Tag Archives: Advance

If an application has a related advance request, you will see an information box on its child Funding Action that states, “This funding action has a parent eGC1 with advances in which cost share and non-fiscal compliance responses may have been updated.”

The following image shows an example of this.

advance budget links on funding action

The information box will include a link to the related advance, as well as the status and date. If additional advances were processed in the last ~18 months of the award cycle, they will also be listed in the information box. To determine which advance is related to the funding action, hover over the Cycle Details tab, or click View Cycle Details.

NOTE: Any advances that exceed the maximum duration of 18 months will not appear in the funding action information box. The advance will, however, continue to display in the Cycle Details.

Click the ADV# link within the funding action information box. The SAGE Advance Budget request will open in a new tab. You will have view-only access. By default, the Request Summary page will be open. Scroll down to the Cost Share and Non-Fiscal Compliance sections to view the latest information, as shown in the following image.

associated advance non-fiscal compliance data in sage

This chart describes when and to whom the SPAERC system sends email notifications, and links to samples of the automated emails.  The content of the auto-generated emails varies depending on the choices the sender makes.

Email Type Purpose Triggers Sent To
Application Returned To inform owners that their eGC1 application they submitted has been returned by OSP. When an eGC1 application is returned by OSP Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer
Application Review Notice To send review comments Email sent manually by OSP (auto-generated document) Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer
Ready for Pickup To inform owners that all signed and scanned documents are uploaded to an application and are ready for pickup for review. OSP can send the notification by clicking the Ready for Pickup button once they know all signed and scanned documents are uploaded to the application. Principal Investigator, Application PI, Administrative Contact, and Pre-Award Budget Contact
Sponsor Deadline Reminder email sent if the application’s value for the Ready to Submit question is “No.” If the value changes to “Yes” within the six-to-three day timeline, the email is no longer sent. NOTE: This email is not sent if the application is after-the-fact or a clinical trial. Each day (at 6:00 AM), the system checks for any applications that are between six and three business days prior to their sponsor deadline with the application’s value for Ready to Submit as “No.” Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer
Subaward Request Returned To inform the Subaward Preparer that a request they submitted has been returned by OSP. When a subaward request is returned by OSP Subaward Preparer
Notice of Award (Funding Action) To send information about the award received Email sent manually by OSP (auto-generated document) Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer
Request for Activation Notice – fellowships (Funding Action) To notify the PI of a fellowship award and request the PI to complete the Activation Notice Email sent manually by OSP (auto-generated document) Principal Investigator (cc’d)
SFI Compliance Notification (Admin Action) To the PI concerning SFI disclosure for a budget extension Email sent manually by OSP (auto-generated document) Principal Investigator, Administrative Contact, Office of Research SFI Reviewers
Email Notification (Subaward) To the PI with subaward attachments to be reviewed and/or acted on Email sent manually by OSP (auto-generated document) Principal Investigator

 

May 2013

  • OSP Notes for returning an item to GCA will be a required field.
  • A new date can be added to the tasklist called assigned to date. This will allow you to track when new items are added to your list.
  • Only users with the Subcontracts Role will be able to create a subcontract shell. General users will no longer be able to add a subcontract shell within an FA.
  • Subcontracts formerly assigned to Verenice Bendana (Barbosa) and Judy Yoshioka will be moved to e-shelf.
  • One additional question has been added to the eGC1 Security Compliance Questions. Approval workflow was added for Security Review when the preparer answers “Yes” to the new question. An automatic hold will apply when the preparer answers “Yes” to any of the Security questions. The new workflow process will apply to only newly created eGC1s at the time of release.
  • Budget number and prior budget number field validation has been placed to allow only numeric and dash in these fields.
  • Advance Budget Request will always be blocked until OSP allows the Advance Budget Request to go through. GIM updates, process updates and procedures are still being vetted.

Planned Bug Fixes:

  • The error message color block for Subcontracts page validation will be corrected to fully cover all the error text in color.
  • Status Checker will no longer display HTML code.
  • Pending Sponsor and Pending Flow Through Sponsor will not be allowed on approval of Applications or FA’s.

If an advance budget has been requested on an application, advance details will appear on the application’s Non-Fiscal Compliance page and in any related Funding Actions. The advance number will also appear on Cycle Details flyout.

NOTE: Only advances in a routing or processed status will appear in these sections.

Viewing the details in an application is described below. For a Funding Action, review Complete the Funding Action.

Application

Open the application with a linked advance from the Applications tasklist. From the left navigation menu, select Non-Fiscal Compliance. The following image shows an application with several associated advances.

application non-fiscal compliance with advances

At the top of the Non-Fiscal Compliance page, you’ll see a blue information box that states, “These responses may have been updated in an advance request associated with this eGC1.” The information box will also include a link to the related advance, as well as the date the advance was processed.

Click the advance link to view any potential non-fiscal compliance or cost share information that has been updated on the advance in SAGE.

When you click the advance link, the SAGE Advance Budget Request will open in a new tab. You will have view-only access to the advance in SAGE.

By default, the Request Summary page will be open. Scroll down to the Cost Share and Non-Fiscal Compliance sections to view the latest advance budget information.

By default, the Request Summary page will be open. Scroll down to the Cost Share and Non-Fiscal Compliance sections to view the latest advance budget information. The following image shows this view.

associated advance non-fiscal compliance data in sage

NOTE: For now, you will need to manually compare the application’s original cost share and non-fiscal compliance information listed in SPAERC with the information listed on the advance in SAGE. However, the information listed on the most recent advance will include the most up-to-date information. 

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