NOTE: To enable improved collaboration, you can send a direct link to the PI and Reviewers
From any standard eGC1 page (excluding Grant Runner forms), the URL is now a direct link that you can copy and share with others who have access to that eGC1. This will be particularly useful when collaborating with the PI on completing the Non-Fiscal Compliance page.
Non-Fiscal Compliance Overview
Use this page to provide details related to non-fiscal compliance information. These details will:
- Identify special considerations in this application and bring them to the attention of reviewers.
- Provide information necessary for the UW approval process.
- Provide information that may help campus unit and central office approvers review your application quickly.
- Facilitate proposal review and central office review at time of award.
There are five sections on this summary page and each is covered in more detail in its own article.
NOTE: If you are viewing an older application, you will see the questions you answered at that time, displayed in read-only mode and organized into the sections listed above.
On this summary page, select “Start Section” to open a section for data entry.
Once you have started a section, when you return to the summary page, you will see a link to Edit Section. In addition, an Expand + link will display on the right of the section. Select it to open the section and view the data in read-only mode. The link will change to Collapse – when the section is expanded.
This page also has Expand All and Collapse All links above the first section, on the right side of the page. Use the Expand All link to open all of the sections in read-only mode. Collapse All will close all of the sections.
In the following image, the second section, Animal Use, shows the Edit Section link. The third section, Environmental Health & Safety, shows a section in the expanded, read-only view.
Cost Share is the portion of a project or program cost that the sponsor does not pay for. It is the University’s share in the cost of conducting the project/program. Cost sharing occurs either when a sponsor requires, or the University volunteers in a proposal, funds beyond those awarded by the sponsoring agency to support a particular grant or contract.
These costs are charged to an alternate source (UW or third party). You must identify all sources, and they must agree (via the eGC1 approval process) to commit the necessary funds. For more information, review the GCA Cost Sharing Page or the GIM 21 Cost Sharing Policy.
This page is used to indicate the types and amounts of any cost sharing for this proposal.
Note: When the Fiscal Compliance question F-3 is answered Yes, then cost sharing information is required and the fields will become editable.
Cost Sharing sections:
Cost Sharing Addendum Form
Cost sharing occurs when the research grant does not pay for all allowable expenses (personnel, tuition, equipment or services). For detailed information on cost sharing, see the GCA Cost Sharing Page or GIM 21 Cost Share on Sponsored Programs.
When applicable, the PI or department must complete and submit the eGC1 Cost Sharing Addendum to OSP at the time of award. If OSP has not received this form before they send the Funding Action to GCA, then GCA will set up the account with restricted 02 status. GCA will block any related advance budget requests.
Cost Sharing Types
Cost sharing occurs when the research grant does not pay for all allowable expenses (personnel, tuition, equipment or services). For detailed information on cost sharing, review the GCA Cost Sharing Page or the UW Cost Sharing Policy.
See the sponsor’s guidelines for this information. The University discourages cost sharing commitments when not required by the sponsor.
| Field |
Description |
| Mandatory |
Check this box if mandatory cost sharing is required by the sponsor as a condition of the award. |
| Amount or percentage pledged |
Enter the dollar amount or percentage of the direct cost required for cost sharing by the funding sponsor. |
| If sponsor has a web page… |
Enter the web address (URL) for the sponsor’s page that provides specific information about their requirements, if available. Otherwise, attach appropriate sponsor cost sharing documentation. |
| Voluntary |
Check this to indicate voluntary cost sharing, which is a voluntary contribution of effort or other costs offered by the Principal Investigator (PI) but not required by the sponsor as condition of the award. |
| Amount or percentage pledged |
Enter the dollar amount or percentage of the direct cost voluntarily contributed toward this project. Because the sponsor does not require this as a condition of the award, the University discourages this type of cost sharing. |
| Explain and justify |
Enter an explanation for this cost sharing. |
Personnel Cost Sharing
Personnel cost sharing refers to amounts committed by any UW unit for personnel salaries (plus benefits and Facilities & Administrative costs). This table reflects personnel entered on the Personnel screen.
By default, personnel cost sharing is assigned to the individual’s home or primary department. If the cost sharing source is not the home department, click the Change the Cost Center? link to identify the correct unit, and provide an explanation in the Additional Information box on the Certify & Route page.
The information displayed is the person’s name and the Cost Sharing Cost Center ID and Name for the person’s primary department.
Use the Amount field to enter the dollar amount of the cost sharing for this person, for all budget periods combined. If there is no amount, leave the field blank.
UW Cost Sharing (Other)
UW cost sharing refers to non-personnel (non-salary) and “TBA” (to be assigned) Personnel items only. You enter Personnel (salary) cost sharing in the Personnel section.
Add a Cost Center
Click the Look Up Cost Center button to open the Cost Center Chooser and search for and select a department or unit. The selected Cost Center ID and Name will display.
Enter a Description and Amount for this item (direct costs plus the third party’s F&A costs) for all budget periods combined.
