Tag Archives: Advance Budget Request

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 choice is
    • 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

A Principal Investigator (PI) or Research Administrator (RA) can request authorization to spend in advance of the receipt of an award or setup of an award in UW systems. The sponsor must allow pre-award funding and the department must guarantee these expenditures if an award does not come through. The UW authorizes advance spending through the assignment of an advance budget number.

Review GIM 09 Advance Budget Numbers.

 

The General Information section contains basic information about your request. All of these data fields are required.

Field Description
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.
(clock icon) Cumulative duration, system calculated
Reason for Request Explain the reason for this advance request. You can enter up to 300 characters.
Organization Code Receiving Funding on Advance Defaults to the Org Receiving Funding of the associated application. You can edit the value.
Organization Guarantee Budget Number Enter the department’s six digit budget number.
Activity Location Select the location from the drop-down menu. Choices are:

  • APL
  • South Lake Union Campus
  • Off Campus
  • On Campus
  • Research Vessel
  • Wa Natl Primate Research Center  (WaNPRC)
  • Harborview
  • 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 budget’s Primary worksheet’s F&A rate
  • 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)
  • Custom…

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.

The following image 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.

advance general information secton

The Cost Share section displays, by default, the F-3 question and current response from the associated application’s Budget & Fiscal Compliance page or the most recent response from a processed advance for the same associated application.

The following image shows this default view.

advance cost share current tab

If the response to F-3 is “Yes”, a cost share addendum attachment is required. 

Note: Renewal advances require a response to an additional question if F-3 is “Yes”:  “Will there be any changes to cost share during the next budget period?”  Review current cost share setup in the eFECS Cost Share Summary (ASTRA access required.)

If the response is “Yes” to changes, an updated cost share addendum attachment will be required.  If the response is “No” to changes, the original cost share addendum attachment is required.  

Select the Edit link to update the response.  The link will change to a Done link, which when selected, will save any changes and return you to a read-only display of the data.

If you change the response from No to Yes, a Reason for change text box will display and you will need to upload an up-to-date cost share addendum, as shown in the following image.

advance cost share edit view

The “Responses from older eGC1s & Advances” tab lists the associated application followed by the text “(Original Responses)”. The date the item was last edited displays on the next line.  Selecting the application number will open it in a new tab.

Use the caret to the left of the application number to expand the section and see the question and response from the application.

advance cost share older responses

This section allows you to manage who has access to your advance, and what level of access. The following image shows this section with some example data.

advance access and roles section

Access Roles

Roles with Owner permissions are listed first in the table, followed by any General Collaborators. The owner rows display in the following order: Advance Preparer(s), Budget Preparer (if applicable), eGC1 Preparer, Pre-Award Budget Contact, Administrative Contact, and Principal Investigator. All owner roles display even if there is no one assigned to that role. Collaborators will display in the order added.

By default, the person who creates the advance becomes the Advance Preparer. The other owners are populated from the associated application and from a connected budget, if applicable. An owner’s organization, email and phone information will display. Anyone with Owner permission can make changes to the advance. A new advance will not have any default collaborators.

A person may have more than one Owner role, but cannot be both an Owner and a General Collaborator. If you try to add an existing person in a role that would conflict, their name would appear grayed out in the search results.

Editing the Access List

Note: anyone who is an Owner or who has Can Edit permissions may update the Access & Roles page of an advance in any status.

Owners

To replace an existing owner, start typing the new person’s name or NetID in the Contacts column for that role, then select them from the results list. The one exception is that the Principal Investigator cannot be changed or removed.

Your advance can have more than one Advance Preparer. To add another, select Add Contact, then choose “Add advance preparer” from the drop-down menu. A new row will be added to the top of the table with the selected Role. Start typing the person’s name or NetID in the Contact column, then select them from the results list.  After adding a person, you can use the Sort by Role link to re-order the list.

In addition, a Pre-Award Budget Contact or Administrative Contact can be either demoted to a general collaborator with edit permission or removed from the budget by using the “more options” menu icon to the far right (three vertical blue dots). Any time you choose “remove” from the menu, a confirmation dialog will display.

An Advance Preparer, if there is at least one other Advance Preparer, can be also be demoted or removed.

General Collaborators

To add a general collaborator, select Add Contact, then choose “Add general collaborator” from the drop-down menu. A new row will be added to the top of the table. Start typing the person’s name or NetID in the Contact column, then select them from the results list. After adding a person, you can use the Sort by Role link to re-order the list.

Use the drop-down menu in the Permissions column to give either View Only or Can Edit access. The default choice is View Only. You can change the access permission at any time. Anyone with Can Edit permissions can make changes to the advance.

General Collaborators can also be

  • promoted to be an additional Advance Preparer
  • promoted to be the Pre-Award Budget Contact or Administrative Contact
    • if the contact role is empty, the collaborator is moved directly.
    • if the contact role is not empty, a confirmation dialog appears to confirm the replacement. The person being replaced is demoted to a general collaborator with edit permission.
  • removed from the budget

This 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 Advance Reviewer Email Notifications and Notification of Processed Budget Requests articles provide information about other advance related email notifications. The SAGE Suite Email Notifications article provide information about other system emails.

Advance Preparer to Investigators

As part of the Advance Budget Request process, an Advance Preparer can notify any investigators that are not up-to-date on either their SFI disclosures or PHS FCOI Training.

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

Email Subject Purpose Sent When Sent To
ACTION REQUIRED: Your completion of a Disclosure for eGC1 A99999 To notify an investigator they need to complete a primary disclosure for the eGC1 before the related Advance Request can be submitted. “Notify” selected under SFI Disclosure Investigator, cc: Advance Preparer
SFI Annual Update Disclosure Required for Advance Request ADV12345 To notify an investigator they need to complete an annual update disclosure so the Advance Request can be submitted. “Notify” selected under SFI Disclosure – Sends the SFI Annual Update Disclosure notification when last disclosure > 12 mos. from current date Investigator, cc: Advance Preparer
PHS FCOI Training Required to submit Advance Budget Request ADV12345 To notify an investigator they must complete the required training before an Advance Request can be submitted. “Notify” selected under PHS Training Investigator, cc: Advance Preparer

Automated Emails to SFI Compliance Officers

The system sends these emails automatically.

Email Subject Purpose Sent When
Advance Budget Number SFI Priority Review Request for eGC1 # – A99999 | PI name – Kris Diaz To notify the compliance officer to re-review the primary disclosure(s) with SFI for the advance’s associated eGC1 The preparer routes the advance AND at least one investigator’s primary disclosure has a status of “Waiting for JIT” or “Review Required” and has SFI
Advance Budget Request Management Plan in place notification for eGC1 # – A99999 | PI name – Kris Diaz To notify the compliance officer to re-review the primary or related disclosure(s) with management plans for the associated eGC1 of a renewal advance. The preparer routes the renewal advance AND at least one investigator’s primary disclosure has a management plan indicated

 

When you are viewing an advance, its Parent Application Details display in a side panel on the right. This panel displays information from the associated application.

The following fields are included:

  • Application Number
  • Long Title
  • Short Title
  • Principal Investigator
  • Org Receiving Funding
  • Sponsor
  • Sponsor Type
  • Flow Through (Yes or No)
  • Originating Sponsor, if Flow Through is Yes
  • Sponsored Prog Activity Type
  • Project Type
  • RFA/RFP/PA Number
  • Funding Announcement Title
  • Funding Announcement URL

The following images show the top half, on the left, and bottom half of the panel.

 

advance parent application details top half advance parent application details panel lower half
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