Tag Archives: Subaward

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You can view changes to the subaward and its subaward requests in this section.

On the Subaward Overview page, the Event History & Comments section shows “All” changes for the subaward and related requests.

Initially, the accordioned section displays in collapsed mode. You can expand it by selecting the V-shaped “chevron” at the far right of the section title. Clicking the rotated chevron will collapse the section.

On a Request Details page, the Event History & Comments section shows events related to that specific request only. The section displays in expanded mode.

subaward event history and comments filter check boxes

When you expand the section, you can select Filter to display the filtering options. For the Event Type filter, all of the check boxes are unselected by default, so all types display. To limit the list to just one or more types, select those check boxes.

Status Change All status changes with their associated comments
Comments Just the comments from OSP, when a request is returned, and from campus, when the returned request is resubmitted
Assignment Change Changes to the OSP Assigned To value
Contact Change Changes to the UW or Subrecipient contacts; only appears in the “All” events section on the Overview page
Attachment Change Added, updated and deleted files

When on the Overview page, you can also select a specific request from the Request ID drop-down menu to limit the events list to changes for just that item.

For each event or comment, the information shown includes

  • Event Type, such as Status Change
  • Subaward number (SC) or Subaward Request number (SA)
  • Person who made the change
  • Date and time when the change occurred
  • System generated description of the change
  • Comments from OSP and campus about a returned and resubmitted request

subaward event history and comments section

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You will see the Details page when you open a New request in Composing status, or when you elect a request from either the Request in Process or Processed Requests section of the Subaward Overview page. If the request is in Composing, Withdrawn, or Returned status, you will be able to edit it.

Note: From the Request Details page, you can select the SC number part of the breadcrumb to return to the Subaward Overview page.

breadcrumb showing subaward S C number and request S A number

On the Request Details page, you will see these sections:

Subaward Request Details

For a New request, this section displays the values you entered when you submitted the request. It will be read-only unless the request is in Composing, Withdrawn, or Returned status.

If you change the eGC1, the Look Up Funding Action button will re-display, and you will need to choose a Funding Action associated with the new eGC1.

subaward request details section

Modification Details

This section displays the associated eGC1, the Funding Action, and Purchase Order Number. If the request is in Composing, Withdrawn, or Returned status, you may edit these fields. The FA Start and End Dates, and the FA Amount always display in read-only mode.

Changing the eGC1 requires you to select a new Funding Action from those associated with that new eGC1.

details page modification details section

Modification Type(s)

This section displays the types selected and any associated values. See Creating a Modification Request for details.

details page modification types section

OSP Managed Information

This section provides information about the progress of your request. This image shows a fully processed New request in Active status. Therefore all of the date fields have a value. The Modification value is used with Modification requests only.

details page o s p managed information section

Field Description
SA Assigned To The person in OSP who is reviewing your request, or File if the request has been processed.
SA Assignment Date The date when the request was changed to OSP Assigned status.
SA Status The current status of this request.
Modification Number OSP enters this value. It is used to confirm the sequence of changes to the subaward agreement.
SA Issue Date The date when the request was issued to the subrecipient.
Fully Executed Date The date when the request was fully executed.
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When a new subaward request is in Composing status, you will need to complete the required fields for the UW and Subrecipient Contacts before submitting the request. Once you have submitted the request, you can update the Contacts information on the Overview Page.

Adding UW Contacts

When you select the eGC1, the system auto-populates the UW PI from the application. While the request is in Composing status, you can change the PI information.

The Subaward Preparer auto-populates with the person who creates the New subaward request. You can change the preparer.

You will need to add the UW Financial Contact before you can submit your request. Use the look up button to search for and select the appropriate person. The system will auto-populate the Name, Email, and Phone fields.  Once you add the initial person, a Change link will display.

Subrecipient Contacts

You must add the name and email address for the Subrecipient PI (Principal Investigator) before you can submit your request. The phone number is optional.

Optionally, you may also add the name and email for a Subrecipient Contact. Include any other contact information in the Notes field.

Updating the Contacts

If you are a UW contact on the subaward, or have the Subaward Preparer ASTRA role, you may edit the non-PI contacts. Only OSP can make changes to the UW PI or Subrecipient PI.

Note: If the Subrecipient PI is blank, you’ll be able to add contact information regardless of status.

Select Edit Contacts to make the contact information editable.

subaward edit contacts button

The button will switch to Save Contacts so that you can save your changes. There is also a Cancel link if you decide not to make any changes.

subaward save contacts button and cancel link

To update the current Subaward Preparer or Financial Contact, select the “change” link to access the personnel chooser.

Enter any new information for the Subrecipient Contact or notes.

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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.

subaward summary section on the overview page

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 below.

re-certification text with link to form

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

See the Subaward Contacts article for details on managing the contacts information.

Request in Process

overview page request in process section

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.

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 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.

request in process section of the overview page

Processed Requests

This section lists all of the requests associated with this subaward, with the most recent listed first.

overview page 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

See the Event History & Comments article for details on viewing and filtering the change event information.

