Tag Archives: Award

Create a Modification Request

Select the Awards tab, and then select the Create A Request link. It opens a menu with the following modification type choices:

Note: Modification Requests can be created by anyone with “owner” or “read write” access on the eGC1 associated with the Award.

Screenshot of the menu that appears when the "Create a Request" button is selected. The menu has selections for creating an Award Setup Request, creating an OSP-GCA Mod, creating a GCA-only Mod, and guidance on which request to create.

Select Modification Type

  • Modification Request (OSP & GCA) – Use for all changes that require sponsor approval, an authorized official signature, or review from the Office of Sponsored Programs (OSP). These may include:
      • Change of PI or other key personnel
      • F&A Waivers
      • No-cost extension requests
      • Temporary internal extension requests
      • Rebudgeting (requiring sponsor approval)
      • Non-SNAP Progress Report submission requests
      • Requests to release a funding restriction
      • Sponsor modification that awards additional funding
      • Adding new subawards not identified in a proposal
      • Start date change (requiring sponsor approval)
      • And more…review more details and guidance on Award Changes
  • Modification Request (GCA) – Use for requests that do not need OSP review and can be submitted directly to Grant & Contract Accounting (GCA). These may include:
      • Requests to create new or existing award lines (formerly known as TRANSPASUs)
      • Start date changes for approved pre-award spending
      • Cost share changes
      • Location changes
      • Cost Center changes (formerly known as Org code changes)

Note: If you submit a Modification Request (GCA Only) and it requires sponsor approval, GCA will deny the request and you will need to create a new Modification Request (OSP/GCA).

Additional resources to help clarify which modification type to select:

Searching for the Award ID

Once you select the modification type, a Create Modification Request dialog window displays. Search for, and then select, the award associated with the modification request by its Workday Award ID (for example: AWD-123456). Refer to the How to find an Award ID Number in Award Portal job aid for guidance on locating the correct Award ID, or find it in Workday Finance.

create a modification request dialog window

A new Modification Request will display with the status of “Composing” and you will start in the General Information section.

Modification Overview

Selection of all appropriate subcategories within the Modification Overview communicates the type of modification being requested. The subcategory selections are critical to OSP and GCA review of the modification, and dictate the types of supporting materials required for processing.

A screenshot of the SAGE Modification OSP/GCA Modification Overview section.

Modification Subcategory Summary

The Modification Subcategory Summary displays all subcategories already selected by the user. This is a helpful way to view the selections without switching between the subcategory tabs. You can also quickly remove a subcategory from the summary section. For Modifications created prior to the release of subcategories, you may see a “Legacy: ” category listed here. For processed items the legacy categories will show at all times. For in-progress modifications, legacy categories will only show temporarily, until a more granular subcategory is selected.

Select all subcategories that apply

In this section you will see three tabs that represent high-level modification categories: Funding Changes, Schedule Changes, and Other Changes. Click on each tab, and select all appropriate subcategories that apply to this modification. You can select one or more subcategories (e.g., for an extension with funding, click the Funding Changes tab and select ‘Supplement’; then click the Schedule Changes tab and select ‘Extension’). Make sure to select all subcategories that apply to your request.

Note: The subcategories shown on screen will vary, based on whether you initiated a GCA Only modification or an OSP & GCA modification at time of creation.

Review guidance and instructions on which subcategories to use:

OSP/GCA Subcategories

OSP/GCA subcategories include changes that require sponsor approval, an authorized official signature, or review from the Office of Sponsored Programs (OSP). Review guidance and instructions on which subcategories to use for OSP/GCA Modifications on Award Changes.

Note: If sponsor approval is required, follow the prior approval process and attach the approval or the revised notice of award. If concurrence is needed to request prior sponsor approval, attach a concurrence letter and add a comment.

OSP/GCA Funding Changes

A screenshot of the SAGE Modification OSP/GCA Funding Changes subcategory list.

Subcategory Additional Details

Carryover

For sponsors who don’t allow automatic carryover from one budget period to the next. Review detailed instructions for requesting Carryover.

Cost Share Change

Attach Cost Share Addendum and other relevant documentation such as third-party letters. Review detailed instructions for Cost Share Changes.

Deobligation

Sponsors use deobligation when:

  • UW did not spend & draw down / invoice for the full award amount by end of project period
  • Sponsor decides to reduce award amount related to project needs

Often may be accompanied by an Early Termination. Reduces funding on an award. Examples: Award will end early, sponsor reduced the amount, scope changed. Attach End of Award Form. Review detailed instructions for Deobligation.

Equipment Addition

Adding equipment may result in rebudgeting, which you may also need to check as a subcategory. Review detailed instructions for Equipment Addition.

