A Subaward Request will have one of the following statuses.
Status
Description
Composing
Newly created initial request or modification request, not yet submitted to OSP. You can delete requests that are in Composing status.
In OSP
Request is submitted to OSP for review; the system assigns the request to Subaward Intake initially. You can cancel or withdraw the request when it is in this status. OSP can return the request.
Withdrawn
Request was pulled back by campus for changes. You can only withdraw a requests when the status is In OSP. You can cancel a withdrawn request.
Returned
Returned to campus by OSP for changes. OSP can return requests that are either In OSP or OSP Assigned status. You can cancel a returned request.
The Subaward Preparer will receive an email notification when OSP returns a request.
OSP Assigned
Assigned to an OSP staff member for review.
Issued
Issued to the Subrecipient. There may be negotiations or other coordination ongoing with the subrecipient.
Canceled
Indicates the request will not be processed. You may cancel a New or Modification subaward request that is in a status of Returned, Withdrawn, or In OSP.
If a subaward only has a New request, then the system will change the subaward to Canceled status.
Active
Subaward documents are finalized, signed, and uploaded to the request. OSP has entered the fully-executed date in the request.
Expired
The system will automatically change a Subaward request’s status to Expired once its end date is in the past.
Subaward Statuses
When you create a new subaward, the Subaward (SC) and Request (SA) statuses will be the same from Composing through Active as OSP reviews and processes the new request. Once the subaward reaches Active status, the status of any modification requests will be independent of the overall subaward’s status.
When all of a Subaward’s requests reach Expired status, the system will automatically change the Subaward’s status to Expired.
You can view changes to the Subaward and its Subaward Requests in this section.
On the Subaward Overview page, the All Event History & Comments section shows all changes for the Subaward and its related requests.
Initially, the accordioned section displays in collapsed mode. You can expand it by selecting the V-shaped “chevron” at the far right of the section title. Clicking the rotated chevron will collapse the section.
On a Subaward Request Details page, the All Event History & Comments section shows events related to that specific request only.
When you expand the section, you can select Filter to display the filtering options. For the Event Type filter, all of the checkboxes are unselected by default, so all types display. To limit the list to just one or more types, select those checkboxes.
Event Type
All Event Type changes with their associated comments
Comments
Comments can be added by OSP when a request is returned, or status is updated. OSP can also add comments from within a Subaward Request in their SAGE Central view. Campus can add comments to the request when they are resubmitting a returned request to OSP.
Assignment Change
Changes to the OSP Assigned To value
Contact Change
Changes to the UW or Subrecipient contacts; only appears in the “All” events section on the Overview page
Attachment Change
Added, updated, and deleted files
Status Change
Changes to the subaward or subaward request status made from an action within the system or manually by OSP. Additional details can be located in the Subaward and Subaward Action Statuses user guide.
When on the Subaward Overview page, you can also select a specific request from the Request ID drop-down menu to limit the events list to changes for just that item.
The following image shows the All Event section filters.
For each event or comment, the information shown includes:
Event Type, such as Status Change
Subaward number (SC) or Subaward Request number (SA)
Person who made the change
Date and time when the change occurred
System generated description of the change
Comments from OSP and campus about a returned and resubmitted request
When you are composing a new subaward request, you will need to complete the required fields for the UW and Subrecipient Contacts before submitting it. Once submitted, you can update the Contacts information on the Overview Page.
Adding UW Contacts
When you select the eGC1, the system auto-populates the UW PI from the application. While the request is in Composing status, you can change the PI information.
The Subaward Preparer auto-populates with the person who creates the New subaward request. You can change the preparer.
You will need to add the UW Financial Contact before you can submit your request. Use the look up button to search for and select the appropriate person. The system will auto-populate the Name, Email, and Phone fields. Once you have added a person, a Change link will display.
Subrecipient Contacts
You must add the name and email address for the Subrecipient PI (Principal Investigator) before you can submit your request. The phone number is optional.
