Tag Archives: Advance Budget Request

To delete a new or extension advance:

  • You must be an owner or have permission to edit the advance.
  • The advance must be in Composing status.

Start by selecting the “more options” menu icon to the far right of the Request Status in the advance header. The menu icon is three, blue vertical dots.

From the menu, select Delete request. The following image shows this menu.

header menu to delete request

When you select Delete request, a confirmation dialog will display, as shown below.

delete advance confirmation dialog

To cancel deleting the request, select either the Cancel button, the blue X in the upper right, or click outside of the dialog.

When you select Delete Request, the system will remove the advance and will display your list of advances.

This article describes the email notifications sent from GCA.

The Advance SFI & FCOI Notifications and Advance Reviewer Email Notifications articles provide information about advance related email notifications. The SAGE Suite Email Notifications article provide information about other system emails.

Once GCA has processed the Advance Budget Number Request, SAGE will notify you by email. The emails are sent to the Principal Investigator (PI), the sub-budget PI, and the Advance Preparer.

Click the link in the Email Subject column to see an example of its content.

Email Subject Purpose Sent When Sent To
Advance Budget Request processed To notify the PI and preparer that an Advance has been processed by GCA. GCA completes the request PI, cc: Advance Preparer(s)
Advance Budget Request with sub-budgets processed To notify the sub-budget PI and preparer that an Advance has been processed by GCA. GCA completes the request Sub-budget PI, cc: Advance Preparer(s)
Extension of Existing Advance Processed To notify the PI and preparer that an Advance Budget Number end date has been extended. GCA approves the extension PI, cc: Advance Preparer(s)
Extension of Existing Advance Denied To notify the PI and preparer that a request to extend an Advance Budget Number end date has been denied. GCA denies the extension PI, cc: Advance Preparer(s)

This page describes the email notifications sent during the approval process for advance budget requests.

The Advance SFI & FCOI Notifications article describes the email notifications initiated by the advance preparer from the advance’s SFI & FCOI page, and the automatically generated emails to the Office of Research SFI Compliance Officers.

The Notification of Processed Budget Requests article provides information about other advance related email notifications. The SAGE Suite Email Notifications article provide information about other system emails.

Who is Notified When and Why

SAGE sends a number of email notifications during the routing and approval process. The table below lists each notification type, the condition that generates the email, and the recipients. SAGE generally sends emails to the person’s UW NetID address.

Use the link in the Email column to see an example of the email.

Email Purpose Sent When Sent To
Approval of Advance Request Required by PI To alert the PI that an Advance is waiting for approval PI Review node status updates to “In Progress” PI, cc: Advance Preparer(s)
Delegation of PI Approval of Advance To alert the PI an Advance is being submitted in his/her name and that the PI Approval is being delegated due to his/her absence or inability to approve. PI Delegation is selected on “Submit & Route” page PI, cc: Advance Preparer(s)
Approval of Advance Request Required by Dept. Reviewer To alert the dept reviewers that an Advance is waiting for approval Dept. Reviewer node status updates to “In Progress” Department Reviewers
Approval of Advance Request Required by Ad Hoc Reviewer To alert an ad hoc Approver that an Advance is waiting for approval Ad-Hoc Reviewer node updates to “in Progress” Department Reviewers
Advance Request for Renewal Award To notify Advance Reviewers that an advance request has been submitted for a renewal award. “Submit & Route” selected for an advance (type=renewal) Department Reviewers
Request to Extend an Advance Budget To notify Advance Reviewers that an extension request for an advance has been submitted. Select “Extend” for an advance on the My Advances page Department Reviewers
Advance Request Returned by Reviewer or GCA To alert the Advance preparer of the need to modify Advance data “Return Request” selected Advance Preparer(s)
Re-approval Required by PI of Re-submitted Advance Request To notify the PI that the Advance is resubmitted and requires re-approval PI Review node status updates to “In Progress” and had a previous outcome of “Approved” PI, cc: Advance Preparer(s)
Re-Approval Required by Dept. Reviewer of Re-submitted Advance Request To notify Dept Reviewers that the Advance is resubmitted and requires re-approval Dept Review node status updates to “In Progress” and had a previous outcome of “Approved” Department Reviewers

 

The System to Administer Grants Electronically (SAGE) is the tool that researchers and grant administrators use to prepare proposals for approval and submission to the funding agency. At the UW, the appropriate campus units, compliance offices, and the Office of Sponsored Programs must review and approve all grant and contract proposals.