Rebudgeting

Changes between budget line items requiring sponsor approval. Review detailed instructions for Rebudgeting.

Relinquishment

Formal process when award is transferring to another institution.

Attach End of Award form. Review detailed instructions for Relinquishment.

Subaward: Request Prior Approval

Attach concurrence letter or sponsor approval and subaward documentation per GIM 7. Review detailed instructions for Subaward MOD request.

Supplement

Sponsor awarding additional funds on an award, including incremental or supplemental funds. Review detailed instructions for Supplement.

 

OSP/GCA Schedule Changes

A screenshot of the SAGE Modification OSP/GCA only Schedule Changes subcategory list.

Subcategory Additional Details

Early Termination

Attach End of Award form. If there is a deobligation you will also select that subcategory & follow those instructions as well. Review detailed instructions for Early Terminations.

Extension

Adds time on an awarded project without funding. Attach Extension form. Review detailed instructions for Extension.

Extension: Temporary Internal

Extends award to post expenses pending additional funding or formal extension. Use when

Separate Year Accountability is not required. Review detailed instructions for Temporary Internal Extension instructions

If Separate Year Accountability is required, request an advance (see Separate Year Accountability | Grant & Contract Accounting).

Payment Schedule Change

Review detailed instructions for Payment Schedule Change.

Pre-Award Spending Period Change

Review detailed instructions for Pre-Award Spending Period Change.

Start Date Change

Review detailed instructions for Start Date Change.

 

OSP/GCA Other Changes

A screenshot of the SAGE Modification OSP/GCA only Other Changes subcategory list.

Subcategory Additional Details

Clinical Trial Agreement (CTA) Change

Include responses to required Clinical Trial Agreement change questions, and select all relevant MOD categories. See guidance for additional details.

Effort Change (Key Personnel)

For reductions in effort that require sponsor approval. Review detailed instructions for Effort Changes.

Federal Data Repository Access & Submission

Follow instructions for

Requests to access or submit data to a Federal Repository that are related to an active sponsored program.

Key Personnel Change (Includes PI)

Update or change to PI or named Key Personnel. See guidance and for Change of PI, attach form.

Other Changes

Use only for requests that are not listed in other MOD categories. Review all subcategories as well as the GCA Only subcategories to confirm before selecting.

Progress Report (RPPR)

Follow instructions for Progress reports/ RPPRs that OSP submits or signs.

Restriction Release

Use to request funding restriction removal on an award. Review detailed instructions for restriction release instructions.

Work Scope Change

Changes to scope of work that require sponsor approval. Review detailed instructions and guidance for Work Scope Changes

 

GCA Only Subcategories

The GCA Only subcategories are Modifications that do not require sponsor approval or OSP review.

GCA Only Funding & Budgeting Changes

The following subcategories appear when you review the GCA Only Modifications within the Funding & Budgeting section. Review the guidance on requesting these subcategories: GCA Only Modifications | Grant & Contract Accounting

A screenshot of the SAGE Modification GCA only Funding Changes subcategory list.

Subcategory Additional Details

Award Line Addition

This request includes the creation of a new award line, including subaward lines. Request can be with or without funding of the line.

Cost Share Change – When Sponsor Approval Not Required

Attach Cost Share Addendum and other relevant documentation such as third-party letters.

Rebudgeting – sponsor approval not required

This request includes rebudgeting to transfer funds between award lines, including supplementing an existing award line for a subaward when sponsor approval is not required. See Grant and Contract Accounting:

 

GCA Only Schedule Changes

A screenshot of the SAGE Modification GCA only Schedule Changes subcategory list.

Subcategory Additional Details

Pre-Award Spending Period Change

This request includes updating the Award Calendar to allow a Pre-Award Spend Period when no sponsor approval is required.

Start Date Change

This request includes updating an award line/s start date when no sponsor approval is required.

 

GCA Only Other Changes

A screenshot of the SAGE Modification GCA only Other Changes subcategory list.

Subcategory Additional Details

Award Line Type Change

This request includes updating an award line type When no sponsor approval is required. Some type changes may require a new award line. Please reference: Setting up an Award Line (Formerly Sub Budgets) | Grant & Contract Accounting.

Cost Center Change

This request includes updating a cost center when sponsor approval is not required.

Location Change

This request includes updating a location when no sponsor approval is required.

Other Changes

This request includes all other remaining requests that do not have their own subcategory when no sponsor approval is required.

Modification Details

A screenshot of the SAGE Modification OSP/GCA Modification Details section.

After selecting the appropriate subcategories, the Modification Details section must be completed for all Modification requests in SAGE.

