Use this chooser whenever you are looking up a person, across all of the SAGE Suite except for SAGE Budget, Advances, and Awards, which use a type-ahead style search.
Enter an appropriate search value in the text box, select Name or UW NetID/EmployeeID from the drop-down menu, and then select the Search button. You can use the Cancel link, or the X in the upper right corner, to return to the page you were on without completing the search process. Details on all the steps are given below.
The following image shows the personnel chooser dialog.
From the results list, select the title and unit combination that is appropriate for your situation by clicking on the person’s name.
You must enter at least two characters when searching by name. You can enter:
Just a last name (complete or partial), though if it’s a common name, the search may find more people than can be displayed
A last name and at least the first two letters of the first name, such as: diaz, ja
Search by NetID/EmployeeID
When searching by NetID or EmployeeID, you will only get a result for an exact match to what you enter. For example, if a person’s NetID is “abcd” and you search for just “abc”, you will not find the “abcd” person. Similarly, you must enter the complete EmployeeID to get a result.
Search for Non-UW Employees
If you are searching for a person who is not a UW employee, but has a NetID, you can only find them by using the NetID search. In the results, the value for EID will be “NON-UW PERSON” and the Title will be “N/A.” The department may show N/A or a name, but will not include the organization code.
People who have more than one position or academic appointment will appear more than once on the results list.
The results list includes the following information:
EID – the Employee ID
Title (Academic Appt. Type) – this displays the person’s academic or position title. Their academic appointment type will display in parentheses after the title. Their Primary position will also be indicated. Appointment types are described below.
Unit – name and financial cost center associated with the position. This field will also indicate which line is the primary unit associated with the person’s primary position:
For a paid position, the cost center for the position will display
For a paid academic appointment linked to a paid position, the cost center for the position will display
For an unpaid academic appointment that is not linked to a position, the cost center that displays is derived from the supervisory organization
In the example in the following image, the search was for “wang, rui”. The first three results are the same person, with a title of Professor and an Academic Appointment Type of Primary in one unit, and a second entry with the same title, but an Academic Appointment Type of Joint in a different unit. Most academic appointments are connected to a position, and therefore to a cost center. Which of the two results you choose will affect the approval graph.
The last result is for someone who is an Academic Student Employee (ASE), rather than an academic appointment. The information in parentheses following the Title indicates this.
Academic Appointment Type allows you to distinguish between multiple Appointments for the same person. Note that academics cannot have more than one “Primary” Academic Appointment at a time. The types are defined as follows:
Primary: The person’s primary academic appointment. Every academic should have a primary appointment, so if an academic has only one appointment, that appointment will be primary.
Dual: Used for adjunct appointments, endowment appointments, and other appointments which are secondary and are not administrative or joint, such as someone with two lecturer appointments or two clinical appointments.
Joint: Used for secondary appointments in the Professorial track which meet the definition of a joint appointment outlined in the faculty code.
Administrative: Used for administrative appointments such as chair, dean, chancellor, etc.
Inactive UW NetIDs
If there are individuals in the search results whose UW NetIDs are not yet active, you will not be able to select them from the list. The message “This person cannot be selected until their UW NetID is established.” will appear following their name as an explanation, as shown in the following image.
If there are no matching results for your search, the message “Sorry, no results for your search.” will display.
Where the Personnel Chooser Appears in SAGE
Add or change the PI, or add other research personnel on the PI, Personnel, & Organizations page
Add or change the Contacts, or change the eGC1 Preparer or Budget Preparer, on the Contacts & Assign Access page
Add personnel to the Access list section of the Contacts & Assign Access page
Add personnel to an Advanced Search
For Grant Runner applications, add research personnel to the RR Key Person Expanded form
Add a specific person as an ad hoc approver or watcher to the approval flow
The Personnel section of the PI, Personnel, & Organizations page lists all individuals who will be participating in the research and indicates their role, investigator status, Significant Financial Interests (SFI) status, and compliance details. For additional information on who is considered to be an investigator, review the UW Research Personnel page.
You may edit this information except when the eGC1 has a status of Routing or In OSP. You should update it whenever personnel join or leave a research project. Any personnel added will need to complete a Financial Interests Disclosure System (FIDS) disclosure for the eGC1.
Be aware that if your eGC1 is linked to a budget that is also linked to other eGC1s, any changes made to the PI, Personnel, & Organizations page will be reflected on all of the linked eGC1s.
Note: The Approval Flow may change if you add or delete personnel while the eGC1 is still in the approval process.
Include all personnel who will be participating in the research, but do not include off-campus consultants or subcontractors. SAGE uses the personnel list to determine which campus units need to approve the eGC1.
