The budget worksheet displays line items and period totals for each budget line. The name of the budget and its reference number display above the worksheet navigation tabs.
Tabs
Worksheet: Displays the Budget Worksheet page
Sub Budgets: Displays the Sub Budgets page
Properties: Displays the page with the Budget Properties, Global Attributes and Advanced Settings sections (step 1 of the budget creation wizard)
Periods: Displays the page with the Periods sections (step 2 of the creation wizard)
F&A: Displays the page with the Funding Details and F&A Rates and Base sections (step 3 of the creation wizard)
Assign Access: Displays the page with the Contacts and Access sections (step 4 of the creation wizard)
Targets & Limits: Displays the page with the Targets & Limits Settings; this tab only appears if you chose this option on the Properties page. It would be step 5 of the creation wizard.
History: Displays the page with the Budget History; if you linked an eGC1 to the budget, information about it would also appear here.
Worksheet Icons on the Action Bar
At the upper right area of the worksheet is a set of icons. Placing your mouse pointer over an icon will display its function. For full details on each of these icons, see the Worksheet Actions article.
Worksheet Details Overview
Click on any object code summary line to display any existing sub-object line items.
The column entry for one period, for a specific sub-object code line item, shows the total calculated in the item-entry screen(s). The column entry for one period, for an object code summary line, shows the total of all its sub-object code line items for that period. An entry in the “Summary ($)” column (at the far right), for an object code summary line, shows the total of all the periods for that line. At the bottom of the worksheet are column totals for several categories of costs.
In the Salary and Wages section, added personnel will have corresponding entries in the Retirement and Benefits section. Student Aid line items are automatically added when you add an individual to the Salaries and Wages section with a UW sub-object code of: 01-33, 01-34, 01-43, 01-44, 01-51 to 01-54, or 01-91 to 01-94.
Worksheet Table Columns
Description column
This lists the budget lines, which are categorized into 11 summary sections, derived from actual UW Object Codes. Click on a summary line to display its sub-object codes, or hide them. The current object codes included are:
(01) Salaries and Wages
(02) Service Contracts
(03) Other Contractual Services
(04) Travel
(05) Supplies and Materials
(06) Equipment
(07) Retirement and Benefits
(08) Student Aid
(10) Capital Projects
(38) Unallocated
(19) APL
Note: SAGE Budget does not include all UW Object Codes.
Target Amount
This line displays only when you have the Targets and Limits feature enabled. It displays the target amount you have established for each period of your budget. This amount is not included in your budget totals.
Target Difference
This line displays only when you have the Targets & Limits feature enabled. The Target Difference is the difference between the target amount you have established for each period of your budget and your budget total. When your budget exceeds the target amount, the target difference displays in red text. When your budget is less than your target amount, the target difference displays in black text.
The Target Difference is not included in your budget totals.
Summary and period columns
The summary column values are the sum of all line items (sub-object codes) set up within the summary line’s section.
Each budget column represents one period. The periods are defined in step 2 of the setup.
To search for eligible grant opportunities, go to the Grants.gov Search Grants page. 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.
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.
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.
SAGE Budget enables you to create accurate, detailed budgets for your grant and contract proposals, and for your award and modification requests. The comprehensive budget minimizes errors and improves data quality.
It’s simple. Select a start date, and begin entering costs.
It’s accurate. SAGE Budget automatically populates your budget with real-time salary and benefits information, calculates budget totals for each period, and identifies the correct F&A rate.
It’s efficient. It applies inflation rates for Salary, Tuition, and other line items across budget periods. It can cascade entries on non-salary line items, so the values you enter in one budget period are automatically propagated to subsequent budget periods.
It’s flexible. With the click of a button, you can copy a budget and reuse it as a template for future budgets.
It’s tailored for the UW Research Community. SAGE Budget is customized to comply with UW Accounting Rules, so you needn’t memorize object codes or look up the latest F&A rates.
It’s convenient. Connect your budget to an eGC1 or award request, and they will route together so reviewers can easily see budget details in a standard format.