  • Sponsor Award Number – This is a helpful reference point and will appear on the request list
  • Sponsor Modification Number – Entering the modification number will help OSP and GCA know the order they should process requests in, when multiple exist for the same award
  • Award Line(s) / Budget Period Start and End Dates – These dates confirm the sponsor-approved dates and are necessary for accurate setup in Workday

A screenshot of the SAGE Modification OSP/GCA Modification Details section.

  • Modification Application – Add another application (eCG1) if there is a proposal submission process for a Non-Competing Continuation, Supplement, or Revision
  • Request Amount – If there is a funding change, enter the amount to add or subtract from the award. Use a negative sign to indicate subtraction (e.g. -$200.50)
  • Modified Sponsor Total for All Spending Periods – This represents the new overall total funding for the award, as identified by the sponsor
  • The sponsor has a deadline for accepting the award (toggle):
    • Use only when the sponsor has specified a required date to receive the signed award by. Documentation from the sponsor will need to be attached when making this request.
    • Selecting the toggle displays the Deadline for Accepting Award Date field.

Supporting Attachments: Awards and Modifications

  • Uploading Attachments
  • Required Attachments

    Uploading Attachments

    Upload all attachments relevant to your award setup or modification request. You can select one or more files, and then drag and drop them or use the Browse for Files link. You can add attachments while your request is in Composing or Returned status.

    The following image shows the section you use to upload attachments:

    awards supporting attachments add files section

    Required attachments include:

    • Communication between campus and sponsors, and campus and OSP.
      • Attach emails as “.msg” or “.eml” files, this allows OSP to respond directly to email threads if needed
    • Award documents
      • All Award Setup Requests should include some type of Notice of Award or Agreement document
      • Is there a sponsor deadline for accepting the Award? Attach sponsor documentation.
        • You will also need to Select “Sponsor has a deadline for accepting award” in the General Information section. Explain where this date is located in the notice of award in the instructions field and attach sponsor documentation in the supporting attachments section.

    When a user selects the toggle for " The sponsor has a deadline for accepting the award, additional required fields display.

    • Compliance documentation, such as IACUC and IRB approvals

    Additional Attachment Requirements for Modification Requests

    Different types of modification requests may require a variety of other attachments. Review Award Changes for more details on OSP/GCA Modifications.

    Funding & Budgeting Changes

    Carryover- sponsor approval required

    • Attach a concurrence letter that details the reason for unused funds and how those funds will be spent in support of the project for OSP signature and submission to the sponsor.

    Addition of Equipment 

    • Attach a concurrence letter and supporting sponsor required documentation, such as a copy of the quote from the equipment vendor/manufacturer.

    Adding Subaward – sponsor approval required

    • Attach a concurrence letter for submission to the sponsor along with any other sponsor required documentation.

    Supplemental Funding

    • MODs for supplemental funding should include similar Required Documents as an Award Setup Request.
    • If there is a deadline for accepting the supplemental funding make sure to include sponsor documentation to that effect.

    TIP: Applying for supplemental funding? When supplemental funding requests to a sponsor require a proposal application, complete an eGC1. Note, ASRs and MODs are not used for proposals.

    F&A Waiver Requests

    Attach F&A Waiver form when requesting the use of a non-standard Facilities and Administrative (F&A) rate that does not fall into university policy for a specific sponsored project.

    Other Changes

    Federal Data Repository Access & Submission

    • Attach the completed Federal Repository form.

    Progress Report / RPPRs

    • Not all progress reports require a Modification request. Review details on Progress Report submission to determine if a modification is needed.
    • For those requiring a modification: If there is not a sponsor system of submission involved, attach the progress report or other sponsor required documentation for progress report submission to the sponsor.

    If a sponsor uses an electronic system for submission of the report, use that system to prepare and forward your request to OSP (AOR). An example is eRA Commons (NIH).

    • Attach a copy of the report with your Modification Request.

    Restriction Release

    • Include supporting documentation that reflects requirement has been met (e.g. protocol approval).

    Clinical Trial Amendments (CTA)

    Include the following applicable attachments to your request:

    • Amended Scope of Work
    • Updated Protocol
    • Current IRB approval
    • Draft CTA amendment
    • Sponsor/CRO correspondence
    • CTO summary review & approval email with attachments – if the budget changes by 10% or there are new charges. If the CTO summary review/approval is still pending, state this in the comments. Always provide the most current CTO summary review. Include:
      • Email response from the PI to CTO approving the CTO Summary budget review/approval
      • CTO Billing Grid and Budget attachments

    Programmatic Changes

    Key Personnel Changes – including PI

    Work Scope Change

    Schedule Changes

    Extension Requests

    Review guidance on Extension Requests

    End of Award Changes

    Early Termination, Relinquishments and Award Transfers

    Attach an End of Award Form

    Defining the Attachment

    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 – this is a required field
      • Agreement Documents
      • Cost Share Addendum
      • Internal (UW) Document
      • Correspondence with Sponsor
      • Non Financial Report
    • Description – enter a brief description of the file – this is a required field
    • 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.

