Advance Budget Number Request Details

This page displays the Advance Details and selected data copied from the parent eGC1. You will need to complete the fields in the Advance Budget Number Request Information section at the bottom of the Advance Details page.

Information about the Advance

The Advance Details section includes basic information. The following image shows this section. The fields are described below.

advance details section

Field Description
Advance ID The system-generated unique number for this advance.
Request Date The completion date for the advance. The initial value is “N/A.”
Assigned To The GCA Team and Desk this advance is assigned to, based on the Org Code Receiving Funding.
Last Action Taken The last action taken by either a campus user or a GCA Team member. Generally shows the status of the advance.

Information from the eGC1

The Advance Requested By, Application Details, Application Budget Details, and Compliance Questions sections display information from the parent eGC1. This includes:

  • The Principal Investigator’s name, EIN, and department
  • eGC1 Number
  • Project Short Title (eGC1 Short Title)
  • Organization Receiving Funding
  • Sponsor Name
  • F&A Rate
  • Flow Through Funding (yes/no) and, if yes, Originating Sponsor
  • Sponsored Activity Type

Information to be Completed

In the Advance Budget Number Request Information section, you will need to complete a number of fields. The following images shows this section of the advance. The fields are described below.


Field Description
Administrative Contact Click the Lookup button to search for the contact person. The name, telephone number, and email address will display. You can edit the telephone number and email address. This person will receive email notifications from GCA as they process the request. GCA may also contact the admin to answer questions about the request.
Org Receiving Funding Box Number The UW assigned Box Number used in routing campus mail.
Department Responsible for Covering Expenses Incurred Use the Look Up Organization Code button or enter the organization code directly if known.

Note: Per GIM 09, the Department Chair or Dean who signs the advance notice is responsible for any pre‐award costs that are subsequently not allowed by the sponsor as well as any amounts authorized by the advance notice, but not funded by the sponsor.

Type of Request Depending on your selection, you may need to complete other fields

  • New Advance: for a new application that has not yet received funds from the sponsor; requires the Dollar Amount of Request.
  • Renewal of a Prior Budget Number: to renew a previously processed request; enter the Prior Budget Number and the Dollar Amount of Request. This would be used for the second or later year of a multi-year award that receives a new budget number each year.
  • Advance Budget Extension: to extend an existing advance budget request that is about to expire when the funding is still delayed; enter the current Budget Number.
  • Advanced Budget Supplement: to request a supplement to a request; enter the current Budget Number and the Dollar Amount of Request.
Request Justification Explain your reason for the advance.
Prior Budget Number Enter the budget number for a renewal request.
Dollar Amount of Request Enter the amount being requested for a type of New, Renewal, or Supplement
Budget Number Enter the budget number for a type of Extension or Supplement
Budget Biennium Select the appropriate biennium value for your budget number
Start Date, End Date Enter the dates directly, or use the pop-up calendar. The request period for the advance may not exceed 6 months.
F&A Base Select the appropriate value from the drop-down menu. For more information on F&A Base, see GIM 13 Facilities and Administrative (F&A) Rates. Choices are:

  • Modified Total Direct Cost (MTDC)
  • Total Direct Cost (TDC)
  • Salary & Wages (S&W)
  • Other; if chosen, an explanation is required.
Other F&A Base Explanation This field displays if you selected “Other” for F&A Base; enter your explanation.
Agency’s Form of Payment Select the appropriate value from the drop-down menu. Choices are:

  • Scheduled payment (auto): Sponsor agrees to pay a portion of the awarded funds up front, and the rest at a later date according to a pre-determined schedule
  • Scheduled payment (invoice): Sponsor agrees to pay a portion of the awarded funds up front and some of it at a later date. Select this option if your agreement states that it is necessary to invoice the Sponsor in order to receive payment.
  • Milestones: Sponsor agrees that you can invoice the Sponsor to receive payment as certain key tasks are completed on the project.
  • Pay in Advance: Sponsor submits payment of the entire award before the start of the project.
  • Cost Reimbursable: Sponsor reimburses the University based on invoices received showing the exact amount of money spent.
  • Letter of Credit: Sponsor makes an automatic transfer of funds through an electronic system.

Next Steps

At any time, you can click Save & Close on the left navigation menu to close the form, saving any changes you’ve made. As long as the request is in Composing status, you can still make changes to the form when you reopen it. Once you click Complete the status changes to Routing and you cannot edit the form.

To view a draft version of your form before completing it, click Print Draft on the left navigation menu. This will display a PDF version of the form with a “draft” watermark in a new browser window or tab.

Use the Assign Access link to add any others who will be helping to complete the advance request or to review it.

Finally, select Complete and Submit.