The first portion of the Budget & Awards form section displays the Budget Breakdown from the connected SAGE Budget. It contains the following information:
Budget Name
Budget Number
Open Budget button
This opens the connected SAGE Budget in a new browser tab
A list of the Period(s) connected with start date and end date.
The following image shows the Connect Budget Breakdown from SAGE Budget portion of the Budget & Award Lines form section, with multiple periods.
Award Budget By Period
The Award Budget By Period portion of the Budget & Award Lines form section includes a tab for each period selected, with its description, and an “All Periods” tab on the left if more than one period was selected.
To the right of the section are three buttons:
Expand Budget: opens the Award Line Details sections for the entire budget
Collapse Budget: closes the Award Line Details sections for the entire budget
Customize Details View: allows you to customize your view of budget data by toggling Object Class Details and Award Line Details on or off. Whichever setting is applied in the Budget and Award Lines section is also displayed in the Review section.
The following image shows these buttons with the Customize Details View expanded:
As you scroll down to view the details of your budget, these buttons continue to be visible.
The following image shows an All Periods un-expanded view with one award line:
The first row is the Primary Worksheet.
The first column, Worksheet / Award Line, displays the following information:
Worksheet Title
F&A Rate
Base Type
Location
Sponsored Program Activity Type
Select the blue caret (>) to the left of the Grant Number to open the Award Line Details section for an individual award line.
The remaining columns display the costs for that category:
Total Direct Costs
Costs Subject to F&A
Total F&A
Fees
Total Costs
For the All Periods view, there are rows for Budget Total, Sponsor Awarded Total, and Difference. The Difference is between the Budget Total Costs and the Sponsor Awarded Total. For a single Period, there is a Period Total row.
Object Class and Spend Category Details
This section displays when the Expand Budget button is selected. It shows a breakdown of the ASR’s linked budget amounts by the categories needed for Workday plan setup. The amounts are aggregated by Ledger, Object Class, and Spend Category for each award line and period.
The following image shows an example of this section:
Award Line Details
General Information/Terms & Conditions
Carryover
CFDA Number
Cost Center
Disposition of Balance
Letter of Credit Document ID
Line Type
Grant Hierarchy
Revenue Category
Special Conditions
Salary Cap
Spend Restrictions
Sponsored Program Activity Type
F&A Details
F&A Cost Rate Type
F&A Rate Agreement
F&A Explanation
The following image shows the Award Line Details.
Edit Award Line Details
Click on the link to open a side panel. From here you can update the values. Clicking in the main section of the page closes the side panel.
The following images show the upper and lower parts of the panel.
This section lists any additional attachments relevant to the award that were uploaded by the request preparers.
The instructions read: Please upload all attachments that support your request. Common examples of supporting attachments include correspondence with the sponsor, compliance protocols or approvals, agreement documents and notices of award, and copies of reports.
You can select a file, then drag and drop it here, or use the Browse for Files link.
The following image shows this section:
Once you have uploaded an attachment, you will see several columns:
File Name – the name of your file
Type – select a value from the menu as shown below
Agreement Documents
Cost Share Addendum
Internal (UW) Document
Correspondence with Sponsor
Non Financial Report
Description – enter a brief description of the file
Attached On – displays the date and time the document was uploaded
Note: The maximum file size is 100MB. A message of “Can’t upload—file exceeds 100MB limit” will display if your file exceeds that size.
The attachments will display in reverse chronological order of their most recent version.
This image shows a newly uploaded file, with the Type menu expanded.
Selecting the blue caret (>) to the left of the file name will expand the row. Information about the version of the attachment will display and a Version Comment field. The following image shows an expanded entry.
Attachments can be downloaded from the Award.
To delete an attachment, select the blue, trash can icon at the far right. This opens a confirmation dialog, as shown below.
To cancel the process, select the blue X in the upper right, the Cancel button, or click outside of the dialog.
Request ID: Prefix “MOD” with unique 5-digit number, below the request title
Award Application (eGC1) with link to open
Award Activity: Associated award number from Workday Finance
Request Status (OSP Setup, OSP Assigned, Processed, etc.)
“More actions” menu with drop-down list showing “Add comment” and ”Delete request” (options vary)
The following image shows a Modification Request header:
“More Actions” Menu
This menu varies depending on the status of the Modification Request.
