Tag Archives: Grant Runner

You route a Grant Runner application for review just as you would any eGC1 application from the Certify & Route page of SAGE. As part of the process, validations are done to check for Grants.gov and NIH errors or warnings.

If you select Ready to Submit = No, you can route your Grant Runner application for review even if it still has outstanding Grants.gov or NIH errors.

You must fix all errors for your application to be eligible for submission via Grants.gov.

When your application reaches In OSP status and has its final review, OSP will submit your application to Grants.gov. Your application must be validated by Grants.gov and the Sponsor agency before it is officially complete. Therefore, it is important to submit your application at least seven days in advance of the sponsor deadline to allow time for UW internal review and approval, any necessary corrections, and any technical issues at Grants.gov or with the Sponsor System.

You can find more information about timeline requirements in GIM 19 Internal Deadlines for Proposals to External Entities.

After OSP submits your application to Grants.gov, you can monitor its status from the GR Submission & Status page of your eGC1. From this page, you can see the Grant Tracking Number assigned to your application and any information related to validation of your application.

Monitor the status of your application on eRA Commons

The National Institutes of Health (NIH) specifically allows you to review the status of your application online via eRA Commons. Once you have successfully submitted your application, you should check the appearance of your application on eRA Commons, and notify OSP if you need to make changes. Thereafter, continue to monitor your application’s status online via eRA Commons.

If there are no errors (there may still be warnings), the Sponsor assigns a unique Application Identifier (AN #) to your application. This signifies that your application was accepted. Once the NIH assigns the application an AN#, the PI should review the application package in eCommons to confirm that it appears as expected.

To check the status of your application

  1. Log onto eRA Commons using your Principal Investigator (PI) account Username and Password.
  2. Click the Status tab and scroll to find the Application ID.
  3. If the Application Status reads eSubmission Error, click the Application ID to obtain specific information.

For more information, go to NIH Electronic Submission of Grant Applications.

SAGE allows you to create two types of eGC1s – standard and Grant Runner. The Grant Runner version contains all of the same pages as a standard eGC1 and also includes the integrated form package for the electronic submission directly from SAGE via Grants.gov to NIH. Currently, you may only use Grant Runner for opportunities sponsored by NIH and its individual institutes. See the full list of supported NIH Activity Codes.

Using Grant Runner is optional. You can also submit using ASSIST.

To create either type of eGC1, start by clicking on the Create New eGC1 button on the My eGC1s page to start the Wizard.

For the question “Do you want to see if you application is eligible?” click Yes and then click Next to use with Grant Runner.  You will then continue with steps 2-5 of the Grant Runner Wizard (described below). The data collected in these steps will pre-populate some fields on both eGC1 pages and sponsor forms.

If you want to create a standard eGC1, click No and then click Next. On the confirmation page, you can return to the Grant Runner Wizard or click Create Standard eGC1 to create your eGC1.

Note: For guidance on completing an NAA type application, see OSP’s NAA eGC1 Instructions FAQ.

Additional Grant Runner Wizard Steps

Steps 2-5 of the Wizard gather specific information to:

  • Confirm eligibility to use Grant Runner.
  • Pre-populate data in the eGC1 and the Grant Runner sponsor forms.

Step 2: Sponsor

Use the Look Up Sponsor button to search for and select the sponsor.  Currently, you may only use Grant Runner for opportunities sponsored by NIH and its individual institutes.

If you have selected any of the NIH institutes, when you click Next, the Wizard will continue with Step 3; for all other sponsors, the Wizard will present options to either create a non-Grant Runner eGC1 or return to the My eGC1s list.  For more information, see Sponsor.

The sponsor displays on the eGC1 Details page. Once you complete the Wizard, you cannot change the sponsor.

Step 3: Opportunity ID

Use the Look Up Opportunity button to search Grants.gov for the Opportunity ID as listed on the sponsor instructions.

If SAGE supports the form set, the opportunity will appear in the results list. Click “Select” to the left of the opportunity to choose it and add the sponsor forms to the eGC1.

