• Tags
• ASR
• Award

• Connect your award budget breakdown from an existing SAGE Budget
  • Create your SAGE Budget
  • Connect your SAGE Budget
• Change the connected budget
• View the award budget by period details
• View object class and spend category details

A SAGE Budget is required for all Award Setup Requests (ASR), and is connected to the ASR on the Budget and Award Lines page. You can learn more about creating a SAGE award budget on the SAGE Budget Resources page. Note that Clinical Trial budgets reviewed by the UW CTO do not need to contain any amounts, only the necessary data needed for Workday award setup, as outlined in the Creating a Clinical Trials Budget for SAGE Awards job aid.

Connect Budget Breakdown from SAGE Budget

Your SAGE award budget identifies how you would like your awarded funds to be set up in Workday. A SAGE Budget is required as indicated by the red asterisk.

Create your SAGE Budget

Create a new award budget in SAGE Budget or copy and modify an existing SAGE Budget. The level of detail required for the award budget should be tailored to the sponsor’s requirements and campus unit needs. Award budgets are often less detailed than proposal budgets. It is usually simpler to create a new award budget from scratch.

Review the Quick Tips for Simplifying Your Award Budget in SAGE job aid for more information.

Ensure the Sponsor Total on the General Information page matches the Budget Total on the Budget and Award Lines page of the ASR; otherwise, you will be unable to route your award.

Note: Since the “Primary Worksheet’s” name integrates into Workday as the Grant Name, it is best to title the “Primary Worksheet” as you want it represented in Workday.

Connect your SAGE Budget

Once you have created your SAGE award budget—with amounts and periods that match your notice of award—connect your budget to the Award Setup Request. In the Search for a budget box you can type a budget title, budget number or PI last name to display all eligible budgets matching your criteria.

Note: Eligible budgets include SAGE Budgets that are not currently connected to an eGC1 or another ASR.

The following image shows the search box:

Next, select your budget from the results list:

After your budget is connected, the following information will display:

• Budget name and BudgetID.
• Open Budget button.
  • This opens the connected SAGE Budget in a new browser tab.
• A list of the Period(s) connected with start date and end date.
  • SAGE will automatically select Period 1.
  • Select any additional periods authorized by your sponsor.

Note: Any changes made to your SAGE Budget will sync to the Award Setup Request form, until the Award Setup Request is submitted. Changes can also be made to the budget when the ASR is in Returned status.

SNAP Award Period Setup: To streamline the SNAP award process and eliminate the need for temporary budget extensions, SNAP awards will be set up for the full anticipated duration of the award. Therefore, select all budget periods at time of ASR. However, also note that only period 1 should contain amounts. Future periods should contain $0, until the supplemental modification comes through for the next period. Review NIH SNAP: A Detailed Guide for Completing the Award Setup Request in SAGE for more details.

Note: You will be required to ensure the connected budget start and end dates align with the General Information page before submitting.  When the dates do not match, you will see the following validation message at the top of the Budget & Award Lines section.

Change the Connected Budget

You can change the connected SAGE Budget if the status is:

• Composing
• Returned, but only if OSP has not approved
• Withdrawn (available only when routing to an ad hoc approver)

A Change Budget link will display to the right of the Open Budget link, as shown in the following image:

Selecting this link will open the Change Budget? dialog window. You can search for the desired budget by budget title, BudgetID number, or PI.

The following image shows the dialog window:

Select your budget from the results list and select the Change Budget button. The page will update to reflect the updated information.

View the Award Budget By Period

The Award Budget By Period portion of the Budget & Award Lines form section includes a tab for each period selected, with its description, and an “All Periods” tab on the left if more than one period was selected.

To the right of the section are three buttons:

• Expand Budget: opens the Award Line Details sections for the entire budget.
• Collapse Budget: closes the Award Line Details sections for the entire budget.
• Customize Details View: allows you to customize your view of budget data by toggling Object Class Details and Award Line Details on or off. Whichever setting is applied in the Budget and Award Lines section is also displayed in the Review & Submit section.

The following image shows these buttons with the Customize Details View expanded:

As you scroll down to view the details of your budget, the Expand Budget and Collapse Budget buttons will continue to be visible.

The following image shows the collapsed view of a budget with a single award line.

Each SAGE Budget worksheet will show as a row on the ASR Budget page. The first row is the Primary Worksheet.

The first column, Worksheet / Award Line, displays the following information:

• Worksheet Title
• F&A Rate
• Base Type
• Location
• Sponsored Program Activity Type

Selecting the blue caret (>) to the left of the worksheet title displays the Object Class with Ledger details and the Award Line Details section for that individual award line. See detail below.