    The following image shows a newly uploaded file, with the Type menu expanded and a red exclamation alert for the missing Description:

    Awards supporting attachments with one file and Type drop-down list

    Selecting the blue caret (>) to the left of the file name will expand the row. Information about the version of the attachment will display, along with a Version Comment field. The following image shows an expanded entry:

    supporting attachments example with version comment

    Attachments can be downloaded from the Award.

    While your Award Setup Request is in Composing status, you can delete an attachment by selecting the blue trash can icon at the far right.

    Note: Do not delete OSP- or GCA-generated documents unless instructed.

    This opens a confirmation dialog window, as shown below:

    Awards delete attachment dialog window

    To cancel the process, select the blue X in the upper right, the Cancel button, or simply click outside of the dialog window.

The Review & Submit page is visible when your request is in composing, returned, or withdrawn status. Reviewing this information before submitting allows you to confirm if your request is complete.

The Review & Submit page:

  • Displays a read-only summary of the information entered for each section.
  • Allows you to Submit & Route your completed award when in “Composing” status.
  • Allows you to Resubmit & Route your award when in “Withdrawn” or “Returned” statuses.

The following image shows this page with the General Information section expanded:

A screenshot of the read-only Review & Submit section with the General Information section open.

Review and Submit Alerts

The Review and Submit page will display alerts at the top of the page to indicate any section where required data is still missing and which field(s) to complete.

The following image shows an example of the alert message for incomplete sections:

Missing Data Alert showing fields that have missing data that need to be completed

Budget & Award Line Alerts

Missing Required Information

To capture missing information related to the connected SAGE award budget, you will see alerts on both the Review & Submit page, as well as the Budget & Award Lines page of the ASR. The Review & Submit page will display a more generic message “You are missing one or more fields in your budget worksheet(s).”

Image of Budget and Award Lines alert indicating that there are missing fields in your budget worksheet that need to be completed

When you go to the Budget & Award Lines page, you will see an alert to “Expand your worksheets to see missing required information you will need to complete before you can submit this request.”

You will also see the yellow alert on the specific worksheet that contains the missing information. When you expand the worksheet, you will see the specific detail in need of correction. Missing details that may need to be provided within the expanded worksheet section include: missing PIs, Cost Centers, Security Grant Hierarchies, and F&A details.

Image showing budget and award lines page with alerts to complete missing data in your SAGE Budget worksheet

Mismatched Totals

If the Sponsor Total on the General Information page does not match the Budget Total on the Budget & Award Lines page of the ASR, you will be unable to route your award.

Alerts will display on both the Budget & Award Lines page and the Review & Submit page.

Subaward Cost Alert

Award budgets require each subaward to have its own separate worksheet in SAGE Budget. If instead you entered the subaward amount on a primary or internal worksheet as a 03-62 expense, the alert in the ASR will indicate “Your budget contains at least one subaward cost. Award budgets require subawards set up as a Subaward Worksheet. Remove 03-62 Outside Services—Subcontract (Proposal Budget Only) costs from your worksheet(s) and create new Subaward Worksheet(s).”

The following image shows an example of the alert:

Image showing Subaward cost alert requesting removal of 03-62 costs from budget worksheet and to add a new subaward worksheet

Return Reason Alerts

If an ad hoc reviewer, OSP, or GCA returns the ASR to you, you will see who returned the item, along with the Return Reason, displayed on the Review & Submit page as an alert. You will also see this same information in the Comments & History section.

Image showing return reason alert

Submit & Route your ASR

The Submit & Route button at the bottom of the Review & Submit page is enabled once you have entered all required data.

The following image shows the Submit & Route button:

Submit and Route button

Selecting Submit & Route will start the routing and approval process for an Award Setup Request in “Composing” status and change the request’s status to “Routing.” The system will re-validate all required fields.

If you are working with a “Returned” or “Withdrawn” request, the button will say “Resubmit & Route” instead.

Resubmit and Route button

When you select the Resubmit & Route button for an award in “Returned” status, a dialog will display. Once you have entered your comments, the Resubmit & Route button will become active. The dialog, with a comment and active button, is shown in the following image.

Resubmit and Route section

Upon submit/resubmit, the left navigation menu will now display the Request Summary, rather than the individual award sections.

Request Summary

The Request Summary page displays for Award Setup Requests in the following statuses:

  • Routing
  • OSP Setup
  • OSP Assigned
  • GCA Assigned
  • Denied
  • GCA Workday Setup

The menu on the left will include a link for the Request Summary instead of the individual sections. The page displays the details for each of the award sections as view-only for review.

