Award Setup Requests (ASRs) now provide the following guidance in the Supporting Attachments section: “Please upload all attachments that support your request. Common examples of supporting attachments include correspondence with the sponsor, compliance protocols or approvals, agreement documents and notices of award, and copies of reports.”
Award Setup Requests (OSP & GCA only)
Budget Amounts Display by Workday Ledger, Object Class, and Spend Category
OSP and GCA can now see a breakdown of the ASR’s linked budget amounts by the categories needed for Workday plan setup. The amounts are aggregated by Ledger, Object Class, and Spend Category for each award line and period. This feature allows GCA to more easily enter the amounts needed for the Workday plan, and supports the end of February budget integration release by allowing GCA to preview the amounts that will flow to Workday.
This view is also intended to be made available to campus via SAGE in the future.
Budget Data Toggle
In the ASR budget section, OSP and GCA can now customize their 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 section.
Modification Requests
Start/End Date Labels and Help Text Updates
The Modification Request Form labels in the General Information section have been updated to clarify the dates GCA is requesting.
Current Authorized Spending Start/End Date has been updated to Award Line(s) / Budget Period Start/End Date
Below the dates, the following help text displays for further clarification: “If the sponsor requires financial reports/invoices per budget period, provide the funded period’s start date for new Award Line(s) to be set up in Workday. For a single report/invoice at the end of all budget periods, use the Award Setup Request start date that established the award unless your department/unit prefers new annual Award Line(s) and SAGE Budget periods.”
SAGE Budget
SAGE Budget Alert & Validation for 03-62 (subaward) Line Entries
As an added reminder, SAGE Budget now displays an alert that the 03-62 (subaward) line entry is for the proposal budget only. Additionally, Award Setup Requests that include 03-62 as a line entry will be blocked from submission, and users will be reminded to instead create a subaward worksheet.
Fix: “Do Not Round” budget setting resulting in unexpected rounding
An issue has been fixed where the “Do Not Round” with 0 decimals setting selection was rounding up instead of truncating at the decimal level set by the users.
Fix: Some employee benefits not defaulting for staff entries
An issue has been fixed where some employee benefits were not defaulting in the SAGE Budget personnel section, due to the change from Job Classification to Job Family within Workday. The employee selection now pulls from the new Workday Job Family values.
SAGE Central: Admin Actions (OSP)
Fix: Cost Center changes resulting in multiple codes displayed
An issue has been fixed where changes to the Cost Center Code in an Admin Action were saving multiple times, causing an unexpected display of information.
Fix: Incorrect sponsor saved on add/change
An issue has been fixed where the incorrect sponsor displayed in the Admin Action after changing or adding a sponsor.
Performance Improvements
Error handling improvements
The SAGE team continues to review error logs and address issues that create additional load on the system.
Use this section to easily upload any additional attachments relevant to your award.
The instructions read: “Please upload all attachments that support your request. Common examples of supporting attachments include correspondence with the sponsor, compliance protocols or approvals, agreement documents and notices of award, and copies of reports.”
You can select one or more files, and then drag and drop them or use the Browse for Files link. You can add attachments while your Award Setup Request is in Composing status.
The following image shows the section you use to upload attachments:
Once you have uploaded an attachment, you will see several columns:
File Name – the name of your file
Type – select a value from the menu as shown below – this is a required field
Agreement Documents
Cost Share Addendum
Internal (UW) Document
Correspondence with Sponsor
Non Financial Report
Description – enter a brief description of the file – this is a required field
Attached On – displays the date and time the document was uploaded
Note: The maximum file size is 100MB. A message of “Can’t upload—file exceeds 100MB limit” will display if your file exceeds that size.
The attachments will display in reverse chronological order of their most recent version.
The following image shows a newly uploaded file, with the Type menu expanded and a red exclamation alert for the missing Description:
Selecting the blue caret (>) to the left of the file name will expand the row. Information about the version of the attachment will display, along with a Version Comment field. The following image shows an expanded entry:
Attachments can be downloaded from the Award.
While your Award Setup Request is in Composing status, you can delete an attachment by selecting the blue trash can icon at the far right. This opens a confirmation dialog window, as shown below:
To cancel the process, select the blue X in the upper right, the Cancel button, or simply click outside of the dialog window.
