SAGE sends a number of email notifications during the routing and approval processes. The table below lists each notification type, the condition that generates the email, and the recipients. SAGE generally sends emails to the person’s UW NetID address.
Use the link in the Email column to see an example of the email.
To notify owners that the Modification Request has been processed by GCA. The email includes a PDF of the completed form as an attachment.
GCA completes the Modification Request and clicks the “Process Request” button
Award Preparer(s)
Investigator SFI & FCOI
As part of the Award Setup Request and Modification Request process, an Award Preparer can notify any investigators who are not up-to-date on either their SFI disclosures or FCOI Training.
Select the link in the Email column of the table below to see an example of the email’s content.
To notify an investigator they need to complete an annual update disclosure before the related request can be submitted
“Notify” selected under SFI Disclosure which sends the SFI Annual Update Disclosure notification if the last disclosure was more than 12 months from the current date
Investigator named on the award, cc: Award Preparer(s)
To notify the Compliance Officer to re-review the primary disclosure(s) with SFI for the Award Setup Request’s associated eGC1
The Award Preparer routes the Award Setup Request AND at least one investigator’s primary disclosure has a status of “Waiting for JIT” or “Review Required” and has SFI
To notify the Compliance Officer to re-review the primary or related disclosure(s) with management plans for the associated eGC1 of a Modification Request
The Award Preparer routes the Modification Request AND at least one investigator’s primary disclosure has a management plan indicated
The Awards component of SAGE (System to Administer Grants Electronically) allows you to complete an online Award Setup Request after receiving a Notice of Award (NoA) from the sponsor or to complete one that OSP has started. To make changes to your existing award, you would create a Modification Request.
Award Setup Requests
The Notice of Award (NoA) from a sponsor may be sent to either campus (the Principal Investigator or Research Administrator) or the Office of Sponsored Programs (OSP).
If you (campus) receive the NoA, whether or not OSP is included, you should create the Award Setup Request (ASR) in SAGE as soon as possible.
If OSP receives or retrieves a new NoA and the PI is not included on the notification, OSP will create an Award Setup Request (ASR) and route it to you (campus) for completion.
All changes that require sponsor approval, an authorized official signature, or review from the Office of Sponsored Programs (OSP), must be requested via a Modification Request (OSP & GCA) in SAGE Awards.
Modification requests that do not need OSP review can be submitted directly to Grant & Contract Accounting (GCA), also through a Modification Request (GCA only) in SAGE.
A help icon in SAGE Awards will provide guidance on which modification type to select.
Select the Awards tab, and then select the Create A Request link. It opens a menu with the following modification type choices:
Note: Modification Requests can be created by anyone with “owner” or “read write” access on the eGC1 associated with the Award.
Select Modification Type
Modification Request (OSP & GCA) – Use for all changes that require sponsor approval, an authorized official signature, or review from the Office of Sponsored Programs (OSP). These may include:
Change of PI or other key personnel
F&A Waivers
No-cost extension requests
Temporary internal extension requests
Rebudgeting (requiring sponsor approval)
Non-SNAP Progress Report submission requests
Requests to release a funding restriction
Sponsor modification that awards additional funding
Adding new subawards not identified in a proposal
Start date change (requiring sponsor approval)
And more…review more details and guidance on Award Changes
Modification Request (GCA) – Use for requests that do not need OSP review and can be submitted directly to Grant & Contract Accounting (GCA). These may include:
Requests to create new or existing award lines (formerly known as TRANSPASUs)
Start date changes for approved pre-award spending
Cost share changes
Location changes
Cost Center changes (formerly known as Org code changes)
Note: If you submit a Modification Request (GCA Only) and it requires sponsor approval, GCA will deny the request and you will need to create a new Modification Request (OSP/GCA).
Additional resources to help clarify which modification type to select:
Once you select the modification type, a Create Modification Request dialog window displays. Search for, and then select, the award associated with the modification request by its Workday Award ID (for example: AWD-123456). Refer to the How to find an Award ID Number in Award Portal job aid for guidance on locating the correct Award ID, or find it in Workday Finance.
A new Modification Request will display with the status of “Composing” and you will start in the General Information section.
Selection of all appropriate subcategories within the Modification Overview communicates the type of modification being requested. The subcategory selections are critical to OSP and GCA review of the modification, and dictate the types of supporting materials required for processing.
