After you complete the Advance Budget Request Form, you need to route it for departmental approval and then submit it to GCA for final approval.
To complete your request, click Complete on the left navigation menu. SAGE will validate all the required information, and if there are no errors, begin routing the request.
If there is information missing, a list of validation errors will display at the top of the page. Once you have fixed the errors, click Complete again to move the advance into Routing status.
In the Advance Details section, the Request Date will change from N/A to the current date, and the Last Action Taken will change from Created to Campus Completed, as shown in the following image.
To submit your request to GCA for processing, select Print Final on the left navigation menu. This will display a PDF version of the Advance Budget Number Request form in a new browser window or tab. Print this page.
Follow the instructions, included below, on the printed form and send the signed copy to GCA.
Instructions: Print this form, obtain appropriate signatures, scan and submit the request to Grant & Contract Accounting. If you already have a budget number, please submit through GrantTracker’s “Advance Bgt” topic. If not, please attach it to an email and send to firstname.lastname@example.org. When submitting electronic copies, please retain the original form in your department files. Questions? Call 206-616-9995.
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.
||The system-generated unique number for this advance.
||The completion date for the advance. The initial value is “N/A.”
||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.
||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.
||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
||Enter the budget number for a type of Extension or Supplement
||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.
||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.
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.
To create a new Advance Budget Request, start at the My Advance Requests page.
Note: You can only create advances for eGC1s that you have access to. Be aware that not all sponsors allow advances. For example, NIH will not allow an advance if the research involves Human Subjects or if it is more than 90 days prior to the start of the research.
The following image shows the Create New Advance button, located at the right of the status check boxes.
Select Create New Advance.
An eGC1 search page will display. Enter the number of the eGC1 to be associated with the Advance Request, or other identifying search criteria, and then click Search. You will see a list of the eGC1s to which you have access that match the criteria you entered. Use the Reset link to clear all of the criteria values, if needed.
The following image shows the eGC1 search page.
The eGC1 for an advance must be in Approved or Awarded status to be eligible. By default, all eGC1s are ineligible until OSP marks them as eligible. On the results list, those eGC1s that are eligible will have a Select button. The following image shows a results list, with some eligible eGC1s.
When you select the eGC1, an advance request form will display, and will include information copied from the selected eGC1.
You can use any combination of the search criteria to locate advance requests to which you have authorized access. More specific searches will return fewer results. The criteria are described below.
The Reset link clears any values in the critera fields.
The following image shows the advanced search page.
||Enter the entire advance number with or without the preceding “ADV”.
|PI Last Name
||Enter all or the beginning of the last name or the last name plus first initial or the last name plus the first name. For example:
- Smith, J
- Smith, John
You must enter at least 2 letters.
||Enter any of the words or string of letters contained in the Short Title. You must enter at least 3 characters.
||Enter all 6 digits with hyphen (##-####) of the budget number.
||Enter any of the words or string of letters contained in the sponsor name. You must enter at least 2 characters.
||Enter the entire eGC1 number, with or without the preceding “A”.
|Org Receiving Funds
||Enter the beginning portion or the entire organizational code as listed in the FIN Index. You must enter at least the first 3 numbers.
||Select a type to limit the results.
- New Advance Budget Number
- Renewal of a Prior Budget Number
- Advanced Budget Extension
- Advanced Budget Supplement
Once you have entered the search values, click the Search button to display all the matching advance requests. The number of results displays on the far right above the list.
The list contains the same columns as the My Advances page. To open an advance request, click on its number. The following image shows an example results list.
The My Advance Requests page displays your existing advance requests. Your list will include only those advances where you have direct access as owner, or have read-only or read-write permissions.
By default, just those in “Composing” status display. You can adjust what appears on the list. The following image shows the My Advance Requests page with all statuses selected.
The advance requests display in descending order by Date Created, so the newest one is at the top of the list. To open an advance, click on its number.
You can use the status check boxes to select which item statuses you want to appear on the list. Statuses are Composing, Routing, In GCA, and Processed. There are also “select” links to easily adjust the list: Select Composing, Select Routing, or Select All.
Permission to access an Advanced Budget Request initially originates from the parent eGC1.
- If you are an owner of the parent eGC1 or you have assigned access, you can open an Advance Budget Request for that eGC1.
- If you are a Global Editor, you first need to have direct access to the eGC1 to create an Advance Budget Request. To give yourself the needed access, start on the Approval Flow page of the eGC1. Click on the View eGC1 link to open the eGC1. On the Contacts & Assign Access page, use the Add Another User link in the Access section to add yourself with Read Write access.
The statuses for an advance request are as follows:
||An advance request that was created, but not yet “Completed.”
||An advance request that has been “Completed” and is waiting to be reviewed by the office of Grant and Contract Accounting (GCA). The review will occur when GCA receives the signed paper copy of the advance.
||An advance request that is being processed by GCA.
||An advance request that GCA has finished processing and assigned a budget number.
When GCA establishes an Advance Budget Number for a project, the system sends an email notification to the Principal Investigator, eGC1 Administrative Contact, eGC1 Pre‐Award Budget Contact, and the Advance Administrative Contact. The budget number will also display in the column at the far right of the My Advances tasklist.
You can use the Advanced Search link to find advance requests that match specific criteria.
The Create New Advance button starts the process of creating a new advance request.
When the sponsor notifies a Principal Investigator (PI) of an award, the PI or research administrator can request authorization to spend a limited amount of money on an Advance prior to the receipt of an executed award. The sponsor must allow pre‐award funding and the department must also approve it. The UW authorizes an advance through the assignment of an Advance Budget Number to a project.