The SAGE Awards landing page includes the option to create a request, view a list of all Award Setup and Modification requests, and access links to helpful resources.
The Create A Request button (upper, right) allows you to initiate an Award Setup or Modification Request in SAGE.
Under Award Requests, select View List of Requests to see a list of your Award Setup Requests and Award Modifications in process. You can also create a new Award Setup Request from this page.
Processed Awards (coming soon) will allow you to view award activity and other request history, add or remove related items, or create Modifications to the Award.
When you receive a Notice of Award (NoA) for a new award or a competing renewal, you will need to create an Award Setup Request (ASR) in SAGE to initiate the actions needed to setup your award in Workday Finance. If you are uncertain whether to create an Award Setup Request or a Modification Request, refer to the How do I know if I should create an Award Setup Request or a Modification Request? FAQ.
Before Getting Started
In order to create an Award Setup Request, you will need to be listed on the Contacts and Access page of the proposal eGC1. If you are not already listed, you will need to ask one of the owners to add you to the eGC1. You can view the owners on the eGC1 by going to the eGC1 Forms section in SAGE, clicking on Advanced Search, entering the eGC1 and clicking Search. In the results row, click on the Contacts link at the far right, to view the Owners that can grant you access to the eGC1.
As an alternative, an existing eGC1 contact can create the ASR, and add you as an award preparer to the ASR, for you to continue the process.
Create a Request
To create an ASR, start at the Awards tab and select the Create A Request button at the upper right.
Note: You can also start a new request from the Award Requests tasklist.
The following image shows the Awards tab in SAGE.
When you select the Create A Request button, a menu displays with the option to create an Award Setup Request.
The following image shows this menu:
Select Award Setup Request from the menu. Use the search to find the associated eGC1 application. You can search by eGC1 number, PI (Principal Investigator), or Short Title (short name), then select the desired eGC1.
Only eGC1s in Approved status and not already linked to an Award Setup Request will display. eGC1s for Non-Award Agreement or Pre-Applications will not display.
An Award Setup Request form will open, displaying the General Information page by default. SAGE auto-fills details from your eGC1 (Short Title, Full Title, Sponsor, Bill to Sponsor, and PI).
Navigating the ASR
The left navigation menu displays all of the required sections of the ASR at top, and the additional Approval flow, Access & Roles, and Comments & History sections at the bottom. You can use the left navigation to switch between forms, or within each form you will see a Next Section button in the lower right navigation as an alternative.
The following image shows the navigation menu, with the General Information section highlighted. If all of the required information is entered for a given section, you will see a grey checkmark next to the section name.
ASR Information Entry
The auto-filled information on the Award Setup Request can be updated, with the exception of the PI, since information may change between time of proposal and time of award. You can also update the award’s start and end dates, funding amounts, and other details, as needed. See detail on each individual section’s entry requirements in the section-by-section help documentation listed below:
Search in Award Requests List: Users can now search in the Award Requests list by eGC1 ID or Request ID (Advance, Award Setup Request, or Modification Request).
Change the Linked SAGE Budget from an Award Setup Request: Users can now disconnect a mistakenly connected SAGE Budget from an Award Setup Request in “Composing,” “Returned,” or “Withdrawn” status.
Required Field Validations: The Award Setup Requests will now show a validation message if the worksheet/award line PI or Security Grant Hierarchy are missing. Users will be guided back to the SAGE Budget worksheet settings to make those updates.
Cost Centers in Copied eGC1s: When an eGC1 is copied, the Cost Centers from the original eGC1 will now flow to the copy and be added to the approval graph automatically. Only active Cost Centers will be copied.
Error Message Improvements: Award Setup Requests and Modification Request error pages will now display additional information to assist with troubleshooting.
Grant Runner Updated with FORMS-H
FORMS-H Research Plan Form Now Available in Grant Runner: The updated PHS 398 Research Plan form is available for National Institutes of Health (NIH) applications. This update will support the high volume opportunities due early October, such as R01, R03, and R21 types. For more information, review our previous NIH FORMS-H announcement.
Legal Names on Forms: As a result of the SAGE changeover to display preferred name on eGC1s, an adjustment was made to Grant Runner forms to instead show Legal Name by default for the PD/PI, since this is most often the name that matches the eRACommons account. The legal name will now sync across SF424, Key Persons, and RR Budget forms for the PD/PI. In the future, we will add a feature to allow users to explicitly identify what their eRACommons name and login is to further reduce discrepancies and allow submissions to go through more smoothly.
