It has a status of Composing, Withdrawn, or Returned
Editing exceptions are:
The Contacts & Assign Access page of an eGC1 is always editable
The PI, Personnel & Organizations page is also editable for an eGC1 with a status of Approved, Awarded, or Denied by Sponsor
Changing a Routing eGC1
If you need to make changes to a routing eGC1, you must start by withdrawing it from routing. Before you withdraw your eGC1, you may want to contact approvers to let them know that you plan to do so. A routing eGC1 would have a status of Routing or In OSP.
To withdraw and then re-route the eGC1:
Click Certify & Route on the left navigation menu.
Click the Withdraw button in the Update Application section at the top of the page.
Make the changes to your eGC1, and then return to the Certify & Route page.
Scroll down to the Process Application section, and click Route to Reviewers. When you click Route to Reviewers, the eGC1 moves back into routing and becomes locked for editing.
Any approver who already approved your eGC1 is not contacted again. If you make a major change, you may add them back into the approval graph as ad hoc approvers.
Note: If you have marked your eGC1 Yes for Ready to Submit and it is at In OSP status, you must contact OSP to return your eGC1 in order to make changes.
Read/Write Access to the eGC1
The eGC1’s owners and any users specifically assigned read/write access on the Contacts & Access page can edit an eGC1.
The owners are:
PI
Administrative Contact
Pre-Award Budget Contact
eGC1 Preparer
Budget Preparer, if a SAGE Budget is linked to the eGC1
Users with a SAGE ASTRA role of Global Edit with a Cost Center that matches any Cost Center for a reviewer in the approval flow can also edit an eGC1. Note: Global Editors access completed eGC1s from the My Approvals tab. A Global Editor cannot access an eGC1 in Composing status with just the Global Editor role.
The Details page of the eGC1 includes basic information about the proposed research, such as the proposal dates, the Cost Center Receiving Funding, and the sponsor.
The Certify & Route page includes the final compliance questions, a place to add information for the UW reviewers, and the ability to check for any remaining errors. Select Route to Reviewers to send your application to the reviewers. Once routed, you will see a Withdraw button. Use it to withdraw your application for editing. You would then re-route it with the changes.
The sections on the page vary depending on the application’s status and whether the person editing is the PI or not.
The advanced search allows you to enter one or more criteria to find eGC1s. More specific searches will return fewer results.
You may search all eGC1s or limit your search to just the eGC1s that you have authorized access to. The following image shows the advanced search page.
Search Criteria
Select Search to display all matching results beneath the search criteria. To open an eGC1 that you have access to, select its number. To open its Approval Graph (for Routing, In OSP, Approved, Awarded), select the Status value.
You can sort the results by any one column by selecting that column’s title. Clicking once will sort the list in descending order; clicking again will reverse the order.
Search Field
Description
eGC1 Number
Enter the entire eGC1 number with or without the preceding “A”.
Short Title
Enter any of the words or string of letters contained in the Short Title. You must enter at least 3 characters.
Full Application Title
Enter any of the words or string of letters contained in the Full Application Title. You must enter at least 3 characters.
PI Name
Enter the last name, last name plus first initial, or last name plus first name. For example Smith; Smith, J; or Smith, John. You must enter at least 2 characters.
Personnel
Click the Look Up Personnel link, search for and select the desired person. Results will include any eGC1 that has this person listed on the PI & Personnel page.
Once a person has been selected, a Clear link will appear, which will clear the value for the Personnel, Name, and Role Type fields from the search criteria.
Name
This read-only field displays after a person is selected, and displays the name of the person selected.
Role Type
This drop-down menu appears after a person is selected. It allows you to look for someone in any research role, or in one specific role. The choices are:
All
Principal Investigator
Co-Investigator
Key Personnel
Fellow
Mentor
Multiple PI
Application PI
Other
Sponsor Name
Enter any of the words or string of letters contained in the sponsor name. You must enter at least 3 characters.
