Tag Archives: Advance Budget Request

September 2021 Advance Maintenance Release

SAGE Advances

Replace Attachments on Advances

Attachments to the new Advance request tool can now be replaced with new versions of the document after the Advance has been routed for review. Prior to this update, once an Advance had been routed, you could only upload attachments as additions without a clear relationship to the existing attachments they replaced. This update brings attachment functionality in line with the eGC1, making it easier to maintain attached documents and identify the latest versions.

advance attachment table with expanded options menu

When there are multiple versions of an attachment, the latest version will display at top and click the expand arrow to see prior versions.

advance attachment versions

Warning on Advances Related to Award with Automatic Carryover

When an award includes automatic carryover, and a department would like to begin spending on a future period that is not yet fully authorized, a temporary budget extension is more often the appropriate choice rather than a renewal advance request. To help inform users, a new warning will display after clicking to create an advance when SAGE detects that the advance is related to an award (funding action) that includes automatic carryover. You can choose to either proceed with an advance, or, be redirected to the temporary budget extension form.

create advance automatic carryover warning

Notification of Advance Extension to Reviewer from Organization Receiving Funding

An email notification will now be sent to the Advance Reviewers for the Organization Receiving Funding on Advance Extensions when the advance is routed to GCA. This will keep campus reviewers informed, while not requiring direct approval in SAGE.

Advance Reviewers Now Display on Advance Approval Graph

The names and NetIDs for the people designated in ASTRA to approve for an organization will now display on the Advance approval graph. This will make it easier for Advance Preparers to identify who to coordinate with when needed.

advance approval list of organization reviewers

Improved Visibility to Cost Share and Compliance Updates

The Cost Sharing and Non-Fiscal Compliance sections of the new Advance request will now display an “Updated” indicator to make it easier for reviewers to identify when the responses in the Advance have been altered from what was listed on the related eGC1.

example of updated indicator on non-fiscal compliance section


Add Link to Cycle View from Advances in SERA

GCA will now be able to navigate to the associated cycle from within Advance requests in SERA. This will make it easier for GCA to quickly reference information about how the advance fits within a broader award.

sera advance request header example

GCA can Replace Cost Share Addendum with New Version

GCA can utilize the new attachment versioning functionality to replace Cost Share addendums when an Advance is in “In GCA” or “Processed” status. This will allow GCA to ensure the Advance request record contains the latest version of the Cost Share Addendum.


Advance Extensions Display on FAs and in Cycle View

Advance Extension requests will now display alongside New and Renewal type requests on the Funding Action and Cycle view in SPAERC and SERA. This will provide OSP and GCA with visibility to how Advance Extensions fit within the broader award.

Funding Action:

list of related advances on a funding action


cycle view including an advance


Priority Review Indicator Now Displays for All Disclosures Related to Advances

All SFI disclosures that are triggered for review by a routed Advance will display in FIDS with a “Priority Review” flag. Previously, this flag was only set for Advance-related disclosures that went to “Review Required” status. Now disclosures that resolve to “No Review Required” will also be flagged for priority review. This will provide ORC with an easy way to identify all disclosures with a related Advance in routing.

To delete a new or extension Advance Budget Request:

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

See note below about Advance Budget Requests in other statuses.

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 displays, stating the advance with be permanently deleted, 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.

Note: Advance Budget Requests in a status other than Composing

Currently, SAGE does not allow you to delete or remove an Advance Budget Request that is not in Composing status. The SAGE Team is aware of the need and is developing the ability for campus and GCA to “Permanently Withdraw” Advances that are no longer needed. This will better align with the eGC1 processes, and allow users to filter and view the advances in the future if needed. Until that option is available, leaving an Advance Budget Request in a Returned or Withdrawn status does no harm.

June 2021 Advance Budget Request Approval Change

Based on user feedback, we have made updates that streamline the SAGE Advance Budget approval process and Advance Reviewer role setup in ASTRA.

Advances with financially responsible division or sub-division level organization codes can now be approved by either a division OR department level ASTRA-authorized Advance Reviewer.

If no division level Advance Reviewer is set up, the advance will automatically forward to the department level Reviewer, if one is authorized in ASTRA.

Need Both Division and Department Level Reviewers?

If you need to assign someone the Advance Reviewer role at both the division and department level, make sure to assign division-level authorizations first, before department-level.

Reminder: An Advance Reviewer is Required

The Advance Reviewer role is required to approve advance budget requests in SAGE. If there are no Advance Reviewers authorized for your organization in ASTRA, the advance will be blocked from routing, and a notification will be sent to sagehelp@uw.edu.