The Approvals component of SAGE manages the electronic routing of the proposal for approval. It is also used to manage the approvals for Advance Budget Requests for funded proposals.

This guide describes the functionality of the Approvals component for both eGC1 applications and advance budget requests.

Note: New or Renewal Rules

  • A type of New is assigned when the eGC1 selected for creating the advance is in a cycle without a processed FA.
    • An exception to this rule is when the eGC1 selected is a Competing Renewal, the advance type assigned will be Renewal even if it’s in a new cycle without a processed FA.
  • A type of Renewal is assigned when the eGC1 selected for creating the advance is in a cycle with a processed FA.

For a Renewal, the General Information section will display an additional section showing the associated budget(s).

The following image shows an example of the budget information.

advance renewal prior budgets list

The data shown includes:

  • Budget Number
  • Start and End Dates
  • Short Title
  • Sponsor Award Number

Any sub-budgets associated with the parent budget will also display. You can select the ones you want to also be renewed.

The budget number for a Non-Competing Renewal is from the most recently processed Funding Action in the same cycle as the selected eGC1. For a Competing Renewal, the budget number is from the most recently processed Funding Action in the related cycle previous to the cycle of the selected eGC1.

By default, if there is only one budget listed, it is selected and cannot be changed.

The Non-Fiscal Compliance section of the advance will include any Compliance updates from other advances assigned to the award number.

Once you submit a renewal advance, it will go directly to GCA. It does not need approval by any campus reviewers.

The Advanced Search link on the My Approvals page displays the search criteria which you can use to find specific eGC1s or Advance Budget Requests.

my approvals advanced search

You can search on any single field or a combination of the criteria to locate items. More specific searches will return fewer results.

Search Field Description
Item Number Enter the entire eGC1 or Advance number with the prefix. For example, “A12345” or “ADV12345”.
Short Title Enter any of the words or string of letters contained in the title. You must enter at least three characters.
Full Application Title Enter any of the words or string of letters contained in the title. You must enter at least three characters.
PI name (last, first) Enter the last name, or the last name plus first initial, or the last name plus first name. For example: Smith; Smith, J; or Smith, John. You may also enter just the beginning of the last name as long as you enter at least two characters.
Org Code Receiving Funding Enter three or more starting digits of the organizational code. See the Organization Code description for information about the codes.
Sponsor Name Enter any of the words, string of letters contained in the sponsor name, or the sponsor’s acronym. You must enter at least two characters.
Date Approved After Enter a valid date (mm/dd/yyyy). For example, enter 6/1/19 to display eGC1s that you approved after that date.
Date Approved Before Enter a valid date (mm/dd/yyyy). For example, enter 6/1/19 to display eGC1s that you approved before that date.
My Approval Status Choose an approval status from the drop-down menu. eGC1s in the selected status will appear on the display list. Choices are:

  • Approved
  • Returned
  • En Route
  • Waiting Approval
  • Watching
  • Watched
Item Status Choose an item status from the drop-down menu. Only Items in the selected status will appear on the display list. Some of the statuses only apply to eGC1s or Advances, as noted. Choices are:

  • Routing
  • Withdrawn
  • In OSP (only applies to eGC1s)
  • Approved (only applies to eGC1s)
  • Returned
  • In GCA (only applies to Advances)
  • Processed (only applies to Advances)
  • Awarded (only applies to eGC1s)
  • Denied by Sponsor (only applies to eGC1s)
  • Permanently Withdrawn (only applies to eGC1s)

Select Search to display the results list, which displays the following information:

  • Item # – select this to view the approval flow
  • PI Name
  • Org Recvg Funding
  • Short Title
  • Sponsor Name
  • My Approval Status
  • My Approval Date
  • Item Status
  • Ready to Submit

This article describes

Approval Flow

To approve an advance, log in to SAGE and click on the Approvals tab to view the My Approvals page.

my approvals tab header

Select the advance to review from the list or use the Advanced Search link to find a specific advance.

When you open an advance, the approval flow displays, as shown in the following image.

advance approval flow example

The Approvals section of the advance displays this approval flow and can be used to check the approval status.

