Tag Archives: Overview

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: If the Fiscal Compliance F-3 is answered Yes, then cost sharing information is required.

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.

Cost Sharing Types section

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 (Committed) Check this to indicate committed/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.

Personnel Cost Sharing section

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 Organization Code? 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 organization code 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.

U W Cost Sharing (Other) section

Add an Organization

Click the Look Up Organization Code button to open the Organization Chooser and search for and select an organization. The selected organization code 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 organization, click the Add another Organization Code link.

Delete an Organization

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.

third party cost sharing sections

To add rows, click the Add Third Party Cost Sharing 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.

unrecovered f and a costs section

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 organization code). The total does not include Third Party amounts.

For each unit the system displays the Organization Code, Organization Code Name, and Amount.

U W Summary by Unit section

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.

Total Cost Sharing section

This page allows the eGC1 Preparer to add an Administrative Contract and a Pre-Award Budget Contact, both of whom are optional.

In the Access section, the preparer and other owners (contacts and PI) are listed. One person may hold more than one of these roles. Owners have edit access.

With edit access, you can give other individuals read-only or read/write access to the application. Review Assign Access for how-to steps.

When you connect a SAGE budget to an eGC1, then the Budget Preparer is listed in addition to the eGC1 Preparer, and the two items have a shared access page.

If you create an Advance Budget Request for the eGC1 (with or without a connected budget), the Advance Preparer(s) and any others assigned access to the Advance will also be listed in the Access section of the eGC1’s page.

The Details page of the eGC1 includes basic information about the proposed research, such as the proposal dates, the organization code receiving funding and the sponsor.

The System to Administer Grants Electronically (SAGE) is an internal UW web-based compliance and approval routing system for sponsored grant applications.

In the University of Washington’s grant lifecycle, you would use SAGE during the Application phase, and to manage subawards.

The eGC1 (electronic Grant and Contract form) is a required online UW form. It summarizes information about your grant application and routes it electronically for review and approval before submission to the sponsor. Review details on when an eGC1 is required.

There are 4 stages to an eGC1 application:

  1. The PI and/or Research Administrator on the research team prepare the eGC1.
  2. The application routes to campus reviewers to review and approve.
  3. The application is Ready to Submit and reaches a status of In OSP at least 3 business days prior to the sponsor’s deadline. This allows sufficient time  for OSP to review and approve application.
  4. OSP approves the application and submits it to the sponsor.

The following articles in this guide explain how to access SAGE with the appropriate ASTRA (Access to Systems, Tools, Resources and Applications) roles, and how to complete your eGC1 and route it for approval.

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. You can route your application to the reviewers.  Once routed, you will see a Withdraw button. Use it to withdraw you application for editing. You would then re-route it.

The sections on the page vary depending on the application’s status and whether the person editing it is the PI or not. They are described in the following articles.

This page includes three sections:

  • Fiscal Compliance: contains three required questions
  • Connect a SAGE Budget: you have the option to connect your budget and application, which will populate the eGC1 Budget section
  • eGC1 Budget: summary budget information for the current period and the project

Note: for a Grant Runner application using the RR Detailed Budget, the data from a connected budget will also populate the RR Detailed Budget form.

The following articles, linked above, cover these sections in more detail.

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.

example graph approval flow

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 Email Notifications Details article describes when, why, and to whom the system sends notifications.

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.

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 an organization code 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, this 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-completed 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.

For more information, see the sections on Reviewers and Compliance Reviewers.

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