The General Information section contains basic information about your request. All of these data fields are required.
Advance Budget Start Date
The start date for the advance.
Advance Budget End Date
The end date for the advance. The system will add a default date that is one year after the start date. You can edit the value.
Cumulative duration, system calculated
Reason for Request
Explain the reason for this advance request. You can enter up to 300 characters.
Defaults to the Sponsor of the associated application. You can edit the value.
Designates whether the sponsor is federal government, or other.
On/Off Toggle Switch
Indicate whether the funding originates from a different entity than the selected sponsor
Cost Center Receiving Funding on Advance
Defaults to the Cost Center Receiving Funding of the associated application. You can edit the value.
Alternative Department Worktag
Enter any additional Worktags:
Stand alone grant worktag(s)
Startup, Retention, Comotion-Royalty, Departmental Research Support, Residual Balance
Program or activity worktag
Note: It cannot be a sponsored program grant worktag
Select the location from the drop-down menu. Choices are:
South Lake Union Campus
Wa Natl Primate Research Center (WaNPRC)
VA Med Ctr
If you have a budget connected to your application, then the default value will be the primary worksheet’s Activity Location.
Parent Budget F&A Rate
Defaults to the Facilities & Administrative rate on the application’s Budget & Fiscal Compliance page, as follows:
If the value is not “Multiple”, then the value is the rate from the page
If the value is “Multiple” and there is a linked budget, the default value is the F&A rate for the budget’s primary worksheet
Otherwise, no default value displays
Parent Budget F&A Base Type
Select the base type from the drop-down menu. Choices are:
Salary & Wages (S&W)
Total Direct Costs (TDC)
Modified Total Direct Costs (MTDC)
Total Direct Costs less Equipment & Tuition (TDC less E&T)
If you have a budget connected to your application, then the default value will be the primary worksheet’s Activity Location.
Custom F&A Base Type Details
This field only displays when you select Custom for the Parent Budget F&A Base Type. You can enter up to 300 characters in the field. This is required when using a custom base type. You should provide details on which costs are excluded from F&A.
Select the prior budget for this request:
Select the prior budget to link to the Advance. The Budget Number, Start Date, End Date, Short Title, and Sponsor Award Number will display.
The image below shows this section, with data from the associated application.
Use the Next Section button at the bottom, right of the page to navigate within your advance.
To request an extension of an existing Advance budget number:
You must have edit access to the existing advance, New or Renewal
The advance must have a status of Processed
The advance must be active, which is defined as any advance with a start date within the past 18 months
On your My Advance Requests tasklist, select the Processed status check box to filter your list. Those existing advances that can be extended will display an “Extend” link in the Options column at the far right. The following image shows a partial tasklist with the link appearing for one item.
Selecting the Extend link in the Options column opens an extension request. You will see a header section across the top of the page. This header remains visible regardless of what part of the advance you are viewing.
The following image shows an example advance header for an advance extension request that is in Composing status.
The header contains the following items, reading from left to right:
A blue arrow, pointing to the left, which is a link back to your Advances list.
The title “Advance Budget Extension Request” followed by the request’s unique reference number, in parentheses, with the prefix ADV. For example: ADV25111.
The number for the Associated Advance Request. Clicking on the advance number will open it in a new tab.
The Advance Budget number assigned from the associated advance.
Request Status, the current status of this item.
At the far right, a “more options” menu icon appears. The icon is three, blue vertical dots. The menu choices are:
Add Comment – displays entered text on the Comments & History page
Delete request – when the status is Composing, you can delete your request
The Navigation Menu is a list of links for navigating to the sections of your advance extension. When you select a section, its name will change to bold font and be highlighted with a light blue shading. The following image shows an example of a left navigation menu, with the Request Extension section highlighted. A new request opens to this section by default.
Request Extension Section
Use the this section to select an end date for your request and indicate the budget(s) you want extended.
An alert will display at the top of the page, which reads “Cost share set up in eFECS, if applicable, will be automatically extended by GCA when this request is approved.” The following image shows this alert.
The Select End Date area includes an end date input field, the sponsor name, and a Reason for Extension field. Below the end date field, you will see a statement “You can extend through date” based on the maximum length of an extension, which is 18 months. You cannot enter a date that is prior to the associated advance end date. Both an end date and reason are required. You can enter up to 300 characters in the Reason for Extension field. Note: be sure to include the grant worktags to be extended.
Once you have entered an end date, the system will calculate and display the Total Requested Duration, to the right of the date.
