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/

In order to access SAGE, permission must be given via ASTRA (Access to Systems, Tools, Resources, and Applications) which provides Web-based management of authority for UW administrative applications.

Ask your local ASTRA administrator to authorize the appropriate SAGE ASTRA Roles for you. If you try to log in to SAGE without an authorized role, SAGE will display a link to ASTRA so you can check your current roles.

ASTRA authorizations generally take effect within 30 minutes. If you are already logged into SAGE, log out and then log back in again to pick up your new authorizations.

All SAGE users must have a UW NetID and a UW email account. UW departments/divisions may obtain sponsored UW NetIDs for people who do not have them, such as new hires.

UW departments will also need to authorize access by assigning the appropriate SAGE roles in ASTRA.

Note: Email notifications generated by the SAGE approvals process are generally sent to a user’s UW netid@uw.edu email address. This email can be forwarded to another account for your convenience.

SAGE has been designed to work on any standards-compliant Web browser. The following sections list the support for specific browsers.

Officially Supported Browsers
Browsers on which ORIS regularly tests new releases and will fix related bugs when discovered or reported.

Limited Support
Browsers on which ORIS performs limited testing prior to release and will fix related, serious bugs when discovered or reported.

Unsupported
Browsers on which ORIS does not test and will not fix related bugs.

• Apple Safari
• Microsoft Internet Explorer
• All other browsers not listed under “Officially Supported” or “Limited Support”

Depending on your association with an eGC1 application or advance budget request as it is approved, and possibly awarded, you may receive a number of different email notifications.

Email notifications are sent from various parts of the SAGE Suite. Follow the links to handy charts of who receives what, when, and why.

• SAGE – used by PIs and research administrators.
  • eGC1 notifications
  • Advances notifications
• FIDS – used by investigators.
• SPACRC – used by OSP.
• SERA – used by GCA.

For details on when an eGC1 application is required, see the Proposal Routing section of the UW Research Submit Proposal web page.

See the Navigation and Saving Data article for details. Data is saved when you

• Click the Save icon on the action bar at the top right corner of the eGC1 screen.
• Navigate to a different page of your eGC1 by
  • using the left navigation menu
  • clicking either the Next or Previous arrow
  • clicking the Continue or Next buttons in the page’s footer
• Click the Save & Close this eGC1 link on the left navigation menu.
• Click the Back to My eGC1s breadcrumb link.

First, verify that you have read-write access by checking the Contacts & Assign Access page. Next, you should contact the person listed in the banner and ask them to exit the item properly by clicking the Save & Close this egCC1 link or the Back to My eGC1s link.

See Access Issues: Locked for Editing for more details.

This means the Sponsor has not yet been added to the SAGE database. Follow the instructions on the Sponsor Chooser page to send to OSP (osptech@uw.edu) a request to add the sponsor to the database.

For current budgets: See the Budget History user guide article.

For legacy budgets: See the History Tab user guide article.

The first step is to verify with the Dean’s Office or Provost that they will participate in cost sharing. You can then specify the cost sharing on the eGC1 Cost Sharing page.

New or changed Workday job information is available to SAGE within 24-48 hours via the Personnel Chooser.

Note: Newly-hired investigators should also update the Investigator Details section on their FIDS profile.

See the Attached Documents article to learn which section to place your documents in and the eGC1 and Grant Runner Attachments article for how to attach, delete, and update files.

Look at the type of file (.PDF, .xlsx, .docx, etc.), then check that your computer has the right software to open that type. For example, you need to have Microsoft Outlook to see .msg files. You may need to install software or you could contact osphelp@uw.edu to request the file in a different format.

You can Copy an Existing eGC1. However, if it is a Grant Runner application, only the standard part of the eGC1 is copied, not the Grant Runner forms. Details about what will be copied are given on the page which displays when you start the copy process, and in the linked article above.

To copy an eGC1, click the Copy icon in the top right corner of your eGC1 window. After you review the instructional information, click Confirm Copy.

