Contents
Subawards
Award Lookup Now Used for Subaward Setup
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Since subawards are now associated with awards, the subaward FA lookup is no longer active or needed, and the validation has been removed.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.
Temporary Change: Advance Tasklist “Processed” Filter Deactivated
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.
When the Office of Sponsored Programs (OSP) receives or retrieves a new Notice of Award (NoA) and the PI is not included on the notification, OSP creates the Award Setup Request (ASR). The request has an initial status of OSP Setup.
When OSP finishes the setup and sends the item to SAGE, it changes to Composing status. The contacts on the linked eGC1 application are then automatically notified by email about the newly-created ASR. They are able to edit and complete the request, and then route it.
Individuals on the Access list will see the item on their Awards tasklist. When opened, it displays a “review” version and cannot be edited.
Review the FAQ: What do I do when I receive an Award Setup Request created by OSP? for an overview, details on what data OSP will enter, and what data you will need to enter and review.
SAGE Awards allows campus preparers to create an Award Setup Request (ASR) after receiving a notice of award (NoA) from the sponsor or to complete one that OSP has started.
Note: The system will prevent more than one Award Setup Request from being created for the same eGC1.
Review the FAQ: What do I do when I receive an Award Setup Request created by OSP? for an overview, details on what data OSP will enter, and what data you will need to enter and review.
The Approvals section of the Award Setup Request displays the units and individuals that will need to approve it. The section appears for all award statuses and can be used to check the approval progress.
The approval flow reads from top to bottom. Some approver cards may be grouped, and can be approved in any order. When the award has been submitted for routing, and reviewers are approving it, the card statuses and color will update to show the award’s progress. When all of the approvals are done, and GCA has completed their steps, the Processed card will also change to green.
Review Approving Awards for details on the approval flow, and Awards Email Notifications for details on emails sent.
Awards Comments & History
The Comments & History section displays entries for events in the award 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 this page for a fully processed award.
Note: Not all actions have comments, such as system-generated history events. For those entries, a dash (-) will appear in the Comment column.
You can manually add a comment by selecting the Add Comment button above the table, as shown in the following image.
A dialog window will display. When you start entering your comment, the Add Comment button in the lower right corner of the window will be enabled. Ensure you add explanatory comments to your requests for anything that might not be clear to OSP or GCA. Select Add Comment 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.
| Information Type |
Sample Information to provide within comments |
ASR |
MOD |
| Explain what you are asking for on the Modification request |
- No Cost or Temporary Internal Extension?
- Please extend Workday Grant IDs GR123456, GR123457
- Change of PI?
- We need to change Dr. XYZ to Dr. ABC
- Progress report/RPPR?
- Indicate the request is for a progress report
|
|
X |
| URL for SAGE Budget snapshot
required for all MODs requesting funding changes |
E.g.: Budget snapshot: https://sage.admin.uw.edu/…06:21.1234567: 00
For help with creating and adding SAGE Budget snapshots to MODs, use the following 2 job aids:
|
|
X |
| Compliance Details |
IRB study numbers and approval dates or if items are pending, indicate they are pending:
UW IRB STUDY00123456 approved thru 1/26/25
OAW approval uploaded to Supporting Attachments
Dr. Harriette Husky is in the process of completing her FCOI training |
X |
X |
| Sponsor Contact information |
Please send all correspondence to sponsor contact: Dr. Jane Doe, jane.doe246@acme.com |
X |
X |
| Sponsor Deadline for Accepting Award or Modification? |
Include details about the deadline |
X |
X |
| Awards with Advances |
ADV12345 approved for this award |
X |
|
| NIH fellowship awards |
I am working with the fellow and mentor to get original signatures on the Activation Notice. Once I have these, I will send the original to OSP for institutional signature and to send to NIH. |
X |
|
Comments & History 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 |
| Created request |
Clicking “Select” button next to eGC1 |
(none) |
| Submitted for routing |
Clicking “Submit & Route” button on Review & Submit page |
System-generated |
| Resubmitted for routing |
Clicking “Submit & Re-Route” button on Review & Submit page after a return |
User-entered and required |
| Approved |
Clicking “Approve” button on Request Summary page of routing Award Setup Request or Modification Request |
(none) |
| Returned |
Clicking “Return Request” button in return modal of Award Setup or Modification Request |
User-entered and required |
| Withdrawn |
Clicking “Withdraw” button |
(none) |
| Added ad hoc approver |
Clicking “Add ad hoc Approver” button in add approver modal |
User-entered and optional |
| Removed ad hoc approver |
Clicking “Remove Approver” button on the ad hoc approver’s workflow graph node |
User-entered and 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 and required (to complete process) |
When you receive a Notice of Award (NoA) for a new award or a competing renewal, you will need to create an Award Setup Request (ASR) in SAGE to initiate the actions needed to setup your award in Workday Finance. If you are uncertain whether to create an Award Setup Request or a Modification Request, refer to the How do I know if I should create an Award Setup Request or a Modification Request? FAQ.
Before Getting Started
In order to create an Award Setup Request, you will need to be listed on the Contacts and Access page of the proposal eGC1. If you are not already listed, you will need to ask one of the owners to add you to the eGC1. You can view the owners on the eGC1 by going to the eGC1 Forms section in SAGE, clicking on Advanced Search, entering the eGC1 and clicking Search. In the results row, click on the Contacts link at the far right, to view the Owners that can grant you access to the eGC1.
As an alternative, an existing eGC1 contact can create the ASR, and add you as an award preparer to the ASR, for you to continue the process.
Create a Request
To create an ASR, start at the Awards tab and select the Create A Request button at the upper right.
Note: You can also start a new request from the Award Requests tasklist.
The following image shows the Awards tab in SAGE.
When you select the Create A Request button, a menu displays with the option to create an Award Setup Request.
The following image shows this menu:
Select Award Setup Request from the menu. Use the search to find the associated eGC1 application. You can search by eGC1 number, PI (Principal Investigator), or Short Title (short name), then select the desired eGC1.
Only eGC1s in Approved status and not already linked to an Award Setup Request will display. eGC1s for Non-Award Agreement or Pre-Applications will not display.
An Award Setup Request form will open, displaying the General Information page by default. SAGE auto-fills details from your eGC1 (Short Title, Full Title, Sponsor, Bill to Sponsor, and PI).
Navigating the ASR
The left navigation menu displays all of the required sections of the ASR at top, and the additional Approval flow, Access & Roles, and Comments & History sections at the bottom. You can use the left navigation to switch between forms, or within each form you will see a Next Section button in the lower right navigation as an alternative.
The following image shows the navigation menu, with the General Information section highlighted. If all of the required information is entered for a given section, you will see a grey checkmark next to the section name.
ASR Information Entry
The auto-filled information on the Award Setup Request can be updated, with the exception of the PI, since information may change between time of proposal and time of award. You can also update the award’s start and end dates, funding amounts, and other details, as needed. See detail on each individual section’s entry requirements in the section-by-section help documentation listed below:
You can also refer to the Checklist: Award Setup Request – Steps for PI/Campus for step-by-step guidance when you receive a Notice of Award.
The Processed Awards feature will be coming soon.
It will allow you to view a processed Award’s activity including Advances and other request history, add or remove Related Items, or create Modifications to the Award.
The following image shows the Processed Awards portion of the Awards Landing page.
