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An Other Form records and tracks information related to setting up new budgets in addition to Funding Actions and Post-Award Changes. These other forms include, but are not limited to, Transpasus from departments and new budget requests from units such as CoMotion.

What is a cycle?

A Cycle is an electronic file that contains all the items relating to a specific Sponsored Project during a specific competing segment. Cycles are a convenient mechanism for tracking the progression of a competing segment and the relationship of the items created within that segment.

Here’s an example of what a Cycle might contain:

cycle diagram showing relationship of items

You can relate a cycle to another cycle. For example, you might want to relate cycles for a project with multiple competing segments.

How is the cycle organized?

We often refer to the relationship of two items as “parent” and “child.”  A “parent” item might be the cycle, an application, or an action and its “child” might be an application or another action.

The Cycle is the top of the hierarchy and so it has no parent. Cycles contain three possible types of children: NAAs, PANs, and eGC1s.

Some parent-child relationships are specifically defined, while others are more general. The following table indicates the typical relationships between items.

Item Type Parent Children
Cycle (none) NAA, PAN, or eGC1
eGC1 Cycle [1] FA, NAA, CO, AA, ADV
PAN Cycle [2] (none)
FA eGC1 [3] PAC, SC
PAC FA (none)
NAA Cycle, eGC1, or FA (none)
CO eGC15 (none)
AA Cycle, eGC1, or FA (none)
SC (subcontract) FA (none)
ADV (advance budget number request) eGC1 (none)

Applications (eGC1s) within the cycle display from newest to oldest. Child items under eGC1s display oldest to newest.

Tips:

  • When you click “Back to My Team” from the Cycle Details page, the Cycle Details window will close, and the window you last had open will revert to the My Team tasklist. If you wish to keep your previous item open, close the browser tab containing the Cycle Details (rather than clicking the “Back to My Team” link).
  • You can only use the Cycle Details tab or “fly-out menu” to open one other item at a time. If you want to open multiple cycle items at a time, then do so from the Cycle Details page.

The OSP staff create Funding Actions (FA) and Post-Award Change (PAC) administrative actions using SPAERC. Once OSP finishes an action, they send it to GCA and it becomes available for processing within SERA. The action will have a status of In GCA with a Last Action Taken of Received in GCA.

The processing steps for an action may include

If an action needs changes, you can return to OSP. They would make the changes and then re-send the action to GCA for further processing.

In addition, you can reassign an action or add comments to the History & Comments page.

 

PIs or Research Administrators create Advance Budget Number Requests using SAGE. Once created, you can view the advance in read-only mode from SERA.

When the creator completes the advance, moving it to Campus Complete status, you can “receive” it in SERA to work on it.

GCA staff use the System for Electronic Research Accounting (SERA) to manage SAGE-related items of the following types:

  • Advance Budget Number Requests (ADV): Campus users create these to request a budget number in advance of their award so that they can begin spending the award.
  • Funding Actions (FA): OSP staff create these to manage awards received by the UW.
  • Post-Award Changes (PAC): OSP staff create these to manage any award changes made after the initial receipt.
  • Other Forms (OTH): GCA staff create these to record and track forms related to setting up new budgets in addition to Funding Actions and Post-Award Changes.
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