Modification Subcategory Summary
The Modification Subcategory Summary displays all subcategories already selected by the user. This is a helpful way to view the selections without switching between the subcategory tabs. You can also quickly remove a subcategory from the summary section. For Modifications created prior to the release of subcategories, you may see a “Legacy: ” category listed here. For processed items the legacy categories will show at all times. For in-progress modifications, legacy categories will only show temporarily, until a more granular subcategory is selected.
Select all subcategories that apply
In this section you will see three tabs that represent high-level modification categories: Funding Changes, Schedule Changes, and Other Changes. Click on each tab, and select all appropriate subcategories that apply to this modification. You can select one or more subcategories (e.g., for an extension with funding, click the Funding Changes tab and select ‘Supplement’; then click the Schedule Changes tab and select ‘Extension’). Make sure to select all subcategories that apply to your request.
Note: The subcategories shown on screen will vary, based on whether you initiated a GCA Only modification or an OSP & GCA modification at time of creation.
OSP/GCA subcategories include changes that require sponsor approval, an authorized official signature, or review from the Office of Sponsored Programs (OSP). Review guidance and instructions on which subcategories to use for OSP/GCA Modifications on Award Changes.
Note: If sponsor approval is required, follow the prior approval process and attach the approval or the revised notice of award. If concurrence is needed to request prior sponsor approval, attach a concurrence letter and add a comment.
OSP/GCA Funding Changes
Subcategory
Additional Details
Carryover
For sponsors who don’t allow automatic carryover from one budget period to the next. Review detailed instructions for requesting Carryover.
Cost Share Change
Attach Cost Share Addendum and other relevant documentation such as third-party letters. Review detailed instructions for Cost Share Changes.
Deobligation
Sponsors use deobligation when:
UW did not spend & draw down / invoice for the full award amount by end of project period
Sponsor decides to reduce award amount related to project needs
Often may be accompanied by an Early Termination. Reduces funding on an award. Examples: Award will end early, sponsor reduced the amount, scope changed. Attach End of Award Form. Review detailed instructions for Deobligation.
Equipment Addition
Adding equipment may result in rebudgeting, which you may also need to check as a subcategory. Review detailed instructions for Equipment Addition.
Rebudgeting
Changes between budget line items requiring sponsor approval. Review detailed instructions for Rebudgeting.
Relinquishment
Formal process when award is transferring to another institution.
Attach End of Award form. Review detailed instructions for Relinquishment.
Subaward: Request Prior Approval
Attach concurrence letter or sponsor approval and subaward documentation per GIM 7. Review detailed instructions for Subaward MOD request.
Supplement
Sponsor awarding additional funds on an award, including incremental or supplemental funds. Review detailed instructions for Supplement.
OSP/GCA Schedule Changes
Subcategory
Additional Details
Early Termination
Attach End of Award form. If there is a deobligation you will also select that subcategory & follow those instructions as well. Review detailed instructions for Early Terminations.
Extension
Adds time on an awarded project without funding. Attach Extension form. Review detailed instructions for Extension.
Extension: Temporary Internal
Extends award to post expenses pending additional funding or formal extension. Use when
Update or change to PI or named Key Personnel. See guidance and for Change of PI, attach form.
Other Changes
Use only for requests that are not listed in other MOD categories. Review all subcategories as well as the GCA Only subcategories to confirm before selecting.
Changes to scope of work that require sponsor approval. Review detailed instructions and guidance for Work Scope Changes
GCA Only Subcategories
The GCA Only subcategories are Modifications that do not require sponsor approval or OSP review.
GCA Only Funding & Budgeting Changes
The following subcategories appear when you review the GCA Only Modifications within the Funding & Budgeting section. Review the guidance on requesting these subcategories: GCA Only Modifications | Grant & Contract Accounting
Subcategory
Additional Details
Award Line Addition
This request includes the creation of a new award line, including subaward lines. Request can be with or without funding of the line.
Cost Share Change – When Sponsor Approval Not Required
Attach Cost Share Addendum and other relevant documentation such as third-party letters.
Rebudgeting – sponsor approval not required
This request includes rebudgeting to transfer funds between award lines, including supplementing an existing award line for a subaward when sponsor approval is not required. See Grant and Contract Accounting:
This request includes updating a cost center when sponsor approval is not required.
Location Change
This request includes updating a location when no sponsor approval is required.
Other Changes
This request includes all other remaining requests that do not have their own subcategory when no sponsor approval is required.
Modification Details
After selecting the appropriate subcategories, the Modification Details section must be completed for all Modification requests in SAGE.