If SAGE does not support the form set, that will be indicated to the left of the opportunity in the results list. You can then “Cancel” out of the look up, and either cancel the creation of the eGC1 by clicking “Back to My eGC1s” or click on the “Cancel Wizard and create a standard eGC1” link.

If the opportunity cannot be found, the message “Sorry, no results for your search.” will display. In that case, check that you have properly entered the opportunity ID.

The Wizard presents options to either create a non-Grant Runner eGC1 or display the My eGC1s list.

Note: The Opportunity ID is also known as the Program Announcement Number (PA) or Request for Proposal (RFP).

The opportunity information, including opening and closing dates, is displayed on the eGC1 Abstract & RFA/RFP page once the application is created. Once you complete the Wizard, you cannot change the opportunity.

Step 4: Principal Investigator

Use the Look Up Principal Investigator button to search for and select the Principal Investigator. The name and directory data will display. Several fields are editable:

  • Title
  • UW box number
  • Phone
  • Fax
  • Cell Phone
  • Pager
  • Email

The values will be displayed on the eGC1 PI & Personnel page and some of the Grant Runner forms. Prefix and Suffix values can be added, and editing can be done, on the eGC1 PI & Personnel page after the Wizard is complete. For more information, see Principal Investigator.

Step 5: Application Details

Enter values for each of these required fields:

  •  Full Application Title
  •  Requested Start Date
  •  Requested End Date
  •  Application type

This data will display on the eGC1 Details page and some of the Grant Runner forms. You can edit these on the eGC1 Details pages after the Wizard is complete. For more information, see Application Details.

When the wizard is complete, the standard pages for the eGC1 will display, along with the mandatory and optional Grant Runner forms.

Before you begin using Grant Runner, you need to:

  • Find an eligible funding opportunity
  • Register with eRA Commons
  • Get access to SAGE

Find an Eligible Funding Opportunity

To search for eligible grant opportunities, go to Grants.gov. When you find a relevant NIH opportunity, be sure to make a note of the funding opportunity number. You will need this when you complete the Grant Runner wizard.

Register with eRA Commons

PIs (Principal Investigators) applying for grants from the NIH must have an account on the electronic Research Administration Commons (eRA Commons) website. eRA Commons serves as a virtual meeting place where the NIH exchanges information with its grantees and applicants can track their applications.

Please note the following:

  • Registration produces an ID, which you must enter in the credential field on the RR Senior/Key Profile Component. NIH will reject your application without the PD/PI Commons ID.
  • This is a one-time registration. Once a PI creates an account, be sure to enter the same PD/PI Commons ID each time that PI applies for NIH funds.
  • Make a note of the information used to register at eRA Commons. The PI information within the grant application should match this information as closely as possible.
  • For a link to the eRA Commons registration page and additional information, see NIH’s Registration Requirements for Electronic Submission.

Get Access to SAGE

SAGE (System to Administer Grants Electronically) is the UW system through which you submit your grant materials to the Office of Sponsored Programs (OSP). In order to use SAGE, you have must have access. SAGE uses the UW Access to Systems, Tools, Resources and Applications (ASTRA) tool.

Log into SAGE at www.sage.washington.edu.

If you have difficulty logging in, contact your unit’s ASTRA administrator to ensure you have a role.

Create a Grant Runner Application in SAGE

You will use the Grant Runner Wizard to create your application. The wizard will step you through a series of questions to verify if your application is eligible to use the automated submission process. You will need to provide the Funding Opportunity ID to complete the wizard. This ID is listed in the synopsis for each grant opportunity on Grants.gov.

The Grant Runner Wizard provides tools for you to look up UW organizational codes, sponsors, and Principal Investigators. The Wizard data will automatically populate parts of your eGC1 and SF424 forms, so you do not have to enter the same information more than once.

Helpful Reminders

  • The Sponsor’s Application Instructions document and Program Announcement (PA) should always be the primary source of information regarding important criteria, such as page count, file size, and document types required by the sponsoring agency.
  • All documents that are attached to the SF424 (R&R) form must be in PDF format.

What is Grant Runner?

