The new PHS Assignment Request Form, introduced with the Forms-D changes, is now available in Grant Runner. This new form will be available to all applications in progress as well as new Grant Runner applications where applicable.
SAGE Budget: Update to Tuition Inflation Rate Default Value
The default tuition inflation rate in SAGE Budget has been changed from 10% to 3%, to provide a more realistic figure and reduce the need for manual overwrites.
At the request of the Office of Research, the third and final reminder email sent to investigators that have not submitted an SFI disclosures for 365 days will no longer be sent. This final email cc’ed all related principal investigators which caused confusion/frustration.
Fixes
Error with Attaching Budgets to an eGC1
An issue was resolved which was causing an error when users were attempting to connect SAGE Budgets to an eGC1 under a certain set of circumstances.
Investigator status reverting to Yes on Connect of Budget
An issue was resolved which was causing the investigator flag on the eGC1 personnel list to revert to YES when a user connected a SAGE Budget to an eGC1.
Personnel role selection changes and investigator flags
An issue is resolved which was occurring when a user changed the role type on personnel from one where Investigator status was automatically defaulted to YES (such as PI or Co-PI), to a role where they should be able to designate YES or NO (such as Mentor). The system was not displaying the YES/NO option in these cases until the screen was refreshed. It will now display the correct investigator options in real time.
Object Code 38 (Unallocated) costs in SAGE Budget not itemized in NIH export
An issue has been resolved so that costs in object code 38 (Unallocated) will now be itemized under Other Direct Costs in the SAGE Budget Excel export that matches the NIH Detailed Budget form format.
A New OAW Compliance Question for Significant Protocol Changes
A new compliance question, AC-1-D, has been added to identify grants that will require a Significant Change at the time of submission. An answer is required if the Animal Use question AC-1 is answered “Yes”.
A few textual enhancements (for existing compliance questions) were made to allow OAW to process the grants more efficiently, and they include:
Removing the facility name and location of the work to be done on the AC-1-A for UW work
Sub-Object Codes 05-47 and 05-48 Added to Sage Budget for Grandfathered Awards
Effective July 1, 2016, UW’s equipment capitalization threshold will increase from $2,000 to $5,000. This change applies to all competing proposals submitted to sponsors on or after May 1, 2016. The following changes were made in Sage Budget to accommodate this threshold change:
Two new object codes will be added to (05) Supplies and Materials to allow grandfathered awards to continue to use the old threshold for non-capitalized equipment:
Personnel with an Invalid NetID will not be selectable
With this change, all active staff in the Person Web Service will continue to show in the results on staff search, but those without NETIDs will not be selectable, and users will see a note indicating that the NETID must be established before the person can be selected. Allowing personnel without NETIDs to be selected as personnel caused errors on the personnel list afterward.
Grant Runner Forms-D Implementation
Grants.Gov will be updating its systems to FORMS-D, for all applications submitted for due dates on or after May 25, 2016. The Grant Runner forms that will be updated to comply with FORMS-D requirements are identified below. There may be some application packages which include both a FORMS-C and a FORMS-D as options, and in this case users will be prompted in SAGE to select the appropriate one based on the due date. Per NIH, FORMS-C application packages will be set to expire after the May 7, 2016 AIDS due date.
Update of PHS 398 Cover Page Supplement to Forms-D
For Grants.Gov FORMS-D, users will notice the following changes applied to the Grant Runner Coverage Page Supplement form:
A new “Vertebrate Animals” section, which includes questions on euthanization and use of AVMA guidelines.
Removal of the PD/PI section
Removal of the Disclosure Permission section
The ability to add Program Income information for 10 budget periods (previously 5)
Re-ordering of fields to accommodate the new additions and removals
Update of PHS 398 Research Plan to Forms-D
For Grants.Gov FORMS-D, users will notice the following changes applied to the Grant Runner PHS 398 Research Plan form:
New “Data Safety Monitoring Plan” attachment
New “Authentication of Key Biological and/or Chemical Resources” attachment
Creation of a New PHS Inclusion Enrollment Form for Forms-D
For Grants.Gov FORMS-D, users will notice a new form called “PHS Inclusion Enrollment Report” in Grant Runner. This single form will replace the 2 separate forms in FORMS-C applications (Cumulative Inclusion and Planned Enrollment Report). With the Forms D changes, users will notice some additional fields to identify the type of reporting being done (“Delayed Onset Study?”, “Enrollment Type?”, “Existing Data Set or Resources?”) When “Delayed Onset Study” is marked YES, the remainder of the form will not be editable, per form rules.
Store activity type code for Grant Runner Applications
In order to aid in the analytics of Grant Runner usage, the SAGE system will begin to retrieve and store the Activity Type code from Grants.Gov, as we are retrieving submission status information.