Future FORMS-H Releases: The PHS 398 Career Development Award Supplemental form and PHS Fellowship Supplemental form are targeted for release in Grant Runner later this fall.
Budget Visibility on Award Setup Requests: An issue was resolved where budget detail on Award Setup Requests was at times not showing for items that were in a read-only state for the user, such as “Processed.”
How do I connect my SAGE Budget to an Award Setup Request?
Campus research teams and related central offices use the SAGE Suite electronic research administration system to manage application proposals and related items.
SAGE: System to Administer Grants Electronically – is used by campus researchers and administrators
SAGE Central is used by both the Office of Sponsored Programs (OSP) and Grants and Contract Accounting (GCA)
In addition, FIDS: Financial Interest Disclosure System is used by researchers designated as investigators; it integrates with SAGE.
The following set of tables gives a high-level overview of who uses each of the different components, and describes the possible actions and the why and/or when.
SAGE: System to Administer Grants Electronically
WHO: Campus research administrators, Principal Investigators, campus reviewers, compliance reviewers
ACTION
WHY / WHEN
Create SAGE Budgets
Centralizes data gathering for salaries, benefits, and F&A rates. It can be connected to an application, which automatically populates the eGC1 budget data on the Budget & Fiscal Compliance page. Any changes to the budget will update in real time when the eGC1 Budget & Fiscal Compliance page is viewed.
In addition, if your eGC1 is a Grant Runner application using the RR Detailed Budget form, your budget data will appear in the form.
When creating an Award Setup Request, you will need to connect a budget.
Create applications (standard or Grant Runner)
Required for all sponsored research. The standard eGC1 pages of the application are, in effect, an approvals routing cover letter for the proposal. Only the UW uses the eGC1; it does not go to the sponsor.
A Grant Runner application includes, in addition to the standard eGC1 pages, the sponsor forms for NIH. OSP submits the application “system-to-system.”
Approve routing applications
The Principal Investigator, Multiple-PI, Application PI, academic reviewers (division, department, dean) and compliance reviewers (human subjects, animal use, EH&S, etc.) view and approve the application. At each approval, SAGE captures a PDF snapshot of the application and attaches it to the eGC1’s Approvals History & Comments page. Copies of the attachments are also captured.
Administrators and reviewers have the option to return the application to the research team for changes. They can also add other reviewers (as individuals or a group) to the approval flow as needed. These are referred to as “ad hoc” reviewers (approvers or watchers).
Request an advance budget number for awards
Used when a research proposal is being awarded by the sponsor, but the actual award has not yet arrived. It requests GCA to set up a budget account in the financial system so the research team can start spending the anticipated award money. The preparer completes the request in SAGE, then GCA processes it in SAGE Central.
Create Award Setup Requests and Modification Requests for awarded eGC1 applications
Used when a research proposal has been awarded and the award has been received. A “new” Award Setup Request (ASR) is created. For an ongoing award, a Modification Request might be created.
SAGE Central
WHO: Office of Sponsored Programs (OSP), Grant & Contract Accounting (GCA)
ACTION
WHY / WHEN
Review and approve eGC1 applications
OSP reviews the information on the eGC1, such as the sponsor proposal information and compliance questions, after all campus reviewers have approved.
Process Award Setup Requests
Received from campus for reviews and approvals. Forwards to GCA for integration into Workday, with Award budget number. As part of completing the Award Setup Request, the system sends a notification to the requesters.
Manage Actions
Will manage existing items while transitioning to SAGE Central and Workday.
Process Advance Budget Number Requests
Received from the research team, an advance allows the team to spend award money before the actual award arrives. GCA adds a budget number to the Advance and sets up that budget in the financial system. As part of completing the Advance, the system sends a notification to the requesters.
FIDS: Financial Interest Disclosure System
WHO: Any research personnel designated as an “Investigator” on the PI, Personnel, & Organizations page of the eGC1.
ACTION
WHY / WHEN
Create a Financial Interest Disclosure for an eGC1
or
A disclosure for a CoMotion tech transfer agreement or IRB approval
or
Complete an Annual Update disclosure
Investigators are required to disclose any significant financial interests (SFI) such as salary, equity, sponsored travel, etc., that might, or might appear to, bias their research.