Also include an individual’s name if:
Their participation requires approval by their unit
Their unit is committing cost sharing of any portion of their salary
The PI is automatically listed first in the personnel section. To add other personnel to the list:
Enter the Name, UW NetID, or Employee ID (EID) for the person you want to add, and select Search
Select the desired person’s name with the appropriate title/job/unit combination to add them and automatically return to the page
Select the appropriate role, as described in the Role Type section below
To remove personnel from the list:
Select the Delete Personnel link
In the pop-up window, select one or more personnel you wish to delete
Select the Delete button to complete the process and return to the PI, Personnel, & Organizations page
When you remove investigators from an eGC1, their pending SFI disclosures will be deleted. If they had completed a disclosure, then the system will retain the disclosure, but remove the primary eGC1 information. SAGE will not notify the investigators that they have been removed; you may want to let them know.
The Name column displays a person’s Name, Employee ID, and Email Address. If the person has not yet entered an email address in their FIDS Profile at the time they are added, then the message Email Address Unlisted will appear. There is more information about what this affects in the Disclosure Notifications article.
Selected Unit, Primary Position Unit
The Selected Unit is the cost center and name for the person selected. If the individual has multiple positions/appointments listed, this is the code for the particular position chosen. See Personnel Chooser for more information.
The Primary Position Unit is the cost center and name for the unit that is the person’s primary position.
If the unit selected is other than the primary, you may see both organizations represented on the approval flow for the application. Use the View Draft Approval Graph link on this page to see the approval flow.
The Role Type for each person added will default to “Key Personnel.” Select the appropriate value from the drop-down:
You can only add one Application PI. For all other roles, you can add more that one person with the same role.
If either the Application PI or Multiple PI role is selected, SAGE will add the person to the Approval Flow. An exception is if the Multiple PI is a non-UW person. In that case, there are additional steps, as described in the Multiple PIs article.
Note: If you designate someone as an Application PI or Multiple PI who does not have any ASTRA role that grants access to SAGE, a warning message will appear in red following their email address. It reads “no access: ASTRA permissions required.” This information will allow you to request ASTRA roles in advance to avoid delays when routing for approval.
When you add personnel, Investigator is marked Yes by default. For some roles, you may select No if the person is not an Investigator. Select an appropriate value for each person.
For personnel with the role of PI, Co-Investigator, Application PI, or Multiple PI, SAGE automatically sets the Investigator value to Yes and it cannot be edited.
Significant Financial Interest (SFI)
The Significant Financial Interest status is based on information provided by the investigator in the Financial Interest Disclosure System (FIDS).
The investigator has completed the primary disclosure for this eGC1. On the primary disclosure and/or a related disclosure, they have indicated that they have SFI (for sponsors that require UW review) or that they have SFI that pertains to this research.
The investigator has completed the primary disclosure for this eGC1. On neither the primary disclosure nor any related disclosure has the investigator indicated that they have any SFI.
The investigator has not yet completed their primary disclosure. Their SFI status is unknown until they complete the primary disclosure even if they have completed related disclosures.
The person listed is not an investigator.
The Compliance Details column displays several pieces of information for all personnel listed.
FCOI Training Status
Disclosure, Review and FCOI status
Investigator Disclosure History
Any entry in this column displayed in bold font requires action. This may include actions required by the eGC1 preparer, such as sending a disclosure notification, or actions that are required by the investigator, such as needing to take training or complete their disclosure.
FCOI Training Status
When the sponsor requires it, you must take the Financial Conflict of Interest (FCOI) training every four years. If the training has been taken, either the expiration date or FCOI training required will display.
You must complete required FCOI training prior to the expenditure of funds. You can complete an application for routing, with Ready to Submit marked Yes, even if all of the personnel have not yet taken their training.
FCOI training required
When the sponsor requires it and the investigator has not yet completed the FCOI training, or the FCOI training has expired.
FCOI training complete. Expires on mm/dd/yy
The investigator has taken the FCOI training and the expiration date of their training is listed. FCOI training is valid for 4 years.
FCOI training not required
The person listed is not an investigator, or the eGC1 does not require FCOI training.
When you have sent a Disclosure Notification email to the investigator, the message “Disclosure D##### Notification sent mm/dd/yyyy” will display, where D##### is the disclosure number and mm/dd/yyyy is the sent date.
Notification dates for any related disclosures the investigator has, in addition to the primary disclosure, will also be listed.