Request Status
Add Comment
Assign Request
Delete Request
Composing
Yes
N/A
N/A
OSP Setup
Yes
Yes
Yes
OSP Assigned
Yes
Yes
N/A
GCA Assigned
Yes
Yes
N/A
GCA Workday Setup
Yes
Yes
N/A
Routing
Yes
N/A
N/A
Processed
Yes
N/A
N/A
Returned
Yes
N/A
N/A
Withdrawn
N/A
N/A
N/A
Denied
Yes
N/A
N/A
The following image shows an example of the “More Actions” menu, including the Delete request option:
Add Comment
Select “Add comment” to include a comment in the Comments & History section.
The following image shows the Add Comment window. Enter your comment, then select Add Comment.
Assign Modification Request
Select “Assign request” to assign the Modification Request to an OSP individual and/or team.
The following images show the Assign Award Setup Request dialog window and a portion of the Select OSP Team menu:
The OSP Team choices are:
Team A
Team B
Team C
Team D
Failover Team
Federal Assistance Intake
Non-Federal Intake
Subcontracts Team
Choose the appropriate assignment and select Reassign Request.
Delete Modification Request
Select “Delete request” to delete the Modification Request.
The following image shows the Delete Modification Request? window.
Select Cancel to exit
Select Delete Request to permanently remove the request
Modification Request Form Sections
On the left side of the page is the Navigation Menu, divided into two parts.
From the top part, you can access the Form Sections. The section being displayed will be highlighted. Select any section name to navigate to that section.
Select each of the following for more information:
Request ID: Prefix “ASR” with unique 5-digit number, below title
Request Application (eGC1) ID with link to open
Award Activity: Workday Award ID
Note: The Workday Award ID is only visible if the award is Processed or is associated with a Processed Advance.
Request Status (OSP Setup, OSP Assigned, Processed, etc.)
Note: OSP can make changes only to items in OSP Setup and OSP Assigned status
“More actions” menu with drop-down list showing “Add comment” and ”Delete request” (options vary)
The following image shows the Award Setup Request header:
“More Actions” Menu
This menu varies depending on the status of the Award Setup Request.
Request Status
Add Comment
Change Awarded Application
Assign Request
Delete Request
Composing
Yes
N/A
N/A
N/A
OSP Setup
Yes
Yes
Yes
Yes
OSP Assigned
Yes
N/A
Yes
N/A
GCA Assigned
Yes
N/A
Yes
N/A
GCA Workday Setup
Yes
N/A
Yes
N/A
Routing
Yes
N/A
N/A
N/A
Processed
Yes
N/A
N/A
N/A
Returned
Yes
N/A
N/A
N/A
Withdrawn
N/A
N/A
N/A
N/A
Denied
Yes
N/A
N/A
N/A
The following image shows an example of the “More Actions” menu:
Add Comment
Select “Add comment” to include a comment in the Comments & History section.
The following image shows the Add Comment window. Enter your comment, then select Add Comment.
Change Awarded Application
If the wrong eGC1 was connected to an Award Setup Request:
While the Award Setup Request is in OSP Setup status, you can change the eGC1
If the Award Setup Request is in OSP Assigned status, you need to return it to the Award Preparer so they can connect the correct eGC1 to the Award Setup Request
Select “Change awarded application” to replace the currently attached application with a different one.
Note: Changing the associated awarded application will update and, in some cases, remove appropriate data in the Award Setup Request.
The following image shows the Change Awarded Application dialog window:
The values automatically updated from the newly associated application are:
Short Title
Full Title
Sponsor
Bill To Sponsor
Originating Sponsor
Principal Investigator (PI)
Assign Award Setup Request
Select “Assign request” to assign the Award Setup Request to an OSP individual and/or team.
The following images show the Assign Award Setup Request dialog window and the Select OSP Team menu:
The OSP Team choices are:
Team A
Team B
Team C
Team D
Failover Team
Subcontracts Team
Choose the appropriate assignment and select Reassign Request.
Delete Award Setup Request
Note: You can only delete an Award Setup Request when it is in Composing status.
Select “Delete request” to open the Delete Award Setup Request? dialog window.
