the initial question.
  • International Involvement identifies any countries where research will be taking place. You must answer the initial question.

As you move your mouse across a section, the color will become darker to highlight it. In the following image, the Activity Locations section shows the highlight.

Activity Locations page with no data added

Select “Start Section” to open a section for data entry.

The following articles cover each section in detail.

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Use this section to identify each location where UW research activities are taking place. You must enter at least one location. As with other eGC1 pages, you can partially complete your entries and save the eGC1. You must complete the required fields before you route your eGC1 for approval.

List performance sites where UW personnel will work on the project. Do not list:

  • Authorized official (OSP)/institutional mailing address
  • Subrecipient locations
  • Other locations where UW personnel will not be working
  • Field work occurring away from the UW for less than 30 consecutive days (unless required by your Dean’s Office)

If some UW activity locations are “to be determined” at proposal time (for example, a Training Grant for which trainees and their projects are “to be named”), please enter all known UW Activity Locations (Harborview Medical Center, UW Health Sciences Building, and so forth).

SAGE integrates with UW’s space tracking system GeoSIMS, allowing you to search for a location by facility name, address or facility code. You can also manually enter locations not found in GeoSIMS by selecting Create a New Location.

The image below shows the search box for finding GeoSIMS locations, followed by the Create a New Location link.

Activity Locations section

Search for a Location

Once you enter at least three characters, you will see results from your search. Click on the desired location, or tab down the list and press enter, to make your selection. A modal window will display with the question: How will the location be made available to the program? The choices are:

  • Leased by the UW
  • Owned by the UW
  • In a facility offered at no cost to the UW
  • Field work away from the UW for more than 30 consecutive days
  • Other

The system will prepopulate the value for this location from GeoSIMS. The image below shows the modal with the “Owned by the UW” choice selected.

modal window asking how location is available

Use the small, black X in the upper right corner to cancel and return to the section page. Select the blue “Next” button in the lower right corner to continue to the next step. In this step you can optionally enter any additional comments or descriptions about the location.

If your location is leased, there will be an additional question in this second step: Will rent be charged to sponsor as a direct cost? If you answer “No” you will need to provide an explanation. This question, answered No,  with example comments appears in the image below.

modal window for step two in adding a GeoSIMS location

Select the blue “Save” button in the lower right corner to complete the process.

Create a New Location

When you select the Create a New Location link, you will see a modal window where you can add the Location Name (required) and address information (optional). The address fields are:

  • Street Address
  • City
  • State
  • Zip
  • Country

The following image shows the input fields with all but country completed.

add name and address information

Use the small, black X in the upper right corner to cancel and return to the section page. Select the blue “Next” button in the lower right corner to continue to the next step.

You will need to answer the question “How will this location be made available to the program?” The choices are:

  • Leased by the UW
  • Owned by the UW
  • In a facility offered at no cost to the UW
  • Field work away from the UW for more than 30 consecutive days
  • Other

If you select the no-cost choice or other, the Explanation text box appears. You will need to provide additional details.

Note: If your department/school/college requires you to list locations for field work of less than 30 days, select “Other” and put a description in the explanation box.

step two of creating a new location

Select Next to continue to the last step. You must provide a short description of the location and any justifications for its use when entering a new location.

Added Locations Table

The Activity Locations section will display your added locations in a table below the Create a New Location link. To expand or contract a table entry, click on the “chevron” icon on the far left, or anywhere on the entry fields. An additional row of information will display.

The table includes the following columns:

  • Name – location name from GeoSIMS or a newly added location
  • Source – GeoSIMS if searched for or Manual for a new location
  • Location Type – Owned or Leased
  • Rent Charged to Sponsor – N/A for owned; either Yes or No. If No, the Rent Explanation displays below.
  • Actions – displays two icons: a pencil for editing the entry and a trash can for deleting the entry
  • Address information appears below Name when the entry is expanded
  • Description comments appear below Source when the entry is expanded
  • Rent Explanation appears below Rent Charged to Sponsor when the entry is expanded

When you return to the Activity Locations main page, this same table will appear, along with an Edit Section link.

The image below shows the addition of two locations from GeoSIMS. Padelford Hall is a building on the Seattle campus, so there is no specific address listed. Both entries are expanded to display all of the information.

example of the locations table

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The Common Interdisciplinary Organizational Unit Reviewers section of the PI, Personnel, & Organizations page allows you to select one or more units for your application.

The units are:

  • Center on Human Development and Disability (CHDD)
  • Alcohol and Drug Abuse Institute (ADAI)
  • Washington State Transportation Center (TRAC)
  • Radiology Services
  • Primate Center

Selecting a unit automatically adds their reviewers to the approval flow.

July 2017 SAGE HR/P Release Fixes

Release date: 7/11/2017

SAGE was updated July 6th to reflect Workday salary and payroll data. This release includes a few fixes to the SAGE system.