The following image shows the sections available in the left-navigation menu of the Request Summary page along with some request details:

Image showing New Award Setup Request left navigation menu options: Request Summary, Approvals, Access and Roles, Comments and History

Withdrawing an Award

If you have chosen to add an ad hoc department reviewer to the approvals, while your award is in “Routing” status, you can withdraw it to make updates if you have edit access and are not also an approver. A Withdraw Request button will display at the bottom of the Request Summary page, as shown in the following image:

Withdraw Request button

Selecting this button will move your award to “Withdrawn” status and make it editable. It will also add an entry to the Comments & History section.

In the Approvals section, the approval flow will reflect the change in status. A node will indicate who withdrew the request, along with the date. The final node will display “Withdrawn,” and any unapproved nodes will be marked as canceled.

Withdraw capability is not allowed while the request is in “OSP Assigned” or “GCA Assigned” status, since the units may be actively working on the request.

SAGE Awards allows campus preparers to request modifications to their awards.

A modification refers to any change to the award record.

Use a modification to:

  • Make a change in scope of work (change in direction, aims, objectives, purpose)
  • Provide additional compliance requirements not in an earlier eGC1, such as animal or human subjects or cost share
  • Identify additional funding, including when award exceeds 25% or more of the original eGC1 amount
  • Provide non-SNAP Research Performance Progress Reports (RPPRs) or other progress reports requiring institutional submission by OSP

For more detailed information on the data to include, see:

Modification Request Header Elements

The header contains the following information:

  • “Back to list” blue arrow, on the far left
  • New Modification Request default title
  • Request ID: Prefix “MOD” with unique 5-digit number
  • Award Application (eGC1) with link to open
  • Award Activity: Associated award number from Workday Finance
  • Request Status (OSP Setup, OSP Assigned, Processed, etc.)
    • A list of all award statuses can be found in this user guide article
  • “More actions” menu with drop-down list showing “Add comment” and ”Delete request” (options vary)

The following image shows a Modification Request header:

modification request header

“More Actions” Menu

The menu choices vary depending on the status of the Modification Request.

Status Menu Choices
Composing
  • Add comment
  • Delete request (if request was created by campus)
Withdrawn
  • Add comment
Returned
  • Add Comment

The following image shows the possible menu choices:

more actions menu with delete request option

Add Comment

The option to add a comment always displays, as shown in the following image:

SAGE Modification More Actions menu

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.

Additional Guidance on Award Modification Comments:

more actions add comment dialog

Modification 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:

Below the Form Sections are links to Approvals, Access & Roles, and Comments & History.

The following image shows the Navigation Menu, with the General Information section highlighted. A section with a checkmark indicates it is complete.

SAGE Modifications Form Sections

Previous and Next Section Buttons for Navigation

At the bottom of each section, a button for the Previous Section and the Next Section will appear, as appropriate.

previous and next section buttons

Select each of the following for information about the Award Setup Request Header and Navigation:

Award Setup Request Header Elements

At a glance, the header contains the following information, reading from left to right:

  • A blue arrow that returns you to the task list
  • “New Award Setup Request” default title
  • Request ID: prefix ASR with unique 6 digit number
  • 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 (Composing, OSP Setup, etc.)
  • A “More actions” menu (3 vertical blue dots). Choices vary with status:
    • Add comment
    • Change Request Application (eGC1)
    • Delete request. Note: ASR’s created by OSP cannot be deleted.

More Actions Menu

The menu choices vary depending on the status of the Award Setup Request.

Status Menu Choices
Composing
  • Add comment
  • Change Request Application (eGC1)
  • Delete request. Note: ASR’s created by OSP cannot be deleted.
Withdrawn
  • Add comment
  • Change Request Application (eGC1)
  • Delete request
Returned
  • Add Comment
  • Delete request (Note: this option appears only if OSP has not already approved the Award Setup Request)

Add Comment

Select “Add comment” to include a comment which will be displayed in the Comments & History section. Enter your text in the comment box and then select the Add Comment button.

Click Cancel or the X (in the upper right) to close the dialog window without adding a comment.

Change Request Application (eGC1)

Select “Change Request Application (eGC1)” to replace the eGC1 application currently associated with the Award Setup Request with a different awarded eGC1.

Note: Changing the associated awarded application will update and, in some cases, remove appropriate data in the Award Setup Request.

The values updated from the newly associated application are:

  • Short Title
  • Full Title
  • Sponsor
  • Bill To Sponsor
  • Originating Sponsor
  • Principal Investigator (PI)
  • Award Preparer

Delete Request

Select “Delete request” to remove the Award Setup Request from the system.

more actions delete request

Click Cancel or the X (in the upper right) to exit the dialog window without deleting the request (keeping the Award Setup Request).