The name and email for a Subrecipient Contact does not display the required field red asterisk but this information is needed by the OSP Subawards Team for contact purposes. Include any other contact information in the Notes field.
Updating the Contacts
If you are a UW contact on the subaward, or have the Subaward Preparer ASTRA role, you may edit the non-PI contacts for UW and the subrecipient. Only OSP can make changes to the UW PI or Subrecipient PI.
Select Edit Contacts to make the contact information editable, as shown in the following image.
The button label will switch to Save Contacts for saving your changes. A Cancel link displays below the button, if you decide not to make any changes.
To update the current Subaward Preparer or Financial Contact, select the “change” link to access the Personnel Chooser.
Enter any new information for the Subrecipient Contact or notes.
The following image shows the Subaward Contacts section in editing mode.
OSP requires specific documents for New requests and for Modifications. Review the Setup page for Subawards for a description of the required documents.
To upload and attach a document, select Add Attachment. The following image shows the link.
When you upload the first attachment, the page will refresh. You will see two attachment subsections: Department Request Documents and OSP Documents. All of the documents you upload will display in the Department section. Any documents that OSP uploads will display in the OSP section.
The following image shows the attachments section with a file.
Once you have uploaded an attachment, you can view it by selecting its Description. Use the Update link to upload a new version of an existing attachment. The Delete link will remove the attachment. Note that if there is more than one version of an attachment, you can only update or delete the most recent version. The following image shows an example of an updated attachment.
Once you have submitted your subaward request, you will see a View Attachments button on the upper right of the Subaward Overview page. The View Attachments page displays all of the attachments associated with your subaward’s requests in one list.
In order to create a new subaward for one of your existing eGC1s, you must have the SAGE Subaward Preparer ASTRA role.
Beyond that, your relationship to the subaward will determine whether you can edit or view it.
Campus Role or Access Type
Create New Subaward or Modification
Edit Composing, Withdrawn, or Returned Subaward Requests
Edit Contact Information (from Overview Page)
Edit Manage Access List
Open Subaward & View Request Details
Subaward Preparer ASTRA Role
YES
NO
YES
NO
YES
Subaward Contact (PI, Preparer, Financial)
Create only Modifications
YES
YES
YES
YES
Assigned Read/Write Access
Create only Modifications
YES
YES
YES
YES
Assigned Read-Only Access
NO
NO
NO
NO
YES
Any Role on any associated eGC1(s)
NO
NO
NO
NO
YES
Notes:
The category “Any Role on any associated eGC1(s)” includes anyone who has access to an eGC1 (PI, contacts, or read/write or read-only access) that is related to the subaward through its linked ASRs or MODs.
The Edit Contact Information applies only to the following:
The Manage Access page allows anyone with read/write access to a subaward to assign additional editors and readers, beyond the primary contacts/owners, to cover absences, and to collaborate in a more intuitive and consistent way across SAGE.
When you assign access to someone, you indicate either read/write or read-only access to your subaward.
You can navigate to the Manage Access page from either a request in Composing status or from the subaward overview page for all other statuses. Select the Manage Access button in the upper right area.
This page has two sections: Subaward Managed Access and Related eGC1 Access.
Subaward Managed Access
This section lists the individuals that currently have access to the subaward and allows you to grant access to others. The list includes each person’s Name, Permission Type, and Reason.
The following image shows this section.
The first individuals listed have a permission type of Owner. They are the UW PI, Subaward Preparer, and Financial Contact, as indicated in the Reason column. Each of these owners is always listed, even if one person has more than one role.
As you assign access to additional users, they will be listed below the owners. Their permission type will be either Read Only or Read/Write, depending on what you choose. The reason will be Assigned Access.
Permission Types
Read Only access allows the person to view the subaward, but not edit it.
Read/Write access allows the person to edit the subaward.