Re-enabled Items

We’ve re-enabled the following

  • Personnel Chooser: Re-enabled the ability to search for group NetIDs
  • Approvals Tab: Re-enabled the Advanced Search
  • Subcontract Sub Budgets: Re-enabled the ability to set custom fringe benefit rate settings for sub budgets of type Subcontract

Fixes

  • eGC1 PDF: The PDF version now displays the complete Compliance Details column as well as the new Additional Organizational Unit Reviewers section
  • SAGE Budget for Student Aid: The Update Periods window for (08) Student Aid now displays the correct summary amount and no longer displays the unnecessary  “Line Setup” button.
  • Update or Convert Salary: If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary if:
    1. You have access to the budget
    2. The Last Period End Date is in the future
    3. The line was added via “Add Personnel” rather than “Add TBD”

    For Salary and Wages lines created or last updated with Workday data, the Line Setup modal will allow you to “Update” the salary if the above criteria are met.

July 2017 SAGE HR/P Release

SAGE General Updates

Updates throughout SAGE Suite.

Data Source Updates

SAGE Suite will now use Workday data rather than HEPPS data.

Infrastructure Updates

Technology updates were made to modernize and stabilize SAGE system as areas of the software were updated.

SAGE Personnel Chooser (throughout SAGE Suite)

Search Options

Now search by EmployeeID, in addition to Name and UW NetID 

Academic Appointments and Positions

When a Position and Academic Appointment are linked, they will be combined and displayed in one line

Displayed Fields

  • Employee Name will display legal name
  • Title will display the more useful Academic Appointment title when available. If not available, then Position title will display.
  • Academic Appointment Type will display next to Title. This is new data available through Workday that provides information about the nature of the Academic Appointment.  Academic Appointment Types can be Primary, Joint, Dual, or Admin.  Academic Appointment Types are not applicable to Positions.
  • Associated Organizational Units will display:
    • Organization Name and Code display for Positions and Academic Appointments associated with a Position
    • Supervisory Organization Name and Code display for Academic Appointments not related to a Position
    • An indicator of a person’s Primary Position now displays next to the unit where the Primary Position resides. Primary Position replaces the former “home department” concept when determining necessary approvals.

SAGE eGC1 PI, Personnel, & Organizations Page Updates

Additional Organizational Reviewers Moved to Renamed PI, Personnel & Organizations Page

The former FG-9 Compliance page question for identifying additional organizational reviewers has been moved to the PI, Personnel & Organizations page, to align it with the personnel entries that are also feeding the approval graph.  While selecting personnel, if joint appointment units need to be identified, you can now do so from the same page.

View Approval Graph link added to PI, Personnel & Organizations Page

The View Approval Graph link will now show in two places on the eGC1 — on the Certify and Route page (as always) and now also on the PI, Personnel & Organizations page.  While you are changing personnel and adding additional organizational reviewers, this newly added link will allow you to quickly view the impact of your changes on the approval graph.

Primary Position Organization Code Added to Personnel Summary List

Once a person and their corresponding position have been added to the list of personnel, you will now see the organizational units for both the selected position and primary position for the chosen person.  This will be a reminder that the primary position’s organizational unit will appear on the graph as well as the selected position.

SAGE Compliance Page Update

The additional organizational unit reviewers question (FG-9) has been relocated to the bottom of the PI, Personnel, & Organizations page (see above for more details).

SAGE Approvals Updates

Approval Graph Generation

  • Primary Position Unit will now be used for adding Reviewers/Watchers to the Approval Graph, as the unit associated with the Primary Position replaces the concept of “home department”.
  • Selected Unit will continue to be used for adding Reviewers/Watchers to the Approval Graph, but the unit will be derived as follows:
    • If the selected line is for a Position, then SAGE will use the Position’s Organization Code
    • If the selected line is for an Academic Appointment linked to a Position, then SAGE will use the linked Position’s Organization Code
    • If the selected line is an Academic Appointment not linked to any Position, then SAGE will use the Supervisory Organization Code associated with the Academic Appointment

SAGE Budget Updates

Restructured to accommodate Workday data integration.

Object Codes

Object Codes

Are less granular in Workday with only one digit of sub-object code.  They are associated with Job Profile and linked to Position rather than Distribution. Impacted Object codes are 01 Salaries and wages, 07 Employee benefits, and 08 Scholarships and awards.

  • All ‘01-1X’ → ‘01-10’; ’01-2X’ → ’01-20’; etc.
  • ’07-06’ → ’07-00’
  • ’08-02’ → ’08-00’

Historical sub-object codes are still available for manual selection – if desired; user can select the old/more descriptive title description.

Multiple Object Code Types

The extra modal for Multiple Object Code types has been eliminated.  The system defaults the object code to the one associated with the person’s Primary Position.

Benefit Rate & Costs

Default Benefit Exemptions

SAGE will now derive insurance and retirement benefit eligibility using the person’s Primary Position Object Code based on info provided by MAA as part of UW GIM3 fringe-benefit-load-rate.  This derivation of benefit exemptions works for all object codes except 01-70 (professional staff), which will default to “None” (no exemptions).  For ’01-70’, there will also be an alert/message asking verify and update health and/or retirement benefit eligibility for professional staff personnel.