It’s a time saver. If you are creating a Grant Runner application and using the RR Detailed Budget, connecting your budget to your application will automatically populate the form.
When you might not want to use SAGE Budget
Currently SAGE Budget does not fully support CRBB budgets.
Additional Information
For more information on preparing a budget, review the Office of Sponsored Program’s Budget Development page.
Departmental ASTRA Authorizers provide access to the SAGE system. The Accessing SAGE page provides more details.
This section displays general information about the subaward.
The following image shows an example of this section.
Field
Description
Project Title
Populated from the full title of the application associated with the initial subaward request.
Project Short Title
Populated from the short title of the application associated with the initial subaward request.
Subrecipient
The institution receiving the subaward.
Note: If the subrecipient’s certification status is expired and needs recertification, a prompt will display beneath the subrecipient name, as shown in the image above
If you would like to help facilitate that process:
Click the link to the Subrecipient Certification PDF form
Have the subrecipient complete the form
Upload the signed form as an attachment in your Subaward Request
The 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.
Populated from the initial (New) subaward request. The Start Date for any modification requests will populate from that of the subaward. The End Date will adjust based on any modification requests that reach Active or Expired status.
Total Subaward Amount
Calculated field that includes any supplemental funding or de-obligation in modification requests that have reached Active or Expired status.
Automatic carry forward authorization by PI?
Yes, No, or Not Applicable, as indicated in the initial subaward request.
Subaward Contacts
Review the Subaward Contacts article for details on managing the contacts information.
Request in Process
When a subaward request has a status of Composing, In OSP, OSP Assigned, Issued, Withdrawn or Returned, it will display in this section.
Note: Only one request can be in process at a time.
The following image shows this section.
Summary information displays for the request.
Field
Description
Request Type
“Initial” for a new subaward; one or more types for a modification
Modification Number
OSP enters this value. It confirms the sequence of changes to the subaward agreement.
Current Status
Status of the request
Request End Date
End Date for the request
Request Amount
Amount for the request
BPO Number
PO Number for the request
OSP Assigned to
Upon submission, the system assigns a request to Subaward Intake. OSP will then assign it to the individual who will review it, generally when it moves to OSP Assigned status.
Latest Update
The latest status change event for this request. It shows who made the change and when, and includes a description and any related comments.
You can select the request number or the Open link to see the request details page.
From this section, you can also Withdraw a request in In OSP status, or cancel a request that is in Composing, Withdrawn or Returned status.
If there is no request in process, a Create Modification Request button will appear. Select it to create a new modification.
Processed Requests
This section lists all of the requests associated with this subaward, with the most recent listed first. The following image shows an example of this section.
Field
Description
Subaward Request Number
The subaward request’s system-generated unique number
Modification Number
OSP enters this value. It confirms the sequence of changes to the subaward agreement.
Request Type
Initial for a New request or one or more of the following types for Modifications:
Extension
Early Termination
Supplement
De-obligation
Scope Change
Other Modification
Note that a modification cannot be both an Extension and an Early Termination.
The core SAGE system allows you to carry out several tasks:
SAGE Budget helps you create an accurate budget for your grant proposal. It auto-populates data from the payroll and financial systems, helps you select proper rates, and calculates totals automatically.
You can connect a budget to a standard or Grant Runner eGC1 to populate budget data.
You will need to connect a budget to an Award Setup Request.
eGC1 Forms are the electronic Grants and Contracts forms you use to route your grant proposal through the University’s internal compliance process.
Grant Runner applications combine the eGC1 and sponsor forms for some NIH funding opportunities requiring SF424 R&R forms, including Modular, Detailed and Subaward Budgets. With the click of a button, OSP can electronically submit your application via Grants.gov to the sponsor.
Approvals is the electronic routing engine that stages eGC1s, Advances, and Award Setup Requests for approval by associated departments, colleges, compliance offices, and the Office of Sponsored Programs.
Advances creates an online request form for an advance budget number.
Awards allows you to create Award Setup Requests and Modification Requests.
Subawards submits a request for a new subaward or a modification of an existing one.