Select Delete Request to confirm the deletion.
The following image shows the Delete Award Setup Request? dialog window:
Award Setup Request Form Sections
On the left side of the page is the navigation menu, divided into two parts.
From the top part, you can access the Form Sections. The section being displayed will be highlighted. Select any section name to navigate to that section.
Select each of the following for more information:
For additional information, also see the GCA Award Setup research website page.
Request List Display
The following image shows the header and a few columns and rows of the Award Requests page:
For each existing request, the list displays the following information. You can scroll to the right to see all of the columns. Note: The Request ID and Short Title columns are “frozen” so that they always display.
Fields without a value will display an “em” dash (—)
Field
Description
Request ID (doesn’t scroll)
Unique identifier
Select it to open the request
Short Title (doesn’t scroll)
Name of the associated application. If an ellipse (“…”) displays, hover your mouse over the text to see the full name
Select it to open the request
Request Type
Values:
Award Setup Request
Award Modification
Principal Investigator
The principal investigator for the request
Request Application (eGC1) ID
eGC1 Application associated with the request
Workday Award ID
The Award ID for this request
Request Deadline
[Date]
Request Status
Values:
Composing – newly created by campus, or created by OSP and sent to campus (initially OSP Setup status), but not yet submitted for approval
Routing – submitted and routing for approval
Withdrawn – withdrawn from Routing by an owner/editor
Returned – returned from Routing by an approver
Denied – denied by OSP
OSP Setup – newly created by OSP, but not yet sent to campus
OSP Assigned – an OSP individual and/or team has been assigned to the request
GCA Assigned – OSP has approved the request
GCA Workday Setup – the data is being entered into Workday
Processed – the request is fully processed
Request Status Date
Date the status changed, for example: 12/06/2023, 9:42 AM
Request Amount
The Sponsor Total Amount for Spending Periods for the request
Sponsor Name
Sponsor name for the award
Sponsor Award Number
Number assigned by the sponsor
Prime / Originating Sponsor Name
Prime / Originating Sponsor Name
Cost Center
The associated cost center
OSP Individual Assigned
Individual’s name
OSP Team Assigned
Team
GCA Individual Assigned
Individual’s name
GCA Team Assigned
Team
Request Created Date
Date and time, for example: 12/01/2023, 5:12 PM
By default, there are ten items listed on a page. If you have more than ten, the system will add pagination links.
Search for a Request
Click in the search box to display the Search By menu. Select either Request Application (eGC1) ID or Request ID, then enter your ID value. Press the Enter key or select the search icon (magnifying glass) to start the search. The search looks for matches that start with the characters entered.
The following image shows the search menu options with the default Request ID selected:
The results display below up to ten items, in order by most recently created. You will see two lines of information for each result:
First Line: Short Title or “No Short Title Available”
Second Line: Application eGC1 ID |Request ID | PI First Last Name (if available)
The following image show an example result:
Click on the desired item to open it in a new browser tab. The list will include items you have read-only or edit access to.
If no matches are found, the following text displays:
No Matches. Try a different search term or choose another option to Search By.
Note: the search icon (magnifying glass) is always enabled. This means you can enter a different value and start a new search at any time.
List Filtering Options
To filter the list of award requests, select Filter List at the upper, right of the page to open the Filter Requests panel. Selecting the Filter List button again, or the X in the upper-right corner, closes the panel. The following image shows the Filter List button:
This displays the filtering options of By Award, By Principal Investigator, By Assignment,By Status, and By Request Type. You can select a combination of one or more values from the lists for your filter. A selected value will be highlighted in blue and have a checkmark.
To remove a value from the filter, select it again. To close the filter list, select Filter List a second time or select the X in the upper-right corner.
Once you have chosen all of the desired filter values, select the Apply Filters button to display the tasklist with all those filters applied. The number of results displayed based on your filtering selections will be indicated.
Select the Reset Filters button to remove all filtering. This will leave the Filter List panel open, and will refresh the tasklist to display the full list of requests.
The following image shows the Apply Filters and Reset Filters buttons:
By Award Section
For the By Award section, enter the Workday Award ID and select the search icon (magnifying glass) on the right. A list of results will display, as shown in the following image:
Select an award from the list and then select Apply Filters to see a list of all items associated with the specific award.
