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 CreateModification Request to display the modification request form.
Modification Details
This section displays the Workday Award ID and the associated eGC1.
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
An attachment that includes background information and/or objectives and work to be performed
Other Modification
For other changes
Special Terms or Instructions for OSP. Note: characters such as < or > will cause errors.
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.
Selecting Submit 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.
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
Last 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 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 PO Number
The most recent purchase order number for this subaward request
FA Cost Center ID
Organization associated with the award (Funding Action)
eGC1 Number
Application associated with the subaward
eGC1 Short Title
Associated application’s short title
Filter the list
Use the filter check boxes 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 check boxes 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 All Subawards or just My 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 Cost Center ID
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 Cost Center ID or eGC1 Number that included the value.
The Subaward Number is a clickable link depending on your 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.
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 re-certification, 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 Funding Action associated with the initial (New) subaward request. The Start Date for any modification requests will populated 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 which 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 when the subaward was created
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
PO 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 In OSP, OSP Assigned, or Issued status.
If there is no request in process, a CreateModificationRequest 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.
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 details.
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. There are no fields required to do a save. 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 eGC1. The system will pre-populated other fields from the eGC1.
The following sections describe these steps.
Award Selection
Use the Look Up award button to select the appropriate Workday Award ID for your subaward request. An Award is required to submit your request.
The following image shows this button:
To choose the award, insert the Workday Award ID in the search box (for example, AWD-123456).
Note: You can search only by the Workday Award ID.
The following image shows the search results:
Select the Workday Award ID to choose it.
Once you select an Award, its 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.
Subrecipient Selection
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.”
When you’ve selected your subrecipient, you will see a link for changing the subrecipient.
If the selected subrecipient requires re-certification, you will see a note indicating that, as seen in the image below:
Funding Action (FA) Data
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 Funding Action amount.
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
Enter just the number.
Required for issuance.
Special Terms or Instructions for OSP
Enter any additional information.
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.
Campus research teams and related central offices use the SAGE Suite electronic research administration system to manage application proposals and related items.
SAGE: System to Administer Grants Electronically – is used by campus researchers and administrators
SAGE Central is used by both the Office of Sponsored Programs (OSP) and Grants and Contract Accounting (GCA)
In addition, FIDS: Financial Interest Disclosure System is used by researchers designated as investigators; it integrates with SAGE.
The following set of tables gives a high-level overview of who uses each of the different components, and describes the possible actions and the why and/or when.
SAGE: System to Administer Grants Electronically
WHO: Campus research administrators, Principal Investigators, campus reviewers, compliance reviewers
ACTION
WHY / WHEN
Create SAGE Budgets
Centralizes data gathering for salaries, benefits, and F&A rates. It can be connected to an application, which automatically populates the eGC1 budget data on the Budget & Fiscal Compliance page. Any changes to the budget will update in real time when the eGC1 Budget & Fiscal Compliance page is viewed.
In addition, if your eGC1 is a Grant Runner application using the RR Detailed Budget form, your budget data will appear in the form.
When creating an Award Setup Request, you will need to connect a budget.
Create applications (standard or Grant Runner)
Required for all sponsored research. The standard eGC1 pages of the application are, in effect, an approvals routing cover letter for the proposal. Only the UW uses the eGC1; it does not go to the sponsor.
A Grant Runner application includes, in addition to the standard eGC1 pages, the sponsor forms for NIH. OSP submits the application “system-to-system.”
Approve routing applications
The Principal Investigator, Multiple-PI, Application PI, academic reviewers (division, department, dean) and compliance reviewers (human subjects, animal use, EH&S, etc.) view and approve the application. At each approval, SAGE captures a PDF snapshot of the application and attaches it to the eGC1’s Approvals History & Comments page. Copies of the attachments are also captured.
Administrators and reviewers have the option to return the application to the research team for changes. They can also add other reviewers (as individuals or a group) to the approval flow as needed. These are referred to as “ad hoc” reviewers (approvers or watchers).