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Subaward Statuses

When you create a new subaward, the Subaward and Request statuses will be the same from Composing through Active as OSP reviews and processes the new request. Once the subaward reaches Active status, the status of any modification requests will be independent of the overall subaward’s status.

When all of a subaward’s requests reach Expired status, then the system will automatically change the subaward’s status to Expired.

OSP can change a subaward’s status as follows:

From To Effect on Requests
In OSP, OSP Assigned, or Issued Canceled, if there are no requests in Active or Expired status If there is only a New request with a matching status, then the request will be Canceled.
Expired Active No change to requests
Expired Closed Out No change to requests
Close Out Active or Expired No change to requests
Canceled In OSP, OSP Assigned, or Issued No change to requests

Subaward Request Statuses

A Subaward Request will have one of the following statuses.

Status Description
Composing Newly created initial request or modification request, not yet submitted to OSP. You can delete requests that are in Composing status.
In OSP Request is submitted to OSP for review; the system assigns the request to Subaward Intake initially. You can cancel or withdraw the request when it is in this status. OSP can return the request.
Withdrawn Request was pulled back by campus for changes. You can only withdraw a requests in status In OSP. You can cancel a withdrawn request.
Returned Returned to campus by OSP for changes. OSP can return a requests in either In OSP or OSP Assigned status. You can cancel a returned request.

The Subaward Preparer will receive an email notification when OSP returns a request.

OSP Assigned Assigned to an OSP staff member for review.
Issued Issued to the Subrecipient.
Canceled Indicateds the request will not be processed. You may cancel a New or Modification subaward request that is in a status of Returned, Withdrawn, or In OSP.

If a subaward only has a New request, then the system will change the subaward to Canceled status.

Active A fully-executed request.
Expired The system will automatically change a Subaward request’s status to Expired once its end date is in the past.
Closed Out (Subaward only) The Subaward has been completed. When OSP changes a subaward to Closed Out status, its request statuses remain unchanged .

May 2016 SAGE Subawards Release 1

The new Subawards section in SAGE marks a change in both business process and system usage.

Former State:

  • All subaward intake actions managed through Ariba

New State:

  • Subaward intake initiates through SAGE, provides OSP the ability to issue agreements at an earlier stage
  • Procurement setup & invoicing for subawards continues to initiate through Ariba

An Outgoing Subaward Workflow Diagram is available for your reference.

New in SAGE: Subawards

For this initial release, the following new capabilities and features are available to campus users through SAGE:

  • A new SUBAWARDS tab

new subawards tab in sage

  • Create a new subaward request and submit to OSP
  • Create a new modification request and submit to OSP
  • Search/View subaward requests and current status from My Subawards tasklist
  • View a detailed summary of all subaward modification history
  • Help documentation available through the “?” icons

Important ASTRA Permissions

Users must have the “SAGE Subaward Preparer” role to create new subaward and modification requests. ASTRA: Who Can Authorize me?

Outgoing Subaward Resources

Upcoming Releases

Over the next few months additional releases will provide other functionality, such as:

  • returns and resubmit capability
  • visibility to OSP comments and hold details

Based on your feedback, enhancements will be prioritized following this initial release.

 

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You can create a modification for an existing subaward with a status of Active, Expired, or Closed Out, if it has no other modification in process.

In the Request in Process section of the Overview page, select Create Modification Request to display the modification request form.

request in process section of the overview page

Modification Details

Select Look Up eGC1 to choose the appropriate application from the list of related eGC1s for this subaward. Only Approved or Awarded eGC1s display in the list.

subaward modification request details section

The page will refresh and display the Look Up Funding Action button. Use it to choose a Funding Action (FA) from those associated with the selected eGC1. The Funding Action’s Start and End Dates, and Amount will display for reference.

Modification Type(s)

You must select at least one type of modification, and fill in the corresponding information. The Subaward Start and End Dates, Subaward Total Amount and the Request Start Date fields display for reference.

details page modification types section

Modification Type Request Description Additional Data Required
Extension For a new Subaward End Date which extends the current project period; once you select Extension, Early Termination is no longer selectable Request End Date
Early Termination For a new Subaward End Date which shortens the project period; once you select Early Termination, Extension is no longer selectable Request End Date
Funding Change For a decrease (Deobligation) or increase (Supplement) to the subaward’s funding.

Enter a negative Funding Change Amount for a Deobligation.

Funding Change Type of De-obligation or Supplement and a Funding Change Amount
Scope Change For a change in the Scope of Work An attachment that includes background information and/or objectives and work to be performed
Other Modification For other changes Special Terms or Instructions for OSP

Notes

  • SAGE will not allow you to submit a modification for both an Extension and an Early Termination.
  • The Request Start Date field is not editable.
  • If you just need to change the BPO number for your subaward, email ospsubs@uw.edu to request the change.

Attachments

If your modification includes a Scope Change, you must upload an attachment. Include any other appropriate attachments. OSP requires specific documents for modifications. See the Setup page for Subawards for a description of the required documents.

Save or Submit

At the bottom of the page you can select either Save Draft and Close or Submit.