Note: ASR’s created by OSP and in composing status cannot be deleted.

Award Setup Request Form Sections

On the left side of the page is the navigation menu to access the form sections. The section being displayed will be highlighted. Click on any section name to navigate to that section.

Below the Form Sections are links to Awards Approvals, Awards Access & Roles, and Awards Comments & History.

Awards navigation menu

Previous and Next Section Buttons for Navigation

At the bottom of each section a button for the Previous Section and the Next Section will appear, as appropriate.

previous and next section buttons

The form sections that display will vary depending on user permissions and request status. For example, only Approvals, Access & Roles, and Comments & History are viewable to campus users on an ASR that has been submitted and is in OSP Assigned status. The following table lists what sections display for each request status.

 

User All form sections are displayed when the request is in the following statuses: Form sections are replaced by the Request Summary for the following statuses:

 

Campus user with edit/view rights
  • Composing
  • Returned
  • Withdrawn
  • OSP Setup
  • Routing
  • OSP Assigned
  • GCA Assigned
  • GCA Workday Setup
  • Denied
  • Processed
Campus Approvers, including Ad Hoc Approver Note: Form sections are read-only.
  • OSP Setup
  • Routing
  • OSP Assigned
  • GCA Assigned
  • GCA Workday Setup
  • Denied
  • Processed

The Award Requests list page displays your Award Setup Requests, Modification Requests, and Advance Budget Requests in process.

From this page you can:

The following image shows the header and a few columns and rows of the Award Requests page:

Example of the Award Requests List, showing sample columns of data for an Award Setup Request and Modification Requests.

Request List Display

For each existing request, the list displays the following information.  Note: The Request Application (eGC1) ID and Short Title columns are “frozen” so they are always visible. You can scroll to the right to see the additional columns.

Fields without a value will display an “em” dash (—)

Field Description
Request Application (eGC1) ID
(doesn’t scroll)
eGC1 Application associated with this request
Short Title
(doesn’t scroll)
Short Title of the associated eGC1 application; select this to open the Award Setup Request or Modification
Request ID Unique identifier; select this to open the Award Setup Request or Modification
Request Type
  • Award Setup Request (ASR)
  • Modification Request (MOD)
  • Advance (ADV)
  • Extension (ADV)
Principal Investigator The principal investigator for the request
Request Status Values:

  • Composing – newly created by campus, or created by OSP and sent to campus (initially OSP Setup status), but not yet submitted for approval
  • Routing – submitted and routing for approval
  • Withdrawn – withdrawn from Routing by an owner/editor
  • Returned – returned from Routing by an approver
  • OSP Setup – newly created by OSP, but not yet sent to campus
  • OSP Assigned – an OSP individual and/or team has been assigned to the request
  • GCA Assigned – OSP has approved the request
  • GCA Workday Setup – the data is being entered into Workday
  • Denied – denied by OSP
  • Processed – the request is fully processed
Request Status Date Date the status changed, for example: 12/06/2023, 9:42 AM
Workday Award ID The Award ID for this request
OSP Individual Assigned Person’s name; blank if unassigned.
Request Deadline Sponsor’s deadline for accepting the award
Cost Center The associated cost center
Sponsor Name Sponsor name for the award
Sponsor Award Number Number assigned by the sponsor
Prime / Originating Sponsor Name Prime / Originating Sponsor Name
Request Amount The Sponsor Total Amount for Spending Periods for the request
Request Created Date Date and time, for example: 12/01/2023, 5:12 PM

By default, there are ten items on a page, with the most recent first. If you have more than ten requests, the system will add pagination links at the lower right of the page. You can also customize the number of items on the page to 25 or 50.

Click in the search box to display the Search By menu. Select either Request Application (eGC1) ID or Request ID, then enter your ID value, including the appropriate prefix (A, ASR, or MOD). Press the Enter key or select the search icon (magnifying glass) to start the search. The search looks for matches that start with the characters entered.

The following image shows the search menu options with the default selection of Request ID:

award requests list search menu

The results display below the Search By menu. The first line indicates the number of results found, up to ten items. If more than 10 items are returned, select the Show More button to display additional results. The search results are sorted by most recently created.

You will see two lines of information for each result:

  • First Line: Short Title (with link to open in another tab) or “No Short Title Available”
  • Second Line: Request ID | Award ID | PI First Last Name (if available)

The following image show an example result:

Example of an search by application result, showing 10 results and a "Show More" button at the bottom of the dropdown menu.

Click on the desired item to open it in a new browser tab. The list will include items you have read-only or edit access to. Searching by application (eGC1) will display results for both the award application (the initial and primary eGC1 listed on the Workday award) and the request application (selected on the specific Award Setup Request or Modification Request).

