The Sponsor Budget Map page shows where the expenses from your connected SAGE Budget will flow to on the RR Detailed Budget form.
A link to the Sponsor Budget Map page will appear on the left navigation menu once you connect your SAGE Budget to your Grant Runner application and the RR Detailed Budget form is either mandatory for your opportunity, or you have selected it.
Use the Sponsor Budget Map page when you have expenses that are not mapped to default fields on the RR Detailed Budget form, or you need to adjust the defaults. A red exclamation “validation icon” will display if you need to complete any mappings.
Note: The Sponsor Budget Map page does not show dollar amounts. It shows you how the various expenses on your budget are categorized for the RR Detailed Budget form. For some expenses, you can use the Sponsor Budget Map to change where and how your data displays on the RR Detailed Budget form.
The following image shows the Sponsor Budget Map link on the left navigation menu.
Note: If the budget you connect does not yet contain any expenses (costs), you will see an alert message. It reads “Whoops! You connected a budget with no expenses. Navigate to your SAGE Budget to add expenses.”
The following image shows the message.
Data Synchronization
After the initial connection of your SAGE Budget and Grant Runner application, any data changes you make to your SAGE Budget will be synchronized with both the RR Detailed Budget form and Sponsor Budget Map page. Any changes you make on the Sponsor Budget Map page will be reflected on the RR Detailed Budget form when you view it.
Your data changes will also be reflected in the PDF generated when you select View Grant Runner forms (PDF) on the left navigation menu.
Using the Sponsor Budget Map
The Sponsor Budget Map page initially shows where the SAGE Budget expenses will appear, by default, on the RR Detailed Budget. Where editable, you can choose to shift those expenses to a different category on the RR Detailed Budget. You can also specify the order of the personnel entries for Section A. Senior/Key Persons.
The Map page includes a link to your budget, just above the first section, that displays the budget number and title. For example: “B32836 Guide: Example Budget” as shown in the following image.
Below the link, there is a section for each expense type (object code) on your connected SAGE Budget. By default, the sections are all collapsed when you first view the page. You can “Expand All” sections or just individual ones.
The sections you see will match those where you have entered data in your parent SAGE Budget and any sub budgets. The possible sections are:
(01) Salaries and Wages, which includes the (07) Retirement and Benefits data (this links to a separate article)
SAGE Budget data is displayed on the left side of the page, in the same order as your SAGE Budget. The RR Detailed Budget expense category to which the expense will be mapped is shown on the right side.
Each section will display a status icon to indicate the status of the data within the section. A red exclamation point indicates that there are one or more expenses from your SAGE Budget that you need to map to an RR Detailed Budget category or sub-category. A green check mark indicates that all mappings are resolved. The Participant/Trainee Support Costs section shows a gray check mark icon if one or more of the optional mappings are unresolved.
The following images show examples of each type of status icon: green, red, and gray.
Adjust Expense Categories
You can change a number of SAGE Budget expense categories from the default value to another category on the RR Detailed Budget. Use the drop-down menus in the right-hand column to make changes to the default mapping between SAGE Budget and the RR Detailed Budget form. Some selections are grayed-out to indicate that the SAGE Budget object code cannot be mapped to that selection. For example, Travel costs cannot be assigned to Other Personnel.
Create Customized Categories
For some expenses that map to Section F: Other Direct Costs, there is no default sub-category. You must make a selection. These expenses are:
Supplies & Materials 05-47, 05-48
Student Aid 08-00, 08-02, 08-05
Unallocated 38-00
You can either select one of the existing sub-categories, or create a customized one. You can add up to 10 custom (user defined) sub-categories for Section F. The custom fields will be listed in object code order on the budget form.
Click on “Select…” in the drop-down menu and choose “Other…” You made need to scroll down the list.
A dialog will display where you can enter the customized name of your sub-category. Click Save to return to the Map page. The new sub-category will appear, followed by an Edit link.
Once you have added a customized sub-category, it will appear in the drop-down so that you can choose it for additional expenses. If you edit the name of your customized sub-category, all items you associated with that sub-category will be updated.