Date Created Greater Than
Enter a date and the results will be restricted to any eGC1 created after that date. For example, enter 6/1/22 and the results will only display those eGC1s created after that date.
Date Created Less Than
Enter a date and the results will be restricted to any eGC1 created before that date. For example, enter 6/1/22 and the results will only display those eGC1s created before that date.
eGC1 status
Choose one option from the drop down list. Only eGC1s in the selected status will appear on the display list. For status definitions, see the eGC1 Statuses article. (egc1-statuses)
Search Scope
This field allows you to choose between searching All eGC1s or just the eGC1s to which you have access (My eGC1s only). This can be helpful in finding all of the eGC1s that a particular researcher is associated with, for example.
If you search all eGC1s, the result list will display an icon (red “not” sign) next to those eGC1s you cannot access. If you need access, you can click on the Contacts link in the far right column to see who can provide assistance.
By default, the scope is set to All eGC1s.
Search Results
The results list will include all eGC1s that match your search criteria. You can click on any column heading to sort the results by that column’s values. Click a second time to reverse the order of the sort. At the far right, above the column headers, the number of Total Results will display. The following image shows a list with one example entry.
The results list displays the following fields:
eGC1 Number
If you have access to this item, click the number to open it
A red “not” sign (circle with bar) will display when you do not have access
PI Name
Full Application Title
Sponsor Name
eGC1 Status
Date Created
OSP Need By Date
Application Type
Ready to Submit – Yes or No
Budget Number
If a SAGE Budge is connected to the eGC1
Contacts
Click this link to display the applications contacts to ask for access
Export Results to Excel
You can check this box, next to the Search button, prior to executing your search. The results list displayed on the page will then also be exported to an excel file.
You can make a copy of any standard eGC1 that you have access to by clicking on the Copy icon in the top, right corner of the eGC1 page.
Note: When you copy a Grant Runner eGC1, the new eGC1 will be a standard one.
When you select the Copy icon, you will see an information page listing what data is not copied. This information is also detailed below.
Click the Confirm Copy button to complete the process. The page will refresh and will display the Details page of the new eGC1.
You also have the option to Cancel the copy process, or to Print a basic version of the information page for reference.
You may find it useful to copy an eGC1 when you want to:
Create a template eGC1 with a PI, Contacts, and the Cost Center Receiving Funding to use as the basis for new eGC1s. Leave it in Composing status so you can reuse it as needed
Revise an earlier application that was not funded
Submit a non-competing renewal
Submit a single application to multiple sponsors
Data NOT copied from the original eGC1:
Specific dates, such as the sponsor deadline, the start and end dates
Cost Center – either Receiving Funding or Additional Organizational Unit Reviewers: If a Cost Center on your original eGC1 is above the department level or expired, the system will not copy it, so you will need to select a new Cost Center
Sponsor: If the sponsor on your original eGC1 is no longer active, the system will not copy it, so you will need to select a new sponsor.
Connected Budgets
Cost Sharing data
Personnel Investigator Status; it will default to Yes
Answers to Compliance Questions
Attached files
Sponsor forms included in Grant Runner applications
When you link a SAGE Budget to an eGC1, each item’s contacts and access lists are combined into a shared “access” page. A set of rules determines how the data is combined, so that no user loses access.
Once you link the Budget and the eGC1, you can make changes from either the eGC1’s Contact & Access page or from the Budget Settings Access & Roles section.
The shared page includes the “owners” which are the Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer, Budget Preparer and the eGC1’s PI. The list will also include any general collaborators with assigned access, either Can Edit or View Only.
The rules for combining the information from the original pages are:
If you have different Administrative Contacts and Budget Contacts listed on your eGC1 and your SAGE budget when they are connected:
Any existing SAGE Budget contacts will display on the resulting shared page.
The eGC1’s contacts will change to editable access, either Read/Write (eGC1) or Can Edit (Budget). Note: If your budget does not have an Administrative or Budget Contact, then the eGC1 contact will display on the shared page.
The eGC1 and Budget Preparers will display on the shared page.