Earning Codes

In Workday, Earning Codes replaces the concept of Earn Types.  Earning Codes are less granular and do not map exactly to historical Earn Types.  Earning Codes will display on the Line Update page under Pay Type, providing additional context about salary and wages.

Institutional Base Salary (UW Monthly Salary)

Salary and wages that are considered IBS will now be pre-checked based on the updated GIM 35 definition of IBS.

RRD

Reduced responsibility cannot be uniquely identified in Workday, so the RRD personnel notification email from SAGE that’s sent post-award has been discontinued.

Non-Salary Distributions

Object Code ‘07’

SAGE does not receive any retiree Supplement data from Workday.  Retirees without regular salaries but with active Academic Appointments can be added to your budget but salary and benefit information must be added manually using the [Starting Monthly Salary] field.

Object Code ‘08’

Stipends information under object code ’08’ is available as Stipends without benefits under ’08-00’ (less granular object code).  Stipends under Object code ‘08’ are not considered UW Salary or IBS, and are excluded from benefit calculations.

Salary Amounts

There are 2 separate branches of distributions in Workday: planned compensation and period pays. Both are included in salary calculations for all salary fields.  If current planned compensation and period pays, we will include those.  If no current planned compensation or period pays are available, SAGE will utilize future dated data.

Update or Convert Salary

The SAGE Budget worksheet will now display an “H” icon next to Salary and Wages lines last updated with HEPPS data.

If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary, which will remove all HEPPS earning lines, and re-add the person’s latest salary lines from Workday.  Prior to the removal, the system keeps a snapshot of the HEPPS earning data.  The instant of the snapshot can be viewed using the History tab of a budget.

For Salary and Wages lines created or last updated with Workday data, no “H” indicator will display.  The Line Setup modal will allow you to “Update” the salary (no conversion is needed).

Budget Periods

The Update Periods modal has all periods displayed on the same page for the selected line item.

With the right access, the user can update salary and benefit for each period (and thereafter).  However, if the selected record is personnel from HEPPS, then the Update Salary link will not be visible.  The Update Salary link only works for Workday data.

The display of Sea Pay personnel and salary info has been rearranged and shown with multiple periods.  # of Hour info for each period can be entered on the same page.

Worksheet Line Setup (Non-Personnel)

The “NOTES” icon has been removed, and a note section is added to the line Item setup page. Instead of going to Period 1, 2, etc., user can access the new Line Item Update page directly by using the “Go to Iine Item Update”.

The Line Setup page includes all periods on the same page.  Other than the calculated fields such as % and totals, cells for all periods can be edited together.  However, the totals are not recalculated upon entry, but upon leaving.  User will only be able to view the new totals after Return to Worksheet.

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The Approval Graph for an application is based on:

  1. The division (if applicable), department and dean’s levels of the Organization Code Receiving Funding
  2. The selected org code and/or primary position unit and dean organizational code for all of the research personnel
  3. Some compliance questions (for example, Animal Care)

Use the Additional Organizational Unit Reviewers section if this application requires the approval of any additional organizations (not identified by the above three categories) for

  • Joint Appointment Units
  • TBA Personnel Units
  • Space and/or Resources
  • Other

Note: Only add those units not already represented on the approval graph.

You must add at least the Organization Code Receiving Funding, on the Details page, and the PI before SAGE can generate a draft approval graph. When that is done, you will see a “View draft approval graph” link below and to the right of this section. The graph will update as you add additional reviewers.

Select Look Up Organization Code (or Add another Organization Code) at the bottom left of this section to add the Organizational Code Number and Name. You must then select the appropriate Approval Rule Type from the drop-down menu and add Comments.

The following image shows an example of an added organization for a joint appointment.

added organizational unit for a joint appointment

Use the Delete link to the right of the added organization to remove it from the list. The system will prompt you for a confirmation of the delete.

What are the different Academic Appointment Types?

Workday defines the Academic Appointment Types as follows:

  • Primary: used for the person’s primary academic appointment. Every academic should have a primary appointment, so if an academic has only one appointment, that appointment will be primary.
  • Dual: used for adjunct appointments, endowment appointments, and other appointments which are secondary and are not administrative or joint, such as someone with two lecturer appointments or two clinical appointments.
  • Joint: used for secondary appointments in the Professorial track which meet the definition of a joint appointment outlined in the faculty code.
  • Administrative: used for administrative appointments such as chair, dean, chancellor, etc.

When using the Personnel Chooser, you will see all academic appointments and/or positions listed for a person so that you can pick the appropriate one.

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This page is where you indicate

  • The Principal Investigator (PI)
  • Any additional research personnel involved with the proposed project and their roles
  • Any additional organizational or common interdisciplinary units that need to review the application

SAGE will pull in Financial Interest Disclosure System (FIDS) data to provide the disclosure and PHS training status for all personnel who are investigators.

The Additional Organizational Unit Reviewers section allows you to add reviewers for joint academic appointments, TBA personnel units, space and/or resources, and any other reason.

The Common Interdisciplinary Organizational Unit Reviewers section allows you to quickly select a unit and add their reviewers.

Note: You should keep the PI and Personnel list up-to-date throughout the life of the research project.