Participant Support Costs
You can change some SAGE Budget expense items from the default mapping value to Section E. Participant/Trainee Support Costs.
Note: If you have any Participant Support Costs, you must use the section at the end of the Sponsor Budget Map page to indicate the associated numbers of participants for those budget periods.
By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs, subcategory Consultant Services.
You can change the RR Detailed Budget Category to either D. Travel, or E. Participant/Trainee Support Costs.
Within this category you can select the appropriate subcategory for your expense item.
(03) Other Contractual Services
By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs. The default subcategory depends on the SAGE Budget sub-object code for the expense. Consult the table below.
Generally, you can change the RR Detailed Budget Category to either D. Travel, or E. Participant/Trainee Support Costs. The exception is an 03-62 expense, a subcontract sub budget. You cannot change its mapping.
By default, the expenses for the (04) Travel object code, on a parent or internal sub budget, will map to Section D. Travel on the RR Detailed Budget form. The expense will map to either Domestic Travel Cost or Foreign Travel Cost, depending on your SAGE Budget Destination choice.
You can change the RR Detailed Budget Category to E. Participant/Trainee Support Costs. The subcategory will default to Travel.
(05) Supplies & Materials
By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs, with the subcategory of Materials Supplies.
You can change the RR Detailed Budget Category to E. Participant/Trainee Support Costs, except for sub-object codes 47 and 48 “Non-Capitalized Equipment”.
Within the category you can select the appropriate subcategory for your expense item.
(06) Equipment
The expenses for this object code, on a parent budget or internal sub budget, will map to Section C. Equipment, and you cannot change the mapping.
Additional Equipment Items Attachment
Section C. Equipment on the RR Detailed Budget form can display up to ten items. Any additional items must be included in an attachment to the form. When you initially connect your SAGE Budget and Grant Runner application, SAGE will automatically generate and attach the PDF file listing any additional equipment items, as needed. The file will be named to reflect the budget period. For example, the attachment for Period 3 of your budget will be named “Period_3_Equipment.pdf”.
Any time you add or remove equipment items from your SAGE Budget, the PDF attachment will automatically be recreated (or removed) to reflect those changes, as needed.
(08) Student Aid
By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs. You will need to select a sub-category on the Sponsor Budget Map page, or create a custom one.
(10) Capital Projects
The expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Alterations and Renovations, and you cannot change the mapping.
(19) APL
The expenses for APL Prorated Direct Costs (PDC), on a parent or internal sub budget, will map to Section H. Indirect Costs
The non-PDC expenses will map to section F: Other DIrect Costs. You will need to select a sub-category on the Sponsor Budget Map page, or create a custom one.
(38) Unallocated
By default, the expenses for this object code, on a parent budget or internal sub budget, will map to Section F. Other Direct Costs.You will need to select a sub-category on the Sponsor Budget Map page, or create a custom one.
You can change the sub-category to any value for Section F, except Subaward/Consortium/Contractual Costs.
You can also change the RR Detailed Budget Category to either D. Travel or E. Participant/Trainee Support Costs.
(25) Facilities and Administrative
The expenses for this object code, on a parent budget or internal sub budget, will map to Section H. Indirect Costs, and you cannot change the mapping.
The RR Detailed Budget form allows a maximum of four distinct indirect cost base/rate rows.
Participant/Trainee Support Costs
Use this section to indicate how many participants and/or trainees there are for each period.
There will be an entry field for each period.
If there are not any participants in a period, leave the field blank.
The eGC1 Compliance Questions and Explanations pages have been replaced by a new page called Non-Fiscal Compliance. This consolidation provides a more streamlined experience for preparers and reviewers.
Updated questions reflect current institutional needs, with improved clarity in mind. Links to supporting guidance have been added to assist preparers in understanding the policies and regulations behind each question. You can review the updated questions by visiting this page..
Design improvements make the page easier to navigate and gauge progress toward completion.
eGC1s that are in routing at the time of this release will display the old compliance questions that existed when the eGC1 was initially routed.