The approval flow reads from top to bottom. Some approver nodes are grouped and can be approved in any order.

The above image shows the approval flow for an advance in Routing status. The first node lists the Advance Preparer(s), two in this case, and indicates the routing date for the advance.  The node is green to show its step is complete.

The grouped nodes are for the Principal Investigator, Organization Reviewer, and the Office of Research (SFI Review).

  • The PI node includes the principal investigator’s name and status.
  • The organization reviewer node includes the organization’s name, code, and status.
  • The SFI review status is either Ready for review or Review complete.

In the Organization Reviewer node, select the See All Reviewers link to view a list of reviewer names and NetIDs, as shown in the image below.

advance approval list of organization reviewers

Next is the GCA Reviewer node with a status of Not yet ready for review. Last is the Processed node, which will turn green when all other nodes are complete. See the example image at the end of this article.

Note: if PI delegation is selected, the Principal Investigator node will not display, and the PI delegate chip will be added to the Organization Reviewer node, as shown in this image.

advance organization reviewer node with P I delegate chip

After reviewing the advance, you can approve it or return it for modification by the PI and/or advance preparer. The following image shows the return and approve buttons.

advance approve and return request buttons

Approve

When you select Approve Request, a dialog will display with an optional comments box and assurance text. The text varies depending on whether you are the PI or an organization reviewer. The PI’s dialog is shown below.

advance principal investigator approval certification

Check the box to indicate you have read and agree with the certification text. This will enable the Approve Request button, allowing you to complete the process. You also have the option to Cancel.

Your approval will be added to the Comments & History section.

If you are an organization reviewer, you will see similar menus as the PI. The dialog may differ as certain elements like Human Subjects only apply to the PI.

Note: If PI Approval is delegated and the research involves Human Subjects or Animals, the organization reviewer will be providing assurance on behalf of the PI that spending will not occur until an approved IRB or protocol is in place.

Return

If you select the Return Request button, a dialog displays, as shown below.

advance approval return dialog

To complete the process, enter the required return reason and select Return Request. The PI and Advance Preparer will be notified.

SFI & FCOI Review

The Office of Research will approve the SFI status and the approvals section will reflect this update.

NOTE: If an investigator’s disclosure status updates from “Waiting for JIT” to “No Review Required” the investigator’s name will no longer appear on the SFI Review node.

The following describes the possible statuses for the Office of Research approval node, each with an example image.

SFI Review 1: Displays on approvals prior to routing the advance.

s f i node prior to routing

SFI Review 2: Displays once advance is routed.

s f i node after reviews complete

SFI Review 3: Displays after system process runs to update Just-in-Time (JIT) status.

s f i node after JIT update

SFI Review 4: Displays after Office of Research reviews disclosures.

SFI Review 5: Displays when system process updates all disclosures to “No Review
Required”.

s f i node when no review required

Add/Remove an Ad Hoc Reviewer

If you can edit the advance, you can add an ad hoc (i.e., for a particular purpose only) reviewer to the approval flow. These manually-added reviewers could be a person that needs to review and approve the advance in addition to the Principal Investigator and Organization Reviewer.

You can add a person by clicking on one of the plus signs (+) that appear on the approval flow. Once you submit the advance, the group nodes will be ready for review, and you will no longer have the option to add someone before the group. Similarly, once the advance is ready for review by GCA, the plus sign before GCA will no longer display.

The following image shows this state of the approval flow.

advance approval flow ad hoc callout

When you click on the plus sign, an Add Reviewer dialog will display. Enter a comment
for this reviewer, which is required. Then search by name or NetID for the person you want to add. The Add Reviewer button will then be enabled for you to select. The approval flow will update to show the added node, and the reviewer will be notified when their node is ready for review, like the other approvers. The following image shows the Add Reviewer dialog.

advance add ad hoc reviewer

To delete the added reviewer, click on the 3-dot menu icon in the node and select “Remove reviewer”. A confirmation dialog will display. The following image shows the Remove Reviewer dialog.

advance remove ad hoc reviewer

Processed Approval Flow Example

The following image shows an example of the approval flow for an advance in processed status.

The approval flow for an advance starts with approvals by the principal investigator, campus advance reviewers, and SFI reviewers (when needed). The advance is then reviewed and processed by Grant & Contract Accounting (GCA). Review: Advance Approval Process.