If this eGC1 reaches FCOI Just-in-Time (JIT) status, the date when the JIT Disclosure Notification email was sent will also display: JIT Disclosure D##### Notification sent mm/dd/yyyy
See the JIT section of the FIDS User Guide for more details about the FCOI JIT process, which generally occurs when the proposal is being awarded.
All personnel who are listed as investigators on the eGC1 are required to complete a disclosure for that eGC1.
The Primary Disclosure status always displays first and is in italic font to make it easy to spot. The status for any related disclosures display in order from most recent to oldest.
D#### is the number of the disclosure.
Primary Disclosure Required
The person listed is an investigator, and has been notified by email of their obligation to disclose.
No Disclosure Required
The person is not an investigator, and therefore is not required to disclose.
Primary Disclosure Notification not Sent
The person is an investigator and is required to disclose, but has not yet been notified of the disclosure requirements. If the eGC1 preparer (or anyone with read/write access to the eGC1) clicks on the “Send Disclosure Notifications” button on the PI, Personnel, & Organizations page, the investigator will be notified. The system only sends a notification once to each person. If you complete the eGC1 without sending the notifications, SAGE will automatically send them within a day.
The person is an investigator, and a primary (or related) disclosure has been submitted on the date indicated.
Once an investigator submits a disclosure, its Review Status will also display.
The disclosure will be assessed when appropriate for the eGC1, and will be given a status of “Review Required” or “No Review Required” depending on the presence of SFI. For more details about JIT and Disclosure Review Statuses, see the FIDS User Guide.
Waiting for JIT(Just-in-Time)
A newly completed disclosure gets Waiting for JIT status, whether or not it has SFI.
This disclosure requires a review because the investigator has indicated that they have SFI and one of the following is true:
The eGC1 has been awarded and/or has a child Funding Action, or
The eGC1 is for an After-the-Fact application and is at In OSP or Approved status.
No Review Required
At the time the disclosure status was assessed, the investigator’s disclosure did not have any SFI (for sponsors that require UW review), or did not have any SFI related to this eGC1 (for all other sponsors).
The Institutional Official has completed their review of this disclosure.
The Institutional Official has indicated that the review is pending additional information from the investigator.
Once the disclosure has been reviewed, its FCOI Status will also display.
SFI not related
The Institutional Official has determined that the disclosed SFI are not related to the investigator’s institutional activities.
FCOI not found
The disclosed SFI are related to the investigator’s institutional activities, but do not constitute any financial conflict of interest.
FCOI Management plan not yet in place
The disclosed SFI are related to the investigator’s institutional activities, and constitute a financial conflict of interest. A management plan has not yet been put in place.
FCOI Management plan in place
The disclosed SFI are related to the investigator’s institutional activities, and constitute a financial conflict of interest. An FCOI management plan has been completed and is now in place.
Investigator Disclosure History
Selecting this link opens a pop-up window that displays a list of the investigator’s disclosures submitted in the past year. See the One Year Investigator Disclosure History help page for more details.
Grant Runner can now be used for Fellowship (F) Award opportunities with the inclusion of the PHS Fellowship Supplemental Form.
Import ClinicalTrials.gov Data into Human Subjects & Clinical Trials Form
For studies where a ClinicalTrials.gov record is already present, researchers can now choose to import a subset of that data into the new Human Subjects & Clinical Trials (HSCT) form in Grant Runner. This will save entry time. Users will now see a button next to the ClinicalTrials.Gov Identifier (question 1.5) labeled “Import from ClinicalTrials.gov”. On Import from ClinicalTrials.gov, Grant Runner will verify that the identifier is valid, and if so, will populate the HSCT Full Study with the following ClinicalTrials.gov fields:
Conditions or Focus
Age Limits (minimum, maximum age)
Narrative Study Description
Interventions (type, name, description)
Outcomes and Measures (name, type, timeframe, description)
Any previously entered data on the HSCT Full Study will be overwritten.
After import, the eGC1 preparer is free to edit any of the information as necessary.
ClinicalTrials.gov data is NOT updated directly from SAGE. It is still the PI’s responsibility to maintain accuracy of data on the ClinicalTrials.gov site.
Provide warning when Application PI or Multiple PI does not have an ASTRA role
When adding an Application PI or a Multiple PI on the PI, Personnel, & Organizations page, if the selected personnel does not have an ASTRA role that grants them access to SAGE, you will now receive a warning. This information will allow eGC1 preparers to request ASTRA roles in advance to avoid delays at time of routing and approval.
Fix: Adding the Same Person Twice in Contacts & Assign Access Results in Error
Users were getting confusing validation messages when attempting to add themselves or another person to more than one role on the Contacts & Assign Access page. This validation issue has been resolved.