The remaining columns display the costs for that category:

• Total Direct Costs
• Costs Subject to F&A
• Total F&A
• Fees
• Total Costs

For a single Period, there is a Period Total row. For the All Periods view, there are Budget Total, Sponsor Awarded Total, and Difference rows.

Important: The Difference row compares the amounts between the Budget Total Costs and the Sponsor Awarded Total on the General Information page. Any difference is expected to be resolved prior to submission or you can expect a return. Review the Guidelines for a Budget Difference Between the SAGE Award Budget and the Sponsor Award job aid for tips on reconciling the difference.

Object Class and Spend Category Details

This section displays when the Expand Budget button is selected. It shows a breakdown of the ASR’s linked budget amounts by the categories that will integrate to the Workday plan. The amounts are aggregated by Ledger, Object Class, and Spend Category for each award line and period.

The following image shows an example of this section:

Award Line Details

The Award Line Details section represents information that will integrate to Workday from SAGE Budget and the ASR. Some details like Terms and Conditions are entered by OSP and GCA, and will only be visible to campus once those units have taken their actions. This is a good opportunity to review the details that will comprise the award lines and grant details in Workday, prior to integration.

General Information/Terms & Conditions

• Carryover
• CFDA Number
• Cost Center
• Disposition of Balance
• Letter of Credit Document ID
• Line Type
• Grant Hierarchy
• Revenue Category
• Special Conditions
• Spend Restrictions
• Sponsored Program Activity Type
  • Note: not required if the sponsor is the Royalty Research Fund (RRF)

F&A Details

• F&A Cost Rate Type
• F&A Rate Agreement
• F&A Explanation

The following image shows the Award Line Details.

• Tags
• ASR
• Award

• • Review and Submit Alerts
    • Budget & Award Line Alerts
      • Missing Required Information
      • Mismatched Totals
    • Subaward Cost Alert
    • Return Reason Alerts
  • Submit & Route your ASR
  • Request Summary
  • Withdrawing an Award

  The Review & Submit page is visible when your request is in composing, returned, or withdrawn status. Reviewing this information before submitting allows you to confirm if your request is complete.

  • For more information, see What is a complete ASR?
  • Using the Checklist: Award Setup Request – Steps for PI/Campus can also help you identify whether your request is complete.

  The Review & Submit page:

  • Displays a read-only summary of the information entered for each section.
  • Allows you to Submit & Route your completed award when in “Composing” status.
  • Allows you to Resubmit & Route your award when in “Withdrawn” or “Returned” statuses.

  The following image shows this page with the General Information section expanded:

  

  Review and Submit Alerts

  The Review and Submit page will display alerts at the top of the page to indicate any section where required data is still missing and which field(s) to complete.

  The following image shows an example of the alert message for incomplete sections:

  

  Budget & Award Line Alerts

  Missing Required Information

  To capture missing information related to the connected SAGE award budget, you will see alerts on both the Review & Submit page, as well as the Budget & Award Lines page of the ASR. The Review & Submit page will display a more generic message “You are missing one or more fields in your budget worksheet(s).”

  

  When you go to the Budget & Award Lines page, you will see an alert to “Expand your worksheets to see missing required information you will need to complete before you can submit this request.”

  You will also see the yellow alert on the specific worksheet that contains the missing information. When you expand the worksheet, you will see the specific detail in need of correction. Missing details that may need to be provided within the expanded worksheet section include: missing PIs, Cost Centers, Security Grant Hierarchies, and F&A details.

  

  Mismatched Totals

  If the Sponsor Total on the General Information page does not match the Budget Total on the Budget & Award Lines page of the ASR, you will be unable to route your award.

  Alerts will display on both the Budget & Award Lines page and the Review & Submit page.

  Subaward Cost Alert

  Award budgets require each subaward to have its own separate worksheet in SAGE Budget. If instead you entered the subaward amount on a primary or internal worksheet as a 03-62 expense, the alert in the ASR will indicate “Your budget contains at least one subaward cost. Award budgets require subawards set up as a Subaward Worksheet. Remove 03-62 Outside Services—Subcontract (Proposal Budget Only) costs from your worksheet(s) and create new Subaward Worksheet(s).”

  The following image shows an example of the alert:

  

  Return Reason Alerts

  If an ad hoc reviewer, OSP, or GCA returns the ASR to you, you will see who returned the item, along with the Return Reason, displayed on the Review & Submit page as an alert. You will also see this same information in the Comments & History section.

  

  Submit & Route your ASR

  The Submit & Route button at the bottom of the Review & Submit page is enabled once you have entered all required data.