If you have not completed filling in all the required information, select Save Draft and Close to save and return to the Subaward Overview page. You can also save by selecting the SC number in the breadcrumb at the top of the page.

Selecting Submit will validate that you have completed all of the required fields. If not, the modification request page will re-display with validation messages for missing information.

Note: If your subaward is older and therefore missing contact information, when you select Submit, you will see a validation message. The Contacts section will display as part of the Modification page so that you can add the required data.

If required information is not missing, the submission will complete and the Subaward Overview page will display a confirmation of the submission.

Note: If your modification is in Withdrawn or Returned status, the button’s label is Resubmit.

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In order to create a new subaward for one of your existing eGC1s, you must have the ASTRA Subaward Preparer role.

Beyond that, your relationship to the subaward will determine whether you can edit or view it.

Campus Role or Access Type Create New Subaward or Modification Edit Composing, Withdrawn, or Returned Subaward Requests Edit Contact Information (from Overview Page) Edit Manage Access List Open Subaward & View Request Details
ASTRA Role Subaward Preparer YES YES YES
Subaward Contact (PI, Preparer, Financial) Create only Modifications YES YES YES YES
Assigned Read/Write Access Create only Modifications YES YES YES YES
Assigned Read-Only Access YES
Any Role on any associated eGC1(s) YES

Notes:

  • The category “Any Role on any associated eGC1(s)” includes anyone who has access to an eGC1 (PI, contacts, or read/write or read-only access) that is related to the subaward through its Funding Action(s).
  • The Edit Contact Information applies only to the following:
    • Subaward Preparer
    • Financial Contact
    • Subrecipient Contact
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This page displays subawards on which you are

  • Subaward Preparer
  • Financial Contact
  • UW Principal Investigator
  • Assigned Read/Write access

The list displays the subawards from newest to oldest.

You can filter the list based on the status of the overall subaward or the latest subaward request.

You can also search for and view a subaward if

  • you have assigned Read Only access to the subaward
  • you are an owner (PI, contact, preparer) of the associated Funding Action’s parent eGC1
  • you have assigned read-write or read-only access to that parent eGC1.

my subawards search, status filter check boxes, and create new subaward button

The fields displayed are:

Field Description
Subaward Number System-assigned unique number; select to open the subaward
Subrecipient Name Institution receiving the outgoing subaward
Last Request Status Current status of the most recently created request. The arrow icon  arrow icon  appears if the request is in Withdrawn or Returned status.
Subaward Status Current status for the subaward
Subaward Start Date Starting date for the subaward
Subaward End Date Calculated end date of the overall subaward based on all requests in Active or Expired status
Total Subaward Amount Calculated amount of the overall subaward based on all requests in Active or Expired status
UW PI UW Principal Investigator’s Name
BPO Number The most recent purchase order number for this subaward request
FA Org Code (Funding Action) Organization associated with the award
eGC1 Number Application associated with the subaward
eGC1 Short Title Associated application’s short title

Filter the list

Use the filter check boxes to limit the list to subawards with the selected statuses. Your list will include any subaward whose latest subaward request status or subaward status matches the selected ones.

my subaward page status filters

The first set of check boxes are for the status of the latest request. By default, the system selects all of these check boxes.

The second set is for the subaward’s status. By default, the system selects just Active and Expired.

You can use the Select All and De-Select All links for each status set to easily adjust your list. See the Subaward and Subaward Request Statuses article for status definitions.

Search for Subawards

Use Search to quickly find a subaward. Enter a search term in the text box, use the drop-down menu to include All Subawards or just My Subawards, and then click Search.

You must enter at least one character to search.

search box, my or all choice, search button, clear search link

The results will include any subaward with a value that matches your search term for these columns:

  • Subaward Number
  • Subrecipient Name
  • Subaward Start and End Date (MM/DD/YYYY)
  • Total Subaward Amount (matches exact amount)
  • UW PI
  • BPO Number (only the most recent value is searched)
  • FA Org Code
  • eGC1 Number
  • eGC1 Short Title

For example, if you search for “555” your results would include Subawards with a Subaward Number of SC555 or SC12555, or an FA Org Code or eGC1 Number that included the value.

The Subaward Number is a clickable link depending on your permissions to access that subaward.

Note: the status check boxes selected also affect the search results.

Select the Clear Search link to refresh the tasklist and display only your subawards.

Create New Subaward

Select the Create New Subaward button, on the upper right of the page, to start the process of creating a new subaward.

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To submit your Composing subaward request, select the Submit button at the bottom of the page. The system will validate your subaward request to ensure that you have completed all of the required fields.

If required information is missing, the subaward details page will re-display with a list of validation messages.

If no required information is missing, the page will refresh and you will see the Overview page with a confirmation of the submission. Your subaward is now at “In OSP” status, and is read-only.

 

submission message which reads: Success! The subaward status was changed from Composing to In O S P

Note: If your request is in Withdrawn or Returned status, then the button’s label is Resubmit. The same validation check will occur for required information. When the resubmission completes, you will also see the Overview page.

When you resubmit a Returned request, you must enter a comment.