SAGE General Updates
Data Source Update
SAGE Suite will now use the new version of Person Web Service (PWSv2). PWSv2 is commonly used in the SAGE Personnel Chooser when searching for non-UW people.
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.
For certain types of funding applications, there is a need to list a PI (Principal Investigator) on the sponsor application forms that differs from the PI on the eGC1. This is often the case with NIH Career Development mentored opportunities and Fellowships, when the PI on the sponsor forms does not meet the eligibility requirements necessary to serve as a UW PI.
In order to better identify and accommodate this situation, a new personnel role type has been created on the “PI, Personnel and Organizations” page, called “Application PI”. When the Application PI role is selected, additional contact details for person will display and be editable. This will allow preparers to call out the contact information to be used on the sponsor forms. This is particularly important for NIH applications using Grant Runner.
This new role should only be used when there is a need to designate a different PI on the sponsor forms than on the eGC1.
“Application PI” flow to Grant Runner Forms
When an Application PI role is assigned to a personnel entry, and Grant Runner is being used to complete the sponsor forms, then the Application PI name and contact information will automatically flow through to the SF 424 and Key Person Expanded forms where the Application PI is listed.
“Application PI” and Approvals
When an Application PI is identified in the Personnel section of the eGC1, that individual will automatically be added to the approval graph, directly after the eGC1 PI. As such, they will automatically receive the same approval notification email that the eGC1 PI receives.
When the Application PI initiates their approval, they will be presented with an Assurance Statement, in the same way that the eGC1 PI is. Their approval will also represent that they have read and are providing the appropriate assurance as required by the sponsor.
“Multiple PI” Approval Changes
In order to improve efficiency and ensure compliance with federal rules around provision of assurance statements by Multiple PIs, SAGE will now automatically add personnel with the role type of Multiple PI to the approval graph. As is the case for the eGC1 PI and Application PI, the Multiple PIs will automatically receive approval notification email, and will be presented with an Assurance Statement at time of approval.
Bug Fixes: SAGE Suite
Budget: Cannot add personnel on the day they end one position and start another
You can now add personnel to a budget as they transition from one position to another.
Budget: Refresh Rate updates
Now on the Update Periods modal when you “refresh rate” for a period:
The rate will update for that period and no other periods.
If you have previously set a custom rate, the “custom” checkbox will be cleared.
Now on the F&A tab in a budget, when you “refresh rate” the “custom” check box and any justification text will be cleared for all periods and reset to the base rate.
PI & Personnel: Improved error handling on attempt to enter same person twice
When a user inadvertently attempts to add the PI to the Personnel section of the eGC1 or attempts to add one of the personnel as a PI, the system will now provide a clear message that a person can only be added to the PI, Personnel & Organizations page once.
SAGE Suite will now use Workday data rather than HEPPS data.
Technology updates were made to modernize and stabilize SAGE system as areas of the software were updated.
SAGE Personnel Chooser (throughout SAGE Suite)
Now search by EmployeeID, in addition to Name and UW NetID
Academic Appointments and Positions
When a Position and Academic Appointment are linked, they will be combined and displayed in one line
Employee Name will display legal name
Title will display the more useful Academic Appointment title when available. If not available, then Position title will display.
Academic Appointment Type will display next to Title. This is new data available through Workday that provides information about the nature of the Academic Appointment. Academic Appointment Types can be Primary, Joint, Dual, or Admin. Academic Appointment Types are not applicable to Positions.
Associated Organizational Units will display:
Organization Name and Code display for Positions and Academic Appointments associated with a Position
Supervisory Organization Name and Code display for Academic Appointments not related to a Position
An indicator of a person’s Primary Position now displays next to the unit where the Primary Position resides. Primary Position replaces the former “home department” concept when determining necessary approvals.
Additional Organizational Reviewers Moved to Renamed PI, Personnel & Organizations Page
The former FG-9 Compliance page question for identifying additional organizational reviewers has been moved to the PI, Personnel & Organizations page, to align it with the personnel entries that are also feeding the approval graph. While selecting personnel, if joint appointment units need to be identified, you can now do so from the same page.
View Approval Graph link added to PI, Personnel & Organizations Page
The View Approval Graph link will now show in two places on the eGC1 — on the Certify and Route page (as always) and now also on the PI, Personnel & Organizations page. While you are changing personnel and adding additional organizational reviewers, this newly added link will allow you to quickly view the impact of your changes on the approval graph.
Primary Position Organization Code Added to Personnel Summary List
Once a person and their corresponding position have been added to the list of personnel, you will now see the organizational units for both the selected position and primary position for the chosen person. This will be a reminder that the primary position’s organizational unit will appear on the graph as well as the selected position.
