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Edit Composing, Withdrawn, or Returned Subaward Requests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.
You can create a modification for an existing subaward with a status of Active, Expired, or Closed Out, if it has no other modification in process.
In the Request in Process section of the Overview page, select Create Modification Request to display the modification request form.
Modification Details
This section will prompt you to add the Grant ID by selecting the Look Up Grant button. Once this has been selected, the Look Up Request button will display to search and add the Request ID associated with the Subaward Modification Request. This section will then display the Grant Number, Workday Award ID, associated eGC1 and related award Request ID. If the subaward modification is in an editable status, links for Change Grant and Change Request will display.
Modification Type(s)
You must select at least one type of modification, and fill in the corresponding information. The Subaward Start and End Dates, Subaward Total Amount, and the Request Start Date fields display for reference.
Modification Type
Request Description
Additional Data Required
Extension
For a new Subaward End Date which extends the current project period; once you select Extension, Early Termination is no longer selectable.
Request End Date.
Early Termination
For a new Subaward End Date which shortens the project period; once you select Early Termination, Extension is no longer selectable.
Request End Date.
Funding Change
For a decrease (Deobligation) or increase (Supplement) to the subaward’s funding.
Enter a negative Funding Change Amount for a Deobligation.
Funding Change Type of De-Obligation or Supplement and a Funding Change Amount.
Scope Change
For a change in the Scope of Work.
Attach the new scope of work in the Attachment section below.
An attachment that includes background information and/or objectives and work to be performed.
Other Modification
For other changes.
You are required to enter the details of the Other Modification in the Special Terms or Instructions For OSP.
Note: characters such as < or > will cause errors.
Special Terms or Instructions for OSP
Enter any additional information.
Include special requirements or notes of OSP here. Examples can include special invoicing requirements or deadlines, advance payment requested, special reporting requirements.
The following image shows a modification for an extension and a supplement funding change.
Notes
SAGE will not allow you to submit a modification for both an Extension and an Early Termination.
The Request Start Date field is not editable.
If you just need to change the PO number for your subaward, email ospsubs@uw.edu to request the change.
Attachments
If your modification includes a Scope Change, you must upload an attachment. Include any other appropriate attachments. OSP requires specific documents for modifications. Review the Setup page for Subawards for a description of the required documents.
Save or Submit
At the bottom of the page you can select either Save Draft and Close or Submit.
If you have not completed filling in all the required information, select Save Draft and Close to save and return to the Subaward Overview page. You can also save by selecting the SC number in the breadcrumb at the top of the page.
SelectingSubmit will validate that you have completed all of the required fields. If not, the modification request page will re-display with validation messages for missing information.
Note: If your subaward is older and therefore missing contact information, when you select Submit, you will see a validation message. The Contacts section will display as part of the Modification page so that you can add the required data.
If all required information has been entered, the submission will complete and the Subaward Overview page will display a confirmation of the submission.
Note: If your modification is in Withdrawn or Returned status, the button’s label is Resubmit.
Principal Investigator (PI) Escalation Process Remediated: When PI Escalation is selected on an eGC1 Certify & Route page, the reviewer for the Cost Center Receiving Funding is now able to approve the eGC1 on the PI’s behalf in their absence.
SAGE Budget Updates & Fixes
Budget Navigation & Snapshot Help Text Updates: Within SAGE Budget, the left navigation menu text of an open budget has been updated from “History” to “Snapshots & History.” Once selected, additional help text clarifies the use of snapshots for Award Modifications.
Improved Performance on Complex Budgets: Technical improvements have been made to decrease the time it takes to load and save large, complex SAGE budgets, improving SAGE stability by reducing timeouts experienced by users.
Fix: Worksheet Custom F&A Saving Issues: An issue has been resolved where users were at times experiencing long wait times when saving custom F&A settings.
SAGE Awards Updates & Fixes
Character Limit for Return Comments Increased: When reviewers return Award Setup Requests (ASRs) or Modification Requests (MODs) to campus users, reviewers now may enter up to 1,000 characters when adding comments for return reasons.
Fix: Missing Workday Awards Synced to SAGE: The Workday award numbers now display for all processed award requests (Advance, Award Setup, and Modification Requests).Note: This fix was implemented as a patch on 3/27/2024 to address missing award ID reports.
Fix: Award PI Not Displaying on the Request List: When a PI is changed on an award, users now see the current Workday Award PI on the request list, instead of the PI at the time of the request.
Fix: Changing the Award Preparer Blocks ASR Resubmissions: Changing the Award Preparer while an ASR is in process no longer causes errors when attempting to resubmit returned ASRs.
Fix: Ad hoc Award Reviewer Events and Comments Not Saving: Ad hoc approver actions (approvals or returns) now log as event records in the Comments & History section, and reviewer comments are now saved as expected.Note: An update is still required to implement sending an email notification to the Award Preparer when an Ad Hoc Approver returns an item.
SAGE Subawards Update
Subaward Performance Improvements: Performance improvements have been implemented to decrease the processing time required to open and submit subawards.
SAGE Central Updates
Funding Entity Name Default in Admin Actions: When an Office of Sponsored Programs (OSP) user creates a new admin action that is linked to an eGC1, the current sponsor name from FECDM will default, instead of the original SAGE sponsor name from the eGC1.
Award Email Notifications
Award Notifications Updated: Notification formats for ADVs, ASRs, and MODs have been updated to provide clarity on when action is needed and by whom.
Miscellaneous Maintenance
SAGE No Longer Sends $0 Rows to Workday Plans: The SAGE integration to Workday has been updated so that rows with $0 amounts will not be integrated into Award Plans. This was occurring at times when PIs were added to SAGE budgets with no costs, or when line items existed with no costs in the current period.
Error Handling Updated for Dependent Services: To improve SAGE stabilization, improvements have been made to error handling when external services that SAGE depends on are unavailable. This will reduce load on the servers when issues arise that prevent SAGE from retrieving data from those systems and services.
Required Security Updates: To keep SAGE up-to-date with security needs, the technology used for development of SAGE user interfaces (Node, Angular, Nx) has been updated to the most recent versions.
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.
