UW Research

June 21, 2023

Important eGC1 Routing Information: Prep for SAGE Finance Transformation Release

The following email was sent to the Monthly Research Administrators Meeting (MRAM) and SAGE mailing lists on Tuesday, June 20.

Dear Research Colleagues,

SAGE will be unavailable 7/5 5:35 p.m.-7/7 6 a.m. in order to release new features and functionality. To prepare for this transition, we want to make you aware of how eGC1 routing will be impacted by the conversion of Financial Organization Codes (Org Codes) to Cost Centers with the Workday Finance release.

For items that are in routing on Wednesday, 7/5 at the time of the Workday Finance release, the approval graph will need to be redrawn with the new Cost Center logic, and any reviews that have already taken place will therefore need to be re-approved. Please refer to the following guidance on how to avoid having to reroute these eGC1s after the launch.

Do I need an eGC1?

Additionally, after launch, some items that used to require an eGC1 will require a Modification Request in SAGE instead of an eGC1. Review When will I need to use an eGC1 vs request a Modification in SAGE? to decide if you will need an eGC1.

I need an eGC1, now what?

To avoid having to re-approve eGC1s after the SAGE release on Friday 7/7, we strongly encourage you to complete all eGC1 routing and department approvals and have eGC1s marked as Ready to Submit (RTS)=YES before Wednesday, 7/5.

If your eGC1s cannot complete routing to OSP with RTS marked YES, you may need to re-submit for departmental/PI approvals after launch.

Note: To re-submit you will need to select “Route to Reviewers” from the Certify & Route section.

Routing Recommendations Based on eGC1 Status

During this time, please plan to route your eGC1s based on the following recommendations:

  • Composing: If your eGC1 is currently in composing status, only submit it for routing if the eGC1 can make it through all departmental/PI approvals and be marked RTS=YES before 7/5. If your eGC1 in composing status cannot complete routing to OSP with an RTS=YES by 7/5, please wait to submit until after SAGE is back online starting 7/7.
  • Withdrawn or Returned: If you intend to move forward with an eGC1 that is currently in withdrawn or returned status, only re-submit if the eGC1 can make it through all departmental/PI approvals and be marked RTS=YES before 7/5. eGC1s in withdrawn or returned status on 7/5 that you intend to move forward will need to be re-submitted for all approvals after SAGE is back online starting 7/7.
  • Routing: If your eGC1 is currently in routing, make sure all departmental/PI approvals are complete and the eGC1 is marked RTS=YES before 7/5. If your eGC1 is still in routing on 7/5, it will be returned and will need to be re-submitted for re-approval.
  • In OSP: If your eGC1 is in OSP status, be sure that the eGC1 is marked RTS= YES before 7/5. If RTS is not marked YES, you will need to re-submit for re-approval.

Please note that OSP will review your eGC1s and may have reviewer comments, even if your eGC1 is marked RTS. If OSP returns the eGC1, it will cause the approvals to be re-drawn and re-approval will be needed according to the Cost Center. Build that possibility into your timing.

If you have any questions, please don’t hesitate to reach out to us at sagehelp@uw.edu.

Thank you!

Office of Research Information Services
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