SAGE Compliance Page Update
The additional organizational unit reviewers question (FG-9) has been relocated to the bottom of the PI, Personnel, & Organizations page (see above for more details).
SAGE Approvals Updates
Approval Graph Generation
Primary Position Unit will now be used for adding Reviewers/Watchers to the Approval Graph, as the unit associated with the Primary Position replaces the concept of “home department”.
Selected Unit will continue to be used for adding Reviewers/Watchers to the Approval Graph, but the unit will be derived as follows:
If the selected line is for a Position, then SAGE will use the Position’s Organization Code
If the selected line is for an Academic Appointment linked to a Position, then SAGE will use the linked Position’s Organization Code
If the selected line is an Academic Appointment not linked to any Position, then SAGE will use the Supervisory Organization Code associated with the Academic Appointment
SAGE Budget Updates
Restructured to accommodate Workday data integration.
Are less granular in Workday with only one digit of sub-object code. They are associated with Job Profile and linked to Position rather than Distribution. Impacted Object codes are 01 Salaries and wages, 07 Employee benefits, and 08 Scholarships and awards.
All ‘01-1X’ → ‘01-10’; ’01-2X’ → ’01-20’; etc.
’07-06’ → ’07-00’
’08-02’ → ’08-00’
Historical sub-object codes are still available for manual selection – if desired; user can select the old/more descriptive title description.
Multiple Object Code Types
The extra modal for Multiple Object Code types has been eliminated. The system defaults the object code to the one associated with the person’s Primary Position.
Benefit Rate & Costs
Default Benefit Exemptions
SAGE will now derive insurance and retirement benefit eligibility using the person’s Primary Position Object Code based on info provided by MAA as part of UW GIM 3fringe-benefit-load-rate. This derivation of benefit exemptions works for all object codes except 01-70 (professional staff), which will default to “None” (no exemptions). For ’01-70’, there will also be an alert/message asking verify and update health and/or retirement benefit eligibility for professional staff personnel.
In Workday, Earning Codes replaces the concept of Earn Types. Earning Codes are less granular and do not map exactly to historical Earn Types. Earning Codes will display on the Line Update page under Pay Type, providing additional context about salary and wages.
Institutional Base Salary (UW Monthly Salary)
Salary and wages that are considered IBS will now be pre-checked based on the updated GIM 35 definition of IBS.
Reduced responsibility cannot be uniquely identified in Workday, so the RRD personnel notification email from SAGE that’s sent post-award has been discontinued.
Object Code ‘07’
SAGE does not receive any retiree Supplement data from Workday. Retirees without regular salaries but with active Academic Appointments can be added to your budget but salary and benefit information must be added manually using the [Starting Monthly Salary] field.
Object Code ‘08’
Stipends information under object code ’08’ is available as Stipends without benefits under ’08-00’ (less granular object code). Stipends under Object code ‘08’ are not considered UW Salary or IBS, and are excluded from benefit calculations.
There are 2 separate branches of distributions in Workday: planned compensation and period pays. Both are included in salary calculations for all salary fields. If current planned compensation and period pays, we will include those. If no current planned compensation or period pays are available, SAGE will utilize future dated data.
Update or Convert Salary
The SAGE Budget worksheet will now display an “H” icon next to Salary and Wages lines last updated with HEPPS data.
If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to “Convert” the salary, which will remove all HEPPS earning lines, and re-add the person’s latest salary lines from Workday. Prior to the removal, the system keeps a snapshot of the HEPPS earning data. The instant of the snapshot can be viewed using the History tab of a budget.
For Salary and Wages lines created or last updated with Workday data, no “H” indicator will display. The Line Setup modal will allow you to “Update” the salary (no conversion is needed).
The Update Periods modal has all periods displayed on the same page for the selected line item.
With the right access, the user can update salary and benefit for each period (and thereafter). However, if the selected record is personnel from HEPPS, then the Update Salary link will not be visible. The Update Salary link only works for Workday data.
The display of Sea Pay personnel and salary info has been rearranged and shown with multiple periods. # of Hour info for each period can be entered on the same page.
Worksheet Line Setup (Non-Personnel)
The “NOTES” icon has been removed, and a note section is added to the line Item setup page. Instead of going to Period 1, 2, etc., user can access the new Line Item Update page directly by using the “Go to Iine Item Update”.
The Line Setup page includes all periods on the same page. Other than the calculated fields such as % and totals, cells for all periods can be edited together. However, the totals are not recalculated upon entry, but upon leaving. User will only be able to view the new totals after Return to Worksheet.