With UWFT, the new SAGE Awards feature streamlines the award setup and modification process, and provides transparency into key award information. To help with award management, the award details and modification requests are viewable from both SAGE and Workday.
SAGE Award Highlights:
- New SAGE forms and system functionality replace email communications
- A familiar, user friendly experience in SAGE, similar to advance requests
- Autofill of eGC1 and SAGE Budget information on award request forms
- Shared views for award preparers and reviewers to improve collaboration
- Visibility into award status, history, and communication
- Integrations with Workday for added streamlining of award setup
SAGE Award Features
Campus units and the Office of Sponsored Programs (OSP) both receive notice of awards (NOAs) from sponsors. When OSP receives the NOA, they initiate the award setup request in SAGE and send it to campus for completion. When campus units receive the NOA, they initiate the award setup request in SAGE.
Process for When Campus Units Receive NOA
- Receive Notice of Award (NOA).
- Initiate award setup request in SAGE.
- Copy and modify an existing SAGE budget (or create a new SAGE Budget).
- Link the eGC1 and SAGE Budget to the award.
- Complete required award fields.
- Submit award setup request for review and processing.
- OSP and GCA review, approve, and process the award setup request via SAGE and Workday integrations.
- Once approved, the award appears in Workday, spending is enabled, and you receive a notification that the award is ready!
- From Workday you can spend, review invoices, and track expenditures.
The Award List allows you to initiate a new award setup request, easily search and filter for all awards (by eGC1, PI, or award short title), and quickly view award status and last actions taken.
Image of the Award List coming soon!
After you initiate an award setup request, by default the General Information page displays with pre-populated details from your eGC1 (Title, Periods, Sponsor Details, PI/Department, etc.). You can update the General Information sections as needed.
Budget & Award Lines
Your SAGE Award Budget (created by copying or creating a new SAGE Budget) identifies how you would like your awarded funds to be set up in Workday. You can also forecast future period budget amounts for a full project budget view.
From the Budget & Award Lines section, search for your SAGE Award Budget by PI, Title, or BudgetID, and connect it to your award setup request.
Select your budget and the authorized periods, and your budget information displays here! Any changes made to your SAGE Budget syncs back to the award request form, up until it is submitted for routing.
SFI & FCOI
SFI disclosure and FCOI training status auto-populate from the eGC1. Missing disclosures or training display here to remind you of any actions needed.
Cost Share information auto-populates from your eGC1. From here, you can upload an updated Cost Share Addendum as needed.
Enter as much Fiscal Compliance information as you can in this section, for example, unique sponsor invoicing or reporting requirements. Grant and Contract Accounting (GCA) updates the rest.
Non-Fiscal Compliance information auto-populates from your eGC1. From here, you can make updates as needed. This helps keep your compliance information current and notifies the appropriate units of any key changes.
Review & Submit Award
Review a read-only version of your SAGE Award setup request before submitting it to the Office of Sponsored Programs (OSP). If the award is missing any information, this clearly displays at the top of the page.
Once your SAGE Award setup request is processed, view the current award information at any time from the SAGE Award View. To access the SAGE Award View, navigate to the Award List and select an award. From here, review items related to the award including:
- Latest award information (General Information, Budget, Award Lines & Details, Cost Share)
- Current Compliance information
- Award History
- Actions & Requests (both completed and “in-flight”)
To request an award modification, select your award from the Award List. This opens your award in the Award View where you can select CREATE MODIFICATION.
From here, you can choose the type of modification, and add any additional supporting details. If you need to add or remove funding, or change any dates, you need to make these changes in your connected SAGE Award Budget first. After the SAGE Award Budget is updated, the relevant amounts and dates will flow through to the SAGE Modification Request Form automatically.
Resources & Training
Bookmark and refer to this page often! We are in the process of developing new research-related training and resources to help you prepare for the upcoming transformations.
Meetings and Mailing Lists
We communicate via the following meetings and mailing lists as important research-related information becomes available. Be sure to attend and subscribe. We will share relevant UWFT news and updates over the next several months:
Monthly Research Administration Meeting (MRAM)
MRAM is a monthly meeting open to staff interested in research award administration at the UW. Visit the MRAM website for more information.
MRAM Mailing List
Subscribe to the MRAM mailing list to stay informed on timely and relevant research administration information.
Office of Research Information Services (ORIS) Mailing List
SAGE Budget Course
With UWFT, campus units are required to use SAGE Budget for award setup. The SAGE Budget course provides an overview of how to establish budget settings, add personnel and costs, create sub budgets, and link budgets to an eGC1. Learn more and register.
SAGE Budget Job Aid and User Guides
Refer to the UWFT nanolearning videos for a review of financial literacy and Workday topics:
Refer to the Research Administration Terms on Knowledge Navigator for usage and reference of commonly used terms like Proposal, Award, Sponsor Type, and more.