Request an advance budget number for awards
Used when a research proposal is being awarded by the sponsor, but the actual award has not yet arrived. It requests GCA to set up a budget account in the financial system so the research team can start spending the anticipated award money. The preparer completes the request in SAGE, then GCA processes it in SAGE Central.
Create Award Setup Requests and Modification Requests for awarded eGC1 applications
Used when a research proposal has been awarded and the award has been received. A “new” Award Setup Request (ASR) is created. For an ongoing award, a Modification Request might be created.
SAGE Central
WHO: Office of Sponsored Programs (OSP), Grant & Contract Accounting (GCA)
ACTION
WHY / WHEN
Review and approve eGC1 applications
OSP reviews the information on the eGC1, such as the sponsor proposal information and compliance questions, after all campus reviewers have approved.
Process Award Setup Requests
Received from campus for reviews and approvals. Forwards to GCA for integration into Workday, with Award budget number. As part of completing the Award Setup Request, the system sends a notification to the requesters.
Manage Actions
Will manage existing items while transitioning to SAGE Central and Workday.
Process Advance Budget Number Requests
Received from the research team, an advance allows the team to spend award money before the actual award arrives. GCA adds a budget number to the Advance and sets up that budget in the financial system. As part of completing the Advance, the system sends a notification to the requesters.
FIDS: Financial Interest Disclosure System
WHO: Any research personnel designated as an “Investigator” on the PI, Personnel, & Organizations page of the eGC1.
ACTION
WHY / WHEN
Create a Financial Interest Disclosure for an eGC1
or
A disclosure for a CoMotion tech transfer agreement or IRB approval
or
Complete an Annual Update disclosure
Investigators are required to disclose any significant financial interests (SFI) such as salary, equity, sponsored travel, etc., that might, or might appear to, bias their research.
An investigator must complete a disclosure for each eGC1, whether or not there are SFI that apply, before the proposal can be marked as Ready-to-Submit = Yes.
The disclosures are reviewed by the SFI Reviewer, in the central Office of Research, who determines if there is a potential for a Financial Conflict of Interest (FCOI). The review occurs at the time of award (just-in-time).
Annual Updates: All investigators are required to review and update their SFI at least once a year. The “year” is calculated from the date of the last disclosure created in FIDS. Investigators are notified by email 45 days prior, and again at 15 days prior, to the end of that year’s time.
Full details on using FIDS can be found in its User Guide.
Thanks to valuable user feedback, the Office of Research Information Services (ORIS) launched a redesigned SAGE Budget tool in 2020 with a more streamlined, efficient, and intuitive look and feel. This new design also lays a foundation for upcoming integrations between SAGE and Workday.
Over the last year, we’ve collected your feedback and have added several features to ensure the current SAGE Budget format meets all of your core needs (e.g. APL and Fixed Fee). We are now ready to retire the legacy format, which allows us to focus our continued enhancements in the new format only. This is especially important as we prepare for the critical role that SAGE Budget will play in communicating award budget information to the financial system when the UW goes live with Workday Finance.
Upgrading of all Legacy Budgets
With the retirement of legacy SAGE Budget, all existing budgets in the legacy format will be upgraded to the new (current) budget format. Upgrading means:
When you open your budget, it will open in the new (current) version.
Those who had access to the legacy budget will have the same access on the upgraded version.
On the History page, snapshots of previous budget versions will now display in the new (current) format.
All costs and settings (like targets and salary caps) that were enabled on the legacy budget will be enabled on the upgraded budget.
Note: Auto Adjusting Entries (AAE) will not be available in the new (current) format. AAE will be converted to a standard costs line on the primary worksheet, with a note, “Converted Auto Adjusting Line.” The following budget details will remain the same:
object/sub-object code
cost amount
periods
Budget List Updates
The following changes have been made to the budget list:
The option to create a legacy budget has been removed
The Format column has been replaced with a Created Date column
An “Upgraded” indicator displays when a budget has been upgraded by the system
The default sort order on the budget list remains the same, descending by last edited date. You can still search for your budgets by Principal Investigator (PI) name, budget number, or budget title.