The following image shows this part of the section, before any data is entered:
If you select the Reason for Extension field, and then click elsewhere, it will change to a red border as a reminder that it is a required field. If you hover your cursor within the field, a “tool tip” appears that read “Please fill out this field.” as shown in the following image:
Once the required fields are completed, the Request Extension button will be enabled. Select it to route your extension for processing. The extension will become read-only with a status of In GCA.
GCA will process the request and send the notification. Please note that the Advance Budget Extension page does not require campus approvals, so it does not display an approval flow. Department reviewers for the financially responsible organization on the associated advance will be notified that an extension request has been submitted.
The core SAGE system allows you to carry out several tasks:
SAGE Budget helps you create an accurate budget for your grant proposal. It auto-populates data from the payroll and financial systems, helps you select proper rates, and calculates totals automatically.
You can connect a budget to a standard or Grant Runner eGC1 to populate budget data.
You will need to connect a budget to an Award Setup Request.
eGC1 Forms are the electronic Grants and Contracts forms you use to route your grant proposal through the University’s internal compliance process.
Grant Runner applications combine the eGC1 and sponsor forms for some NIH funding opportunities requiring SF424 R&R forms, including Modular, Detailed and Subaward Budgets. With the click of a button, OSP can electronically submit your application via Grants.gov to the sponsor.
Approvals is the electronic routing engine that stages eGC1s, Advances, and Award Setup Requests for approval by associated departments, colleges, compliance offices, and the Office of Sponsored Programs.
Advances creates an online request form for an advance budget number.
Awards allows you to create Award Setup Requests and Modification Requests.
Subawards submits a request for a new subaward or a modification of an existing one.
Campus research teams and related central offices use the SAGE Suite electronic research administration system to manage application proposals and related items.
SAGE: System to Administer Grants Electronically – is used by campus researchers and administrators
SAGE Central is used by both the Office of Sponsored Programs (OSP) and Grants and Contract Accounting (GCA)
In addition, FIDS: Financial Interest Disclosure System is used by researchers designated as investigators; it integrates with SAGE.
The following set of tables gives a high-level overview of who uses each of the different components, and describes the possible actions and the why and/or when.
SAGE: System to Administer Grants Electronically
WHO: Campus research administrators, Principal Investigators, campus reviewers, compliance reviewers
WHY / WHEN
Create SAGE Budgets
Centralizes data gathering for salaries, benefits, and F&A rates. It can be connected to an application, which automatically populates the eGC1 budget data on the Budget & Fiscal Compliance page. Any changes to the budget will update in real time when the eGC1 Budget & Fiscal Compliance page is viewed.
In addition, if your eGC1 is a Grant Runner application using the RR Detailed Budget form, your budget data will appear in the form.
When creating an Award Setup Request, you will need to connect a budget.
Create applications (standard or Grant Runner)
Required for all sponsored research. The standard eGC1 pages of the application are, in effect, an approvals routing cover letter for the proposal. Only the UW uses the eGC1; it does not go to the sponsor.
A Grant Runner application includes, in addition to the standard eGC1 pages, the sponsor forms for NIH. OSP submits the application “system-to-system.”
Approve routing applications
The Principal Investigator, Multiple-PI, Application PI, academic reviewers (division, department, dean) and compliance reviewers (human subjects, animal use, EH&S, etc.) view and approve the application. At each approval, SAGE captures a PDF snapshot of the application and attaches it to the eGC1’s Approvals History & Comments page. Copies of the attachments are also captured.
Administrators and reviewers have the option to return the application to the research team for changes. They can also add other reviewers (as individuals or a group) to the approval flow as needed. These are referred to as “ad hoc” reviewers (approvers or watchers).
Request an advance budget number for awards
Used when a research proposal is being awarded by the sponsor, but the actual award has not yet arrived. It requests GCA to set up a budget account in the financial system so the research team can start spending the anticipated award money. The preparer completes the request in SAGE, then GCA processes it in SAGE Central.
Create Award Setup Requests and Modification Requests for awarded eGC1 applications
Used when a research proposal has been awarded and the award has been received. A “new” Award Setup Request (ASR) is created. For an ongoing award, a Modification Request might be created.
WHO: Office of Sponsored Programs (OSP), Grant & Contract Accounting (GCA)
WHY / WHEN
Review and approve eGC1 applications
OSP reviews the information on the eGC1, such as the sponsor proposal information and compliance questions, after all campus reviewers have approved.