The PI listed on the eGC1’s PI & Personnel page will be the PI on the shared access page.
Users will keep their higher level of access to the connected eGC1 and SAGE Budget. For example, a user with View Only access to the SAGE Budget and Read/Write access to the eGC1, will have edit access on the shared page.
Read/Write (eGC1) or Can Edit (Budget) are a higher level of access than Read-Only (eGC1) or Can View (Budget).
Owners (contacts, preparers, and PI) always have edit access.
Anyone with edit access may change or remove assigned access for anyone else.
Disconnected Budget and eGC1
When you disconnect a budget from an eGC1, each item will retain the Administrative Contact, the Pre-Award Budget Contact and a copy of all users with assigned access.
Additionally, these adjustments will be made:
The Budget Preparer role will not display on the eGC1. However, if the Budget Preparer had no other access to the eGC1, they will be assigned Read Write access to it.
The eGC1 Preparer role will not display on the Budget. However, if the eGC1 Preparer had no other access to the Budget, they will be assigned Can Edit access to it.
The eGC1’s PI will be assigned Can Edit access to the Budget.
Access page for multiple eGC1s and their connected budget
If you have a budget which is connected to multiple eGC1s:
Access lists for the eGC1s and their connected budget will merge.
The creator of the most recent eGC1 will become the eGC1 Preparer on the shared access page and will therefore have owner (edit) access.
Creators of all other eGC1s will have read-only access.
The PI on the most recent eGC1 will receive any email notifications and be listed as an owner.
Any former PIs will still display on the PI, Personnel, & Organizations page of the corresponding older eGC1. They will have read-only access to the current eGC1 and Budget. The former PIs will not receive email notifications.
Note: The PI on the most recent eGC1 will display on your My eGC1s page, so you will be unable to search for an older eGC1 using the former PI’s name.
Access for Global Editors
SAGE users with the Global Edit ASTRA role do not display on the access list for an eGC1 or Budget. They only have access to eGC1s not in Composing status. They will also have read/write access to any budgets connected to those eGC1s.
Notes, tips, and warnings
If you are preparing your eGC1 and budget at the same time, connect your budget before filling out the access page. You will then only need to fill in the information once.
If you remove yourself as an owner from the Contacts & Assign Access page for an eGC1 in Composing status or in Withdrawn status with no approvals, you will no longer have any access to the eGC1 or its connected budget. For an eGC1 in Approved or Returned status, you will retain read-only access.
Be sure you are connecting the correct budget to your eGC1 or the wrong people will end up on the access list.
As you manage an awarded project over time, you might link more than one eGC1 to the same SAGE Budget. When that occurs, there are several things to consider.
Editing Linked eGC1s and their Budget
Generally, you cannot edit an eGC1 in Routing or In OSP status or its linked budget. When you link multiple eGC1s to the same budget, none of the eGC1s or the budget are editable if any one eGC1 is Routing or In OSP.
Shared eGC1 Data: Contacts & Assign Access
Information on the Contacts & Assign Access page is shared across all of the eGC1s and the budget that links them. If you make a change on any one of the eGC1s or the budget, it affects all of the other linked items.
For example, assume you have an older Approved or Awarded eGC1 linked to a budget. You then link a new eGC1 to the same budget. If you make changes on the new eGC1’s Contacts & Assign Access page, those changes will happen on the older eGC1 and the budget also. This ensures that the current contacts receive any system email notifications sent concerning either related eGC1.
Shared eGC1 Data: Research Personnel
Similarly, if you make a change to the PI, Personnel, & Organizations page on any of the linked eGC1s, it will display on all of the other linked eGC1s. You can change the PI, add or delete other personnel, or update an investigator’s status. Once an eGC1 has reached Approved status, the Post-Approval Personnel Changes section displays at the bottom of the page and lists any changes.
The intent is to maintain one up-to-date list of the research personnel working on the project, for the purposes of significant financial interest (SFI) disclosures. When you add new investigators to the list, they will have to create a disclosure for the older eGC1 in addition to the new one.
