Tag Archives: Overview

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.

Subaward Summary

This section displays general information about the subaward.

The following image shows an example of this section.

overview subaward summary section

Field Description
Project Title 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.
Subrecipient 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.

Subaward Status 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

Subaward Contacts

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When a subaward request has a status of Composing, In OSP, OSP Assigned, Issued, Withdrawn or Returned, it will display in this section.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.

subawards request in process section

Summary information displays for the request.

Field Description
Request Type “Initial” for a new subaward; one or more types for a modification
Modification Number OSP enters this value. It confirms the sequence of changes to the subaward agreement.
Current Status Status of the request
Request End Date End Date for the request
Request Amount Amount for the request
BPO Number 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.
Latest Update 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.

subawards request in process section with create modification button

Processed Requests

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.

subawards processed requests section

Field Description
Subaward Request Number The subaward request’s system-generated unique number
Modification Number OSP enters this value. It confirms the sequence of changes to the subaward agreement.
Request Type Initial for a New request or one or more of the following types for Modifications:

  • Extension
  • Early Termination
  • Supplement
  • De-obligation
  • 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
Request Amount The amount of the subaward request
Request Status The current status of the subaward request
BPO Number 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.

I’m new to using SAGE. How do I get started?

Welcome!  Here are some links to help you learn about SAGE.

  • The Welcome to SAGE page will give you an overview and point you to lots of resources.
  • Visit the CORE page for information on training, resources, and learning in research administration at the UW.
  • To read about SAGE course offerings or to see what courses are available for registration, go to the CORE page at https://uwresearch.gosignmeup.com/

You can review 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, review 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 application. Review 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 calculates totals automatically.  You can connect 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.

 

Sub budgets may be included in any budget. Each type of sub budget serves a particular purpose.

Field Description
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.
Fabrication Budget The data in this sub budget rolls up to a single line on the parent budget under the (06) Equipment category.
Subcontract Budget 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.

The Sub Budgets tab lists all sub budgets associated with the parent budget.

Sub Budgets list

If there are existing sub budgets, the following information displays:

Field Description
Ref # The unique number assigned to the sub budget. Click it to display the budget’s worksheet.
Type Internal UW Budget, Fabrication Budget, or Subcontract Budget
Working Title The name of the sub budget.
Origin Describes the source of this sub budget – either created directly or imported (copied).

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.

sub_10

Worksheet Navigation Tabs

The budget worksheet displays line items and period totals for each budget line. The name of the budget and its reference number display above the worksheet navigation tabs.

budget worksheet navigation tabs

Tabs

  • Worksheet: Displays the Budget Worksheet page
  • Sub Budgets: Displays the Sub Budgets page
  • Properties: Displays the page with the Budget Properties, Global Attributes and Advanced Settings sections (step 1 of the budget creation wizard)
  • Periods: Displays the page with the Periods sections (step 2 of the creation wizard)
  • F&A: Displays the page with the Funding Details and F&A Rates and Base sections (step 3 of the creation wizard)
  • Assign Access: 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.
  • History: 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.

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, added personnel will have 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

budget worksheet table columns

Description column

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, or hide them. The current object codes included are:

  • (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.

Target Amount

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.

Target Difference

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.

SAGE Budget enables you to create accurate, detailed budgets for your grant and contract proposals. The comprehensive budget minimizes errors and improves data quality.

Why use SAGE Budget?

  • It’s simple. Select a start date, and begin entering costs.
  • It’s accurate. SAGE Budget automatically populates your budget with real-time salary and benefits information, calculates budget totals for each period, and identifies the correct F&A rate.
  • It’s efficient. Apply inflation rates for Salary, Tuition, and other line items across budget periods. Cascade entries on non-salary line items, so the values you enter in one budget period are automatically propagated to subsequent budget periods.
  • It’s flexible. With the click of a button, you can copy a budget and reuse it as a template for future budgets.
  • It’s tailored for the UW Research Community. SAGE Budget is customized to comply with UW Accounting Rules, so you needn’t memorize object codes or look up the latest F&A rates.
  • It’s convenient. Connect your budget to an eGC1, and they will route together so reviewers can easily see budget details in a standard format.
  • It’s a time saver. If you are creating a Grant Runner application and using the RR Detailed Budget, connecting your budget to your application will automatically populate the form.

When you might not want to use SAGE Budget

  • Currently SAGE Budget does not fully support CRBB budgets.

Additional Information

  • For more information on preparing a budget, review the Office of Sponsored Program’s Budget Development page.
  • Departmental ASTRA Authorizers provide access to the SAGE system. The Accessing SAGE page provides more details.

Cost Share is the portion of a project or program cost that the sponsor does not pay for. It is the University’s share in the cost of conducting the project/program. Cost sharing occurs either when a sponsor requires, or the University volunteers in a proposal, funds beyond those awarded by the sponsoring agency to support a particular grant or contract.

These costs are charged to an alternate source (UW or third party).  You must identify all sources, and they must agree (via the eGC1 approval process) to commit the necessary funds.  For more information, review the GCA Cost Sharing Page or the GIM 21 Cost Sharing Policy.