If no matches are found, the following text displays:

  • No Matches.  Try a different search term or choose another option to Search By.

Note: The search icon (magnifying glass) is always enabled. This means you can enter a different value and start a new search at any time.

Filter Options

To filter the list of award requests, select Filter List at the upper, right of the page to open the Filter Requests panel. Selecting the button again, or the X in the upper-right corner, closes the panel. The following image shows the Filter List button:

awards tasklist filter list button

There are four different filters:

  • By Award (Workday Award ID)
  • By Principal Investigator
  • By Status
  • By Request Type

You can apply one or more of these filters to your list.

Select one or more values to include requests with the desired Status or Request Type. A selected filter value will change color to blue and include a checkmark. Selecting it a second time removes that value.

  • Status values are:

    • All Statuses – selected by default, with a light blue color
    • Composing
    • Routing
    • Withdrawn
    • Returned
    • OSP Setup
    • OSP Assigned
    • GCA Assigned
    • GCA Workday Setup
    • Denied
    • Processed
  • Request Type values are:
    • All Request Types – selected by default, with a light blue color
    • Award Setup Request
    • Modification Request

To filter by Principal Investigator, enter the person’s name in the search box. You can enter as First Last or as Last, First. Select the person from the results list.

Once you have chosen all of the desired filter values, select the Apply Filters button to display the tasklist with all those filters applied. The number of results displayed based on your filtering selections will be indicated.

The following image shows the Routing and OSP Assigned status filters selected along with the Award Setup Request type. This filtered the tasklist to 4 results, as indicated just above the Apply Filters button.

Screenshot that shows filtering options selected for the Routing and OSP Approved Statuses for only Award Setup Requests.

Select the Reset Filters button to remove all filtering. This will leave the Filter List panel open, and will refresh the tasklist to display the full list of requests.

A SAGE Budget is required for all Award Setup Requests (ASR), and is connected to the ASR on the Budget and Award Lines page. You can learn more about creating a SAGE award budget on the SAGE Budget Resources page. Note that Clinical Trial budgets reviewed by the UW CTO do not need to contain any amounts, only the necessary data needed for Workday award setup, as outlined in the Creating a Clinical Trials Budget for SAGE Awards job aid.

Connect Budget Breakdown from SAGE Budget

Your SAGE award budget identifies how you would like your awarded funds to be set up in Workday. A SAGE Budget is required as indicated by the red asterisk.

Create your SAGE Budget

Create a new award budget in SAGE Budget or copy and modify an existing SAGE Budget. The level of detail required for the award budget should be tailored to the sponsor’s requirements and campus unit needs. Award budgets are often less detailed than proposal budgets. It is usually simpler to create a new award budget from scratch.

Review the Quick Tips for Simplifying Your Award Budget in SAGE job aid for more information.

Ensure the Sponsor Total on the General Information page matches the Budget Total on the Budget and Award Lines page of the ASR; otherwise, you will be unable to route your award.

Note: Since the “Primary Worksheet’s” name integrates into Workday as the Grant Name, it is best to title the “Primary Worksheet” as you want it represented in Workday.

Connect your SAGE Budget

Once you have created your SAGE award budgetwith amounts and periods that match your notice of awardconnect your budget to the Award Setup Request. In the Search for a budget box you can type a budget title, budget number or PI last name to display all eligible budgets matching your criteria.

Note: Eligible budgets include SAGE Budgets that are not currently connected to an eGC1 or another ASR.

The following image shows the search box:

budget and award lines connect budget breakdown

Next, select your budget from the results list:

Select your Budget from the results list

After your budget is connected, the following information will display:

  • Budget name and BudgetID.
  • 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.
    • SAGE will automatically select Period 1.
    • Select any additional periods authorized by your sponsor.

Information shown when connecting your Budget

Note: Any changes made to your SAGE Budget will sync to the Award Setup Request form, until the Award Setup Request is submitted. Changes can also be made to the budget when the ASR is in Returned status.

SNAP Award Period Setup: To streamline the SNAP award process and eliminate the need for temporary budget extensions, SNAP awards will be set up for the full anticipated duration of the award. Therefore, select all budget periods at time of ASR. However, also note that only period 1 should contain amounts. Future periods should contain $0, until the supplemental modification comes through for the next period. Review NIH SNAP: A Detailed Guide for Completing the Award Setup Request in SAGE for more details.

Change the Connected Budget

You can change the connected SAGE Budget if the status is:

  • Composing
  • Returned, but only if OSP has not approved
  • Withdrawn (available only when routing to an ad hoc approver)

A Change Budget link will display to the right of the Open Budget link, as shown in the following image:

award setup request change budget link

Selecting this link will open the Change Budget? dialog window. You can search for the desired budget by budget title, BudgetID number, or PI.

