Tag Archives: Overview

SAGE Budget enables you to create accurate, detailed budgets for your grant and contract proposals. The comprehensive budget minimizes errors and improves data quality.

Why use SAGE Budget?

  • It’s simple. Select a start date, and being 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. Apply inflation rates for Salary, Tuition, and other line items across budget periods. 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, 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, see the Office of Sponsored Program’s Budget Development page.
  • Departmental ASTRA Authorizers provide access to the SAGE system. See Accessing SAGE for more details.

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.

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

If you connect a budget to the eGC1, then the Budget Preparer is listed in addition to the eGC1 Preparer.

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

If you have edit access, you can give other individuals  read-only or read/write access to a specific application.

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.

For details on when an eGC1 application is required, see the Proposal Routing section of the UW Research Submit Proposal web page.

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.

The Attached Documents page includes all the electronic files attached to the eGC1 for routing, approval and later reference. Users and reviewers with access to the eGC1 can view all documents.

For details on how to update an existing attachment or upload a new attachment, see eGC1 and Grant Runner Attachments.

See the following articles for each attachments section.

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 the sponsor notifies a Principal Investigator (PI) of an award, the PI or research administrator can request authorization to spend a limited amount of money on an Advance prior to the receipt of an executed award. The sponsor must allow pre‐award funding and the department must also approve it. The UW authorizes an advance through the assignment of an Advance Budget Number to a project.

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.