Note: changes to the PI, Personnel, & Organizations page do not affect the personnel listed on the linked budget.
Any personnel changes you make to an eGC1 after approval do not affect the approval graph. It remains as it was at time of approval. The list of people on the cost share page will be the people who were on the eGC1 at time of OSP approval. Personnel that you add post-approval do not display on this page.
Also, the eGC1 Snapshot on the approval History & Comments page will still show the data as it was at the time that person approved.
One of the benefits of using SAGE Budget to create your proposal budget is that you can then connect it to your eGC1. It will automatically populate the Budget page of your eGC1. Since the two items are linked, any time you update your budget, your eGC1 will show the updated data. When you select a budget period to connect to your eGC1, SAGE imports all the data from your budget worksheets.
In addition, if your eGC1 is a Grant Runner application using the RR Detailed Budget form, your budget data will be mapped into the form. A Sponsor Budget Map link will display on the left navigation menu for you to make any desired changes to where the data maps by default. Review the Sponsor Budget Map article for more details.
Your eGC1 and budget will route together so reviewers can easily see budget details in a standard format.
When you submit a renewal eGC1, you can use the same budget to link the award-adjusted data for the next period to your renewal application.
Contacts and Access
When you connect a SAGE Budget and eGC1, they will share the contacts and access information. Any information you update on the Budget will be reflected on the eGC1. When you connect the two items, everyone who had access to either item will still have access. The SAGE Budget and eGC1 Shared Access Data article explains the details.
Thanks to valuable user feedback, the Office of Research Information Services (ORIS) launched a redesigned SAGE Budget tool in 2020 with a more streamlined, efficient, and intuitive look and feel. This new design also lays a foundation for upcoming integrations between SAGE and Workday.
Over the last year, we’ve collected your feedback and have added several features to ensure the current SAGE Budget format meets all of your core needs (e.g. APL and Fixed Fee). We are now ready to retire the legacy format, which allows us to focus our continued enhancements in the new format only. This is especially important as we prepare for the critical role that SAGE Budget will play in communicating award budget information to the financial system when the UW goes live with Workday Finance.
Upgrading of all Legacy Budgets
With the retirement of legacy SAGE Budget, all existing budgets in the legacy format will be upgraded to the new (current) budget format. Upgrading means:
When you open your budget, it will open in the new (current) version.
Those who had access to the legacy budget will have the same access on the upgraded version.
On the History page, snapshots of previous budget versions will now display in the new (current) format.
All costs and settings (like targets and salary caps) that were enabled on the legacy budget will be enabled on the upgraded budget.
Note: Auto Adjusting Entries (AAE) will not be available in the new (current) format. AAE will be converted to a standard costs line on the primary worksheet, with a note, “Converted Auto Adjusting Line.” The following budget details will remain the same:
object/sub-object code
cost amount
periods
Budget List Updates
The following changes have been made to the budget list:
The option to create a legacy budget has been removed
The Format column has been replaced with a Created Date column
An “Upgraded” indicator displays when a budget has been upgraded by the system
The default sort order on the budget list remains the same, descending by last edited date. You can still search for your budgets by Principal Investigator (PI) name, budget number, or budget title.
Other Budget Updates (released in advance)
The default Prorated Direct Cost (PDC) rate that displays when you enable APL on a budget worksheet has been updated from 35.2% to 35.0%.
SAGE eGC1
Ad Hoc Approver Improvements
Two changes were made to the list of roles that display when adding an ad hoc approver to an eGC1 approval flow:
Several out-of-date roles have been removed.
The list has been alphabetized.
SAGE Subawards (released in advance)
Subaward Expiration Fix
Subawards that reached Expired status were not updating to Active status when a modification was processed which pushed the End Date into the future. That issue has been fixed so that the overall Subaward reflects accurate status information.
