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Withdrawn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
Add or update the award preparer on the Access & Roles of the ASR
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.
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.
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:
The Award Requests list page displays your Award Setup Requests, and Modification Requests in process. Review the Managing Your SAGE Award Requests List video for a demonstration of features with examples.
Open an existing item, including requests initiated by OSP (OSP Setup status or Composing)
Search for a request
Filter the lists
The following image shows the header and a few columns and rows of the Award Requests page:
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 ID
(doesn’t scroll)
Unique identifier; select this to open the Award Setup Request or Modification.
Short Title
(doesn’t scroll)
Short Title of the associated eGC1 application
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
Processed – the request is fully processed
Request Status Date
Date the status changed, for example: 12/06/2025, 9:42 AM
Application (eGC1) ID
eGC1 Application associated with this request; select this to open the Award Setup Request or Modification Request
Workday Award ID
The Award ID for this request
OSP Individual Assigned
Person’s name; blank if unassigned.
Sponsor Name
Sponsor name for the award
Sponsor Award Number
Number assigned by the sponsor
Request Amount
The Sponsor Total Amount for Spending Periods for the request
Request Deadline
Sponsor’s deadline for accepting the award
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.
The results display below the Search By menu. The first line indicates the number of results found, up to ten items. 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 | Workday Award ID (in some cases, if available) | PI First Last Name (if available)
The following image show an example result:
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:
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. Advance Requests may appear in the search results.
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:
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 By Status or By 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
GCA Assigned
Processed
Returned
Withdrawn
Denied
OSP Assigned
OSP Setup
GCA Workday Setup
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.
Note: Clicking directly on the filtered items will remove your filters. To avoid this, hold the control key + click the Request ID link or right click on the Request ID link and select “open in a new tab.”
The following image shows the Routing and OSP Assigned status filters selected along with the Award Setup Request type. This filtered the tasklist to 285 results, as indicated just above the Apply Filters button.
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.
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 budget—with amounts and periods that match your notice of award—connect 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:
Next, 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.
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:
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:
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.
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:
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)
You will want to have your Notice of Award (NoA) readily available when you are completing this section. The dates and amounts entered here must match those on the NoA, or you will risk the request being returned by OSP.
Short Title (required): This field is auto-populated from the application eGC1, it is an editable field.
Full Title (required): This field is auto-populated from the application eGC1, it is an editable field.
Current Period Start Date (required): Must match the Notice of Award.
Current Period End Date (required): Must match the Notice of Award.
Sponsor Total for Spending Period: This must match the total amount listed on the Notice of Award and on the accompanying SAGE Award Budget.
Estimated Award End Date: found on the Notice of Award.
Sponsored Program Activity Type (SPA) (required): Select appropriate SPA type from the drop-down menu. Available selections align with GIM 13 Activity Types. Note that the SPA selection is based on the originating sponsor type for federal vs. non-federal distinctions.
Clinical Trial Phase (drop-down menu)
Values: I, II, III, IV, Other, None: Found on the Notice of Award. Review defining clinical research for more information on clinical trial phases.
Sponsor Award Issue Date: Found on the Notice of Award.
Sponsor Award Number: Found on the Notice of Award.
Non-Monetary Award (toggle)
Select the toggle when the sponsor has issued a non-monetary award or an award with a non-monetary component, such as a dollar-valued in-kind contribution or an equipment non-monetary award.
When toggle is selected the Non-Monetary Award Amount field will display. Complete this field with the value of the in-kind or equipment contribution.
Sponsor Details
Sponsor (required): This field is auto-populated from application eGC1, it is an editable field. Check your Notice of Award to determine if the Sponsor for the award is different than the one at the time of proposal. Sponsor accuracy is very important to Workday setup.
If you are attempting to change the sponsor on the ASR and do not get results from your search, that indicates that the sponsor may need to be setup in UW’s funding entity core data management (FECDM) system. Click the link on screen to Request Sponsor Setup in FECDM (Funding Entity Core Data Management).”
Sponsor Type: this is not an editable field.
Bill to Sponsor: This is an editable field.
Funding originates from a different entity than the sponsor listed above (flow-through). Select the toggle to display the following fields:
Originating (Prime) Sponsor (required): Auto-populated from eGC1.