What if I already authorized Advance Reviewers in ASTRA at the division level?

If you already authorized Advance Reviewers in ASTRA at only the division level, you can either keep your authorizations as is or you can remove the division level reviewers and replace them with a department level reviewer.

Please keep in mind, if there is no division level reviewer, a department level reviewer is required.

Note: Rules for New or Renewal Type

  • 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.

renewal advance prior budget selection

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.

June 2021 Advance Budget Request Streamlining

The Advance Budget Request process has been revised, in order to introduce streamlining and address pain points in the current process. Below is a comparison of current state to future state process.

Current-to-Future Streamlining

advance process current and future

Release Highlights

  • Advance eligibility determined by system, streamlining processes through
    • Deprecation of Advance Eligibility web form
    • Elimination of OSP role in Advance Request process
  • New design for ease of entry
  • Electronic routing replaces paper approvals and expedites SFI reviews
  • Streamlined business unit processes
  • Prepares for future Workday forms and processes
  • GIM 9 alignment with new process

Advance Eligibility Determination Automated

With this release, users will go directly to SAGE as Step 1 of the Advance Budget Request process. SAGE will systematically determine if your eGC1 is eligible for an advance, based on the following business rules:

Advances will be allowed if:

    • The eGC1 is in “Approved” or “Awarded” status
    • The eGC1 is not a Non-Award Agreement or a Pre-Application
    • The eGC1 does not have a related Funding Action that has made it to GCA for processing

As a result of this automation, two major streamlining shifts are introduced:

  • OSP will no longer be involved in the eligibility determination process. This allows requests to go directly to GCA once campus approvals are complete and any compliance issues are resolved.
  • The Advance Request Eligibility web form will be deprecated. Users will complete the entire advance request process from within SAGE.

The system eligibility check will not cover whether a sponsor allows pre-award spending. Advance preparers will still need to verify pre-award eligibility before proceeding.

New design for ease of entry

The advance request form is redesigned for a more intuitive and streamlined entry process. Design features include:

  • Left navigation panel contains sections to be completed or reviewed, with status symbols indicating when sections are considered complete
  • Data collected at time of proposal defaults from the eGC1 for reduced entry
  • Key eGC1 details are visible in a collapsible right side panel for reference

advance product update advance layout

  • Helpful alerts indicate when SFI disclosures or PHS Training requirements are not met.

advance product update S F I

  • Easy review and update of Non-Fiscal Compliance responses from the original eGC1. Users are prompted to update missing protocol information at time of Advance. This allows the SAGE system to connect to Zipline and Hoverboard, and expose the protocol status and details within SAGE over the life of the Award. Users will be asked to confirm that they have reviewed the non-fiscal compliance questions to further ensure accuracy and completeness.

advance product update N F C

Electronic routing for approval and SFI reviews

Approvals of advance budget requests will now happen within SAGE, eliminating the former paper process. A new ASTRA role is available for departments to use in designating their Advance Reviewers. Preparers will also be able to include ad hoc approvers on Advances.

advance product update approvals

Streamlining Business Unit Processes

By taking a holistic approach to business process reengineering for advance requests, three of our business units will experience time savings and improved processes.

  • OSP removal from review role for advances. By automating the eligibility checks for advances, and systematically confirming when SFI reviews have been completed, OSP no longer needs to be a part of the advance request process. The time savings realized can be applied to other areas. OSP will still have visibility into advances through SPAERC, and will be alerted to their presence in a more prominent way when setting up Funding Actions.
  • Office of Research SFI alerts. The Office of Research will now receive notifications of only the relevant SFI reviews associated with the advance request, upon submission of the Advance Request. FIDS reviewers will also benefit from improvements to their tasklist that call special attention to reviews required for advances, to aid prioritization of work.
  • GCA SERA updates. Grant and Contract Accounting will no longer need to print paper copies of key documents like approvals, and will have more relevant SAGE and Finance system data in their request view, reducing the number of systems/views they need to hop between to complete processing. The SERA user interface will also have a more modern and user friendly layout.

GIM 9 Alignment with advance request process

The GIM 9 policy updates will reflect business process changes introduced in conjunction with this release, to add clarity, bringing policy and system behavior in sync, including providing flexibility on the length of the request, and contributing to overall streamlining of advance processing.

