When you open a subaward in any status other than Composing, you will see the Subaward Overview page.
At the top right of the page are buttons that will display the Manage Access Page and the View Attachments Page.
The overview page includes the following sections.
This section displays general information about the subaward.
The following image shows an example of this section.
||Populated from the full title of the application associated with the initial subaward request.
|Project Short Title
||Populated from the short title of the application associated with the initial subaward request.
||The institution receiving the subaward.
Note: If the subrecipient’s certification status is expired and needs re-certification, a prompt will display beneath the subrecipient name, as shown in the image above
It reads: “Subrecipient needs re-certification Re-certify Subrecipient”
If you would like to help facilitate that process:
- Click the link to the Subrecipient Certification PDF form
- Have the subrecipient complete the form
- Upload the signed form as an attachment in your Subaward Request
The form is not required prior to submission of the subaward request. This status prompt and link will also display in the Subaward Overview Summary section.
||The current status of the subaward.
|Subaward Start and End Dates
||Populated from the Funding Action associated with the initial (New) subaward request. The Start Date for any modification requests will populated from that of the subaward. The End Date will adjust based on any modification requests that reach Active or Expired status.
|Total Subaward Amount
||Calculated field which includes any supplemental funding or de-obligation in modification requests that have reached Active or Expired status
|Automatic carry forward authorization by PI?
||Yes, No, or Not Applicable, as indicated when the subaward was created
Review the Subaward Contacts article for details on managing the contacts information.
Request in Process
When a subaward request has a status of Composing, In OSP, OSP Assigned, Issued, Withdrawn or Returned, it will display in this section.
Note: Only one request can be in process at a time.
The following image shows this section.
Summary information displays for the request.
||“Initial” for a new subaward; one or more types for a modification
||OSP enters this value. It confirms the sequence of changes to the subaward agreement.
||Status of the request
|Request End Date
||End Date for the request
||Amount for the request
||BPO Number for the request
|OSP Assigned to
||Upon submission, the system assigns a request to Subaward Intake. OSP will then assign it to the individual who will review it, generally when it moves to OSP Assigned status.
||The latest status change event for this request. It shows who made the change and when, and includes a description and any related comments.
You can select the request number or the Open link to see the request details page.
From this section, you can also Withdraw a request in In OSP status, or cancel a request that is in In OSP, OSP Assigned, or Issued status.
If there is no request in process, a Create Modification Request button will appear. Select it to create a new modification.
This section lists all of the requests associated with this subaward, with the most recent listed first. The following image shows an example of this section.
|Subaward Request Number
||The subaward request’s system-generated unique number
||OSP enters this value. It confirms the sequence of changes to the subaward agreement.
||Initial for a New request or one or more of the following types for Modifications:
- Early Termination
- Scope Change
- Other Modification
Note that a modification cannot be both an Extension and an Early Termination.
|Request End Date
||The End Date for the subaward request
||The amount of the subaward request
||The current status of the subaward request
||BPO Number for the request
|OSP Assigned To
||The person within OSP who will be reviewing this request.
Select the Subaward Request Number to see a read-only view of the request details.
All Event History & Comments
Review the Event History & Comments article for details on viewing and filtering the change event information.
You can see the latest course offerings and sign up for a class on the CORE (Collaborative for Research Education) page.
You can also use the SAGE Training Site which is intended solely for practice. None of the data you enter there will cause reviewer notifications or any other communications to occur.
Access the SAGE Training Site from the SAGE Home Page just below the main Sign In button. You just need a UW NetID to sign in to the SAGE Training Site.
To learn more about grant administration at the University of Washington, see the Welcome to SAGE Web page.
SAGE is available 24/7 with the following exceptions:
- When the SAGE team releases planned updates to improve SAGE. You can sign up for System Notifications on the Manage Your Subscriptions page. A pink banner at the top of all SAGE pages will also announce the date and time of an upcoming release.
- When central systems have unplanned downtime.
The ORIS Support Desk provides assistance for SAGE users from 8:00 am to 5:00 pm, Monday through Friday, when the UW is open.
This component of SAGE (System to Administer Grants Electronically) enables you to create accurate, detailed budgets for your grant and contract proposals. The comprehensive budget minimizes errors and improves data quality.
You can connect a SAGE Budget to a standard or Grant Runner application which will automatically fill in the eGC1 Budget page, and for a Grant Runner application, the RR Detailed Budget form. Any changes to the budget are automatically reflected in the applicaiton. See the article Connected SAGE Budgets and eGC1s for more details.
SAGE – the System to Administer Grants Electronically – is the web-based system used by faculty, researchers, administrators and staff.
You can stay up-to-date on changes in SAGE (and FIDS) by subscribing to our Office of Research Information Services (ORIS) News.
The core SAGE system allows you to carry out several tasks.
- SAGE Budget helps you create an accurate budget for your grant proposal. It auto-populates data from the payroll and financial systems, helps you select proper rates, and calculate totals automatically. You can connected a budget to a standard or Grant Runner eGC1 to populate budget data.
- eGC1 Forms are the electronic Grants and Contracts forms you use to route your grant proposal through the University’s internal compliance process.
- Grant Runner applications combine the eGC1 and sponsor forms for some NIH funding opportunities requiring SF424 R&R forms, including Modular, Detailed and Subaward Budgets. With the click of a button, OSP can electronically submit your application via Grants.gov to the sponsor.
- Approvals is the electronic routing engine that stages eGC1s for approval by associated departments, colleges, compliance offices, and the Office of Sponsored Programs.
- Advances creates an online request form for an advance budget number.
- Subawards submits a request for a new subaward or a modification of an existing one.
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.