Depending on the status of your request, Review & Submit may be the Request Summary page, which also presents a read-only summary of your request.
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.
Allow you to Resubmit & Route your award, when in Withdrawn or Returned status.
Allows an ad hoc reviewer to Return the request, when in Routing status.
The following image shows this page with the General Information section expanded:
While your award is in Composing status, an alert will display at the top of the page to indicate any required data that is still missing.
The following image shows an example of the alert message for incomplete sections:
If your budget includes any 03-62 Outside Services—Subcontract entries on either the primary or another internal worksheet, you will see an alert icon next to the worksheet. The banner and explanation text will appear below the worksheet row.
The text reads: “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:
By default, the General Information section will be expanded when you open this page. Only one section can be expanded at a time. Selecting to expand a different section will automatically collapse the current one.
The Submit & Route button at the bottom of the 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.
The left navigation menu will now display the Request Summary, rather than the individual award sections.
Request Summary
This page displays for Award Setup Requests in the following statuses:
Routing
OSP Setup
OSP Assigned
Returned
Withdrawn
GCA Assigned
Denied
GCA Workday Setup
The menu on the left will include a link for the Request Summary, in place 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 menu and part of the Request Summary page:
Withdrawing an Award
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.
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.
Resubmit & Route
Once you have completed your changes, use the Resubmit & Route button on the Review & Submit page to move your Award Setup Request back to Routing status. The following image shows this button.
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.
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
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
The following image shows an example header:
More Actions Menu
The menu choices vary depending on the status of the Award Setup Request.
Status
Menu Choices
Composing
Add comment
Change Request Application (eGC1)
Delete request
Withdrawn
Add comment
Change Request Application (eGC1)
Delete request
Returned
Add Comment
Delete request (Note: appears only if OSP has not approved)
The following image shows the menu choices:
Add Comment
Select “Add comment” to include a comment 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. The following image shows this dialog window:
Change Request Application (eGC1)
Select “Change Request Application (eGC1)” to replace the currently attached application with a different one.
Note: Changing the associated awarded application will update and, in some cases, remove appropriate data in the Award Setup Request.
The following image shows the Change Request Application dialog window:
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 the award preparer from the originally connected eGC1.
Edit the originally connected eGC1 and remove the award preparer since the eGC1 is no longer connected to the ASR.
Delete Request
Select “Delete request” to remove the Award Setup Request from the system. The following image shows this dialog window:
Click “Cancel” or the “x” (in the upper right) to exit the dialog window without deleting the request (keeping the Award Setup Request).
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.
Your SAGE Award Budget identifies how you would like your awarded funds to be set up in Workday. You can also forecast future period budget amounts for a full project budget view. A SAGE Budget is required as indicated by the red asterisk.
If you have an existing proposal SAGE budget, you can copy and update it for your award; otherwise, you need to create a SAGE budget. The award budget must have a salary line with the role of PI on the Primary Worksheet, any additional UW Internal worksheets, and any Fabrication worksheets. The PI on any worksheet can have a salary of zero dollars ($0).
Note: You may wish to rename your “Primary Worksheet” to a more specific title to distinguish awards in Workday.
To attach the SAGE budget to your Award Setup Request, search for your budget by budget title, Budget ID number, or PI.
Note: Your selected SAGE Budget cannot be connected to an eGC1 or another Award Setup Request.
The following image shows the search box:
Next, select your budget from the results list, as shown in the following image:
After your budget is connected, the following information will display:
Budget name and number
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.
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
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. 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 two buttons:
Expand Budget opens the Award Line Details sections for the entire budget
Collapse Budget closes the details sections
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 unexpanded view of a budget with a single award line.
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 opens the Award Line Details section for that individual award line.
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. The difference is between the Budget Total Costs and the Sponsor Awarded Total.
Award Line Details
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)
OSP and GCA can apply and remove holds from an Award Setup Request or a Modification Request.
A hold can be placed for a variety of reasons and applied when the Award Setup Request or the Modification Request is in any of the following statuses:
OSP Setup
OSP Assigned
Returned
GCA Workday setup
Types of Holds
The following manual holds and compliance checks may be applied to your Award Setup Request or Modification Request:
General Hold
Export Control Hold
IACUC Approval Hold
IRB Approval Hold
Campus Input Required
Sponsor Input Required
GCA/OSP Coordination Required
Knowing a Hold has been Placed
Once a Hold is applied to your Award Setup Request or Modification Request, near the top of the page, the following text will display in a blue font color (on all pages):
“Holds or compliance checks are in process. View the Comments & History section for more information.”