Originating (Prime) Sponsor Type: This is not an editable field.
Originating (Prime) Sponsor Award Number: This is not a required field, it is an editable field.
The sponsor has a deadline for accepting the award.
Use this only when the sponsor has specified a deadline for receiving the signed award to provide funding. Upload the required documentation of the deadline from the sponsor in the Supporting Attachments section.
Select the toggle to display the following fields:
Deadline for Accepting Award Date (required)
Instructions for where data source can be found in the Notice of Award.
PI & Department
Cost Center (required): search by department/unit name, Cost Center name or number.
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.
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.
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.
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.
The Access & Roles page displays a read-only list of the individuals who have access to the Award Setup Request or Modification Request and their level of access, as well as other details. Access is shared with the selected eGC1.
The table displays one contact per row. The columns of information include:
Contact
Role
Permissions
Primary Organization (cost center) – only for Owners
Email – only for Owners
Phone – only for Owners
The following image shows this section with some example data.
Access Roles
Individuals with a role that has Owner permissions are listed first in the table, followed by any General Collaborators. The Owner rows display in the following order:
Award Preparer
Advance Preparer
Budget Preparer (if applicable)
eGC1 Preparer
Pre-Award Budget Contact
Administrative Contact
Principal Investigator
All owner role rows display even if there is no one assigned to that role. General Collaborators will display in the order added.
By default, the person who creates the Award Setup Request or Modification Request becomes the Award Preparer. The exception is when OSP creates the request, the Award Preparer will be empty when the PI or administrator first views it. An Award Preparer will need to be added.
Note: The exception is when OSP creates the request, the Award Preparer will be empty when the PI or administrator first views it. An Award Preparer will need to be added before the Submit & Route button will be active.
The other owners are populated from the associated eGC1 application and from its connected budget, if applicable. An owner’s primary organization, email, and phone information will display. Anyone with Owner permission can make changes to the request. A new request will not have any default collaborators.
Note: At the time of award, eGC1 owners will have the ability to initiate an Award Setup Requests. Access to the eGC1 and Award Setup Request will then need to be updated on each item independently. So if someone leaves/needs to be removed, the change must be made on both the eGC1 and the ASR.
A person may have more than one Owner role, but cannot be both an Owner and a General Collaborator. If you try to add an existing person in a role that would conflict, their name would appear grayed out in the search results.
Editing the Access List
Anyone who is an Owner or who has Can Edit permissions may update the Access & Roles page of an award in any status.
Owners
To replace an existing owner, start typing the new person’s name or NetID in the Contacts column for that role, then select them from the results list. The one exception is that the Principal Investigator cannot be changed or removed.
In addition, a Pre-Award Budget Contact or Administrative Contact can be either demoted to a general collaborator with edit permission or removed from the budget by using the “more options” menu icon to the far right (three vertical blue dots). Any time you choose “remove” from the menu, a confirmation dialog will display.
An Award Preparer, if there is at least one other Award Preparer, can be demoted or removed.
General Collaborators
To add a general collaborator, select Add Contact, then choose “Add general collaborator” from the drop-down menu. A new row will be added to the top of the table. Start typing the person’s name or NetID in the Contact column, then select them from the results list. After adding a person, you can use the Sort by Role link to re-order the list.
Use the drop-down menu in the Permissions column to give either View Only or Can Edit access. The default choice is View Only.
You can change the access permission at any time. Anyone with Can Edit permissions can make changes to the award.
General Collaborators can also be:
Promoted to be the Pre-Award Budget Contact or Administrative Contact
If the contact role is empty, the collaborator is moved directly.
If the contact role is not empty, a confirmation dialog appears to confirm the replacement. The person being replaced is demoted to a general collaborator with edit permission.
Use this read-only section to review your entries in the General Information, Comments & History, and Supporting Attachments sections for accuracy. You can return to those sections in the left navigation menu to fix any errors or omissions.
The statement in this section affirms your submission information. It reads:
By submitting this request, you are confirming that you have the authority and approval to submit this modification request on behalf of the PI or the department.
Select Submit & Route to route the OSP/GCA or GCA only MOD for review, approval & processing.