Helps Prepare for Future Workday Forms and Processes

The redesign and technical infrastructure work in this release are significant in laying the groundwork for the SAGE Finance Transformation work to come. The improvements that will directly support the FT efforts include:

  • New design patterns will be used in future post-award intake forms. Users will benefit from a familiar data entry experience across advance, award setup, and award modification requests when Workday goes live. This will allow them to navigate easily within and between forms, and simplify training and onboarding efforts. The new design patterns will also allow ORIS to develop the new FT intake forms more quickly, as they leverage the existing work done on Advances.
  • Creation of a new Approvals and Workflow engine. With this release, a new Approvals and Workflow engine has been developed using more modern technologies and a configurable design that will scale well for the FT work to come. Eventually this new engine and approvals design will replace the eGC1 approvals as well.
  • Development of new Microservices for Advances. The development of microservices for advances lays the groundwork for being able to easily flow data between SAGE and Workday, as well as support data flows to MyResearch and EDW in the future.

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.

Request an Extension

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.

advances task list with extent link example

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.

advance request renewal header

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

Navigation Menu

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.

advance extension left navigation menu

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.

advance extension cost share alert

The Select End Date area includes an end date input field, the sponsor name, and a reason for extension input 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 for the reason.

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.

extension request select end date fields

The Select Budgets to Extend area lists the budget being extended. To the left of the first column is a check box. Select this to include that budget. By default, the Parent budget will be selected and cannot be unselected. Any sub-budgets listed must also be selected to be extended.

The following values display for each budget:

  • Budget No.
  • Start Date
  • End Date
  • Short Title
  • PI Name
  • Org Receiving Funding
  • Type – parent budget or sub-budget

The following image shows an example of this area, with the Parent budget selected by default, and one of the two sub-budgets selected.

advance select budgets to extend

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 Access & Roles section and the Comments & History section are the same as that for a new advance request.

The Comments & History section displays entries for events in the advance request process. You can also add a comment at any time.  The entries display in reverse chronological order, so the most recent one is first.

The following image shows an example of this page for a fully processed advance.

advance comments and history

The table columns are:

  • Action Taken – the event that created the entry; described in the following table
  • Timestamp – the date and time of the event
  • Name – the user whose action triggered the event or who manually added a comment
  • Comment – the text of the comment, either system-generated or user-entered

Note: not all actions have comments. For those entries, a dash will appear in the Comment column.

When an advance is editable, you can manually add a comment by selecting the Add Comment button above the table, as shown in the following image.

advance comments and history add comment link

A dialog will display. As you start entering your comment, the Add Comment button in the dialog will be enabled. Select it to save your comment. You can only delete your own manually added comments. Select the trash can icon to the right of the comment to remove it.

You can also add a comment from anywhere within the advance by selecting the “more actions” (3 stacked dots) icon at the far left of the header, and choosing Add Comment.

Event Entries

The system will add an entry for the events described in the following table. The “comment type” column indicates if there will be any comment text, and if so, whether it is system-generated or user-entered.

History Event Event Trigger Comment Type
Created request Clicking “Select” button next to eGC1 (none)
Submitted for routing Clicking “Submit & Route” button on Review & Submit page System-generated
Resubmitted for routing Clicking “Submit & Re-route” button on Review & Submit page after a return User-entered and required
Delegated PI Approval When PI node is approved User-entered and required
Approved and certified PI clicking “Approve & Certify” button in approval modal (none)
Approved Clicking “Approve” button on Request Summary page of routing advance (none)
Returned Clicking “Return Request” button in return modal of an advance User-entered and required
Withdrawn Clicking “Withdraw” button (none)
Added ad hoc approver Clicking “Add ad hoc Approver” button in add approver modal User-entered and optional
Removed ad hoc approver Clicking “Remove Approver” button on the ad hoc approver’s workflow graph node User-entered and optional
Commented Clicking “Add Comment” button on the Comments & History page, or by selecting “Add Comment” from the “more actions” menu in the advance header User-entered and required (to complete process)
Assigned budget number(s) GCA reviewer clicking “Assign Budget Number(s)” button System-generated
Campus notified GCA reviewer clicking “Assign Budget Number(s)” button (none)
Extension requested Clicking “Extend Advance” or “Request to Extend Advance” in the extension modal (none)
Extension processed GCA reviewer clicking “Mark Budget Updated” button in extension request alert (none)
Extension denied GCA reviewer clicking “Deny Extension” button in deny extension modal User-entered and required


The Non-Fiscal Compliance section displays the Human Subjects and Animal Use compliance questions and responses.

A Copy Page Link button displays to the right of the page title. Use this to capture the page’s URL to share with a colleague for review.

There are two response tabs:

  • Current Responses
    • Displays the responses from the associated application at the time the advance is created. You have the option to edit those responses, as described below. This tab is selected by default.
  • Responses from older eGC1s & advances
    • Displays a read-only view of the responses from related items.