However, any eGC1 that is returned or withdrawn after the release will be reset with the new compliance questions. Answers to the previous questions will no longer display. Plan for additional time to re-complete that page in case a return or withdrawal is necessary.
Zipline and Hoverboard linked to eGC1
Human Subject (Zipline) and Animal Use (Hoverboard) protocols can now be linked to your eGC1. Searching by IRB Application Number or IACUC Protocol Number will allow you to pull in real-time information, reducing manual back-and-forth between systems and improving the accuracy of protocol details in SAGE.
Improved Collaboration
Send page link to PI, 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.
Multi-User Editing (limited)
Currently, only one person can edit an eGC1 at a time. However, the Non-Fiscal Compliance page can now be edited, even while someone else is working in other areas of the eGC1. This will avoid situations where the PI could be blocked from contributing to the Non-Fiscal Compliance page while the administrator is currently editing other areas of the proposal.
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.
To assist researchers in filling out the Human Subjects & Clinical Trials (HSCT) form, NIH required fields are now indicated with an asterisk and red highlighting. These same fields will have validation messages when the user clicks “Show Form Errors” at the top of the form. All NIH errors and validations will continue to show when the full application is checked by clicking “Check for Errors” in the left navigation of SAGE.
eGC1 Data Sync Improvements with Grant Runner Forms
To help prevent data inconsistencies when multiple browser sessions are open, the data sync between the eGC1 and Grant Runner forms has been improved. When you make updates to information in the eGC1 that flows through to Grant Runner forms, those updates will now automatically sync with each save/refresh of the eGC1.
Improved Accessibility for Keyboard and Tab Order Functionality
To meet accessibility standards, all Grant Runner forms are now accessible using keyboard only functionality. In addition, tab order has been improved to be more logical and intuitive, reducing the number of times the user has to press the tab key.
Error Messages Enhanced
Question numbers have been added to error messages on all Grant Runner forms. This update will help users quickly identify the specific error within a form. This will be especially helpful for longer forms such as the new Human Subjects & Clinical Trials form.
On the Non-Fiscal Compliance page, in the Data & Technology section, if you answer Yes to questions D-2 and/or D-4, the system will automatically add a hold for Export Control. The hold will be added when the eGC1 reaches In OSP status.
Funding Actions
When OSP creates a child Funding Action (FA) for an awarded eGC1, the system will automatically create compliance holds, if appropriate.
The system applies automatic holds to the FA based on the conditions in the following chart.
Details page has an Originating Sponsor listed with a Sponsor Type of Federal Government
SFI/FCOI
One or more investigators on the PI, Personnel, & Organizations page has an SFI value of Yes or Unknown
Export Control
Non-Fiscal Compliance page: if Yes for any one of questions E-2, D-1, D-2, D-3, D-4.
IACUC
Non-Fiscal Compliance page: question AU-1 = Yes
FCOI Training
One or more investigators on the PI, Personnel, & Organizations page has either not done the sponsor-required FCOI training or the training has expired.
Use this section to indicate if and how specific types of information and technologies will be involved in the project so that reviewers can determine if special guidelines or restrictions apply. Contact exports@uw.edu for guidance on export control limitations related to sharing of data and technology. For information about the Washington Innovation Advantage Program (WIAP), visit the CoMotion site or contact osp@uw.edu with further questions.
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.
D-1. Does this project involve any of the following?
Answer: Check all that apply:
Proprietary Information
Export Controlled/Controlled Unclassified Information
Classified Information
Other Sensitive Information (Excludes personal or patient information)
None of the above
You must make at least one selection. If “None of the above” is selected, the system will clear any other boxes that were checked.
D1-A displays if for D-1 you select any value other than “None of the above”
D-1A. Will this information be shared with foreign nationals in the United States or abroad (including UW faculty, staff, or students)?
Answer: Yes or No
Note: U.S. Permanent Residents are not considered foreign nationals. The actual country of citizenship/residency of foreign nationals is not required at this time.