Other Budget Updates (released in advance)
The default Prorated Direct Cost (PDC) rate that displays when you enable APL on a budget worksheet has been updated from 35.2% to 35.0%.
SAGE eGC1
Ad Hoc Approver Improvements
Two changes were made to the list of roles that display when adding an ad hoc approver to an eGC1 approval flow:
Several out-of-date roles have been removed.
The list has been alphabetized.
SAGE Subawards (released in advance)
Subaward Expiration Fix
Subawards that reached Expired status were not updating to Active status when a modification was processed which pushed the End Date into the future. That issue has been fixed so that the overall Subaward reflects accurate status information.
Subaward History Now Includes All Subaward Status Changes
The Subaward History now includes events for each time the Subaward Status changes. Previously, the Subaward History only included status changes for Subaward Actions. This will provide more information about when the overall Subaward transitioned through process steps.
When you are logged in to SAGE, but have not been actively using the system for 40 minutes, a dialog message displays indicating that your session will expire in 5:00 minutes. The dialog will continue to count down the time. You have the option to click “Keep Working” to re-activate your session.
If you do not click “Keep Working”, then when the time count reaches zero (0) minutes, your session will expire. Your browser will be redirected to a “session expired” page from which you can log back in to the system you were using. Any unsaved data at the time your session expires will be cleared.
The SAGE system has always timed out after 45 minutes of inactivity. We have now made the timeout more visible so you know that your session has expired, instead of sending you to the tasklist with no explanation.
The following image shows the session timeout dialog, with the time remaining until expiration and the instruction to click “Keep Working” if you want to continue to stay logged in.
NIH will require the use of FORMS-E application packages for due dates on or after January 25, 2018. Grant Runner now includes the FORMS-E version for the following agency specific forms.
PHS 398 Cover Page Supplement
PHS 398 Research Plan
PHS 398 Career Development Award Supplemental
PHS 398 Modular Budget (expire date change only)
PHS Assignment Request
PHS Human Subjects and Clinical Trials Information (New!!)
Federal-wide form updates that will also be incorporated into FORMS-E packages, and which are supported by Grant Runner, include:
New Human Subjects and Clinical Trials Information Form
Grant Runner now includes the new PHS Human Subjects and Clinical Trials Information Form. You will have the option of completing the form in its entirety directly in Grant Runner, or importing a completed PDF version of the form into Grant Runner. Due to the length of this form, it is recommended that you preview the form in Grant Runner or in PDF format, early in the proposal development process to plan appropriately for the information collection involved.
SAGE Subawards
Subrecipient Re-Certification Status and Form
When completing the subaward request in SAGE, a prompt will display below the subrecipient’s name if their certification status is in an expired state and needs re-certification. This prompt will have a link to the Subrecipient Certification PDF form that can be uploaded in the Attachments section of the Subaward Request once completed. Attachment of the Subrecipient Certification 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.
SAGE eGC1
Non-Award Agreement Application Types
SAGE now provides a dedicated, streamlined eGC1 format for submitting Non-Award Agreements to OSP by requiring only the set of fields necessary for these application types. You will now select Application Types “Non-Award Agreement (new)” or “Non-Award Agreement (continuation)” for the following types of agreement:
Confidentiality Agreement
Data Use Agreement
Memorandum of Understanding
Unfunded Collaborative Agreement
Unfunded Research Agreement
Affiliation Agreement
Material Transfer Agreement
Note that you should select “Non-Award Agreement (continuation)” to extend an existing agreement beyond the initial term.
Activity Locations Survey
We want your feedback on the new look and feel of the Activity Locations page. Click the “Give Feedback” link at the top of that page and let us know what you do/don’t like about the design as we evaluate updates to other parts of SAGE.
Use the View Attachments button on the upper right of the Subaward Overview page to display the Subaward Attachments page.
This page lists all of the attachments associated with the subaward, grouped into Department Request Documents and OSP Documents. You can use the Filter function to display attachments for just a single request.
In addition to the standard information about an attachment, the list includes the Subaward Request Number.
To return to the Subaward Overview page, select the Close button below the list or use the breadcrumb.
appears if the request is in Withdrawn or Returned status.
