This page describes email notifications related to Awards.
The SAGE Suite Email Notifications article provides information about other system emails.
Routing and Approvals
SAGE sends a number of email notifications during the routing and approval processes. The table below lists each notification type, the condition that generates the email, and the recipients. SAGE generally sends emails to the person’s UW NetID address.
Use the link in the Email column to see an example of the email.
| Email |
Purpose |
Sent When |
Sent To |
| Award Setup Request Created by OSP |
To alert the eGC1 Owners that an Award Setup Request has been initiated and is waiting to be completed |
OSP has received the Notice of Award, initiated an Award Setup Request, and sent it to campus |
Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer |
| Award Setup Request Returned |
To alert the Award Preparer(s) of the need to modify Award data. ASR Return Reasons |
Reviewer, OSP, or GCA takes a “return” action on an approval node |
Award Preparer(s) |
| Approval of Award Setup Request Required of Ad Hoc Reviewer |
To alert an Ad Hoc Reviewer that an Award Setup Request is waiting for approval |
Ad Hoc Reviewer node updates to “In Progress” |
Ad Hoc Reviewer |
| Award Setup Request Processed |
To notify owners that the Award Setup Request has been processed by GCA. The email includes a PDF of the completed form as an attachment. |
GCA completes the Award Setup Request and clicks the “Process Request” button |
Award Preparer(s) |
| Modification Request Created by OSP |
To alert the Award Preparer(s) that a Modification Request has been initiated and is waiting to be completed |
OSP has initiated a Modification Request, and sent it to campus |
Award Preparer(s) |
| Modification Request Returned |
To alert the Award Preparer(s) of the need to modify Award data. MOD Return Reasons. |
Reviewer, OSP, or GCA takes a “return” action on an approval node |
Award Preparer(s) |
| Approval of Modification Request Required of Ad Hoc Reviewer |
To alert an Ad Hoc Reviewer that a Modification Request is waiting for approval |
Ad Hoc Reviewer node updates to “In Progress” |
Ad Hoc Reviewer |
| Modification Request Processed |
To notify owners that the Modification Request has been processed by GCA. The email includes a PDF of the completed form as an attachment. |
GCA completes the Modification Request and clicks the “Process Request” button |
Award Preparer(s) |
System Emails to SFI Compliance Officers
The system sends these emails automatically. Select the link in the Email column of the table below to see an example of the email’s content.
| Email |
Purpose |
Sent When |
| Award SFI Priority Review Request |
To notify the Compliance Officer to re-review the primary disclosure(s) with SFI for the Award Setup Request’s associated eGC1 |
The Award Preparer routes the Award Setup Request AND at least one investigator’s primary disclosure has a status of “Waiting for JIT” or “Review Required” and has SFI |
| Award Management Plan in Place Notification |
To notify the Compliance Officer to re-review the primary or related disclosure(s) with management plans for the associated eGC1 of a Modification Request |
The Award Preparer routes the Modification Request AND at least one investigator’s primary disclosure has a management plan indicated |
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 NoA 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
Video Resource: SAGE Award Setup Workflow
- Initiate an Award Setup Request (ASR) in SAGE.
- Create an award budget by composing a new budget from scratch, or by copying and adjusting your proposal budget.
- Link the eGC1 and SAGE Budget to the ASR.
- Complete all required fields and submit the ASR for review and processing.
- 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:
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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.
Overview of Modification Workflow
-
- Create a Modification Request (MOD) in SAGE.
- Select Modification Request Type and Subcategories to identify the type of change you wish to make.
- Use the Comments & History and Supporting Attachments sections to provide more details on the necessary change.
- Add ad-hoc approvers as needed.
- Complete any additional required fields and submit the request for review and processing.
- OSP and GCA review, approve, and process the MOD.
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.
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.
A new Modification Request will display with the status of “Composing” and you will start in the General Information section.
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- Modification Overview
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.
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
| 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
OSP/GCA Other Changes
| Subcategory |
Additional Details |
|
Stop Work Order
|
Select according to Guidance on Federal Administration Research Policy regarding a stop or suspend/pause work orders. |
|
Resume Work Order
|
Direct grants and cooperative agreement awards made to UW that were paused and have been authorized to resume. Select according to Guidance on Federal Administration Research Policy. |
|
Executive Branch Directive Change
|
Review guidance when sponsor requests Scope Revisions or when they are requesting Terms or Award Changes. |
|
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
| 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
| 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
| 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
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
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- 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.
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:
Select each of the following for information about the Award Setup Request Header and Navigation:
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.
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)
|
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.
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.
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.
At the bottom of each section a button for the Previous Section and the Next Section will appear, as appropriate.
Navigation Display by ASR Role and Status
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
|
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 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.