D1-B displays if for D-1 you select “Other Sensitive Information (Excludes personal or patient information)”
D1-B. Please describe the other sensitive information
D-2. Is this project intended to assist any foreign country’s military or space activities?
Answer: Yes or No
D-2A displays if D-2 = Yes
D-2A. Please describe.
D-3. As far as you know, will the sponsor require approval prior to foreign national participation or prior to publication of the research results of this project?
Answer: Yes or No
D-4. Will the project involve travel to or collaboration with a person or entity in a sanctioned country (e.g., Cuba, Iran, North Korea, Sudan, Syria)?
Answer: Yes or No
Question T-1 displays if the Sponsor Type and/or Originating Sponsor Type (as indicated on the Details page) is one of the following:
Use this section to provide information about the use of vertebrate animals in the project to allow reviewers to determine compliance with UW and sponsor requirements. If you have questions regarding the use of Vertebrate Animals, please contact the Office of Animal Welfare.
Note: Hoverboard data will be refreshed each time you view this page.
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.
AU-1. Will the project involve the use of vertebrate animals?
Answer: Yes or No
A table for Animal Use Protocols and an Add Protocol button display if AU-1 = Yes
Note: If AU-1 = Yes, then you must include at least one protocol.
Add Protocol
You can add a protocol in three ways. Start by selecting Add Protocol. By default, the UW Protocol choice displays. Select the appropriate protocol type link from there.
Use this to search Hoverboard and import your data. Start by entering at least 3 digits of your protocol number. The search will return any items that contain the digits you enter. Click in the results list to select the appropriate item. The following image shows a results list after search for “234”.
When you select a protocol from the results list, the following data displays in the dialog window:
Protocol Title
Protocol PI
Primate Center Involved – Yes or No
Expiration Date
Select Next to continue the process. The dialog will display the question “Does the protocol require an amendment?” Answer Yes or No.
Select Save to return to the Animal Use section.
Note: If the value for Primate Center Involved is Yes, the Primate Center will be added to the approval flow as an Approver.
The following image show the amendment question in the dialog window, with Yes selected.
External Protocol
Select this choice in the Add Protocol dialog to enter an External Protocol. Select the appropriate institution from the drop-down menu.
The choices are:
Fred Hutchinson Cancer Research Center (FHCRC)
VA Puget Sound Health Care System (VAPSHCS)
Seattle Children’s Research Institute (SCRI)
Benaroya Research Institute of Virginia Mason (BRI)
Center for Infectious Disease Research (CIDR)
Allen Institute
Add a New Institute
The following image shows the initial screen with the drop-down menu expanded.
When you select one of the existing institutions from the menu, its details will display. These fields are
Institution Assurance Number
Institution Country
Institution City
You can find more information about assurance numbers on these NIH web pages:
The following image shows the details for Fred Hutchinson Cancer Center (FHCC).
Select Next to enter your Protocol Number and the Expiration Date.
The following image shows this step, with some example data entered.
Select Save to complete your entry. You can save a partial entry. It must be complete prior to routing your application.
The following image shows the expanded table row from this entry on the compliance summary page.
Add a New Institution
If you select “Add a New Institution” from the External Protocol list, the dialog will display the following fields:
Institution
Assurance Number (optional)
Institution Country
Add the appropriate information for these fields. Note that if you select any country other than the United States of America, you must also enter an Institution City.
The following image shows the first page of the dialog.
Select Next to display the section page of the dialog. Enter the Protocol Number and its Expiration Date.
Select Save to complete your entry. You can save a partial entry. It must be complete prior to routing your application. The added information will display similarly to the existing external institution entries.
New Protocol
If you will be establishing a new protocol, select that option from the initial Add Protocol dialog box. You just need to answer yes or no to the question “Will the Primate Center be involved in the research?”
If you select Yes, the Primate Center will be added to the approval flow as an Approver.
The following image shows the New Protocol dialog with the Primate Center question.
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.
Human Subjects (questions HS-1 and HS-2, and conditionally HS-1A and HS-1B)
Data & Technology (question D-1, D-2, D-3, D-4, and conditionally D-1A, D-2A, and T-1)
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.