By Principal Investigator
To search by Principal Investigator, enter the person’s name in the search box. You can enter the name as First Last or as Last, First. Select the person from the results list.
The following image shows this section:
By Assignment Section
Values for By Assignment are:
OSP Unassigned Individual
GCA Unassigned Individual
Search box for: OSP or GCA Individual Assigned
OSP Unassigned Team
GCA Unassigned Team
Dropdown menu for: OSP or GCA Team Assigned – Select one team
None – select to clear the previous choice
OSP Teams
Failover Team
Federal Assistance Intake
Non-Federal Intake
Subcontracts Team
Team A
Team B
Team C
Team D
GCA Teams
GCA – Award Setup Team – Complex
GCA – Award Setup Team – On Hold
GCA – Award Setup Team – Simple
GCA – Cash Application
GCA – Complex Grants Team
GCA – Complex Grants Team – On Hold
GCA – Compliance
GCA – GCA Corresponding with OSP
GCA – GCA Shelf
GCA – GCA – Closing Team
The following image shows this section of the Filter Requests panel:
By Status and By Request Type Sections
Values for By Status are:
Composing
Routing
GCA Assigned
Processed
Returned
Withdrawn
Denied
OSP Assigned
OSP Setup
GCA Workday Setup
When you select Reset Filters, default values will display.
For OSP, the values are OSP Setup and OSP Assigned
For GCA, the values are GCA Assigned and GCA Workday Setup
Values for By Request Type are:
Advance Budget Request
Advance Extension
Award Setup Request
Modification Request
The following image shows the Status and Request type sections of Filter List with some values selected:
Note for early Releases: You will not be able to save any filter presets. If you select a filter, navigate to a new page, and then return to the Award Request List, those filters will no longer be selected.
In this section, select all of the modification categories that apply. When you select a category, additional fields display.
The categories are:
Funding & budgeting changes
SAGE Budget modifications
Schedule changes
Extensions and other award schedule modifications
Programmatic changes
Personnel, location, payment, work scope, or non-fiscal compliance modifications
Other changes
Cost center or restriction release modifications
End of award changes
Early termination and relinquishment modifications
For instructions on which modification categories to use, see the UW Research website page Award Changes.
The following image shows the category list:
For all change categories, the additional fields are:
Sponsor Award Number
Sponsor Modification Number
The sponsor has a deadline for accepting the award (toggle), with the instructions: Use only when the sponsor has specified a required date to receive the signed award by to provide funding. Documentation from the sponsor will be needed to make this request.
Selecting the toggle displays the Deadline for Accepting Award Date field
In addition to these, if you select the Funding & budgeting changes category, the following fields display:
Current Authorized Spending Start Date
Current Authorized Spending End Date
Modification Application, with the instructions: Add another application (eCG1) if there is a proposal submission process for a Non-Competing Continuation, Supplement, or Revision.
Modification Sponsor Total for All Spending Periods
The following image shows all the additional fields:
This page displays a read-only summary of the information entered for each section. Use the blue carets (>) to expand each section and view the data.
By default, the General Information section will be expanded when you open this page. Only one section can be expanded at a time. Clicking to expand a different section will automatically collapse the current one.
Below the sections list are several buttons:
Previous Section displays the Supporting Attachments page
Deny Request
Return Request
Approve Request
The following image shows the page with all of the sections collapsed:
Alert Messages
If any required data is missing, an alert message displays.
The following image shows an example alert message concerning a missing Project Type value:
Deny Request
To deny a Request, select Deny Request.
In the Deny Award Setup Request modal, select the Deny, Notify Campus button
Enter the reason for denying the request as a comment in the Comments & History section
To cancel the process, select the blue X in the upper right, the Cancel button, or click outside of the modal.
The following image shows the Deny Award Setup Request dialog window:
Return Request
To return a Request, select Return Request.
In the Return Award Setup Request modal, enter the reason for the return in the text box
Once a reason has been entered, you can select the Return Request button
An entry will be added to the Comments & History section
To cancel the process, select the blue X in the upper right, the Cancel button, or click outside of the modal.
Approve Request
To approve a Request, select Approve Request. The status will update to GCA Assigned.