Sponsor Award Number – This is a helpful reference point and will appear on the request list
Sponsor Modification Number – Entering the modification number will help OSP and GCA know the order they should process requests in, when multiple exist for the same award
Award Line(s) / Budget Period Start and End Dates – These dates confirm the sponsor-approved dates and are necessary for accurate setup in Workday
Modification Application – Add another application (eCG1) if there is a proposal submission process for a Non-Competing Continuation, Supplement, or Revision
Request Amount – If there is a funding change, enter the amount to add or subtract from the award. Use a negative sign to indicate subtraction (e.g. -$200.50)
Modified Sponsor Total for All Spending Periods – This represents the new overall total funding for the award, as identified by the sponsor
The sponsor has a deadline for accepting the award (toggle):
Use only when the sponsor has specified a required date to receive the signed award by. Documentation from the sponsor will need to be attached when making this request.
Selecting the toggle displays the Deadline for Accepting Award Date field.
Upload all attachments relevant to your award setup or modification request. 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 request is in Composing or Returned status.
The following image shows the section you use to upload attachments:
Required attachments include:
Communication between campus and sponsors, and campus and OSP.
Attach emails as “.msg” or “.eml” files, this allows OSP to respond directly to email threads if needed
Award documents
All Award Setup Requests should include some type of Notice of Award or Agreement document
Is there a sponsor deadline for accepting the Award? Attach sponsor documentation.
You will also need to Select “Sponsor has a deadline for accepting award” in the General Information section. Explain where this date is located in the notice of award in the instructions field and attach sponsor documentation in the supporting attachments section.
Compliance documentation, such as IACUC and IRB approvals
Additional Attachment Requirements for Modification Requests
Different types of modification requests may require a variety of other attachments. Review Award Changes for more details on OSP/GCA Modifications.
Funding & Budgeting Changes
Carryover- sponsor approval required
Attach a concurrence letter that details the reason for unused funds and how those funds will be spent in support of the project for OSP signature and submission to the sponsor.
Addition of Equipment
Attach a concurrence letter and supporting sponsor required documentation, such as a copy of the quote from the equipment vendor/manufacturer.
Adding Subaward – sponsor approval required
Attach a concurrence letter for submission to the sponsor along with any other sponsor required documentation.
Supplemental Funding
MODs for supplemental funding should include similar Required Documents as an Award Setup Request.
If there is a deadline for accepting the supplemental funding make sure to include sponsor documentation to that effect.
TIP: Applying for supplemental funding? When supplemental funding requests to a sponsor require a proposal application, complete an eGC1. Note, ASRs and MODs are not used for proposals.
For those requiring a modification: If there is not a sponsor system of submission involved, attach the progress report or other sponsor required documentation for progress report submission to the sponsor.
If a sponsor uses an electronic system for submission of the report, use that system to prepare and forward your request to OSP (AOR). An example is eRA Commons (NIH).
Attach a copy of the report with your Modification Request.
Restriction Release
Include supporting documentation that reflects requirement has been met (e.g. protocol approval).
Clinical Trial Amendments (CTA)
Include the following applicable attachments to your request:
Amended Scope of Work
Updated Protocol
Current IRB approval
Draft CTA amendment
Sponsor/CRO correspondence
CTO summary review & approval email with attachments – if the budget changes by 10% or there are new charges. If the CTO summary review/approval is still pending, state this in the comments. Always provide the most current CTO summary review. Include:
Email response from the PI to CTO approving the CTO Summary budget review/approval
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.
Note: Do not delete OSP- or GCA-generated documents unless instructed.
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.
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.
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 & Historysection.
In the Approvalssection, 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.
On the left side of the page is the Navigation Menu, divided into two parts.
From the top part, you can access the Form Sections. The section being displayed will be highlighted. Select any section name to navigate to that section.
Select each of the following for more information:
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.
Status
Menu Choices
Composing
Add comment
Change Request Application (eGC1)
Delete request. Note: ASR’s created by OSP cannot be deleted.
Withdrawn
Add comment
Change Request Application (eGC1)
Delete request
Returned
Add Comment
Delete request (Note: this option appears only if OSP has not already approved 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.
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.
User
All form sections are displayed when the request is in the following statuses:
Form sections are replaced by the Request Summary for the following statuses:
The Award Requests list page displays your Award Setup Requests, and Modification Requests in process. Review the Managing Your SAGE Award Requests List video for a demonstration of features with examples.