The following image shows an example of this text:
More detailed information is displayed in the Comments & History section of the Award Setup Request or a Modification Request.
The following image shows an example of an added hold:
Sponsored Program Activity Type (required, drop-down menu)
OSA: Professional Development Public Service (UW External)
OSA: Other Sponsored Activity
OSA: IPA/JPA/Staff Assignment
OSA: Equipment
OSA: Construction
OSA: Clinical Trial Non Federal Sponsor (including Industry Sponsored)
OR: Research: Basic
OR: Research: Applied
OR: Other Training: Research
OR: Fellowship: Research Undergraduate
OR: Fellowship: Research Graduate or Professional
OR: Development
OR: Clinical Trial, Federal
I: Training and Development (UW Internal)
I: Fellowship: Non Research Undergraduate
I: Fellowship: Non Research Graduate or Professional
Clinical Trial Phase (drop-down menu)
Values: I, II, III, IV, Other, None
Sponsor Award Issue Date
Sponsor Award Number
Non-Monetary Award (toggle)
Select the toggle to display the Non-Monetary Award Amount field
The following image shows the Award Overview portion of the General Information form section:
Sponsor Details
Sponsor (from eGC1, required)
Instruction text below this field reads: “If you can’t find your Notice of Award sponsor, it may not exist in our system. Request Sponsor Setup in FECDM (Funding Entity Core Data Management).” and links to the FECDM form.
Sponsor Type (not editable)
Bill to Sponsor (from eGC1, same as Sponsor, editable)
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, from eGC1, if toggle enabled)
Originating (Prime) Sponsor Type (not editable)
Originating (Prime) Sponsor Award Number
The sponsor has a deadline for accepting the award.
Instruction text: “Use only when the sponsor has specified a required date to receive the signed award by to provide funding. Upload the required documentation of the deadline from the sponsor in the Supporting Attachments section.” and links to the 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 Notice of Award
The following image shows the Sponsor Details portion of the General Information form section:
PI & Department
Cost Center (required)
Principal Investigator – display only (from eGC1)
The following image displays the PI & Department portion of the General Information form section:
Select the Next Section button at the bottom, right of the page to navigate within your award.
Subaward requests can now be submitted using SAGE. With the transition to Workday, subawards are now associated with Awards, rather than Funding Actions (FAs). To set up a new subaward, users will search and select their award, and the eGC1 data will default based on the award selected.
Funding Action (FA) Validation and Lookup Removed
Since subawards are now associated with awards, the subaward FA lookup is no longer active or needed, and the validation has been removed. For legacy subawards, the FA fields will continue to display for reference.
Holds on Award Setup (ASR) and Modification (MOD) Requests
OSP and GCA Can Apply Holds to ASRs and MODs
OSP and GCA can now set and remove holds on ASR and MOD Requests. A new Holds section is available in the left navigation. After saving holds, an entry will display in the Comments & History section of the ASR/MOD.
History of Holds Added to Comments & History Section
Campus, OSP, and GCA can view the history of holds activity on the Comments and History section of the ASR or MOD request.
Holds Banner Displays on ASR and MOD Requests
When holds are applied to an ASR or MOD request, users will now see a banner at the top of the request, alerting them to the hold. The campus banner will be informational only, and highlighted in blue. The OSP and GCA banner will be red, and indicate any action that may be needed before moving the item forward in the workflow.
Campus banner
OSP & GCA banner
Required Fields on Award and Budget Setup
Required Fields on SAGE Budget Worksheets
The SAGE Budget worksheet settings have been updated to show an asterisk next to fields that are required for ASR and MOD requests. These fields support the Workday award data needs.
In the SAGE Budget Salary and Benefit Costs section, additional help text has been added to remind campus that a person must be entered with the Principal Investigator role to provide the necessary grant PI data to Workday for award setup.
Required Fields on Award Setup Requests
Required fields on the Award Setup Request now display an asterisk next to the field label. When the user clicks in a required field and navigates away, additional red highlighting will draw their attention back to the fields required.