Current Responses

This tab displays two expandable sections: Human Subjects and Animal Use. You can expand one section at a time by clicking on the blue caret to the left of the section name. Each section shows the questions and current responses from the associated application’s Non-Fiscal Compliance page.

When a section is expanded, there is a Close link at the lower left, and a Next or Previous Section link at the lower right for navigating between the two sections.

The Human Subjects section displays the current responses from the associated application for the HS-1 question, with HS-1A and HS-1B (if HS-1 was answered Yes), and the HS-2 question. You can add IRB Application Details, if known, which OSP will be able to view.

The Animal Use section displays the AU-1 question and current response. You can add protocol details, if known, which OSP will be able to view.

At the bottom of the page, below the Current Response sections, there is a check box and the statement “I have reviewed these responses and confirm they are accurate and up-to-date.”  You must check the box to fully complete the Non-Fiscal Compliance section of the advance.

Editing Responses

At the far right of each section is an Edit link. Select this link to update the responses. The section will become editable, displaying the current response. When you make a change, messages will appear at the bottom of the screen: first “Updating your responses – this might take a moment…”, then “Finished updating responses”.

When you change a response, a “Reason for change” text box will display. Use this to explain the changes you are making. In some cases, when you change a value from No to Yes, you will see additional questions that need to be answered. You may also be prompted to add IRB Application (Human Subjects) or Add Protocol (Animal Use).

When you first select the Edit link, the link changes to Done. Select Done to save any changes you have made and return to the read-only display. You can leave the section as editable, and select the Done link at another time. Your changes will need to be saved in order to complete the section.

Responses from older eGC1s & advances

The second tab for this section displays the responses from related items.

The associated eGC1 displays in an expandable section. Selecting the eGC1 number will open the application in a new tab/window. The text (Original Responses) follows the eGC1 number. Below the number is the text Item last edited with the date.

Use the blue caret to the left of the application number to expand/collapse the section. This will display five collapsed sub-sections, one for each of the eGC1 Non-Fiscal Compliance question sets:

  • Human Subjects
  • Animal Use
  • Environmental Health & Safety
  • Equipment & Materials
  • Data & Technology

You can expand each section to see a read-only view of the responses.

Note: For a renewal advance request, the most recently updated award compliance responses will display.

The following image shows the application section expanded, displaying the compliance sub-sections.

non-fiscal compliance e G C one responses

Use this section to manage any additional attachments that explain your request. For example, timeline correspondences with the sponsor and notices of award.

You can:

Add Attachments

You have the option to drag and drop files or browse for them. The following image shows the section.

advance supporting attachments page without any files

Note:  An attachment cannot be larger than 100MB in size.

Once you have uploaded a file, a table will display below the drag and drop section.  Each file added appears in its own row in the table.

The columns are:

Field Value
Icon: blue caret Select to expand or collapse the row. Default view is collapsed.
File Name The name of the uploaded file
Type Use the drop-down menu to choose the appropriate type:

  • Agreement Document
  • Internal (UW) Document
  • Correspondence with Sponsor

Note: The Cost Share Addendum type cannot be selected on this page.

Description Enter a description of up to 255 characters
Attached On Displays the date and time
Icon: trash can Click to open the delete attachment dialog

Select the blue caret to the left of the File Name to see version information. The entry indicates this is Version 1, followed by the filename and attached date/time. Below that is a text field where you can enter an optional Version Comment, up to 255 characters. The following image shows the expanded view.

advance supporting attachment added with comment

Replace Attachment

When your advance is in either Withdrawn or Returned status, you can update any attached files. In the table of attachments, the icon at the far right is a 3-dot more actions menu, in place of the trash can. The menu options are:

  • Replace file with newer version
  • Delete attachment

The following image shows the menu choices.

advance attachment table with expanded options menu

To replace a file, select that option from the menu. A dialog will display, as shown below, where you can upload the newer version of your file.

advance attachment replacement dialog

Once you have added the newer version, you can expand the row and add a comment for the revised file. The expanded view will show all versions of the attachment, with the most recently added version at the top. The following image shows an example.

advance attachment versions

Delete Attachment

When your advance is in Composing status, the icon at the far right of an attachment row is a trash can. Hovering your mouse over the icon displays the text “Delete file”. Select the icon to open the confirmation dialog.

When your advance is in Withdrawn or Returned status, a 3-dot more actions menu displays with an option of “Delete attachment” which opens the confirmation dialog.

In the dialog, shown below, select Cancel or the blue X to close it and retain the attachment, or select Delete File to remove the attachment.

Note: When you have an attachment with more than one version, choosing to delete will remove all versions.

advance supporting attachments deletion dialog