Grant Runner enables you to complete grants.gov applications for certain National Institutes of Health (NIH) funding opportunities from directly within SAGE. It integrates the standard government grant application forms (also known as the SF424 Forms) with the UW electronic grants and contract (eGC1) application. With the click of a button, the Office of Sponsored Programs (OSP) can electronically submit your application via Grants.gov to the sponsor.

What are the Benefits of Grant Runner?

  • You can complete the SF424 form set directly in SAGE.
  • Grant Runner pre-populates your SF424 forms with UW institutional codes, OSP contact information, and other standard material.
  • Grant Runner automatically checks for common SF424 errors. It alerts you when you need to complete a required field or adjust an entry to meet NIH standards.
  • You can view the Grants.gov tracking number and NIH status directly from the History and Comments section of your eGC1.

Who is Eligible to use Grant Runner?

You can use Grant Runner if you are completing any of the supported National Institutes of Health activity codes.

The Grant Runner Wizard will step you through a series of questions to verify if your application is eligible to use the automated submission process to Grants.gov. To complete the wizard, you must provide the funding opportunity number. Be sure to note this number when you search for funding opportunities on Grants.gov.

If your funding opportunity does not meet the Grant Runner eligibility criteria, you may begin a standard (non-Grant Runner) eGC1 form. You will then need to complete an application via NIH’s Application Submission System & Interface for Submission Tracking (ASSIST) system.

If you’re new to Grant Runner, you might want to read Before You Begin for information on preliminary steps (account setup, SAGE access, etc.).

For help with specific Grant Runner forms, see the corresponding user guide article.

December 2013 Grant Runner Release

New Features

Grant Runner Infrastructure Changes for better Supportability

  • This Grant Runner release is focused primarily on infrastructure changes that will allow ORIS to better maintain this component of SAGE into the future, and to more rapidly expand the system to include new forms.   These changes will be mostly transparent to users, aside from a few minor tweaks to look and feel.

Grant Runner – Disabling of the checkbox for optional forms while editing

  • To prevent unintended errors and confusion, the optional forms check box will be disabled (cannot uncheck it) while the user has that form open for editing. This forces the user to close out of the form completely before they can take the action of unchecking the form and thereby removing it from the submission.

Grant Runner – Re-ordering of Mandatory Forms

  • With the release of the form C changes, Grant Runner mandatory forms appear in a less-than-ideal order for users.  We are bundling into this release the re-ordering of the forms, so that the SF 424 is always the first mandatory form shown.

August 2013 Grant Runner Form Set C

New Features

Changes were made to several of the Grant Runner forms with the new Form Set C version.

  • Performance Sites: You may now list up to 300 sites.
  • PHS398 Checklist: This form will no longer be in the set. Its fields were moved to the PHS398 Cover Page Supplement.
  • PHS398 Cover Page Supplement: You may now enter up to 200 stem cell lines. The fields from the Checklist form were moved to this form.
  • PHS398 Research Plan: The Planned Enrollment and Cumulative Inclusion Enrollment attachments will become their own new online forms.
  • RR Key Person Expanded: You may now add up to 100 key persons.
  • RR SF424: There is a new, required field for Change/Corrected applications, “Previous Grants.gov Tracking ID.”  The Cover Letter attachment will be moved to this form.
  • Cumulative Inclusion Enrollment: This is a new, optional form where you can enter enrollment data directly. This form replaces the corresponding attachment on the Research Plan.
  • Planned Enrollment: This is a new, optional online form where you will be able to enter enrollment data directly. This form replaces the corresponding attachment on the Research Plan.
  • Cover Letter: The form will no longer appear; its attachment will be added to the RR SF424 form.

January 2012 SAGE Maintenance Release

New Features in SAGE

  • The Advance Budget Form has updated instructions. We have created a new Advance Budget Job Aid which you can find on the My Advance Requests page.


  • The SAGE Budget wizard can now handle F&A rates correctly for grants which go beyond the agreement dates.
  • On applications which use human subjects and stem cells, you cannot leave comments without choosing a Type on the Compliance Explanations page.
  • SAGE will only copy valid 4th level org codes. Incorrect and expired org codes will be removed from copied eGC1s.
  • In Grant Runner, the PHS398 cover letter Update and View links will now display correctly.
  • You will not be able to select or copy inactive sponsors on your eGC1, and SAGE will remove inactive sponsors from copied eGC1s.