This component of SAGE (System to Administer Grants Electronically) enables you to create accurate, detailed budgets for your grant and contract proposals and for your award requests. The comprehensive budget minimizes errors and improves data quality.
For proposals, you can connect a SAGE Budget to a standard or Grant Runner application. The budget data will automatically fill in the eGC1 Budget page, and for a Grant Runner application, the RR Detailed Budget form. Any changes to the budget are automatically reflected in the application. Review Connected SAGE Budgets and eGC1s for more details.
For Award Requests or Modification Requests, you are required to attach a SAGE Budget. Review Awards Overview/Workflow for more details. Any changes to the budget are automatically reflected in the award or modification request.
When a preparer completes an eGC1 and submits it into routing, SAGE automatically sends an email notification to the Principal Investigator (PI). The notification email specifies the action required of the reviewer and includes a direct link to the approval graph.
Note: If the person initially routing the eGC1 for approval is the PI, then the system assumes PI approval of the eGC1 at that time.
Once the PI has approved, SAGE automatically notifies the next set of reviewers on the approval flow. Each authorized reviewer for a unit receives a notification, but only one reviewer is required to review and approve the eGC1. Once a reviewer approves the eGC1, the status of the node on the approval graph changes to “Approved by” followed by that reviewer’s name. The node also changes color from Waiting Approval (purple) to Approved (light green).
The following image shows an example graph. After the PI approved the eGC1, SAGE would have notified the Department Reviewers for Bioengineering and the Dean Reviewers for the College of Engineering. One of the reviewers for Bioengineering has approved, while the eGC1 is still “Waiting Approval” for the College of Engineering. The eGC1 is “En Route” to the remaining reviewers.
As the preceding nodes in the graph move to “approved” statue, the system notifies the next node(s) and they change status (and color) from En Route to Waiting Approval. For the example in the image above, when a College of Engineering Dean Reviewer approves, the School of Medicine Dean Reviewers receive notifications, since by following the thread (connecting lines), you can see that the college node is earlier in the flow.
Note: Any campus reviewer may approve the application prior to receiving their notification. The system does not impose any specific order on the approvals.
Once all of the campus reviewers have approved the eGC1, it moves to In OSP status, and the system sends an email to the eGC1 Preparer, PI, Application PI (if any), Administrative Contact, and Pre-Award Budget Contact notifying them of the status change.
You can view the list of email notifications sent to reviewers, and preparers and contacts for a specific application by clicking Email Notifications from the left-navigation menu.
The information displayed includes:
Field
Description
Name:
The person receiving the notification.
Rule Type (and Organization)
The reason for the email notification. This is based on the role listed on the approval graph.
Action Taken
The action that caused the email notification to be sent.
Date
The date and time the notification was sent.
Email Address
The email address where the notification was sent. SAGE generally sends email to the “UW NetID” email address.
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.
SAGE creates the approval flow (graphical and text) based on data in the eGC1 and the routing rules for each school/college. The flow displays which personnel and unit or compliance reviewers should review the eGC1 and its attachments.
Once you enter a Cost Center Receiving Funding and a PI for your eGC1, the system can generate a draft version of the approval flow. This can be viewed from either the PI, Personnel, & Organizations page or the Certify & Route page of the eGC1. As you add other research personnel, other data such as cost sharing or responses to compliance questions to your eGC1, the draft version of the graph will reflect those changes.
When you route the eGC1 for approval, SAGE creates a final flow and sends out the initial approval notifications. If you withdraw the application or a reviewer returns it, when you re-complete it, the system re-generates the approval flow to adjust for any changes you make to the eGC1. Any approvals that had already occurred will not change after the eGC1 is re-routed, unless affected by the data changes made to the eGC1.
The approval graph appears the same for all reviewers, with the exception of the bold border that indicates your approval node on the graph and the Reason for your review information in the Approval Status Data section. Most people only have one role, so the border will always appear around the same approval node.
If you have more than one approval role, you may see an application listed more than once on your My Approvals page. You will need to approve for each role separately.