SAGE automatically routes the advance to the individuals and advance reviewer units included in the approval flow. The system sends email notifications of pending approvals to Advance Reviewers on campus. Review: Advance Reviewer Email Notifications.

Campus advance reviewers can access the advance from the link in their email notification or from the Approvals tab in SAGE. After reviewing, they can approve the request or return it to campus for modifications.

 

The Approvals section of the advance displays the units and individuals that will need to approve the advance. The section appears for all advance statuses and can be used to check the approval progress.

The principal investigator and advance reviewers can access their advances from SAGE Approvals. They can review and then approve or return the request from the Request Summary section.

The approval flow reads from top to bottom. Some approver cards are grouped, and can be approved in any order. When the advance has been submitted for routing, and reviewers are approving it, the card statuses and color will update to show the advance’s progress. When all of the approvals are done, and GCA has completed their steps, the Processed card will change color.

Review Approving Advances for details on the approval flow, and Advance Reviewer Email Notifications for details on emails sent.

NOTE: If you view an advance in a status of Composing, Withdrawn, or Returned in SAGE, you will see the Review & Submit version of this page. Otherwise, you will see the Request Summary, described below.  

Review & Submit

The Review & Submit page

  • displays a read-only summary of the information entered for each section, with a link to edit each section.
  • allows you to delegate PI approval if needed, when in Composing status.
  • allows you to Submit & Route your completed advance, when in Composing status.
  • allow you to Resubmit & Route your advance, when in Withdrawn or Returned status.

While your advance is in Composing status, an alert will display at the top of the page to indicate any required data that is still missing. The following image shows an example of the alert message for incomplete sections.

review and submit incomplete sections alert

Delegation of PI Approval

The last section of the page is Delegation of PI Approval. This should only be used in special circumstances.

Review GIM 02 – Acceptance of Sponsored Program Awards and Fiscal Compliance on Sponsored Program Accounts (Budget Numbers).

Select the check box to delegate approval to the organization reviewer. The Approvals flow will
updates to remove the PI approval node and to add the PI delegate chip to the Organization Reviewer node.

Note: this section does not appear for renewal advances, since the PI does not need to approve them.

The following image shows this section.

review and submit pi delegation option

The Submit & Route button at the bottom of the page is enabled once you have entered all required data, as shown below.

submit and route button

Selecting Submit & Route will start the routing and approval process for an advance in Composing status, and change its status to Routing. The system will re-validate all required fields, and check that the associated application does not have a child Funding Action (FA) with a status of In GCA or Re-sent by OSP. If there is an FA, you will see an alert stating that the advance cannot be submitted.

After submitting, the left navigation menu will display the Request Summary, rather than the individual advance sections.

Request Summary

This page displays for advances in a status of Routing, In GCA, or Processed.

The menu on the left will have a link for the Request Summary in place of the individual sections, as shown in the following image.

advance request summary left menu

The page displays the details for each of the advance sections as view-only for review.

The Cost Sharing and Non-Fiscal Compliance sections of a new Advance request will display an “Updated” indicator to identify when the responses in the Advance have been altered from what was listed on the related eGC1. The following image shows an example of this indicator on a Non-Fiscal Compliance section.

example of updated indicator on non-fiscal compliance section

Withdrawing and Resubmitting an Advance

While your advance is in Routing status, you can withdraw it to make updates if you have edit access, and are not also an approver.  A Withdraw Request button will display at the bottom of the Request Summary page, as shown in the following image.

advance withdraw request button

Selecting this button will move your advance to Withdrawn status and make it editable. It will also add an entry to the Comments & History section.

The approval flow will reflect the change in status. A node will indicate who withdrew the request with the date and will be labeled either Advance Preparer or Advance Editor, if you have a general collaborator “can edit” access role.

The final node will display Withdrawn, and any unapproved nodes will be marked as canceled. The following image shows an example of the approval flow for a withdrawn advance.

approval flow for a withdrawn advance

Once you have completed your changes, use the Resubmit & Route button on the Review & Submit page to move it back to Routing status. The following image shows this button.

advance resubmit and route button

Approving an Advance

If you are an approver for the advance, you can return or approve the request, using the buttons at the bottom of the Request Summary page. For details on approving an advance, review Approving Advances.

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