July 2011 SAGE Release

New Features

  • New Grant Runner submission page shows all status information for Grant Runner Applications, including Grant Tracking Number, Sponsor Assigned Number, and History & Comments.
  • The “Application Documents Information” section now displays on the “Certify & Route” page.
  • The “Attachments & Routing Questions” page has been renamed “Attached Documents” and no longer includes routing questions.
  • The “Certify, Complete & Print” page has been renamed “Certify & Route”.
  • The “Ready to Submit” question has moved to the “Certify & Route” page of the SAGE eGC1.

April 2011 SAGE Budget Versioning and eGC1 Integration

New Budget Features

  • Budget period naming conventions have been enhanced to include the most common period names.
  • Budgets built in SAGE can now be connected to an eGC1, so that any updates made to the budget automatically display on the budget page of the connected eGC1.
  • Budgets in SAGE route with the eGC1 they’re connected to and anybody with access to eGC1 will also have access to the budget.
  • The worksheet in SAGE Budget displays the eGC1 number and status of connected eGC1s.
  • Fiscally responsible departments can now be specified on the setup screen for sub budgets.
  • New Budget Edit Numbers in the Budget History enable users to see when a budget has been revised and to read comments associated with those changes.
  • OSP Administrator/Coordinator now has read access to Budgets built in SAGE.
  • SAGE saves all changes to budget and assigns a unique Budget Edit number and timestamp to versions created at critical points in workflow, such as at submission or approval.
  • Users can access a read-only view of a budget at a specific point in time from the Budget History and copy, print, or export it to Excel.
  • Users can access an Excel version of a connected budget from the eGC1 Attachments page under Connected Budget Data.
  • Users with the appropriate permissions can view or withdraw the eGC1 and budget from the Budget History tab.
  • Ability to define lines that automatically adjust their amounts to make selected total match target amount.
  • Ability to enable/disable fixed fee on APL budget
  • Ability to see sub-budget information for awards where proposal includes an associated SAGE Budget.
  • Added ability to modify Administrative and Pre-Award Budget contacts regardless of eGC1 status
  • Budget title field width reduced to better match maximum characters allowed


  • Error when opening Targets and Limits auto-adjusting entries with read-only access.
  • Cascade non-salary line items when a period is added
  • When a user adds TBD personnel to a sub budget, the salary that is created in the setup screen is not transferring to the period set up. The first period starting monthly salary should match the value defined on line setup, instead it is $0.
  • Corrected TBD personnel starting monthly salary on sub budget not copying to periods
  • Changes to how dates are calculated in SAGE Budget may cause a discrepancy between effort months and period length in a select number of budgets. Each of the affected budgets has a salary line item where the number of effort months originally calculated does not match the number of effort months that the current date calculation produces. This means that the effort months in the budget period now exceed the period length.
    • Symptom: When you click through salary details, you will see the following error message when you attempt to tab off the affected period: “Effort Months cannot exceed the number of months in the period (there are currently x months in this period). To increase the effort months, you will need to lengthen the period at the Periods tab.”
  • Changing period dates flips academic/summer months on salary lines
  • Period months incorrect when period start and end dates are in months of different durations (e.g. 28, 30, 31 days)-Current production issue discovered during Budget 2.2 user acceptance testing. When creating a period that has dates that start/end mid-month in months with a different number of days, the period months on salary lines may be calculated as a whole number where a user may otherwise expect them to be. For example: a period starting on 1/16/2011 and ending on 4/15/2011, period months comes out to 3.0161.
  • In a Grant Runner application that has been withdrawn or returned for updates, if an Appendix file is added immediately after updating the Research Strategy file, the Appendix file will appear in the Strategy section.
  • The Advanced Search for Approvals has two issues. First, if both the Date Approved After and Before fields are used to set a date range, the system will not return any results. Using just one date fields works correctly. Second, if a very large number (such as an org code) is mistakenly entered in the eGC1 Number field, an error (99) will occur.