Yes. To create a “template” eGC1, start with a newly created eGC1 and fill in just the data values that you commonly use. This might include:

• The Organization Code Receiving Funding
• The PI’s Name
• Administrative Contact
• Pre-Award Budget Contact

Review the data that is copied, so you’ll know what to add.

Give the eGC1 a title that indicates it’s a template, and then save it, leaving it in Composing status. When you need to create a new eGC1, open the template eGC1 and make a copy of it.

See the Delete an eGC1 user guide article for full details.

• An eGC1 in Composing status can be deleted by anyone with read/write access to it at any time.
• An eGC1 in Returned or Withdrawn status that was last completed/routed more than six months ago may be deleted.

To delete the eGC1, click the delete icon (trash can) on the top navigation bar, and then click OK to confirm that you want to delete the eGC1.

On the My eGC1s list, click the value in the status column for the desired eGC1 to open the Approval Graph.  Note: The Approval Graph is not available from the status column when the eGC1 is still in Composing status.

You can also open the Approval Graph from the Certify & Route page using the link in the Process Application section.

The History & Comments page, accessible from the Approval Graph, displays a record of all approval actions taken on an application.

You can Withdraw an eGC1 that is routing for approval, which makes it editable. Once you have made your changes, click the Route to Reviewers button on the Certify & Route page to re-complete the eGC1 and move it back into the routing process. This will display a pop-up window for you to enter notes about the changes. Make sure your browser is not blocking pop-ups.

For more details, see the Changing a Routing eGC1 user guide article.

SAGE does not automatically start the approval process over from the beginning when the eGC1 is modified after the PI or other reviewers have already approved it. If significant changes are made that would modify the commitment of a unit then the unit should be added to the approval flow using the Add Approver process.

If you change the PI, organization receiving funding, or answers to some compliance questions, the approval flow may change.

OSP depends on your answer to the “Is this application ready to be submitted to the sponsor?” question on the Certify & Route page. Until that question is answered Yes, OSP will not submit the application to the Sponsor.

Some sponsors allow a Department Chair to sign an eGC1 and proposal on behalf of a PI in their department. This requires an Escalation of PI Certification which is indicated on the Certify & Route page of the eGC1.

When the reviewer approves the application for their own node, the system will also approve the PI node. The reviewer will have to mark the checkbox for the PI Assurance statement on the PI’s behalf.

For information on the approval of applications in the PI’s absence, contact your department administrator/chair.

See the Reviewer Email Notifications user guide article for an overview and the Email Notifications Details article for information on who is notified and when.

Individuals with read-write access can add ad hoc approvers or watchers. Follow the steps in the Add an Ad Hoc Reviewer user guide article.

For IACUC, once your sponsor has indicated that you are likely to be funded for your grant application (you have a fundable score) you will need to have the Institutional Animal Care and Use Committee (IACUC) review your eGC1. Your application will be in Approved status at this time, so you will add them as a Watcher. This will send an email to the committee alerting them that their review is needed.

If the approval flow is not displaying a department or unit that you expect, review the values on your eGC1 in these areas:

• Org Code Receiving Funding on the Details page
• The PI, Personnel, & Organizations page for personnel selected units and primary position units
• Your response to select compliance questions
• Organizations paying for cost sharing

If the unit still does not appear, use the Additional Organization Unit Reviewers section of the PI, Personnel, & Organizations page to add the unit.

For a person to be a reviewer of all eGC1s submitted to your department, they need to have the SAGE ASTRA (Access to Systems, Tools, Resources and Applications) role of Department or Center Reviewer for your organization code.

You can contact your department’s ASTRA administrator and request this role assignment. If you do not know who your ASTRA administrator is, contact your department administrator or email astra@uw.edu.

At this time, we do not send a notification when a new document is attached to your eGC1. The best strategy for tracking new documents is to check the Attached Documents page of your eGC1 regularly.

See the user guide for details.

