UW Research
Frequently-Asked Questions

Urgent OSP Requests: Award Setup, Modifications, and Subawards

Information here will help guide you on how to get urgent Award Setup, Modification or Subaward requests to the Office of Sponsored Programs. If you have an urgent request for GCA, please review the GCA Urgent Requests guidance.

Award Setup and Modification Requests

Indicate in SAGE if there is a Sponsor Deadline

  • When there is an actual sponsor deadline, use the “Sponsor has a deadline for accepting the award” toggle on the item in SAGE.
  • Attach or include documentation from the sponsor about the deadline.
  • Use Comments & History to explain any context around the urgency.

Sponsor Deadline Toggle_SAGE

Check SAGE Regularly

Check SAGE regularly to see if an item was returned to you for more information. Review the Comments & History for notes and check to see whether a HOLD was applied.

Reach Out to Your OSP Reviewer

Reach out to your OSP reviewer directly if a sponsor deadline is approaching and you need an update or if there are new developments that impact the urgency.

Escalate to Team Managers

OSP is committed to ensuring you get the information you need when we are reviewing an item. If you do not receive a timely response, please escalate to Team Managers:

OSP Contacts and Organizational Chart are always up to date.

Identifying Your OSP Reviewer

Both the Comments & History section as well as your Awards Request list will display name of the Reviewer handling your item. 


Almost all subaward requests are urgent at this time, and the OSP subawards team is working through the backlog as quickly as possible. There are different ways to escalate a subaward request depending on where the request is in the process.

  • If an ASR or MOD Request is still with an OSP reviewer and has not been assigned to GCA in SAGE, please reach out to your OSP reviewer.
    • If you do not receive a timely response, please reach out to OSP Team Managers: for the Proposal & Awards Team contact both Ari Santander & Mike Snow, for the Contracts Team contact Elizabeth Walker-Tilley. The OSP Contacts and Organizational Chart are always up to date.
  • If an ASR or MOD Request is in process with GCA and you need to request an outgoing subaward in SAGE that is considered “urgent” follow the GCA Urgent Requests process.
    • This does not negate the need for you to submit a subaward request to OSP once the Award or Modification is processed.

Some situations are uniquely urgent and may require additional escalation after foundational steps have been completed.

These include:

  • Non-US, tribal partners, or small business, or small domestic non-profit subrecipients that do not have the ability to operate under advance budgets
  • Subawards that are putting the UW at risk of not receiving payment from our prime sponsor
  • If the subaward entity is another institution of higher education, OSP is not currently prioritizing these above urgent subaward needs for international, tribal, non-profit, small business, or other entities that do not have advance spend mechanisms.

For those that may require any further escalation, please follow these Office of Research Sponsored Program Escalation instructions. Please do not send your urgent escalation requests to the OSP Subaward inbox.

Need an Assurance Letter for Outgoing Subrecipients?

Complete this brief Subrecipient Assurance Request form.