You can add sub budgets to any budget you create. Each type of sub budget serves a particular purpose.
|Internal UW Budget
||Since it inherits all of the parent budget’s UW business rules, benefit rates, and F&A settings, 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 for each period in the Update Periods modal.
The Sub Budgets tab lists all sub budgets associated with the parent budget and allows you to add or import a sub budget.
If there are existing sub budgets, the following information displays:
||The unique number assigned to the sub budget. Click it to display the budget’s worksheet.
||Internal UW Budget, Fabrication Budget, or Subcontract Budget
||The name of the sub budget.
||Describes the source of this sub budget – either created directly or imported (copied).
A Delete link displays to the far right of each sub budget listed. Click the link to remove the sub budget from the parent budget.
Below the list are two links.
- Add Sub Budget: Click this to create a new sub budget.
- Import Existing Budget: Click this to search for and select an existing budget to be related to this parent budget. The imported budget will be added as an Internal UW type sub budget.
Another way to access a sub budget is through the list at the bottom of the parent worksheet.
Upgrading Your Budget
When you are accessing a “legacy” budget, you will see an Upgrade button in the header. This allows you to upgrade your budget to the current, redesigned interface.
Worksheet Navigation Tabs
You can add line items and view period totals for each budget line from the Budget Worksheet. The name of the budget and its reference number display above the worksheet navigation tabs.
||Displays the Budget Worksheet page
||Displays the Sub Budgets page
||Displays the page with the Budget Properties, Global Attributes and Advanced Settings sections (step 1 of the budget creation wizard)
||Displays the page with the Periods sections (step 2 of the creation wizard)
||Displays the page with the Funding Details and F&A Rates and Base sections (step 3 of the creation wizard)
||Displays the page with the Contacts and Access sections (step 4 of the creation wizard)
|Targets & Limits
||Displays the page with the Targets & Limits Settings; this tab only appears if you chose this option on the Properties page. It would be step 5 of the creation wizard.
||Displays the page with the Budget History; if you linked an eGC1 to the budget, information about it would also appear here.
Worksheet Icons on the Action Bar
At the upper right area of the worksheet is a set of icons. Placing your mouse pointer over an icon will display its function. For full details on each of these icons, see the Worksheet Actions article.
Worksheet Details Overview
Click on any object code summary line to display any existing sub-object line items and to add new items. Click the Add item button to open the setup and item-entry screen(s). There will be one item-entry screen per budget period. The last period entry screen has a Return to Worksheet button which closes the entry screen and returns you to the worksheet view.
The column entry for one period, for a specific sub-object code line item, shows the total calculated in the item-entry screen(s). The column entry for one period, for an object code summary line, shows the total of all its sub-object code line items for that period. An entry in the “Summary ($)” column (at the far right), for an object code summary line, shows the total of all the periods for that line. At the bottom of the worksheet are column totals for several categories of costs.
In the Salary and Wages section, adding personnel will automatically create corresponding entries in the Retirement and Benefits section. Student Aid line items are automatically added when you add an individual to the Salaries and Wages section with a UW sub-object code of: 01-33, 01-34, 01-43, 01-44, 01-51 to 01-54, or 01-91 to 01-94. See Salary and Wages Introduction for more information on how to select individuals.
Worksheet Table Columns
This lists the budget lines, which are categorized into 11 summary sections, derived from actual UW Object Codes. Click on a summary line to display its sub-object codes and “Add item” button(s), or hide them. The current object codes included are: [add links to list below]
- (01) Salaries and Wages
- (02) Service Contracts
- (03) Other Contractual Services
- (04) Travel
- (05) Supplies and Materials
- (06) Equipment
- (07) Retirement and Benefits
- (08) Student Aid
- (10) Capital Projects
- (38) Unallocated
- (19) APL
Note: SAGE Budget does not include all UW Object Codes.
See also: Salary and Wages Introduction and a list of all UW Object Codes.
This line displays only when you have the Targets and Limits feature enabled. It displays the target amount you have established for each period of your budget. This amount is not included in your budget totals.
This line displays only when you have the Targets & Limits feature enabled. The Target Difference is the difference between the target amount you have established for each period of your budget and your budget total. When your budget exceeds the target amount, the target difference displays in red text. When your budget is less than your target amount, the target difference displays in black text.
The Target Difference is not included in your budget totals.
Summary and period columns
The summary column values are the sum of all line items (sub-object codes) set up within the summary line’s section.
Each budget column represents one period. The periods are defined in step 2 of the setup.
Buttons and Icons
Add item line button opens the item setup and period data-entry windows. The button name reflects the line item being added.
Delete Line icon deletes the line item, with a confirmation question.
Before you can request an Advance Budget Number using the Advance Budget Number Eligibility Tool , you must have the following information available:
- Proof of commitment on the part of the Sponsor. For example, a subaward commitment letter or a federal or state sponsor’s fundable score.
- An agreed amount of money to request as advance funding.
- A time period for the Advance Budget Number. You can request an Advance Budget for no more than 6 months.
- A designated contact person and box number for questions and communications from GCA.
- The number of the associated eGC1.
- The signature of the Chair or Dean of your department, guaranteeing all advance funding.
The PI or Department Administrator is responsible for monitoring advance budget expenditures. They must notify GCA within 10 working days prior to the end date of the advance budget if the award is still pending. In this situation, you have the option to request:
- A Supplement to increase the amount of funding available on the existing Advance Budget.
- An Extension to extend the availability of an existing Advance Budget Number for an additional three months. Note: An Advance Budget cannot exceed a total of 12 months.
The process for requesting a renewal, supplement, or extension is similar to requesting a new Advance. In addition to the standard information, however, you will also need to know your Advance Budget Number.