Tag Archives: Advance

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
Advance Budget Request Eligibility This email is sent to let the research team know that an advance budget number request can be made for the application When OSP marks the application as eligible for an advance. 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.

By default, an application is ineligible for a budget advance. Once you have approved the application, you can change its eligibility. This enables the owner of the application to submit a request in SAGE for a budget advance at any time before the UW receives, reviews and processes the award.

To change the eligibility for a Budget Advance

On the left navigation menu of an approved application, click Update Advance Eligibility. Check the Eligible for Advance Budgets box, and then click Update.

There is an Advance Budget Tool that campus can use to clarify why their applications may be ineligible for an advance. The Tool asks the user a series of questions to assess whether the preparer has satisfied all compliance areas so that the preparer can create an advance budget number request.

The Tool send the results to OSP if, based on the answers provided, it determines the eGC1 is eligible for an advance budget number. OSP will then confirm the information provided and remove the eligibility block. The system notifies the application’s owners (PI, Admin Contract, Budget Contact, and eGC1 Preparer) that the application is now eligible.

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