The OSP Reviewer node on the approval flow will display the date approved.
Sponsored Program Activity Type (required, drop-down menu)
OSA: Professional Development Public Service (UW External)
OSA: Other Sponsored Activity
OSA: IPA/JPA/Staff Assignment
OSA: Equipment
OSA: Construction
OSA: Clinical Trial Non Federal Sponsor (including Industry Sponsored)
OR: Research: Basic
OR: Research: Applied
OR: Other Training: Research
OR: Fellowship: Research Undergraduate
OR: Fellowship: Research Graduate or Professional
OR: Development
OR: Clinical Trial, Federal
I: Training and Development (UW Internal)
I: Fellowship: Non Research Undergraduate
I: Fellowship: Non Research Graduate or Professional
Clinical Trial Phase (drop-down menu)
Values: I, II, III, IV, Other, None
Award Group (drop-down)
APL | Master N00024-10-D-6318
APL | Master N00024-21-D-6400
APL | PMR BPA N00014-17-H-7007
Complex Grant Team
Converted Award
Royalty Research Fund Awards
Sponsor Award Issue Date (required)
Award Signature Required (toggle)
Select the toggle to display the Award Signature Date field (required)
Sponsor Award Number (required)
Non-Monetary Award (toggle)
Select the toggle to display the Non-Monetary Award Amount field
The following image shows the Award Overview portion of the General Information form section:
Sponsor Details
Sponsor (from eGC1, required)
Instruction text below the field reads “If you can’t find your Notice of Award sponsor, it may not exist in our system. Request Sponsor Setup in FECDM.” and links to the FECDM form.
Sponsor Type (not editable)
Bill to Sponsor (from eGC1, same as Sponsor, required)
Funding originates from a different entity than the sponsor listed above (flow-through) Select the toggle to display the following fields:
Originating (Prime) Sponsor (from eGC1, required, if toggle enabled)
Originating (Prime) Sponsor Type (not editable)
Originating (Prime) Sponsor Award Number
The sponsor has a deadline for accepting the award
Instruction text below the field reads “Use only when the sponsor has specified a required date to receive the signed award by to provide funding. Upload the required documentation from the sponsor in the Supporting Attachments section.” and links to the attachments section.
Select the toggle to display the following fields:
Deadline for Accepting Award Date (required)
Instructions for where date source can be found in Notice of Award
The following image shows the Sponsor Details portion of the General Information form section:
PI & Department
The following fields are display-only values, which flow through from the linked eGC1:
Cost Center
Principal Investigator
The following image displays the PI & Department portion of the General Information form section:
Select the Next Section button at the bottom, right of the page to navigate within your Award Setup Request.
The Review & Submit page displays a read-only summary of the information entered for each section. Use the blue carets (>) to expand each section and view the data.
By default, the General Information section will be expanded when you open this page. Only one section can be expanded at a time. When you expand a different section, the current one will automatically collapse.
Below the sections are one or more buttons. The actions you can take will vary depending on the type of Modification Request and its current status.
The following image shows the page with all of the sections collapsed, for an OSP/GCA type modification request with a status of OSP Assigned:
OSP and GCA can apply and remove holds from an Award Setup Request or a Modification Request.
A hold can be placed for a variety of reasons and applied when the Award Setup Request or the Modification Request is in any of the following statuses:
OSP Setup
OSP Assigned
Returned
GCA Workday setup
For additional information, review the Award Setup Holds page for GCA.
Placing a hold
1. Select the Holds form section located on the left navigation menu beneath “Supporting Documents.”
2. Select the Edit (little pencil icon) button in order to add holds.
The Holds form will display:
3. Select all manual holds and compliance checks that apply:
General Hold
Export Control Hold
IACUC Approval Hold
IRB Approval Hold
Campus Input Required
Sponsor Input Required
GCA/OSP Coordination Required
4. When you are done, select the Save Changes button (on the right side of the page).
Near the top of the page, the following text will display in a red font color (on all pages):
“Holds or compliance checks are in process. View the Holds or Review & Submit section for more information.”
Your changes will be saved and displayed in the Comments & History section of the Award Setup Request or a Modification Request.
Note: If there are no holds, the Holds content area will show “No holds or compliance checks added.”
