Tag Archives: Advance Budget Request

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 FCOI Training.

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

Email Purpose Sent When Sent To
SFI Disclosure required 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 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
FCOI Training Required To notify an investigator they must complete the required training before an Advance Request can be submitted. “Notify” selected under FCOI Training Investigator, cc: Advance Preparer

Automated Emails to SFI Compliance Officers

The system sends these emails automatically. Click the link in the Email column to see an example of its content.

Email Purpose Sent When
Advance Budget Number SFI Priority Review Request 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 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

 

New Advance Reviewer ASTRA Role Assignment

All fiscally responsible organizations (Departments, Divisions, Sub-Divisions) selected on an advance request will need to have one or more people designated in ASTRA as an “Advance Reviewerfor the corresponding span of control (Organization Code). Division level reviewers will approve for Sub-Division organization codes. Department level reviewers can approve for division level organization codes, if no division level reviewer has been designated.

You can look up a unit’s ASTRA Authorizer using this tool on the ASTRA website. Select Organization and enter your unit’s 10-digit code.

All ASTRA Authorizers for existing SAGE Division Reviewer and Department/Center Reviewer roles have been granted authority to assign the new Advance Reviewer role.

Note: If an Advance Reviewer has not been designated, the Advance cannot begin routing for review. The ORIS Support Desk will be notified of missing reviewers and will help you resolve the issue. Once a reviewer is designated and approves the advance, the system will automatically route it to GCA.

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

Advance Header

All advances display 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 show an example advance header for a New advance in Composing status.

advance request 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 Request” followed by the request’s unique reference number, in parentheses, with the prefix ADV. For example: ADV25111.
  • The eGC1 number for the Associated Application. Clicking on the application number will open a new tab displaying the eGC1.
  • The Advance Budget number assigned displays for an item with In GCA or Processed status.
  • 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

Navigation Menu

The Navigation Menu lists the sections of your advance. 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 an advance’s left navigation menu, with the General Information section highlighted.

advance budget left navigation menu
To the left of each section name is a circle. Initially, it will be empty. As you add and review the data in a section, the circle will include a checkmark to indicate when you have completed the section.

advance request left navigation menu with checked section

In the list of menu links below, click on any section name to view its related article.

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 the 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.

Advance S F I and F C O I section

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.

When you are logged in to SAGE, but have not been actively using the system for 40 minutes, a dialog message displays indicating that your session will expire in 5:00 minutes. The dialog will continue to count down the time. You have the option to click “Keep Working” to re-activate your session.

If you do not click “Keep Working”, then when the time count reaches zero (0) minutes, your session will expire. Your browser will be redirected to a “session expired” page from which you can log back in to the system you were using. Any unsaved data at the time your session expires will be cleared.

The SAGE system has always timed out after 45 minutes of inactivity. We have now made the timeout more visible so you know that your session has expired, instead of sending you to the tasklist with no explanation.

The following image shows the session timeout dialog, with the time remaining until expiration and the instruction to click “Keep Working” if you want to continue to stay logged in.

sage session timeout dialog

Campus research teams and related central offices use the SAGE Suite electronic research administration system to manage application proposals and related items. The suite consists of three components that access the shared SAGE Suite database.

  • SAGE: System to Administer Grants Electronically – used by campus researchers and administrators
  • SPAERC: Sponsored Projects Administration & Electronic Research Compliance – used by the Office of Sponsored Programs (OSP)
  • SERA: System for Electronic Research Accounting – used by Grants and Contract Accounting (GCA)
  • FIDS: Financial Interest Disclosure System – 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

ACTION WHY / WHEN
Create SAGE Budgets Centralizes data gathering for salaries, benefits, 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.

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 the 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 SERA.
Create subaward requests for awarded applications Used when a research proposal has been awarded and part of the award needs to go to the subrecipients (subcontractors) that are the UW research team’s collaborators. For a new award, a “new” subaward request (SA) is created along with its parent subaward (SC).  For an ongoing award, a “modification” request would be created within the existing subaward (SC).

SPAERC: Sponsored Projects Administration & Electronic Research Compliance

WHO: Office of Sponsored Programs (OSP)

ACTION WHY / WHEN
Review and approve applications OSP reviews the information on the eGC1, such as the sponsor proposal information and compliance questions, after all campus reviewers have approved.  When OSP approves the application, they place it into a new or existing Cycle.
Add Approved applications to a Cycle A Cycle holds a “competing segment” for a research team/project/sponsor combination. It’s a container to keep applications, their related advances, funding actions, admin actions, and subawards together. One cycle can be “related” to another, so that more than one segment is associated.

A Cycle is automatically deleted when the last item in it is removed.

Create various types of Administrative Actions as needed Administrative Actions document various related agreements, adjustments and/or changes, and the finalization of a research project. These actions all appear in the project’s cycle, associated to their appropriate parent item.

Note that all actions (including Funding Actions) start as “unidentified” ones, with a prefix of AA. They are then converted to the specific type needed.

  • Non-Award Agreement (NAA) records a generic agreement not pertaining to funding.
  • Pre-Award Notification (PAN) records a change to the proposed project before the sponsor awards funding.
  • Post-Award Change (PAC) records changes to the project after the sponsor awards the funding.
  • Close Out (CO) records the tracked activities to terminate a project upon completion of the research.
Create Funding Actions (FA) for awards When the sponsor awards an application, OSP creates a Funding Action as a child of the application. Depending on answers to certain compliance questions, the system may apply one or more automatic “holds”.

Once OSP completes the FA (and all holds are cleared), they transmit it to SERA for GCA to establish a budget in the financial system (if not already done via Advance Request).

Process subawards OSP reviews the subaward requests, and negotiates the contract with the subrecipient. The request moves through several statuses until, when the agreement is “fully executed” the request becomes Active. It is automatically “Expired” once the End Date is passed.

SCs and FAs can have a many-to-many relationship. The system enforces that all related FAs and SCs must be within the same cycle.

SERA: System for Electronic Research Accounting

WHO: Grant & Contract Accounting (GCA)

ACTION WHY / WHEN
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 ADV and sets up that budget in the financial system. As part of completing the ADV, the system sends a notification to the requesters.
Process Funding Actions Received from OSP.  GCA adds a budget number, if needed, and sets up the budget in UW financial system. As part of completing the FA, the system sends a notification to the requesters, and the first-level reviewers for the organization code receiving funding.
Process Post-Award Changes Received from OSP. Not all types of PACs are sent on to GCA. As part of completing the PAC, the system sends a notification to the requesters.
Create “Other” items Created as needed for various budgetary processes. These items only appear in SERA.

FIDS: Financial Interest Disclosure System

WHO: Any research personnel designated as an “Investigator” on the PI, Personnel, & Organizations page of the eGC1.

ACTION WHY / WHEN
Create a Financial Interest Disclosure for an eGC1

or

A disclosure for a CoMotion tech transfer agreement or IRB approval

or

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.

Note: only a UW NetID is needed to access FIDS.

This component of SAGE (System to Administer Grants Electronically) allows you to complete an online request for an advance budget number.

SAGE – the System to Administer Grants Electronically – is the web-based system used by faculty, researchers, administrators and staff.

You can stay up-to-date on changes in SAGE (and FIDS) by subscribing to our Office of Research Information Services (ORIS) News.

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.
  • 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 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.
  • Subawards submits a request for a new subaward or a modification of an existing one.

 

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