  The following image shows the Submit & Route button:

  

  Selecting Submit & Route will start the routing and approval process for an Award Setup Request in “Composing” status and change the request’s status to “Routing.” The system will re-validate all required fields.

  If you are working with a “Returned” or “Withdrawn” request, the button will say “Resubmit & Route” instead.

  

  When you select the Resubmit & Route button for an award in “Returned” status, a dialog will display. Once you have entered your comments, the Resubmit & Route button will become active. The dialog, with a comment and active button, is shown in the following image.

  

  Upon submit/resubmit, the left navigation menu will now display the Request Summary, rather than the individual award sections.

  Request Summary

  The Request Summary page displays for Award Setup Requests in the following statuses:

  • Routing
  • OSP Setup
  • OSP Assigned
  • GCA Assigned
  • Denied
  • GCA Workday Setup

  The menu on the left will include a link for the Request Summary instead of the individual sections. The page displays the details for each of the award sections as view-only for review.

  The following image shows the sections available in the left-navigation menu of the Request Summary page along with some request details:

  

  Withdrawing an Award

  If you have chosen to add an ad hoc department reviewer to the approvals, while your award is in “Routing” status, you can withdraw it to make updates if you have edit access and are not also an approver. A Withdraw Request button will display at the bottom of the Request Summary page, as shown in the following image:

  

  Selecting this button will move your award to “Withdrawn” status and make it editable. It will also add an entry to the Comments & History section.

  In the Approvals section, the approval flow will reflect the change in status. A node will indicate who withdrew the request, along with the date. The final node will display “Withdrawn,” and any unapproved nodes will be marked as canceled.

  Withdraw capability is not allowed while the request is in “OSP Assigned” or “GCA Assigned” status, since the units may be actively working on the request.

• Tags
• ASR
• Award

The General Information section contains basic information about your Award Setup Request. Any fields that are required are noted.

The sections are:

• Award Overview
• Sponsor Details
• PI & Department

Award Overview

You will want to have your Notice of Award (NoA) readily available when you are completing this section.  The dates and amounts entered here must match those on the NoA, or you will risk the request being returned by OSP.

• Short Title (required): This field is auto-populated from the application eGC1, it is an editable field.
• Full Title (required): This field is auto-populated from the application eGC1, it is an editable field.
• Period 1 Start Date (required): Must match the Notice of Award.
• Authorized Period End Date (required): Must match the Notice of Award.
• Sponsor Total for Spending Period: This must match the total amount listed on the Notice of Award and on the accompanying SAGE Award Budget.
• Estimated Award End Date: found on the Notice of Award.
• Sponsored Program Activity Type (SPA) (required):  Select appropriate SPA type from the drop-down menu.  Available selections align with GIM 13 Activity Types. Note that the SPA selection is based on the originating sponsor type for federal vs. non-federal distinctions.
• Clinical Trial Phase (drop-down menu)
  • Values: I, II, III, IV, Other, None: Found on the Notice of Award. Review defining clinical research for more information on clinical trial phases.
• Sponsor Award Issue Date: Found on the Notice of Award.
• Sponsor Award Number: Found on the Notice of Award.
• Non-Monetary Award (toggle)
  • Select the toggle when the sponsor has issued a non-monetary award or an award with a non-monetary component, such as a dollar-valued in-kind contribution or an equipment non-monetary award.
  • When toggle is selected the Non-Monetary Award Amount field will display. Complete this field with the value of the in-kind or equipment contribution.

Sponsor Details

• Sponsor (required): This field is auto-populated from application eGC1, it is an editable field.  Check your Notice of Award to determine if the Sponsor for the award is different than the one at the time of proposal.  Sponsor accuracy is very important to Workday setup.
  • If you are attempting to change the sponsor on the ASR and do not get results from your search, that indicates that the sponsor may need to be setup in UW’s funding entity core data management (FECDM) system. Click the link on screen to Request Sponsor Setup in FECDM (Funding Entity Core Data Management).”
  • Sponsor Type: this is not an editable field.
• Bill to Sponsor: This is an editable field.
• Funding originates from a different entity than the sponsor listed above (flow-through). Select the toggle to display the following fields:
  • Originating (Prime) Sponsor (required): Auto-populated from eGC1.
  • Originating (Prime) Sponsor Type: This is not an editable field.
  • Originating (Prime) Sponsor Award Number: This is not a required field, it is an editable field.
• The sponsor has a deadline for accepting the award.
  • Use this only when the sponsor has specified a deadline for receiving the signed award to provide funding. Upload the required documentation of the deadline from the sponsor in the Supporting Attachments section.
  • Select the toggle to display the following fields:
    • • Deadline for Accepting Award Date (required)
      • Instructions for where data source can be found in the Notice of Award.

