When a preparer completes an eGC1 and submits it into routing, SAGE automatically sends an email notification to the Principal Investigator (PI). The notification email specifies the action required of the reviewer and includes a direct link to the approval graph.
Note: If the person initially routing the eGC1 for approval is the PI, then the system assumes PI approval of the eGC1 at that time.
Once the PI has approved, SAGE automatically notifies the next set of reviewers on the approval flow. Each authorized reviewer for a unit receives a notification, but only one reviewer is required to review and approve the eGC1. Once a reviewer approves the eGC1, the status of the node on the approval graph changes to “Approved by” followed by that reviewer’s name. The node also changes color from Waiting Approval (purple) to Approved (light green).
The following image shows an example graph. After the PI approved the eGC1, SAGE would have notified the Department Reviewers for Bioengineering and the Dean Reviewers for the College of Engineering. One of the reviewers for Bioengineering has approved, while the eGC1 is still “Waiting Approval” for the College of Engineering. The eGC1 is “En Route” to the remaining reviewers.
As the preceding nodes in the graph move to “approved” statue, the system notifies the next node(s) and they change status (and color) from En Route to Waiting Approval. For the example in the image above, when a College of Engineering Dean Reviewer approves, the School of Medicine Dean Reviewers receive notifications, since by following the thread (connecting lines), you can see that the college node is earlier in the flow.
Note: Any campus reviewer may approve the application prior to receiving their notification. The system does not impose any specific order on the approvals.
Once all of the campus reviewers have approved the eGC1, it moves to In OSP status, and the system sends an email to the eGC1 Preparer, PI, Application PI (if any), Administrative Contact, and Pre-Award Budget Contact notifying them of the status change.
You can view the list of email notifications sent to reviewers, and preparers and contacts for a specific application by clicking Email Notifications from the left-navigation menu.
The information displayed includes:
||The person receiving the notification.
|Rule Type (and Organization)
||The reason for the email notification. This is based on the role listed on the approval graph.
||The action that caused the email notification to be sent.
||The date and time the notification was sent.
||The email address where the notification was sent. SAGE generally sends email to the “UW NetID” email address.
The eGC1 Email Notifications Details article describes when, why, and to whom the system sends notifications.
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.
- You will need to connect a budget to an Award Setup Request.
- 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, Advances, and Award Setup Requests 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.
- Awards allows you to create an Award Setup Request.
- Subawards submits a request for a new subaward or a modification of an existing one.
The Details page of the eGC1 includes basic information about the proposed research, such as the proposal dates, the Cost Center Receiving Funding, and the sponsor.
The Certify & Route page includes the final compliance questions, a place to add information for the UW reviewers, and the ability to check for any remaining errors. Select Route to Reviewers to send your application to the reviewers. Once routed, you will see a Withdraw button. Use it to withdraw your application for editing. You would then re-route it with the changes.
The sections on the page vary depending on the application’s status and whether the person editing is the PI or not.
SAGE creates the approval flow (graphical and text) based on data in the eGC1 and the routing rules for each school/college. The flow displays which personnel and unit or compliance reviewers should review the eGC1 and its attachments.
Once you enter a Cost Center Receiving Funding and a PI for your eGC1, the system can generate a draft version of the approval flow. This can be viewed from either the PI, Personnel, & Organizations page or the Certify & Route page of the eGC1. As you add other research personnel, other data such as cost sharing or responses to compliance questions to your eGC1, the draft version of the graph will reflect those changes.
When you route the eGC1 for approval, SAGE creates a final flow and sends out the initial approval notifications. If you withdraw the application or a reviewer returns it, when you re-complete it, the system re-generates the approval flow to adjust for any changes you make to the eGC1. Any approvals that had already occurred will not change after the eGC1 is re-routed, unless affected by the data changes made to the eGC1.
The approval graph appears the same for all reviewers, with the exception of the bold border that indicates your approval node on the graph and the Reason for your review information in the Approval Status Data section. Most people only have one role, so the border will always appear around the same approval node.
If you have more than one approval role, you may see an application listed more than once on your My Approvals page. You will need to approve for each role separately.
For more information, see the sections on Reviewers and Compliance Reviewers.
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.
See the sponsor’s guidelines for this information. The University discourages cost sharing commitments when not required by the sponsor.
||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.
||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.
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 Cost Center? 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 Cost Sharing Cost Center ID 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.
Add a Cost Center
Click the Look Up Cost Center button to open the Cost Center Chooser and search for and select a department or unit. The selected Cost Center ID 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 department or unit, click the Add another Cost Center link.
Delete a Cost Center
Remove an existing entry by clicking the Delete link to its right.
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.
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.
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 Cost Center). The total does not include Third Party amounts.
For each unit, the system displays the Cost Center ID, Cost Center Name, and Amount.
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.
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 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.