Note: Only subawards for which you have read/write access will appear on your tasklist. You can search for and then view any subaward for which you have Read Only access.
Add a User
To add a person, select the Add Another User link. The Personnel Chooser dialog will display. Use it to search for and select the desired person. The Manage Access page will refresh and display the added person.
Note: the default access permission type is Read Only. You can use the drop-down menu to change the permission to Read/Write.
Remove a User
To remove a person with assigned access, click on the trash can icon to the far right of the row. The system will not prompt you to confirm the deletion.
Related eGC1 Access
Anyone who has access to an eGC1 (PI, contacts, or assigned read/write or read-only access) can view a subaward which has that eGC1 as the parent of any of the subaward’s linked ASRs or MODs.
Permission types for these individuals are either their eGC1 owner role or the type of Assigned Access on the eGC1. For Assigned Access permission, either “(readwrite)” or “(readonly)” displays. The reason column will list the number of the associated eGC1. The possible owner roles are:
Principal Investigator
Administrative Contact
Budget Contact
eGC1 Preparer
Budget Preparer (if the eGC1 has a linked SAGE Budget)
The following image shows an example of the list.
If your access to the subaward is through an eGC1, the subaward will not appear on your tasklist. However, you can search for it and then open it to view.
The Details page displays when you open a new request in Composing status, or when you select a request from the Request in Process or Processed Requests sections of the Subaward Overview page. If the request is in Composing, Withdrawn, or Returned status, you will be able to edit it.
Note: From the Request Details page, you can select the SC number part of the upper navigation menu to return to the Subaward Overview page, as shown in the following image.
On the Request Details page, you will see these sections:
For a new request, this section displays the values you entered when you submitted the request. It will be editable by preparers only when the request is in Composing, Withdrawn, or Returned status.
The following image shows an example of this section.
For subaward modifications, this section displays the Grant ID, Workday Award ID, associated Application (eGC1) ID, award Request ID, the Funding Action (for converted awards prior to July 2023 this may be populated), and Purchase Order Number. If the request is in Composing, Withdrawn, or Returned status, you may edit the Grant or Request ID fields.
Changing the Grant ID may require a change to the Request ID.
Modification Type(s)
For subaward modifications, this section displays the types of changes to be made, and any associated values. Review Creating a Modification Request for details. The following image displays this section.
OSP Managed Information
Once a subaward modification is routed, you will see an additional section of OSP Managed Information that provides details about the progress of your request. This image below shows a fully processed new request in Active status. Therefore, all of the date fields have a value. The Modification Number value is only used with Modification requests.
Field
Description
SA Assigned To
The person in OSP who is reviewing your request, or File if the request has been processed.
SA Assignment Date
The date when the request was changed to OSP Assigned status.
SA Status
The current status of this request.
Modification Number
OSP enters this value. It is used to confirm the sequence of changes to the subaward agreement.
SA Issue Date
The date when the request was issued to the subrecipient.
When you first enter the Subawards section in SAGE, the My Subawards page opens with a personalized list of your work items. This page displays subawards on which you are:
Subaward Preparer
Financial Contact
UW Principal Investigator
Assigned Read/Write access
The list displays the subawards from newest to oldest.
You can filter the list based on the status of the overall subaward or the latest subaward request.
You have assigned Read Only access to the subaward
You are an owner (PI, contact, preparer) of the associated Funding Action’s parent eGC1
You have assigned read-write or read-only access to that parent eGC1
The fields displayed for each subaward listed are:
Field
Description
Subaward Number
System-assigned unique number; select to open the subaward
Subrecipient Name
Institution receiving the outgoing subaward
Latest Request Status
Current status of the most recently created request. An arrow icon appears if the request is in Withdrawn or Returned status.
