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.
You can only request an Advance Budget Number for an eGC1 in Approved or Awarded status.
By default, an eGC1 is not eligible for an Advance Budget Number. The PI or department must use the Advance Budget Number Eligibility Tool to ask OSP to determine eligibility. Review the article Understanding Advance Budget Number Requirements before starting the tool. The department must also provide assurance of payment 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 notification to the research team. 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.”
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.