To add another department or unit, click the Add another Cost Center link.
Delete a Cost Center
Remove an existing entry by clicking the Delete link to its right.
Addendum Form
In addition to entering cost sharing data on the eGC1, you must complete the Cost Sharing Addendum form and submit it to OSP at the time they are reviewing the application.
Third Party Cost Sharing
Third party cost sharing is an amount that a non-UW source has committed. For each contribution, enter appropriate information and attach a letter of commitment from the third party source on the Attached Documents page.
To add rows, click the Add another Contributor/Subaward Recipient link. Add a Description of the item, and the total dollar Amount (direct costs plus the third party’s F&A costs) for all budget periods combined.
To delete an existing entry, click the Delete link to right of that entry.
Unrecovered F&A Costs
Sometimes the University’s Facilities & Administration (F&A or indirect cost) rate is higher than the rate agreed to on an award. As a result, the University is awarded F&A Costs at lower than the negotiated rate. In this situation, the University ends up with a shortfall called “unrecovered F&A costs.” Some sponsors allow this shortfall to be applied as a cost share contribution.
If you are entering unrecovered F&A costs as cost sharing, you must complete the eGC1 Cost Sharing Addendum form. On the addendum, be sure to indicate the source of cost sharing as “unrecovered F&A costs.”
You may use Unrecovered F&A costs as a source of cost sharing if the sponsor guidelines indicate that “unrecovered F&A costs” are a valid cost sharing contribution or if prior sponsor approval is obtained. See the GCA Unrecovered Indirect Cost Page for more information.
Enter the unrecovered F&A cost amount.
UW Summary by Unit
This section displays the grand total of all UW personnel and non-personnel cost sharing amounts for each UW unit (by Cost Center). The total does not include Third Party amounts.
For each unit, the system displays the Cost Center ID, Cost Center Name, and Amount.
Total Cost Sharing
This section displays the total cost sharing from all UW sources (personnel and non-personnel), third party sources and Unrecovered Facilities & Administration (F&A) costs. This amount is automatically calculated by SAGE.
Use this section to provide information about tangible items involved in a project, such as equipment and biological materials. This information helps reviewers understand export control and budgetary implications as well as informing protections that need to be in place for any sharing of tangible items outside UW. Contact Equipment Inventory Office with specific questions about fabricating equipment, or email exports@uw.edu for guidance on export controls.
As with other eGC1 pages, you can partially complete your entries and save the eGC1. You must complete the required fields before you route your eGC1 for approval.
Select Start Section to open the section initially, and then Edit Section to add or update existing data.
E-1. Will equipment be fabricated by the UW on this project?
Answer: Yes or No
Note: if the fabrication is being performed entirely by a non-UW entity (that is, a subcontractor), answer “No”.
E-2. Will the project involve the export of hardware, equipment, specimens, goods, software or monies? (excludes personal-use laptops)
Answer: Yes, No, or Unknown
Note: Answer “No” for personal-use laptops unless the laptop contains any military or space technical data, or if the only international transactions are for travel expenses.
E-2A displays if E-2 = Yes
E-2A. Describe the items/materials
Answer: enter a description
E-2B displays if E-2 = Yes
E-2B. Add one or more destination countries
Answer: search for by name, and select the appropriate countries
M-1. Will University-owned biological materials be provided to non-UW parties, including sponsor?
Answer: Yes or No
Note: Materials include (but are not limited to) cell lines, cultures, bacteria, nucleotides, proteins, transgenic animals, pharmaceuticals, or chemicals.
If your sponsor is the Royalty Research Fund, you will see this section. The fields are required.
Please also refer to the Instructions for Preparing an RRF Proposal for more details on completing an eGC1 for the RRF.
- Research Area
- Select the one area that best classifies the research. If unsure, consider reviewing the RRF Committee Members list and their departmental affiliations.
- The areas are:
-
- Arts or Humanities
- Social or Behavioral Sciences
- Physical Sciences
- Engineering
- Basic Biological or Biomedical Sciences
- Clinical Biomedical Science
- Application for RRF Scholar? (one quarter teaching release)
- Answer Yes or No. If Yes, be sure to document your teaching load in section E of the Description of Research.
For RRF grant applications, the “Dates Requested” should be given standard values based on which round you are applying.
Fall Round
- Begin Date should be January 15 of next year.
- End Date should be one year after the start date.
- Example: for Fall Round 2024, the dates would be 01/15/2025 to 01/15/2026.
Spring Round
- Begin Date should be June 15 of the current year.
- End Date should be one year after the start date.
- Example: for Spring Round 2025, the dates would be 06/15/2025 to 06/15/2026.
Please refer to the Instructions for Preparing an RRF Proposal for more details.
You must answer each of the three fiscal compliance questions in this section of the eGC1 Budget & Fiscal Compliance page.
Question F1: Will F&A costs be reimbursed at less than a federally negotiated rate for the UW?