Occasionally, there could be a difference in the eGC1 PI and the PI on the sponsor’s application, for example, in the case of career development applications.
To designate an Application PI, select that role for the person after adding them to the PI, Personnel, & Organizations page. For additional information on research team roles, review the UW Research Personnel page.
If the Application PI is a UW person, SAGE will add the Application PI to the Approval Flow and send an approval required email notification at the appropriate time. If the person selected does not already have an ASTRA role for SAGE, a warning message of “no access: ASTRA permissions required” will display in red once you select the Application PI role. You will need to give them access, so that they can approve the application. There are two non-PI researcher ASTRA roles that could be used.
As part of the approval process, the UW Application PIs are required to certify the PI Assurance Statement which appears in the approval dialog.
The statement reads:
Principal Investigator/Program Director Assurance: I certify that the statements in this eGC1 and the related sponsor application are true, complete and accurate to the best of my knowledge. I am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. I agree to accept responsibility for the scientific conduct of the project and to provide the required progress reports if a grant is awarded as a result of this application.
The approval/agreement reads:
I am the PI and I have read and agree with the PI Assurance Statement. I understand that approving this eGC1 electronically is equivalent to my signature.
The following image shows the assurance statement in the approval dialog.
For Grant Runner applications, the person designated as the Application PI will appear as the PD/PI on the SF 424 and Key Person Expanded forms.
Non-UW Application PI Assurance Statement Instructions
If the Application PI is a non-UW person (an affiliate), SAGE will not add them to the approval graph. Since they have a NetID, they could be given access to SAGE and added as an ad hoc approver to the graph. The eGC1 PI is responsible for securing assurance statements for those non-UW Application PIs. The following steps describe the paper process.
NIH will require the use of FORMS-E application packages for due dates on or after January 25, 2018. Grant Runner now includes the FORMS-E version for the following agency specific forms.
PHS 398 Cover Page Supplement
PHS 398 Research Plan
PHS 398 Career Development Award Supplemental
PHS 398 Modular Budget (expire date change only)
PHS Assignment Request
PHS Human Subjects and Clinical Trials Information (New!!)
Federal-wide form updates that will also be incorporated into FORMS-E packages, and which are supported by Grant Runner, include:
New Human Subjects and Clinical Trials Information Form
Grant Runner now includes the new PHS Human Subjects and Clinical Trials Information Form. You will have the option of completing the form in its entirety directly in Grant Runner, or importing a completed PDF version of the form into Grant Runner. Due to the length of this form, it is recommended that you preview the form in Grant Runner or in PDF format, early in the proposal development process to plan appropriately for the information collection involved.
SAGE Subawards
Subrecipient Re-Certification Status and Form
When completing the subaward request in SAGE, a prompt will display below the subrecipient’s name if their certification status is in an expired state and needs re-certification. This prompt will have a link to the Subrecipient Certification PDF form that can be uploaded in the Attachments section of the Subaward Request once completed. Attachment of the Subrecipient Certification form is not required prior to submission of the subaward request. This status prompt and link will also display in the Subaward Overview Summary section.
SAGE eGC1
Non-Award Agreement Application Types
SAGE now provides a dedicated, streamlined eGC1 format for submitting Non-Award Agreements to OSP by requiring only the set of fields necessary for these application types. You will now select Application Types “Non-Award Agreement (new)” or “Non-Award Agreement (continuation)” for the following types of agreement:
Confidentiality Agreement
Data Use Agreement
Memorandum of Understanding
Unfunded Collaborative Agreement
Unfunded Research Agreement
Affiliation Agreement
Material Transfer Agreement
Note that you should select “Non-Award Agreement (continuation)” to extend an existing agreement beyond the initial term.
Activity Locations Survey
We want your feedback on the new look and feel of the Activity Locations page. Click the “Give Feedback” link at the top of that page and let us know what you do/don’t like about the design as we evaluate updates to other parts of SAGE.
