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 Notice of Award 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.
Modifications Workflow
Initiate a Modification Request (MOD) in SAGE.
Select MOD categories to identify the type of change you wish to make.
Use the Comments & History and Supporting Attachments sections to provide more details on the necessary change.
Add ad-hoc approvers as needed.
Complete any additional required fields and submit the request for review and processing.
The following image shows the header and a few rows and columns of the Award Requests page:
Request List Display
For each existing request, the list displays the following information. Note: The 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.
Field
Description
Application (eGC1) ID
(doesn’t scroll)
eGC1 Application associated with this request
Short Title
(doesn’t scroll)
Short Title of the associated eGC1 application; select this to open the Award Setup Request or Modification
Request ID
Unique identifier; select this to open the Award Setup Request or Modification
Request Type
Award Setup Request
Modification Request
Request Status
Composing
Routing
Withdrawn
Permanently Withdrawn
Returned
OSP Setup
OSP Assigned
GCA Assigned
GCA Workday Setup
Denied
Processed
Request Status Date
Date the status changed
OSP Individual Assigned
Person’s name; blank if unassigned.
OSP Team Assigned
Assigned team; blank if unassigned.
GCA Individual Assigned
Person’s name; blank if unassigned.
GCA Team Assigned
Assigned team; blank if unassigned.
Request Deadline
Sponsor’s deadline for accepting the award
Sponsor Award Number
Number assigned by the sponsor
Request Amount
The Sponsor Total Amount for Spending Periods for the request
Request Created Date
Default value for list order, most recent first
By default, there are ten items on a page. 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.
Search for an Item
Click in the search box to display the Search By menu. Select either Application (eGC1) ID or Request ID, then enter your ID value, including the appropriate prefix (A, ASR, or MOD). Press the Enter key or select the search icon (magnifying glass) to start the search. The search looks for matches that start with the characters entered.
The following image shows the search menu options with the default selection of Request ID:
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 eGC1 ID | Request ID | WD Award Number | 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.
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
The following image shows the Filter List button:
Select the button to open the Filter Requests panel. Select the button again to close the panel.
Select one or more values to include requests with the desired Status or Type. When selected, a filter value will change color to blue and include a checkmark. Selecting it a second time will remove that value from the filter.
The number of results displayed based on your filtering selections will be indicated.
The following image shows the Composing and Routing filters selected, resulting in 6 items displayed:
You can filter your list of requests by Status and by Request Type:
In this section, select all of the modification categories that apply. When you select a category, additional fields display.
The categories are:
Funding & budgeting changes
SAGE Budget modifications
Schedule changes
Extensions and other award schedule modifications
Programmatic changes
Personnel, location, payment, work scope, or non-fiscal compliance modifications
Other changes
Cost center or restriction release modifications
End of award changes
Early termination and relinquishment modifications
For instructions on which modification categories to use, see the UW Research website page Award Changes.
The following image shows the category list, without any selections made:
For all change categories, the additional fields are:
Sponsor Award Number
Sponsor Modification Number
The sponsor has a deadline for accepting the award (toggle), with the instructions: Use only when the sponsor has specified a required date to receive the signed award by to provide funding. Documentation from the sponsor will be needed to make this request.
Selecting the toggle displays the Deadline for Accepting Award Date field
If you select the Funding & budgeting changes category, the following fields display:
Current Authorized Spending Start Date
Current Authorized Spending End Date
Modification Application, with the instructions: Add another application (eCG1) if there is a proposal submission process for a Non-Competing Continuation, Supplement, or Revision.
Modification Sponsor Total for All Spending Periods
Note: this is the new award total as identified by the sponsor.
If you select the Schedule changes category, the following fields display:
Current Authorized Spending Start Date
Current Authorized Spending End Date
The following image shows all the additional fields:
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).
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.
Use this section to easily upload any additional attachments relevant to your award.
The instructions read: “Please upload any additional attachments that explain your request. Common supporting attachments include timeline correspondences with the sponsor and notices of award.”
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 with no attachments added:
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.
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.
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.
