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.
Note: When an ASR is routed to GCA and an award in Advance Spend status already exists in Workday, SAGE updates the first period and award line start dates based on a comparison of the current Workday start dates and the ASR start dates.
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
Search by % or Activity Location.
When a value is entered, the expected Rate Agreement base type will display.
F&A Rate Agreement
Reference the Cost Rate Type field for the associated 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.
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 “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:
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.
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.”
Subaward requests can now be submitted using SAGE. With the transition to Workday, subawards are now associated with Awards, rather than Funding Actions (FAs). To set up a new subaward, users will search and select their award, and the eGC1 data will default based on the award selected.
Funding Action (FA) Validation and Lookup Removed
Since subawards are now associated with awards, the subaward FA lookup is no longer active or needed, and the validation has been removed. For legacy subawards, the FA fields will continue to display for reference.
Holds on Award Setup (ASR) and Modification (MOD) Requests
OSP and GCA Can Apply Holds to ASRs and MODs
OSP and GCA can now set and remove holds on ASR and MOD Requests. A new Holds section is available in the left navigation. After saving holds, an entry will display in the Comments & History section of the ASR/MOD.
History of Holds Added to Comments & History Section
Campus, OSP, and GCA can view the history of holds activity on the Comments and History section of the ASR or MOD request.
Holds Banner Displays on ASR and MOD Requests
When holds are applied to an ASR or MOD request, users will now see a banner at the top of the request, alerting them to the hold. The campus banner will be informational only, and highlighted in blue. The OSP and GCA banner will be red, and indicate any action that may be needed before moving the item forward in the workflow.
Campus banner
OSP & GCA banner
Required Fields on Award and Budget Setup
Required Fields on SAGE Budget Worksheets
The SAGE Budget worksheet settings have been updated to show an asterisk next to fields that are required for ASR and MOD requests. These fields support the Workday award data needs.
In the SAGE Budget Salary and Benefit Costs section, additional help text has been added to remind campus that a person must be entered with the Principal Investigator role to provide the necessary grant PI data to Workday for award setup.
Required Fields on Award Setup Requests
Required fields on the Award Setup Request now display an asterisk next to the field label. When the user clicks in a required field and navigates away, additional red highlighting will draw their attention back to the fields required.
Miscellaneous Maintenance
eGC1 Status Updated to “Awarded” When Awards Are Processed
When awards are set up in Workday and the award setup request is marked as “Processed” in SAGE, the associated eGC1 status will now change from “Approved” to “Awarded.”
OSP Ability to Change the Linked eGC1 on Award Setup Requests
When OSP initiates an ASR and while it is in “OSP Setup” status, OSP can now change the linked eGC1 if an error has been made, prior to sending the ASR to campus. OSP will need to refresh the “Access & Roles” section after changing the eGC1 to see updated eGC1 data.
Modification Start and End Dates Display for Schedule Changes
On Modification Requests, when users select the Schedule Changes category, the “Current Authorized Spending Start Date” and “Current Authorized Spending End Date” fields will be visible and enabled for users to enter the dates. Existing MOD requests already processed with the Schedule Changes category will display the date fields without any dates populated.
Removal of Deny Reason for Requests
An issue was preventing the deny reason on requests from saving properly. Until a full fix can be completed, in the interim, the deny reason field has been removed and OSP or GCA will now enter the reason as a comment instead. The denial reason field will be added back into a future release.
Advance Extension Requests No Longer Show Former Budget Numbers
The former budget numbers no longer display for users on new Advance Extension Requests.
Award Request List Default Set to 25 Rows for OSP and GCA
In order to improve performance and reduce load on systems, the defulat setting of the Award Request List for OSP and GCA will initially show 25 rows instead of 50 rows. Users can still set it to up to 50 rows if needed, for now, but with dome deteriorated performance expected.
Fix: Truncated Comments on Requests with URLs
ASR and MOD request comments with URLs in them now show proper alignment without truncation.
Fix: SAGE Budget Personnel Side Panel Freezes
The SAGE Budget TBD personnel entry has been updated to prevent side panel freezing when users clicked out of fields quickly, prior to SAGE saving the data.