Process Award Setup Requests
Received from campus for reviews and approvals. Forwards to GCA for integration into Workday, with Award budget number. As part of completing the Award Setup Request, the system sends a notification to the requesters.
Will manage existing items while transitioning to SAGE Central and Workday.
Process Advance Budget Number Requests
Received from the research team, an advance allows the team to spend award money before the actual award arrives. GCA adds a budget number to the Advance and sets up that budget in the financial system. As part of completing the Advance, the system sends a notification to the requesters.
FIDS: Financial Interest Disclosure System
WHO: Any research personnel designated as an “Investigator” on the PI, Personnel, & Organizations page of the eGC1.
WHY / WHEN
Create a Financial Interest Disclosure for an eGC1
A disclosure for a CoMotion tech transfer agreement or IRB approval
Complete an Annual Update disclosure
Investigators are required to disclose any significant financial interests (SFI) such as salary, equity, sponsored travel, etc., that might, or might appear to, bias their research.
An investigator must complete a disclosure for each eGC1, whether or not there are SFI that apply, before the proposal can be marked as Ready-to-Submit = Yes.
The disclosures are reviewed by the SFI Reviewer, in the central Office of Research, who determines if there is a potential for a Financial Conflict of Interest (FCOI). The review occurs at the time of award (just-in-time).
Annual Updates: All investigators are required to review and update their SFI at least once a year. The “year” is calculated from the date of the last disclosure created in FIDS. Investigators are notified by email 45 days prior, and again at 15 days prior, to the end of that year’s time.
Full details on using FIDS can be found in its User Guide.
Use this section of your advance to review the Significant Financial Interest (SFI) and Financial Conflict of Interest (FCOI) Training status of the investigators on the associated application. The table lists each investigator, their role, SFI disclosure submission status, and their FCOI training status. When any investigators are not up-to-date, an alert appears above the table.
SFI Disclosure Requirement
Each investigator must have completed an SFI disclosure in FIDS for the associated application whether or not they have any financial interests to disclose. If the investigator submitted that disclosure more than 12 months ago from the current date, and has not created another disclosure of any kind within the past 12 months, the investigator would need to submit an annual update disclosure.
An investigator’s disclosure status is either “Up-to-date” or “Disclosure Required” with a Notify link. Select the Notify link to send a notification that either the primary disclosure or an annual update disclosure is needed. The system determines which disclosure is required and sends the corresponding notification. The advance preparer is copied on the notification. You can select the Notify link more than once. The date will refresh automatically. Review Advance SFI & FCOI Notifications for details.
FCOI Training Requirement
If the application’s sponsor is one that requires UW review of SFI, the investigator’s FCOI training must also be “up-to-date.” The training expires after four years. If the investigator’s training is not current, their status is “Training Required” with a Notify link. Use the link to send a notification about the training requirement, with instructions. The advance preparer is copied on the notification.
The following image shows this section for a grant with one of the personnel needing to complete a disclosure or the training.
Below the table is a link to the parent application’s PI, Personnel, & Organizations page where you can update the list of investigators. If you make changes, the advance request will automatically update.
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.
Select the link in the Email column below to see an example of the email.
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.
Delegation of PI Approval
The last section of the page is Delegation of PI Approval. This should only be used in special circumstances.
Select the check box to delegate approval to the organization reviewer. The Approvals flow will
update 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.
The Submit & Route button at the bottom of the page is enabled once you have entered all required data, as shown below.
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.
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.
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.
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.
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.
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.
Your advance will return to routing status.
Resubmitting a Returned Advance
When you select the Resubmit & Route Request button for an advance in Returned status, a dialog will display. Once you have entered your comments, the Resubmit & Route button will become active. The dialog, with a comment and active button, is shown in the following image.
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.
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 and Award Requests for funded proposals.
This guide describes the functionality of the Approvals component for:
To approve an advance, log in to SAGE and click on the Approvals tab to view the My Approvals page.
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.
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, ID, 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.
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.
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.
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.
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.
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.
If you select the Return Request button, a dialog displays, as shown below.
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.
SFI Review 2: Displays once advance is routed.
SFI Review 3: Displays after system process runs to update Just-in-Time (JIT) status.
SFI Review 4: Displays after Office of Research reviews disclosures.
SFI Review 5: Displays when system process updates all disclosures to “No Review
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.
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.
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.
Processed Approval Flow Example
The following image shows an example of the approval flow for an advance in processed status.