• Tags
• Award
• MOD

• Create a Modification Request
  • Select Modification Type
  • Additional Resources
  • Searching for the Award ID

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:

• How do I know which Modification Request type to choose? FAQ
• Award Changes: Award Modifications (OSP)
• GCA Only Modifications (GCA)

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.

• Tags
• Award
• MOD

• • Modification Overview
    • Modification Subcategory Summary
    • OSP/GCA Subcategories
    • OSP/GCA Funding Changes
      • Carryover
      • Cost Share Change
      • Deobligation
      • Equipment Addition
      • Rebudgeting
      • Relinquishment
      • Subaward: Request Prior Approval
      • Supplement
    • OSP/GCA Schedule Changes
      • Early Termination
      • Extension
      • Extension: Temporary Internal
      • Payment Schedule Change
      • Pre-Award Spending Period Change
      • Start Date Change
    • OSP/GCA Other Changes
      • Stop Work Order
      • Resume Work Order
      • Executive Branch Directive Change
      • Clinical Trial Agreement (CTA) Change
      • Effort Change (Key Personnel)
      • Federal Data Repository Access & Submission
      • Key Personnel Change (Includes PI)
      • Other Changes
      • Progress Report (RPPR)
      • Restriction Release
      • Work Scope Change
    • GCA Only Subcategories
      • GCA Only Funding & Budgeting Changes
      • Award Line Addition
      • Cost Share Change – When sponsor approval not required
      • Rebudgeting – Sponsor approval not required
    • GCA Only Schedule Changes
      • Pre-Award Spending Period Change
      • Start Date Change
    • GCA Only Other Changes
      • Award Line Type Change
      • Cost Center Change
      • Location Change
      • Other Changes
    • Modification Details

    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 Modifications see Award Changes
    • GCA Only Modifications see GCA Modifications.
    • Checklist: OSP/GCA Modifications in SAGE

    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

    

    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

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

GCA Only Schedule Changes

GCA Only Other Changes

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

• • • 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.

• Tags
• Award
• MOD

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:

• OSP’s Award Changes webpage
• GCA’s Modification Guidelines