Tag Archives: Advance Budget Request

An Advance Budget Number Request is made for a specific eGC1. You must be an owner of the eGC1 or have Read/Write access to create an advance. The owners of an eGC1 are the PI, Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer, and Budget Preparer (if the eGC1 has a linked budget). You can request access to an eGC1 from a current owner or someone with Read/Write access.

Global Editors

If your only access to an eGC1 is through the Global Edit ASTRA role, then you need to add yourself to the eGC1 first. Open the eGC1 (from the Approvals tab) and use the Contacts & Access page to assign yourself direct access (or change the preparer or a contact, if appropriate). You can then create an advance.

The steps to do this are:

  1. Find and open the eGC1 on the Approvals tab.
  2. Go to the Contacts & Assign Access page.
  3. Click the Add Another User link in the Access section.
  4. Add yourself to the eGC1 with Read Write access.
  5. Save & Close the eGC1.

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
  • 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 with only read 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

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.

advanced search for budget advances

Search Criteria

Field Description
Advance Number 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
  • Smit
  • Smith, J
  • Smith, John

You must enter at least 2 letters.

Short Title Enter any of the words or string of letters contained in the Short Title. You must enter at least 3 characters.
Budget Number Enter all 6 digits with hyphen (##-####) of the budget number.
Sponsor Name Enter any of the words or string of letters contained in the sponsor name. You must enter at least 2 characters.
eGC1 Number 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.

Results List

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 a partial results list.

advance budget request advanced search results

The My Advance Requests page displays your existing advance requests, allows you to search for an existing advance or start a new request for an advance.

By default, the list displays advances in Composing, Returned, Withdrawn, and Denied statuses. You can use the status check boxes or the “select” links to filter which item statuses you want to display. The links are: Select Routing, Select Returned, Select All, and Default View.

The following image shows the My Advance Requests page header with the default statuses selected.

my advance requests page

You can use the Advanced Search link to find advance requests that match specific criteria.  The How to extend an Advance provides help on creating an extension. The Request Advance button starts the process of creating a new advance request.

The statuses for an advance request are:

Status Description
Composing Newly created, but not yet submitted for approval
Routing Submitted and routing for approval
In GCA Being reviewed and processed by GCA
Processed Processing finished by GCA and a budget number assigned
Returned Returned from routing by an approver
Withdrawn Withdrawn from routing by an advance owner/editor
Denied Denied by GCA; only applies to extension requests

The advance requests display in descending order by Date Created, so the newest one is at the top of the list.  The data columns, left to right, are:

  • Advance # – unique identifier, select this to open the advance
  • Type – values are: New, Renewal, Extension
  • eCG1 # – the associated eGC1
  • PI Name – the principal investigator’s name
  • Sponsor Name – the sponsor from the eGC1
  • Status –  the current status
  • Date Created – the date this advance was created
  • Budget # – the budget number assigned by GCA
  • Options – when applicable, an Extend link displays which opens an extension request for the advance. This applies to processed advances that have a start date within the past 18 months.

Clicking on a column header will sort the list by that value in descending order. Clicking a second time will reverse the sort. Note that the Type and Options columns cannot be sorted.

Your list will only include advances that you have direct access to as an owner or collaborator. Access to an advance 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 in order to create an advance budget request. To update your 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 assign yourself Read Write access.

November 2012 SAGE Maintenance Release

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

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.


  • 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.