This page is used to indicate the types and amounts of any cost sharing for this proposal.

Note: If the Fiscal Compliance F-3 is answered Yes, then cost sharing information is required.

Cost Sharing sections:

Cost Sharing Addendum Form

Cost sharing occurs when the research grant does not pay for all allowable expenses (personnel, tuition, equipment or services). For detailed information on cost sharing, see the GCA Cost Sharing Page or  GIM 21 Cost Share on Sponsored Programs.

When applicable, the PI or department must complete and submit the eGC1 Cost Sharing Addendum to OSP at the time of award. If OSP has not received this form before they send the Funding Action to GCA, then GCA will set up the account with restricted 02 status. GCA will block any related advance budget requests.

Cost Sharing Types

Cost sharing occurs when the research grant does not pay for all allowable expenses (personnel, tuition, equipment or services). For detailed information on cost sharing, review the GCA Cost Sharing Page or the UW Cost Sharing Policy.

cost sharing types

See the sponsor’s guidelines for this information. The University discourages cost sharing commitments when not required by the sponsor.

Field Description
Mandatory Check this box if mandatory cost sharing is required by the sponsor as a condition of the award.
Amount or percentage pledged Enter the dollar amount or percentage of the direct cost required for cost sharing by the funding sponsor.
If sponsor has a web page… Enter the web address (URL) for the sponsor’s page that provides specific information about their requirements, if available. Otherwise, attach appropriate sponsor cost sharing documentation.
Voluntary  Check this to indicate voluntary cost sharing, which is a voluntary contribution of effort or other costs offered by the Principal Investigator (PI) but not required by the sponsor as condition of the award.
Amount or percentage pledged Enter the dollar amount or percentage of the direct cost voluntarily contributed toward this project. Because the sponsor does not require this as a condition of the award, the University discourages this type of cost sharing.
Explain and justify Enter an explanation for this cost sharing.

Personnel Cost Sharing

Personnel cost sharing refers to amounts committed by any UW unit for personnel salaries (plus benefits and Facilities & Administrative costs). This table reflects personnel entered on the Personnel screen.

e g c 1 personnel cost sharing

By default, personnel cost sharing is assigned to the individual’s home or primary department. If the cost sharing source is not the home department, click the Change the Organization Code? link to identify the correct unit, and provide an explanation in the Additional Information box on the Certify & Route page.

The information displayed is the person’s name and the organization code and name for the person’s primary department.

Use the Amount field to enter the dollar amount of the cost sharing for this person, for all budget periods combined. If there is no amount, leave the field blank.

UW Cost Sharing (Other)

UW cost sharing refers to non-personnel (non-salary) and “TBA” (to be assigned) Personnel items only. You enter Personnel (salary) cost sharing in the Personnel section.

e g c 1 u w cost sharing other

Add an Organization

Click the Look Up Organization Code button to open the Organization Chooser and search for and select an organization. The selected organization code and name will display.

Enter a Description and Amount for this item (direct costs plus the third party’s F&A costs) for all budget periods combined.

To add another organization, click the Add another Organization Code link.

Delete an Organization

Remove an existing entry by clicking the Delete link to its right.

Addendum Form

In addition to entering cost sharing data on the eGC1, you must complete the Cost Sharing Addendum form and submit it to OSP at the time they are reviewing the application.

Third Party Cost Sharing

Third party cost sharing is an amount that a non-UW source has committed. For each contribution, enter appropriate information and attach a letter of commitment from the third party source on the Attached Documents page.

e g c 1 third party cost sharing

To add rows, click the Add another Contributor/Subaward Recipient link. Add a Description of the item, and the total dollar Amount (direct costs plus the third party’s F&A costs) for all budget periods combined.

To delete an existing entry, click the Delete link to right of that entry.

Unrecovered F&A Costs

Sometimes the University’s Facilities & Administration (F&A or indirect cost) rate is higher than the rate agreed to on an award. As a result, the University is awarded F&A Costs at lower than the negotiated rate. In this situation, the University ends up with a shortfall called “unrecovered F&A costs.” Some sponsors allow this shortfall to be applied as a cost share contribution.

If you are entering unrecovered F&A costs as cost sharing, you must complete the eGC1 Cost Sharing Addendum form. On the addendum, be sure to indicate the source of cost sharing as “unrecovered F&A costs.”

You may use Unrecovered F&A costs as a source of cost sharing if the sponsor guidelines indicate that “unrecovered F&A costs” are a valid cost sharing contribution or if prior sponsor approval is obtained. See the GCA Unrecovered Indirect Cost Page for more information.

Enter the unrecovered F&A cost amount.

e g c 1 unrecovered F and A costs

UW Summary by Unit

This section displays the grand total of all UW personnel and non-personnel cost sharing amounts for each UW unit (by organization code). The total does not include Third Party amounts.

For each unit the system displays the Organization Code, Organization Code Name, and Amount.

e g c 1 cost sharing summary by unit

Total Cost Sharing

This section displays the total cost sharing from all UW sources (personnel and non-personnel), third party sources and Unrecovered Facilities & Administration (F&A) costs. This amount is automatically calculated by SAGE.

e g c 1 total cost sharing

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