Fixes
Error when Inactivating Advances
An issue that was causing users to receive an error when trying to discard advances has been fixed.
Calculate and enter the amount of Direct Costs to which the F&A cost rates will be applied. This may be Modified Total Direct Costs (MTDC), Total Direct Costs, or zero (no F&A costs charged). Use the sponsor guidelines and GIM 13 to determine which method of calculation you should use. For Industry Sponsored Clinical Trials, apply the 25% indirect cost rate to the TOTAL direct costs. This includes items often listed in subcategories (for example: IRB review fees, IRB processing, pharmacy set-up, study start-up fees).
F&A cost rate
Enter the F&A cost rate that applies to your proposal (for example, 54.5%). Enter Multiple in this field when:
Your project includes multiple locations, each with its own rate
More than one F&A negotiated rate is in effect for the period in question
Do not enter Multiple in cases where the F&A rate changes over the life of the project, but remains stable for the period in question.
Total F&A costs
Calculate and enter the F&A costs for the first budget period and the total for all budget periods. Hint: SAGE Budget calculates F&A costs automatically for you.
The Grants.Gov RR Detailed Project Budget form will be made available in Grant Runner. This form supports the NIH SF 424 research opportunities where funding greater than $250,000 per period is being requested. With the addition of this form, users will be able to utilize Grant Runner for a much wider range of opportunities, taking advantage of the streamlining and time savings that Grant Runner is known for.
Key Features Include:
Pre-filled data on the institution, project start and end dates
Summary view of period totals, with expand capability to view/edit details
On screen highlighting and messages to assist in identifying and correcting errors that lead to submission problems
Auto-calculations of sub-totals and totals, with totals refreshing with each new entry
Easy to read cumulative budget summary section at bottom
Copy previous period feature (see separate listing for detail)
This feature is available for Modular, Detailed, and Subaward budgets on a Grant Runner eGC1.
Once you have entered one new period on your budget, the next time you click the Add New Budget Period button, you will have to option to copy the prior existing period.
The reference in the dialog Note to “subtotals related to attachments” applies to just the Detailed and Subaward budgets.
The Start and End Dates for the period created by copying will default to the same dates as a new, non-copied period. The start date will be one day after the previous period’s end date, and the end date will be one year after the start date.
For example, if the period you are copying has the dates July 1, 2023 to June 30, 2024, then the newly created period will have the dates July 1, 2024 to June 30, 2025.
This section of the budget form initially displays as a collapsed accordion section.
Click on either the text or the chevron (“V”) to expand this section. The system calculates all of the budget totals displayed in this section. Therefore, they display in read-only mode.
Note: If you connect a SAGE Budget to your Grant Runner application when using the RR Detailed Budget, the system will automatically add periods and data to the RR Detailed Budget form. The form will become read-only, except for the link to add the Budget Justification attachment. In addition, a link to the Sponsor Budget Map page will appear on the left navigation menu. The Sponsor Budget Map shows how your SAGE Budget data flows into the RR Detailed Budget form.
The information on this page covers an application without a connected SAGE Budget.
Overview
A newly selected Detailed or Subaward Budget will not have any existing periods. You will need to add periods to the budget and then manually enter in the appropriate values for your budget.
For Subaward budgets, you also have the option of importing data from a Grants.gov PDF subaward form.
On a new budget, there are no existing periods, so the page will indicate “No items exist” and provide a button to create periods. To begin adding budget periods, select the Add New Budget Period button.
The page will refresh and display a period summary table with headings and a row of data for the new budget period. Below the heading, the Budget Period Start and End Dates display at the top of the details section. Links to Expand All / Collapse All will appear above the heading row that can be used to fully display (or fully collapse) the accordion sections on the page.
The summary data for each period includes its Start and End Dates and major totals.
To the right of the totals, if there are any errors in the data for the period, the error icon (red circle with white exclamation point) will appear (see eGC1 and Grant Runner Errors and Warnings Summary for additional details). Next is a Collapse link which will close the detailed part of the budget period leaving just the summary row displayed.
When collapsed, a link to Expand will appear in the row. Finally, the summary row includes a Delete link which will entirely remove the budget period.
Budget Period Data
The first data fields within the Budget Period are the Budget Period Start and End Dates. The system will provide initial values for these fields based on the application start date and the assumption of a one-year period. The fields are editable if these assumptions do not fit your budget.
For full details on entering Personnel and completing other sections of the budget period, please view those help pages, linked below:
Budget Personnel which covers sections A: Senior/Key Persons and B: Other Personnel.
Download Alert: If you are trying to download the subaward form when using Chrome, you may get what appears to be an error page. See the steps for Chrome below for instructions.
Whenever the RR Detailed Budget is available for use, the RR Subaward Budget will appear in the Optional section on the navigation menu.