    

    PI & Department

    • Cost Center (required): search by department/unit name, Cost Center name or number.
    • Principal Investigator: display only (from eGC1)
      • If the PI has changed since the time of proposal, before you submit an ASR with the previous PI, follow Guidance on Requesting a Change of PI after Proposal up to Time of Award

    

    Select the Next Section button at the bottom right of the page to navigate within your Award Setup Request.

• Tags
• ASR
• Award

• SFI Disclosure Requirement
• FCOI Training Requirement

Use this section of your award to review the Significant Financial Interest (SFI) and Financial Conflict of Interest (FCOI) Training status of the investigators on the associated eGC1 application. The table lists each investigator, their role, SFI disclosure submission status, and FCOI training status. If any investigators are not up-to-date, an alert appears above the table. The green check marks will indicate at a glance if training and disclosures are up-to-date.

SFI Disclosure Requirement

An investigator’s disclosure status is either “Up-to-date” or “Disclosure Required”. Each investigator must have completed an SFI disclosure in FIDS for the associated eGC1 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. The investigator’s disclosure history is viewed on the eGC1 PI, Personnel, & Organizations page by clicking the Investigator Disclosure History link.

FCOI Training Requirement

If the eGC1 application’s sponsor, regulations, or other terms and conditions require FCOI Training, 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”. The investigator must be notified about the training requirement via email from OR. Please review GIM 10 for additional information.

Below the table is a link to the parent eGC1 application’s PI, Personnel, & Organizations page where you can update the list of investigators. If you make changes, the award will automatically update.

The following image shows an example of an investigator who is not up-to-date for neither SFI disclosure nor FCOI training.

• Tags
• ASR
• Award

Select each of the following for information about the Award Setup Request Header and Navigation:

• Award Setup Request Header Elements
  • “More Actions” Menu
• Award Setup Request Form Sections
  • Previous and Next Section Buttons for Navigation
• Navigation Display by ASR Role and Status

Award Setup Request Header Elements

At a glance, the header contains the following information, reading from left to right:

• A blue arrow that returns you to the task list
• “New Award Setup Request” default title
• Request ID: prefix ASR with unique 6 digit number
• Request Application (eGC1) ID with link to open
• Award Activity: Workday Award ID
  • Note: The Workday Award ID is only visible if the award is Processed or is associated with a Processed Advance.
• Request Status (Composing, OSP Setup, etc.)
• A “More actions” menu (3 vertical blue dots). Choices vary with status:
  • Add comment
  • Change Request Application (eGC1)
  • Delete request. Note: ASR’s created by OSP cannot be deleted.

More Actions Menu

The menu choices vary depending on the status of the Award Setup Request.

Add Comment

Select “Add comment” to include a comment which will be displayed in the Comments & History section. Enter your text in the comment box and then select the Add Comment button.

Click Cancel or the X (in the upper right) to close the dialog window without adding a comment.

Change Request Application (eGC1)

Select “Change Request Application (eGC1)” to replace the eGC1 application currently associated with the Award Setup Request with a different awarded eGC1.

Note: Changing the associated awarded application will update and, in some cases, remove appropriate data in the Award Setup Request.

The values updated from the newly associated application are:

• Short Title
• Full Title
• Sponsor
• Bill To Sponsor
• Originating Sponsor
• Principal Investigator (PI)
• Award Preparer
  • Add or update the award preparer on the Access & Roles of the ASR

Delete Request

Select “Delete request” to remove the Award Setup Request from the system.

Click Cancel or the X (in the upper right) to exit the dialog window without deleting the request (keeping the Award Setup Request).

Note: ASR’s created by OSP and in composing status cannot be deleted.

Award Setup Request Form Sections

On the left side of the page is the navigation menu to access the form sections. The section being displayed will be highlighted. Click on any section name to navigate to that section.

• ASR General Information
• ASR Budget & Award Lines
• ASR SFI & FCOI
• ASR Review & Submit
• Awards Supporting Attachments

Below the Form Sections are links to Awards Approvals, Awards Access & Roles, and Awards Comments & History.

Previous and Next Section Buttons for Navigation

At the bottom of each section a button for the Previous Section and the Next Section will appear, as appropriate.

Navigation Display by ASR Role and Status

The form sections that display will vary depending on user permissions and request status. For example, only Approvals, Access & Roles, and Comments & History are viewable to campus users on an ASR that has been submitted and is in OSP Assigned status. The following table lists what sections display for each request status.