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November 2012 SAGE Maintenance Release

November 20, 2012

New Features

  • The Advance Budget Number Request form signature disclaimer was modified to show new wording.
  • The Ready to Submit (RTS) field on the Certify & Route page is now required on all eGC1’s.
  • Users will be unable to withdraw the eGC1’s once RTS is answered “Yes” and the eGC1 is at “In OSP” status. They will have to request that OSP return it.
  • A new message will display informing users which OSP person is handling their application in case they need to contact OSP for a correction and return of the eGC1.

January 2012 SAGE Maintenance Release

January 12, 2012

New Features in SAGE

  • The Advance Budget Form has updated instructions. We have created a new Advance Budget Job Aid which you can find on the My Advance Requests page.

Fixes

  • The SAGE Budget wizard can now handle F&A rates correctly for grants which go beyond the agreement dates.
  • On applications which use human subjects and stem cells, you cannot leave comments without choosing a Type on the Compliance Explanations page.
  • SAGE will only copy valid 4th level org codes. Incorrect and expired org codes will be removed from copied eGC1s.
  • In Grant Runner, the PHS398 cover letter Update and View links will now display correctly.
  • You will not be able to select or copy inactive sponsors on your eGC1, and SAGE will remove inactive sponsors from copied eGC1s.

Approving Advances

The approval flow for an advance starts with approvals by the principal investigator, campus advance reviewers, and SFI reviewers (when needed). The advance is then reviewed and processed by Grant & Contract Accounting (GCA). Review: Advance Approval Process.

SAGE automatically routes the advance to the individuals and advance reviewer units included in the approval flow. The system sends email notifications of pending approvals to Advance Reviewers on campus. Review: Advance Budget Request Email Notifications.

Campus advance reviewers can access the advance from the link in their email notification or from the Approvals tab in SAGE. After reviewing, they can approve the request or return it to campus for modifications.

 

Create an Advance Budget Request

Review: Who Can Create an Advance Budget Request.

To create an Advance Budget Request, start at the My Advance Requests page.

The following image shows the Request Advance button, located at the right of the status check boxes.

my advance requests page

Create Advance Request Page

When you select Request Advance, the Create Advance Request page will display. The page has a search section, described below, followed by a list of eligible eGC1s.

An eligible eGC1 is one that:

  • Is in “Approved” or “Awarded” status
  • You have permission to edit
  • Does not have an Application Type of Non-Award Agreement (NAA) or Pre-Application
  • Does not have a child Funding Action with a status of “In GCA” or “Re-sent by OSP” in the same cycle
  • Does not have an advance in a Composing, Routing or In GCA status

The eGC1 list table includes these columns:

  • eGC1 Number
  • Select button
  • PI Name
  • Full Application Title
  • MyResearch Details Link
    • Note: As of July 6, Funding Status and Non-Award Agreement data may be out of sync with SAGE and Workday until MyResearch is remediated. Please use SAGE to review eGC1 and award status until further notice.
  • Sponsor Name
  • eGC1 Status
  • Date Created

If there are more than ten eGC1s, the list will include page numbers at the lower, right of the table.

The following image shows a partial example list of eligible eGC1s.

create advance request list of eligible e g c ones

Search for an eGC1

You can use the search section to limit the list of eGC1s to ones that match the criteria you entered. You can search by:

  • eGC1 Number
  • Short Title
  • Full Application Title
  • PI Name
  • Sponsor Name
  • Org Code Receiving Funds
  • eGC1 Status, selected from the drop-down menu

Click the Search button to see the results list. The total results number displays at the far right of the list. The Reset link clears all of the criteria values.

The following image shows the eGC1 search page.

advance search for eligible e g c 1

If you cannot find the eGC1 you’re looking for:

  • Confirm you have the correct eGC1 number.
  • Review the eGC1 to be sure you have edit access; it will not display items with read-only access.
  • Review My Research to see if the Funding Action is In GCA.  Contact gcahelp@uw.edu for more information.

Select the eGC1

To create the advance click on the Select button for the desired eGC1. The advance form will display and will include information copied from the selected eGC1. Each section of the advance has its own user guide help article.

The system will determine if the advance type will be New or Renewal based on the status of any Funding Actions in the selected eGC1’s cycle:

  • New Advance: Selected eGC1’s cycle has no processed Funding Actions (authorized action of New or Renewal)
  • Renewal Advance: Selected eGC1’s cycle has at least one processed Funding Action (authorized action of New or Renewal)

Exception: When the selected eGC1 is a Competing Renewal, the advance type will be Renewal, even if the eGC1 is in a new cycle without a processed Funding Action.

Automatic Carryover on Award

If the award has an automatic carryover, a warning message will display, as shown below.

create advance automatic carryover warning

The message reads:

Are you sure this award needs an advance instead of a temporary budget extension?

Typically, a temporary budget extension is appropriate for awards with automatic carryover. Please contact GCA at gcahelp@uw.edu if you need help deciding which option is best.

Following the text are two buttons:

  • Request Temporary Budget Extension
  • Request Advance
    • Selecting this opens the Advance Budget request page