Note: You can only use the Subaward Budget with the Detailed Budget, not with the Modular Budget.
Subaward Budget Summary Page
When you first open the Subaward Budget, you will see the Summary page. Once you add subawards, they will display here in a summarized form. You can open each subaward to display its budget details. You can add up to 30 subawards. If you are submitting an application with more than 30, you should convert the remaining budgets to PDF and include them as part of your Budget Justification attachment.
Be sure to carry the subaward totals over to the RR Detailed Budget form, into section F: Direct Costs. If you have connected a SAGE Budget to your application, the “sync” process will take care of this.
On a new Subaward form, you have the option of adding a subaward by manually entering the data or by importing a budget.
Note: you can only import a budget that uses the Grants.gov subaward PDF form.
Create a New Subaward
When you click the Create New Subaward Budget button, the page will refresh to display the Subaward Budget Detail page on which you will manually enter your budget data.
At the right side of the page, you’ll see the “Show Form Errors” link and the Save and Print Page icons. Below is the Return to Subaward Budget Summary button which moves you from the Detail page back to the Summary page.
Subaward Budget Details Page
The Subaward Budget form, like the Detailed Budget form, includes four main sections. This help page covers the Project Information section, which differs from that of the Detailed Budget. For details on the other sections, click the links below.
This section is where you enter basic information about the organization.
Field
Description
Organization Name
Enter the name of the subaward organization. This value will display on the Subaward Budget Summary page in the summary row for the organization.
Organizational UEI
Enter the organization’s Unique Entity Identifier (UEI). This UEI cannot be the same as the applicant organizational UEI listed on the SF424 form.
Cognizant Federal Agency POC
Enter the Point of Contact information for this subaward. This information is not required.
Budget Type
For a subaward Budget, this is set by the system to Subaward/Consortium.
Project Start and End Dates
This information is copied from the eGC1 Details page. You can change the values there as noted in the “i” instructions.
Import a Subaward Budget
Download Blank Budget Form
From the summary page, you can download a blank budget form to share with subrecipients. Once the pdf form is completed, you can then import the data into your GR application.
Note: you can only import a budget that uses the Grants.gov subaward PDF form. To be sure you are using the correct version of the form, use the link on the page.
Known issue with Chrome: When you click the “Download Blank Budget Form” link, a page displays that refers to the version of Adobe Acrobat being used, and the file is not immediately downloaded. Look for the standard download icon on the upper, right corner of the page. Move your mouse to that area if the icon is not visible. Once you use the download icon, the file will be downloaded as usual.
Import the completed form
When you click on the Import a Subaward Budget button, the attachment dialog will display.
Enter a description and browse for the file you want to import. (The description will not display on the subaward budget page.)
The system will import the data from the PDF and display the Subaward Details page with the data filled in. The budget periods will display as collapsed initially. However, the error icon (red circle with white exclamation point) will display next to a subaward’s Expand link if there is any missing required data in any of the periods.
Possible Common Import Error
In Section A (Senior/Key Persons), if the Personnel Role you entered on the Grants.gov form does not exactly match one of the choices in the drop-down menu, the system will not import that value.
Once you complete the import, you may edit any of the data values as needed.
Budget Form Note: Currently, Grant Runner only supports the 5-year version of the RR Detailed Budget form.
Budget Sync Feature Note: If you connect a SAGE Budget to your Grant Runner application when using the RR Detailed Budget, the system will automatically add periods and data to the RR Detailed Budget form. The form will become read-only, except for the link to add the Budget Justification attachment. In addition, a link to the Sponsor Budget Map page will appear on the left navigation menu. The Sponsor Budget Map shows how your SAGE Budget data flows into the RR Detailed Budget form.
Rounding Note: Because NIH wants the budget data in whole dollars, we recommend you select rounding to whole dollars. If you don’t, you may see a very slight difference in some values.
The information on this page covers an application without a connected SAGE Budget.
Overview
The RR Detailed Budget can include up to 5 budget periods. Depending on the Grants.gov Opportunity ID chosen, the detailed budget may appear in the Mandatory Grant Runner Forms section of the left navigation menu or in the Optional Grant Runner Forms section. For some opportunities, both the RR Detailed Budget and the PHS398 Modular Budget form may appear in the Optional section on the navigation menu.
Be sure you fill in the appropriate form for your opportunity according to the sponsor instructions. You may only include one budget form (modular or detailed) for a given submission to Grants.gov. SAGE will give you an error message if you attempt to complete an application that contains both budget forms.
The Detailed Budget form includes four major sections:
Project Information
Budget Periods
Budget Justification Attachment
Cumulative Budget
This article covers the Project Information section.
For details on the other sections, click the links below.
This article covers the Project Information section.