Miscellaneous Maintenance
eGC1 Status Updated to “Awarded” When Awards Are Processed
When awards are set up in Workday and the award setup request is marked as “Processed” in SAGE, the associated eGC1 status will now change from “Approved” to “Awarded.”
OSP Ability to Change the Linked eGC1 on Award Setup Requests
When OSP initiates an ASR and while it is in “OSP Setup” status, OSP can now change the linked eGC1 if an error has been made, prior to sending the ASR to campus. OSP will need to refresh the “Access & Roles” section after changing the eGC1 to see updated eGC1 data.
Modification Start and End Dates Display for Schedule Changes
On Modification Requests, when users select the Schedule Changes category, the “Current Authorized Spending Start Date” and “Current Authorized Spending End Date” fields will be visible and enabled for users to enter the dates. Existing MOD requests already processed with the Schedule Changes category will display the date fields without any dates populated.
Removal of Deny Reason for Requests
An issue was preventing the deny reason on requests from saving properly. Until a full fix can be completed, in the interim, the deny reason field has been removed and OSP or GCA will now enter the reason as a comment instead. The denial reason field will be added back into a future release.
Advance Extension Requests No Longer Show Former Budget Numbers
The former budget numbers no longer display for users on new Advance Extension Requests.
Award Request List Default Set to 25 Rows for OSP and GCA
In order to improve performance and reduce load on systems, the defulat setting of the Award Request List for OSP and GCA will initially show 25 rows instead of 50 rows. Users can still set it to up to 50 rows if needed, for now, but with dome deteriorated performance expected.
Fix: Truncated Comments on Requests with URLs
ASR and MOD request comments with URLs in them now show proper alignment without truncation.
Fix: SAGE Budget Personnel Side Panel Freezes
The SAGE Budget TBD personnel entry has been updated to prevent side panel freezing when users clicked out of fields quickly, prior to SAGE saving the data.
Update: Missing PI Validation Message on Award Setup Requests
The language used on the Award Setup Request Review and Submit page when the SAGE Budget worksheet PI is missing has been updated to direct users back to SAGE Budget to add a worksheet PI.
Fix: Cannot download previous version of attachments on Requests
Users can now select the current or prior version of attachments on ASRs, MOD, and Advance requests.
Fix: Animal Use Protocols Not Always Saving Country Data
An issue with the saving of “Country” data when a new institution was added to Animal Use protocols on the eGC1 has been fixed.
Due to performance issues, we have temporarily deactivated the “Processed” status filter on the SAGE Advance Tasklist. While we work on improvements, this temporary solution will protect system performance and mitigate risk. In the meantime, if campus users need to locate a processed advance, they should use Advanced Search and search by either the Advance number or the eGC1 number to find an item.
Please note that SAGE Central filters will not change, but we recommend avoiding filtering for all “Processed” advances until we patch the issue next week.
User Interface Design Component Updates
A required Angular Material version upgrade has been completed, which has slight impacts to the SAGE user interface. The design changes of note include the following:
SAGE Budget, Advances, and Awards Sections: Excess table spacing has been reduced, small font sizes have been increased, and all capital letters on buttons and table headers have been removed to improve readability and accessibility.
SAGE Budget Icons: Subaward and Fabrication worksheet icons have been updated in the left navigation and the Budget Summary section within the Other Costs table. The More Actions menu (three dots) has been replaced with a Delete Worksheet button for Internal, Subaward, and Fabrication worksheets in the left navigation.
When the Office of Sponsored Programs (OSP) receives or retrieves a new Notice of Award (NoA) and the PI is not included on the notification, OSP creates the Award Setup Request (ASR). The request has an initial status of OSP Setup.
When OSP finishes the setup and sends the item to SAGE, it changes to Composing status. The contacts on the linked eGC1 application are then automatically notified by email about the newly-created ASR. They are able to edit and complete the request, and then route it.
Individuals on the Access list will see the item on their Awards tasklist. When opened, it displays a “review” version and cannot be edited.
SAGE Awards allows campus preparers to create an Award Setup Request (ASR) after receiving a notice of award (NoA) from the sponsor or to complete one that OSP has started.
Note: The system will prevent more than one Award Setup Request from being created for the same eGC1.
While your award is in Composing status, an alert will display at the top of the page to indicate any required data that is still missing.