Open an existing item, including requests initiated by OSP (OSP Setup status or Composing)
Search for a request
Filter the lists
The following image shows the header and a few columns and rows of the Award Requests page:
Request List Display
For each existing request, the list displays the following information.
Note: The Request Application (eGC1) ID and Short Title columns are “frozen” so they are always visible. You can scroll to the right to see the additional columns. Fields without a value will display an “em” dash (—).
Field
Description
Request ID
(doesn’t scroll)
Unique identifier; select this to open the Award Setup Request or Modification.
Short Title
(doesn’t scroll)
Short Title of the associated eGC1 application
Principal Investigator
The principal investigator for the request
Request Status
Values:
Composing – newly created by campus, or created by OSP and sent to campus (initially OSP Setup status), but not yet submitted for approval
Routing – submitted and routing for approval
Withdrawn – withdrawn from Routing by an owner/editor
Returned – returned from Routing by an approver
OSP Setup – newly created by OSP, but not yet sent to campus
OSP Assigned – an OSP individual and/or team has been assigned to the request
GCA Assigned – OSP has approved the request
GCA Workday Setup – the data is being entered into Workday
Denied
Processed – the request is fully processed
Request Status Date
Date the status changed, for example: 12/06/2025, 9:42 AM
Application (eGC1) ID
eGC1 Application associated with this request; select this to open the Award Setup Request or Modification Request
Workday Award ID
The Award ID for this request
OSP Individual Assigned
Person’s name; blank if unassigned.
Sponsor Name
Sponsor name for the award
Sponsor Award Number
Number assigned by the sponsor
Request Amount
The Sponsor Total Amount for Spending Periods for the request
Request Deadline
Sponsor’s deadline for accepting the award
Request Created Date
Date and time, for example: 12/01/2023, 5:12 PM
By default, there are ten items on a page, with the most recent first. If you have more than ten requests, the system will add pagination links at the lower right of the page. You can also customize the number of items on the page to 25 or 50.
The results display below the Search By menu. The first line indicates the number of results found, up to ten items. The search results are sorted by most recently created.
You will see two lines of information for each result:
First Line: Short Title (with link to open in another tab) or “No Short Title Available”
Second Line: Request ID | Workday Award ID (in some cases, if available) | PI First Last Name (if available)
The following image show an example result:
The results display below the Search By menu. The first line indicates the number of results found, up to ten items. If more than 10 items are returned, select the Show More button to display additional results. The search results are sorted by most recently created.
You will see two lines of information for each result:
First Line: Short Title (with link to open in another tab) or “No Short Title Available”
Second Line: Request ID | Award ID | PI First Last Name (if available)
The following image show an example result:
Click on the desired item to open it in a new browser tab. The list will include items you have read-only or edit access to. Advance Requests may appear in the search results.
If no matches are found, the following text displays:
No Matches. Try a different search term or choose another option to Search By.
Note: the search icon (magnifying glass) is always enabled. This means you can enter a different value and start a new search at any time.
Filter Options
To filter the list of award requests, select Filter List at the upper right of the page to open the Filter Requests panel. Selecting the button again, or the X in the upper-right corner, closes the panel. The following image shows the Filter List button:
There are four different filters:
By Award (Workday Award ID)
By Principal Investigator
By Status
By Request Type
You can apply one or more of these filters to your list.
Select one or more values to include requests with the desired By Status or By Request Type. A selected filter value will change color to blue and include a checkmark. Selecting it a second time removes that value.
Status values are:
All Statuses – selected by default, with a light blue color
Composing
Routing
GCA Assigned
Processed
Returned
Withdrawn
Denied
OSP Assigned
OSP Setup
GCA Workday Setup
Request Type values are:
All Request Types – selected by default, with a light blue color
Award Setup Request
Modification Request
To filter By Principal Investigator, enter the person’s name in the search box. You can enter as First Last or as Last, First. Select the person from the results list.
Once you have chosen all of the desired filter values, select the Apply Filters button to display the tasklist with all those filters applied. The number of results displayed based on your filtering selections will be indicated.
Note: Clicking directly on the filtered items will remove your filters. To avoid this, hold the control key + click the Request ID link or right click on the Request ID link and select “open in a new tab.”
The following image shows the Routing and OSP Assigned status filters selected along with the Award Setup Request type. This filtered the tasklist to 285 results, as indicated just above the Apply Filters button.
Select the Reset Filters button to remove all filtering. This will leave the Filter List panel open, and will refresh the tasklist to display the full list of requests.