Subaward Status
Current status for the overall subaward
Subaward Start Date
Starting date for the subaward
Subaward End Date
Calculated end date of the overall subaward based on all requests in Active or Expired status
Total Subaward Amount
Calculated amount of the overall subaward based on all requests in Active or Expired status
UW PI
UW Principal Investigator’s Name
Latest BPO Number
The purchase order number for the most recent subaward request
FA Org Code
The legacy (pre-Workday Finance) Organization code associated with the former Funding Action (FA) This column will eventually get replaced by the Workday Cost Center for the Award
Workday Award ID
Workday Award Number (AWD-12345) that is funding the subaward
eGC1 Number
Application associated with the Workday Award that funds the subaward
eGC1 Short Title
Associated application’s short title
Filter the list
Use the filter checkboxes to limit the list to subawards with the selected statuses. Your list will include any subaward whose latest subaward request status or subaward status matches the selected ones.
The first set of checkboxes are for the status of the latest request. By default, the system selects all of these check boxes.
The second set is for the subaward’s status. By default, the system selects just Active and Expired.
You can use the Select All and De-Select All links for each status set to easily adjust your list. Review the Subaward and Subaward Request Statuses article for status definitions.
Search for Subawards
Use Search to quickly find a subaward. Enter a search term in the text box, use the drop-down menu to include My Subawards or All Subawards, and then click Search.
You must enter at least one character to search.
The results will include any subaward with a value that matches your search term for these columns:
Subaward Number
Subrecipient Name
Subaward Start and End Date (MM/DD/YYYY)
Total Subaward Amount (matches exact amount)
UW PI
PO Number (only the most recent value is searched)
FA Org Code
eGC1 Number
eGC1 Short Title
For example, if you search for “555” your results would include Subawards with a Subaward Number of SC555 or SC12555, or an FA Org Code or eGC1 Number that included the value.
In the results list, the Subaward Number is a clickable link if you have permissions to access that subaward.
Note: the status check boxes selected also affect the search results.
Select the Clear Search link to refresh the tasklist and display only your subawards.
Create New Subaward
Select the Create New Subaward button, on the upper right of the page, to start the process of creating a new subaward.
To submit your Composing subaward request, select the Submit button at the bottom of the page. The system will validate your subaward request to ensure that you have completed all of the required fields.
If required information is missing, the subaward details page will re-display with a list of validation messages.
If you’ve entered all required information, the page will refresh and you will see a submission confirmation. Your subaward is now at “In OSP” status, and is read-only. The following image shows the confirmation message.
Note: If your request is in Withdrawn or Returned status, the button’s label is Resubmit. The same validation check will occur for required information.
When you resubmit a Returned request, you must enter a comment.
You can create a new Subaward Request if you have the Subaward Preparer ASTRA role for SAGE. Review the Subaward Access and Permissions article for permissions details, and the Checklist: Subawards from Proposal to Closeout for a checklist of steps, guidance and resources for working with subawards throughout the research project lifecycle.
To create a new request, enter SAGE and select the Subawards tab. On the upper right of the page, select the Create New Subaward button. A New Subaward Request details page will display.
You can save your initial draft at any time. When you save it for the first time, the system will assign your request a unique number.
To save your draft, you can either use the Save Draft and Close button at the bottom of the page or select “Back to My Subawards” in the breadcrumb.
Note: You can delete a request that is in Composing status. This removes it entirely from SAGE. Use the trash can icon on the upper-right of the page to delete your subaward.
You can also display the Manage Access Page by selecting the Manage Access button on the upper right of the page. Manage Access allows you to grant read-only or read/write access to your subaward.
To submit your new request to OSP, you will need to complete a number of required fields. Some fields will not be editable until you have selected your Grant ID. The system will pre-populate other fields from the eGC1.
The following sections describe these steps.
Grant Selection
Use the Look Up Grant button to select the appropriate Workday Grant ID or Award number for your subaward request. Only processed award lines and grants associated with subawards will be available for selection. This prevents requests from reaching OSP before they are eligible.