• For a current budget, read Budget Copy and Delete.
• For a legacy budget, read Create a Copy of the Budget.

To enable another person to view or to modify your budget, you must assign them appropriate access.

• For current budgets, see the Budget Settings user guide article
• For legacy budgets, see the Access Tab: Access List user guide article.

Be sure to notify the person that they have been granted access to your budget, as the system will not automatically notify them.

SAGE Budget does not currently support cost sharing functionality.

There are several reasons your budget might be in read-only mode:

• If you opened an older version of your budget from Budget History, it will be read-only.
• Your budget may be linked to an eGC1 that is routing, in which case it is not editable. You can verify this by checking the budget status from the History tab of your budget.
• For legacy budgets, someone else may be working on your budget. Only one person may edit the budget at a time. The banner at the top of the Budget page indicates when another person is working in the budget.

You can apply two or more F&A rates to your budget by using sub budget worksheets. Include all the items to which the standard F&A rate applies in your primary worksheet (main budget). Then create an Internal UW sub budget worksheet for any part of your proposal that requires a different F&A rate. See the Sub Budgets Overview article in the user guide to get started.

For current budgets: See the F&A Settings section of the user guide article on Budget Worksheets.

For legacy budgets: See the user guide article F&A Tab: Custom F&A Rates and Base Types.

For current budgets, add a subaward type worksheet. Use the F&A section of the worksheet’s setting to enter the appropriate values.

For legacy budgets:

You will need to create a Subcontract type sub budget. See the Add a Sub Budget user guide article for details.

To apply a different F&A rate to your subcontractor budget, click the F&A tab on the Sub Budget Worksheet, type in the Subcontract F&A Rate, and then select the applicable Subcontract Base Type. You can also choose to use a custom base type.

Refer to your sponsor documentation to make sure you are applying F&A according to their specifications.

For current budgets:

• Add a subaward type worksheet to your budget, using the Add Worksheet link in the left navigation menu.
• You can then edit the benefit rate for any added personnel.

For legacy budgets:

• First set up a sub budget for your subcontract. On the Sub Budgets tab, click Add Sub Budget, enter a working title for the subcontract budget, and then select Subcontract Budget from the Budget Type drop down menu.
• Navigate to the Salaries and Wages line of your subcontract sub budget worksheet, add a person to your sub budget, and then click to the first period. At the bottom of the Personnel Details window, in the Benefit % text box, enter the benefit rate you want to apply to the subcontractor. You need to enter the custom benefit rate in this text box for each budget period.

For Current Budgets

SAGE will automatically add tuition lines when appropriate. See Linked Tuition Entries for full details.

For Legacy Budgets

After you add the student to the Salaries and Wages line of your budget, you can specify the tuition rate under Personnel Details in the Quarterly Tuition Rate field.

Note: This field displays only after you select an appropriate student type from the UW Sub-Object Code drop-down menu.

See the Salary and Wages Update Periods user guide article for details and answers to other tuition questions.

For current budgets: See the Spending Targets section of the Budget Settings user guide article.

For legacy budgets: See the Targets & Caps Tab article in the SAGE Budget user guide.

Once you have enabled Targets & Limits, you can select Yes for Include auto-adjusting entries to reach target. Auto-adjusting entries let you set a period minimum and maximum amount for specific Budget Line Items and prioritize the order in which funds are allocated to each line item. Funds will be allocated to these auto-adjusting line item entries based on your budget target and the order in which you have prioritized the line items. For more information see the Auto-Adjusting Entries section of the Targets & Caps Tab article in the SAGE Budget user guide.

Yes. When you add a clinician to the Salaries and Benefit Costs section of your budget, both the UW Monthly Salary and Clinical Monthly Salary are included in the Monthly Base Salary.

You can set a salary cap in SAGE Budget.

• For current budgets, see the Budget Settings user guide article.
• For legacy budgets, see the Targets & Caps Tab user guide article.

