Policies, procedures and time frames vary regarding post submission materials and requirements that must be met before an award can be issued or accepted. Check sponsor guidelines for information specific to your proposal. Some University policies and procedures regarding activity after proposal submission but before an award is made are below.
In many cases an Advance can be set up before an award is finalized.
- SAGE: Advance Budget Overview
- UW Policy GIM 09- Advance Spending on Sponsored Awards
- Grant and Contract Accounting guidance on Advance Up & Extension
Advance Request FAQ
Why isn't my eGC1 eligible for an Advance (ADV)?
- The sponsor has not granted pre-award spending authority (most contracts and non-federal awards) and the department has not provided an alternate worktag number to charge should the sponsor not reimburse costs incurred outside pre-award spending authority.
- The anticipated award is a federal contract of $100,000 or more or has a subaward with federal contract funding of $3,000 or more and personnel to be charged have not been verified in the E-verify system.
- Human subjects research expenditures will be charged, and IRB approval or Exempt Status determination has not been obtained.
- Animal use research expenditures will be charged, and IACUC approval has not been obtained.
- OSP already reviewed and approved the Award Setup Request and sent it to GCA for processing.
- SFI disclosure and review is not complete.
- Complete all Preliminary Steps to Change PI.
- Submit a Non-competing Revision eGC1 in SAGE and include:
- Request to Change PI to the sponsor
- Supporting documentation
- Update SAGE budget worksheets and or scope of work as needed
- The Change of PI form is not needed when change is prior to award set-up, that form is only required after an award has been made.
Required training may need to be completed before the UW can accept an award.
MyResearch – Training Transcript displays records of completed training for UW’s research required training, as well as some NIH required training offered through CITI (such as Protection of Human Subject Research Participants).
MyResearch Training Transcript
Email email@example.com your pre-award updates/revision requests to sponsors, including NSF and NIH pre-award updates/revisions. This includes items after a proposal is submitted and before an award arrives at the UW such as Just-in-Time requests.
Some sponsors request additional information prior to proposal review (sometimes referred to as “Supplemental Proposal Material”). This information may include items such as updated publications. Pay close attention to requests for information regarding your proposal, including instructions for who must submit materials to the sponsor.
When you need to submit material to a sponsor after a proposal has been submitted and before an award arrives, send to firstname.lastname@example.org, including your eGC1 number and PI name in the subject line.
Some sponsors request more information after the proposal has received a fundable score or review of the proposal but before making an award (sometimes referred to as “Just In Time” information). Standard requests include F&A rate agreement letters, other support information for key personnel, IRB or IACUC approval dates, and certification of required training.
Sponsor requests for this information are usually sent to both the authorized official (e.g., OSP) and the Principal Investigator. The PI prepares the documentation and provides it to OSP for review and submission to the sponsor.
Email email@example.com your pre-award updates/revision requests. This includes items after a proposal is submitted and before an award arrives at the UW such as Just-in-Time requests.
National Institutes of Health (NIH) Pre-award Requests
Unless the Grants Management Specialist requests that JIT materials be submitted to them directly via email by the authorized official, NIH requires applicants to submit all requested information in the eRA Commons JIT section.
Review UW guidance for NIH Other Support as it pertains to Foreign Interests.
The NIH Policy on Genomic Data Sharing (GDS) applies to all NIH-funded research that generates large-scale human or non-human genomic data as well as the use of these data for subsequent research.
Learn more about when this is required in the Human Subjects Division SOP Request for Genomic Data Sharing Certification – Investigators.
Institutional Certification cannot be provided until HSD carries out its review!
Process to submit institutional certification at JIT:
- 6-8 weeks before the award start date, follow Human Subjects Division’s Genomic Data Sharing Certification procedures for requesting Institutional Certification.
- HSD sends its review summary to PI.
- PI signs the institutional certification and uploads with JIT materials.
- Notify OSP via firstname.lastname@example.org. Include the eGC1 # in the subject line and indicate JIT Materials are waiting for submission.
- OSP reviews and submits JIT materials in eRA Commons to NIH.
- OSP’s submission of this documentation via eRA Commons to NIH signifies institutional certification.
While HSD approval is pending, use the NIH Provisional Institutional Certification and include with your JIT materials. OSP can then proceed with the review and submission of those materials, pending the final certification.
Process to submit institutional certification after award receipt:
- Follow HSD Genomic Data Sharing Certification procedures.
- HSD sends its review summary to PI.
- PI signs the institutional certification and sends it to email@example.com, referencing the eGC1 number.
- OSP will sign and submit to NIH.
When the UW is a named subrecipient under another institution’s (pass-through entity) proposal to a prime sponsor, the pass-through entity may need additional information before issuing our incoming subaward, such as a project-specific certification form or the contact information for the subaward template.
If an institutional signature is required, send it to firstname.lastname@example.org for OSP signature.
FDP Expanded Clearinghouse Profiles (scroll to UW profile)