The following image shows this button:
To choose the grant, select to search by either Grant Reference (GR12345) or Workday Award ID (AWD-12345) in the search box.
Note: If you’re not sure what your Workday Award ID or Grant ID is, try searching in Award Portal or Workday.
The following image shows the search results:
Select the Workday Grant ID to choose it.
Once you select a Grant ID, the Grant Number and Award Number will display in the Subaward Request Details section. The eGC1, Project Title and Project Short Title fields will populate from the associated application’s Full Application Title and Short Title. These values are not editable. If you change the selected award, these field values will automatically update.
The UW PI Name, UW PI Email, and UW PI Phone fields in the Subaward Contacts section will also populate from the selected eGC1. These fields are editable while the request is in Composing status.
The Subaward Preparer’s contact information will populate as well.
Use the Look Up Request button to select the related ASR (Award Setup Request) or MOD (Award Modification Request). This will help OSP find necessary attachments that may expedite subaward setup.
The following image shows this button:
The Choose Request screen will display any award items associated with the Workday award of the Subaward request. Selecting the award Request ID of the related ASR or MOD will associate it with this Subaward.
The following image shows the search results:
For converted awards with no relevant ASR or MOD, select the No award requestsapply checkbox on the request search screen to indicate there is no request available.
Use the Look Up Subrecipient button to search for and select the subrecipient. You can search by any part of the subrecipient’s name or its type (for example: foundation, private industry, non-profit). The following image shows the subrecipient search dialog.
Click on a Subrecipient Name to select it. The following image shows a partial list of search results.
Note: the results list displays the first 25 subrecipients. If you do not see yours, refine your search.
You must select a valid subrecipient prior to submitting your subaward request to OSP.
If you cannot find the subrecipient you’re looking for, send an email request to ospsubs@uw.edu with the subject line “New Subrecipient.” If the subrecipient is not found in SAGE, it is likely a brand new subrecipient entity.
This process will include obtaining a Subrecipient Entity Certification Form from the subrecipient, along with other documentation. This is a separate process from the Workday supplier/subrecipient process.
When you’ve selected your subrecipient, you will see a link for changing the subrecipient.
If the selected subrecipient requires recertification, you will see a note indicating that, as seen in the image below:
Funding Action (FA) Data
Note: This is no longer an active field and information only displays for awards prior to UW Finance Transformation in July 2023.
Related Funding Action information will display for a subaward modification.
The following image shows the Funding Action section in Subawards:
Additional Fields
The remaining fields are described in the following table.
Field
Description
Request Amount
This amount must be greater than zero, but not greater than the budget period amount. UW only funds subawards for one year at a time. The Request Amount should reflect one year of funding.
If the subaward is planned for multiple years, enter the anticipated multi-year total funding and period of performance.
Required for submission.
Do you anticipate a multi-year subaward?
If Yes, two additional fields will display:
Estimated Project End Date
Estimated Project Amount
Required for submission.
If allowed by the prime award, is automatic carry forward authorized by the PI?
Select Yes, No, or Not Applicable/Not Allowed.
Required for submission.
Purchase Order Number
PO entered by OSP. No campus action required.
Required for issuance.
Special Terms or Instructions For OSP
Enter any additional information.
Examples: special invoicing requirements or deadlines, advance payment requested, special reporting requirements.
The following image shows this part of the subaward request.
Attachments
You must include an attachment to submit your request. Review the attachments article for how to upload your document. OSP requires specific documents for new requests. The Setup page for Subawards article describes the required documents.
At the bottom of the page you can select either Save Draft and Close or Submit.
If you have not yet completed filling in all of the required information, select Save Draft and Close to save all of your data and return to the My Subawards page.
Selecting Submit validates whether you have completed all required fields. If not, the page will display any validation messages about missing information.
If all required information is there, the submission will complete and the Subaward Overview page will display, with a confirmation of the submission and status change.