Subaward History Now Includes All Subaward Status Changes
The Subaward History now includes events for each time the Subaward Status changes. Previously, the Subaward History only included status changes for Subaward Actions. This will provide more information about when the overall Subaward transitioned through process steps.
In this section, upload and attach the documents that will ultimately be submitted to the sponsor. Attaching them to the eGC1 makes them available online to all authorized approvers, including OSP.
Be sure to organize the documents according to the sponsor’s specifications. Use the PDF file format unless the sponsor indicates otherwise.
If there are pages that OSP needs to sign, place those pages in a separate PDF and upload the file in this section.
You can attach a draft version and update it with the final version before indicating that your application is “ready to submit.”
Internal Documents for OSP
In this section, you should attach the documents that OSP needs for compliance reasons or for a better understanding of the information with the grant application. OSP will not submit these documents to the sponsor. An example is the Cost Share Addendum.
If both OSP and your department reviewers need to view these internal documents, upload them here. Any reviewer can see all of the attached documents regardless of which section they are in.
Internal Documents for Dept/School/College
In this section, you should upload and attach the documents for your reviewers other than OSP.
Any reviewer can see all of the attached documents regardless of which section they are in.
Connected Budget Documents
The Connected Budget Data section links to the current versions of your connected budget and sub budgets. You will see the connected budget and sub budgets, with the budget number, budget type, budget name, and Budget Edit Number. To display a budget in Microsoft Excel, click the budget link.
When your eGC1 and budget are in Composing, Withdrawn, or Returned status, you can modify the data in the budget. The Budget Edit Number will change when you make modifications to the parent budget or any attached sub budgets. When your eGC1 and budget are in Routing or In OSP status, you cannot edit the budget unless you withdraw the eGC1 or OSP returns it.
Once OSP has approved the eGC1, you can edit the linked budget. When you link a budget period to an eGC1, you cannot link it to another eGC1. You can link the budget’s future periods to another eGC1. This allows you to revise the approved budget period and update future periods to reflect changes in funding.
Uploaded by OSP
These documents are uploaded by OSP in support of, or in reference to, this application. You can view the documents from within the eGC1. If the eGC1 is in Returned status, you can update an attachment, but you cannot delete it.
Related Documents
You can view award and administrative documents associated with your application from the Related Attachments section. This includes signed concurrence letters, notification documents from sponsor, agreements, extension approvals, and subaward documents.
Please note that you cannot view compliance documents, and significant financial interest (SFI) documents from Related Attachments.
Note: The Related Attachments list may not include some non-award agreements (NAA). This happens when OSP processes the NAA while the related eGC1 is still in Composing status. If you need to view an NAA that is not available, please contact OSP by email to request the file.
The following information is displayed for each file.
Field
Description
Description
As entered by the OSP administrator. Common descriptions may include:
Fully executed award
Signed Concurrence Letter
Notification from Sponsor
File Name
The name of the attached file.
Source
The type of item and the item number to which the file is attached. Common item types include Funding Actions (FA), Pre-award notifications (PAN), Post Award Changes (PAC), and Subawards (SC).
Version
The current version of the file, indicating whether the file was updated.
File Type
As indicated by the OSP administrator who processed it. File types included are:
Agreement Documents
Award Documents
Internal (UW) Documents
Notification Documents to/from Sponsor.
Attached
The date and time the document was attached to the source item. Documents display in reverse chronological order.
System Generated Budget Snapshots (Historical)
The System Generated Budget Snapshots (Historical) section is only displayed for eGC1s with budgets associated or disassociated before April 20, 2011. SAGE previously attached snapshots of the budget as it was when it was associated with or disassociated from an eGC1. To view the snapshots in Microsoft Excel, click the View link. You cannot remove these documents. The system will not generate new snapshots.
Tip: To take advantage of the new budgeting versioning and integration features, disassociate the associated budget from the eGC1, and then connect your budget. You will see more detailed information in Budget History and be able to view your most current budget information in the eGC1.
When you connect an older budget, the Budget Edit Numbers will start with “1” regardless of how many edits you made before April 20, 2011.