Update: Missing PI Validation Message on Award Setup Requests
The language used on the Award Setup Request Review and Submit page when the SAGE Budget worksheet PI is missing has been updated to direct users back to SAGE Budget to add a worksheet PI.
Fix: Cannot download previous version of attachments on Requests
Users can now select the current or prior version of attachments on ASRs, MOD, and Advance requests.
Fix: Animal Use Protocols Not Always Saving Country Data
An issue with the saving of “Country” data when a new institution was added to Animal Use protocols on the eGC1 has been fixed.
Due to performance issues, we have temporarily deactivated the “Processed” status filter on the SAGE Advance Tasklist. While we work on improvements, this temporary solution will protect system performance and mitigate risk. In the meantime, if campus users need to locate a processed advance, they should use Advanced Search and search by either the Advance number or the eGC1 number to find an item.
Please note that SAGE Central filters will not change, but we recommend avoiding filtering for all “Processed” advances until we patch the issue next week.
User Interface Design Component Updates
A required Angular Material version upgrade has been completed, which has slight impacts to the SAGE user interface. The design changes of note include the following:
SAGE Budget, Advances, and Awards Sections: Excess table spacing has been reduced, small font sizes have been increased, and all capital letters on buttons and table headers have been removed to improve readability and accessibility.
SAGE Budget Icons: Subaward and Fabrication worksheet icons have been updated in the left navigation and the Budget Summary section within the Other Costs table. The More Actions menu (three dots) has been replaced with a Delete Worksheet button for Internal, Subaward, and Fabrication worksheets in the left navigation.
The Comments & History page displays entries for Events in the Award Setup Request process. You can also add a comment at any time. The entries display in reverse chronological order, so the most recent one is first.
The following image shows an example of the Comments & History page.
The table columns are:
Action Taken: Event that created the entry (see table below for details)
Timestamp: Date and time of the event
Name: User whose action triggered the event or who manually added a comment
Comment: Text of the comment, either system-generated or user-entered
Note: Not all Events have comments. For those entries, a dash (-) will appear in the Comment column.
When an Award Setup Request is editable, you can manually add a comment by selecting Add Comment above the table, as shown in the following image.
A dialog window will display. As you start entering your comment, the Add Comment button in the lower right corner of the window will be enabled. Select it to save your comment.
You can only delete your own manually added comments. To remove the comment, select the trash can icon to the right of the comment in the table.
You can also add a comment from anywhere within the Award Setup Request by selecting the “more actions” (3 vertical dots) icon at the far left of the header, and choosing Add Comment.
Event Entries
The system will add an entry for the events described in the following table. The “Comment Type” column indicates if there will be any comment text, and if so, whether it is system-generated or user-entered.
History Event
Event Trigger
Comment Type
History Event
Event Trigger
Comment Type
Created request
Selecting eGC1 after searching
N/A
Submitted for routing
Clicking “Submit & Route” button on the Review & Submit page
System-generated
Resubmitted for routing
Clicking “Submit & Re-route” button on the Review & Submit page after a return
Campus user comment is required to complete the process
Approved
Reviewer/OSP/GCA clicking “Approve” button in the approval modal from Request Summary page of routing Adward Setup Request
N/A
Returned
Clicking “Return Request” button in the return modal of an Award Setup Request
User-entered comment is required to complete the process. The comment is limited to 1,000 characters.
Withdrawn
Clicking “Withdraw” button
N/A
Denied
Clicked “Denied” on the Review & Submit page
User-entered comment is required to complete the process
Added ad hoc approver
Clicking “+” icon to add an ad hoc approver on the approval graph
User-entered comment is optional
Removed ad hoc approver
Clicking the “more options” menu, then “remove reviewer” on the ad hoc approver’s node on workflow graph node
User-entered comment is optional
Commented
Clicking “Add Comment” button on the Comments & History page, or by selecting “Add Comment” from the “more actions” menu in the advance header
User-entered comment is required to complete the process
This section displays the Significant Financial Interest (SFI) and Financial Conflict of Interest (FCOI) Training status of the investigators on the associated application. The table lists each investigator, their role, SFI disclosure submission status, and their FCOI training status. The green check marks indicate that training and disclosures are up-to-date.
The following image shows the SFI & FCOI part of the forms section.