The F&A Cost Rate is determined by the location(s) where the research is performed and is charged as a percentage of total Direct Costs. Rates can be found in GIM 13: F&A Rate Table. Guidelines for determining split rates when projects are conducted at two or more locations are found at GIM 13: Activity at Two or More Locations.
See also GCA’s page on Facilities & Administrative Costs.
If you answer Yes:
- Item F1a will display: Attach GIM 13 waiver in the Documents for OSP section of the attachments page, or provide documentation of sponsor F&A policy (e.g. RFP, application documents, or website URL)
- Use the text box to enter your documentation, or upload an attachment on the Attached Documents page.
Note: for RRF applications, the answer to this question must be No.
Question F2: Will administrative or clerical support be included in the budget as direct costs? (see GIM 23)
NIH grants do not allow administrative or clerical personnel costs unless they meet the criteria in GIM 23.
If you answer Yes:
- Explain how administrative or clerical personnel will be used in the proposed project, following the criteria in GIM 23 Appendix A (Examples of Direct Costs). This must be appropriately justified in the sponsor application, following sponsor guidelines.
Question F3: Does this application commit funds for cost sharing or matching?
Cost Sharing, Matching or Continuation occurs when an application promises to deliver a support or service for which the research grant does not pay.
- Cost Sharing may be mandatory (required by sponsor) or voluntary (a contribution of effort or other costs offered by the Principal Investigator which the sponsor does not require as condition of the award). Cost sharing occurs when an application commits allowable expenses (i.e., personnel, tuition, equipment or services) for which the research grant will not pay. You must charge these costs to an alternate source (UW or third party). You need to identify all sources and they must agree (via the eGC1 approval process) to commit the necessary funds. For more information, see the GCA Cost Sharing Overview page or GIM 21: Cost Share on Sponsored Programs.
- Matching funds occur when proposal funding is contingent on a unit’s agreement to commit a matching amount of funding ($) to a project. Matching funds may come in the form of a gift or a grant.
- Continuation funding takes three forms:
- (a) it provides funding from a secondary source for ongoing support of a project after the original funding is depleted
- (b) continuation funds may also be granted if the project is unable to be completed by the original time line and the sponsor has agreed to provide supplemental funding to see the project through to completion
- (c) continuation funding also occurs when a portion of the original funding commitment is continued and the remaining budget must be found in grant money.
If you answer Yes:
- Identify whether you are including cost sharing, matching or program continuation.
- Provide a brief explanation in the text box and attach the completed Addendum form on the Attached Documents page. (On the Addendum, complete all fields including faculty effort, budget number and third party contribution.)
- Indicate the cost sharing amounts and sources in the Personnel section of the eGC1’s Cost Sharing page.
You can enter any other necessary Object Codes not listed in the eGC1 Budget section above or break out items by specific Object/Sub-Object Codes where desired. Common examples include office rent (03-80), in-patient care costs (03-27) and tuition and fees (03-19).
Enter the proper FAS Object Code or Sub-Object Code and description (see the financial system object codes list for options), and the appropriate amounts for the 1st Period and Total columns. Select Add Object Code to save the entry and add another row.
Use Delete on the far right to remove a row.
Do not list amounts in this section if you have already included them in any of the totals in the eGC1 Budget section above.
You will need to list separately each institution subcontracting with the UW in this section. The object code for subcontracts is 03-62. This is displayed automatically by SAGE. (Do not include subcontract amounts in the 03 totals of the eGC1 Budget section above.)
Names must be unique; if listing more than one subcontract with the same institution, differentiate them (e.g., “UCLA 1”, “UCLA 2”). Calculate and enter the appropriate amounts for each subcontract.
Use the Add Subcontract link to save the current entry and add another row.
Use the Delete link to remove a row.
SAGE calculates and displays the Subcontracts Subtotal amounts based on the entries in the Subcontracts table. You will also see the subtotal of all subcontracts for the first budget period and the total for all budget periods.
See the financial system Object Codes, and GIM 7 Sponsored Program Subaward Administration for more details.
The “approval flow” includes all UW individuals, divisions, departments, deans, and/or compliance offices (including OSP), that must review and sign off on a proposal before its submission to the sponsor. Review: How the Flow is Generated.
SAGE automatically routes the proposal to the individuals and units included in the approval flow. The system also sends email notifications of pending approvals to Approvers on campus. OSP uses their SAGE Central tasklist to manage proposals waiting for approval. Review: Reviewer Email Notifications.
As a reviewer, you can access the approval flow for an application from the Approvals tab in SAGE. You have the option of viewing a graphical or a textual representation of the approval flow. If you are a preparer or owner of the eGC1, you can also access the approval flow from the Certify & Route page of the application.
Generally, anyone who appears on the SAGE approval flow is referred to as a reviewer. More specifically, reviewers are either Approvers or Watchers.
Approvers:
Watchers:
- Monitor the status of an eGC1; they are not required to approve the eGC1
- May choose to “mark” the application as Watched
- May add a comment that then becomes part of the permanent record of the proposal