To adjust salaries and benefits for a person who will be holding two different positions over the life of the project, you need to add the person twice to your budget and select the appropriate UW Sub-Object Code for each position. Be sure to adjust the % effort appropriately for each period. The correct benefit rate will automatically be applied according to each position’s Sub-Object Code.

SAGE Budget recognizes the approved benefit rates for the current fiscal year and the preliminary rates for the next fiscal year when they are available.

When creating your budget, you can choose to use

• only current rates
• preliminary rates when available and current rates otherwise.

The system will use the appropriate rate based on the starting date of each period.

Once the preliminary rates are officially approved and available, you can easily update the benefit rates in your budget.

For current budgets, see the Data & Calculations section of the Budget Settings user guide article.

For legacy budgets, see the the Properties tab user guide article.

See the Connect Budget article in the eGC1 Forms user guide for details.

Note: for a Grant Runner application using the RR Detailed Budget, when you connect your budget, the budget’s data will overwrite any information you already entered on the Grant Runner form.

All the data from your budget worksheet and from any sub-budget worksheets will be imported to your eGC1 for the budget period you selected and will automatically overwrite any information you entered on the eGC1 Budget page. By default, the totals for your budget will also be included.

To connect your budget:

1. On the eGC1’s Budget page, click Connect a Budget, enter the ID or Ref # for your budget, and then click Search.
2. From the search results, Select the budget you want.
3. Select the period of the budget you want to connect with your eGC1. Note: You can only connect one budget period with an eGC1.
4. Click Apply to eGC1.

See the Connect Budget article in the eGC1 Forms user guide for details.

There are three possible reasons why a budget period may not be available for connection:

• It may already be connected to another eGC1. Each budget period can only be connected to one eGC1.
• Budget periods must be connected to eGC1s in a sequential fashion. You cannot connect a budget period to an eGC1 if any period following it has already been connected to an eGC1.
• A previous budget period may already be connected to an eGC1, and that eGC1 may not yet be in Approved status. You must wait until OSP has approved the connected eGC1 before you can connect a subsequent budget period to a new eGC1.

Note: This only applies to legacy budgets.

The SAGE Budget and eGC1 Shared Access Data user guide article explains who has access to the items.

If you have access, then provided the eGC1 is connected to a budget in SAGE and is already in routing, you can withdraw it. From within SAGE Budget, go to the Budget History tab, and click the eGC1 History & Comments link to view the Approvals History. (Note: The Approvals History is only available after an eGC1 is in Routing status.) From the Approvals History, click the Withdraw eGC1 link.

Note: If an eGC1 is marked “Yes” for Ready to Submit and has In OSP status, it cannot be withdrawn. Instead, contact OSP and request they return the eGC1.

See the SAGE Budget and eGC1 Shared Access Data user guide article for details.

All of the required fields in your eGC1 must be filled out before you can route the eGC1 for approval. Click the Check for Errors link on the left navigation menu or on the Certify & Route page to see any problems preventing your eGC1 from routing.

This same error list will display when you click the Route to Reviewers button, if your eGC1 is missing any required data.

The printable eGC1 is displayed in a pop-up browser window. If pop-up blocking is turned on in your browser, it will keep the window from opening.

For instructions on how to enable pop-up windows within SAGE, see how to configure the pop-up blocker.

If you are still having problems printing from SAGE, there may be a problem with your computer, so please contact your unit’s or department’s technical team for assistance.

SAGE has been designed to work on any standards-compliant Web browser. The following sections list the support for specific browsers.

Officially Supported Browsers
Browsers on which ORIS regularly tests new releases and will fix related bugs when discovered or reported.

Limited Support
Browsers on which ORIS performs limited testing prior to release and will fix related, serious bugs when discovered or reported.

Unsupported
Browsers on which ORIS does not test and will not fix related bugs.

• Apple Safari
• Microsoft Internet Explorer
• All other browsers not listed under “Officially Supported” or “Limited Support”