The following image shows the dialog window:

award setup request change budget dialog

Select your budget from the results list and select the Change Budget button. The page will update to reflect the updated information.

View the 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.

Award Budget By Period Section

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 & Submit section.

The following image shows these buttons with the Customize Details View expanded:

As you scroll down to view the details of your budget, the Expand Budget and Collapse Budget buttons will continue to be visible.

The following image shows the collapsed view of a budget with a single award line.

Each SAGE Budget worksheet will show as a row on the ASR Budget page. 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

Selecting the blue caret (>) to the left of the worksheet title displays the Object Class with Ledger details and the Award Line Details section for that individual award line. See detail below.

The remaining columns display the costs for that category:

  • Total Direct Costs
  • Costs Subject to F&A
  • Total F&A
  • Fees
  • Total Costs

For a single Period, there is a Period Total row. For the All Periods view, there are Budget Total, Sponsor Awarded Total, and Difference rows.

Important: The Difference row compares the amounts between the Budget Total Costs and the Sponsor Awarded Total on the General Information page. Any difference is expected to be resolved prior to submission or you can expect a return. Review the Guidelines for a Budget Difference Between the SAGE Award Budget and the Sponsor Award job aid for tips on reconciling the difference.

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 that will integrate to the Workday plan. 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:

Screenshot showing examples of expanded Object Class with Ledger Details, Spend Category Summaries, and Totals.
Image: Object Class and Spend Category Details

Award Line Details

The Award Line Details section represents information that will integrate to Workday from SAGE Budget and the ASR. Some details like Terms and Conditions are entered by OSP and GCA, and will only be visible to campus once those units have taken their actions. This is a good opportunity to review the details that will comprise the award lines and grant details in Workday, prior to integration.

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
  • Spend Restrictions
  • Sponsored Program Activity Type
    • Note: not required if the sponsor is the Royalty Research Fund (RRF)

F&A Details

  • F&A Cost Rate Type
  • F&A Rate Agreement
  • F&A Explanation

The following image shows the Award Line Details.

Award Line Details Section
Image: Award Line Details

Table of Contents

The Awards component of SAGE (System to Administer Grants Electronically) allows you to complete an online Award Setup Request after receiving a Notice of Award (NoA) from the sponsor or to complete one that OSP has started.  To make changes to your existing award, you would create a Modification Request.

 

 

 

 

 

 

Award Setup Requests

The Notice of Award (NoA) from a sponsor may be sent to either campus (the Principal Investigator or Research Administrator) or the Office of Sponsored Programs (OSP).

  • If you (campus) receive the NoA, whether or not OSP is included, you should create the Award Setup Request (ASR) in SAGE as soon as possible.
  • If OSP receives or retrieves a new Notice of Award and the PI is not included on the notification, OSP will create an Award Setup Request (ASR) and route it to you (campus) for completion.

The system will prevent more than one Award Setup Request being created for the same eGC1.

Award Setup Requests Workflow

  1. Initiate an Award Setup Request (ASR) in SAGE. For a step-by-step walkthrough, review the SAGE Awards: Setup, Tracking, and Modifications eLearning.
  2. Create an award budget by composing a new budget from scratch, or by copying and adjusting your proposal budget. 
  3. Link the eGC1 and SAGE Budget to the ASR.
  4. Complete all required fields and submit the ASR for review and processing.
  5. OSP and GCA review, approve, and process the ASR.

Once approved, the award appears in Workday, spending is enabled, and you receive a notification that the award is ready.

From Workday you can begin all activity on your award.

Modification Requests

There are two modification request options to choose from in SAGE Awards: Those that will route to both OSP and GCA, and those that route just to GCA.

For more information on which modification request type to use, review:

All changes that require sponsor approval, an authorized official signature, or review from the Office of Sponsored Programs (OSP), must be requested via a Modification Request (OSP/GCA) in SAGE Awards.

Modification requests that do not need OSP review can be submitted directly to Grant & Contract Accounting (GCA), also through a Modification Request (GCA only) in SAGE.

A help icon in SAGE Awards will provide guidance on which modification type to select.

Modification Workflow

  1. Initiate a Modification Request (MOD) in SAGE. For a step-by-step walkthrough, review the Award Modifications in SAGE job aid.
  2. Select MOD categories to identify the type of change you wish to make.
  3. Use the Comments & History and Supporting Attachments sections to provide more details on the necessary change.
  4. Add ad-hoc approvers as needed.
  5. Complete any additional required fields and submit the request for review and processing.
  6. OSP and GCA review, approve, and process the MOD.