An investigator must complete a disclosure for each eGC1, whether or not there are SFI that apply, before the proposal can be marked as Ready-to-Submit = Yes.
The disclosures are reviewed by the SFI Reviewer, in the central Office of Research, who determines if there is a potential for a Financial Conflict of Interest (FCOI). The review occurs at the time of award (just-in-time).
Annual Updates: All investigators are required to review and update their SFI at least once a year. The “year” is calculated from the date of the last disclosure created in FIDS. Investigators are notified by email 45 days prior, and again at 15 days prior, to the end of that year’s time.
Full details on using FIDS can be found in its User Guide.
The approval flow for an Award Setup Request (ASR) or Modification Request (MOD) starts with the Award Preparer submitting the request.
Optionally, one or more ad hoc reviewers may be included between the Award Preparer node and the OSP Reviewer node. Review: Awards Approval Process.
The ASR or MOD is then reviewed and processed by the Office of Sponsored Programs (OSP). Review: Approvals.
SAGE automatically routes the award to the reviewer units included in the approval flow. The system sends email notifications of pending approvals to reviewers on campus. Review: Awards Email Notifications. After reviewing, the reviewer can approve the request or return it to the preparer for changes.
Note: In the future, campus organizational reviewers will access the advance from the link in their email notification.
To approve an Award Setup Request, log in to SAGE and click on the Awards tab.
Select the award to review from the list or use the Advanced Search link to find a specific award.
On the left navigation menu, select Approvals.
The approval flow reads from top to bottom. Some approver nodes may grouped and, within the group, can be approved in any order.
The first node lists the Award Preparer(s), then any added Ad Hoc Reviewers, followed by nodes for OSP and GCA.
The following image shows the approval flow, with an ad hoc reviewer, for an Award Setup Request before any approvals have occurred:
As the Award Preparer, when you select Submit & Route in the Review & Submit section, your node will turn green and indicate the submission, as shown in the processed approval flow image at the end of this article. Note: Once you have routed the award, the OSP node will be ready for review, and you will no longer have the option to add an ad hoc reviewer.
Add/Remove an Ad Hoc Reviewer
If you can edit the Award Setup Request, you can add an Ad Hoc Reviewer (that is, a reviewer for a particular purpose only) to the approval flow. These manually-added reviewers could be a person that needs to review and approve the Award Setup Request in addition to the Award Preparer.
You can add a person by selecting the plus sign (+) that appears on the approval flow. Once the award is ready for review by GCA, the plus sign (+) before GCA will no longer display.
When you select the plus sign (+), an Add Reviewer dialog window displays. Enter a comment for this reviewer, which is required. Then search by name or NetID for the person you want to add. The Add Reviewer button will then be enabled for you to select. The approval flow will update to show the added node, and the reviewer will be notified when their node is ready for review, like the other approvers.
The following image shows the Add Reviewer dialog window:
To delete the added reviewer, select the 3-dot menu icon in the node and select “Remove reviewer.” A confirmation dialog window displays.
The following image shows the Remove Reviewer dialog window:
Processed Award Setup Request Flow Example
The following image shows an example of the approval flow for an Award Setup Request in Processed status:
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.
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)
Investigator SFI & FCOI
As part of the Award Setup Request and Modification Request process, an Award Preparer can notify any investigators who are not up-to-date on either their SFI disclosures or FCOI Training.
Select the link in the Email column of the table below to see an example of the email’s content.
To notify an investigator they need to complete an annual update disclosure before the related request can be submitted
“Notify” selected under SFI Disclosure which sends the SFI Annual Update Disclosure notification if the last disclosure was more than 12 months from the current date
Investigator named on the award, cc: Award Preparer(s)
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
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
It will allow you to view a processed Award’s activity including Advances and other request history, add or remove Related Items, or create Modifications to the Award.
The following image shows the Processed Awards portion of the Awards Landing page.
When you are logged in to SAGE, but have not been actively using the system for 40 minutes, a dialog message displays indicating that your session will expire in 5:00 minutes. The dialog will continue to count down the time. You have the option to click “Keep Working” to re-activate your session.
If you do not click “Keep Working”, then when the time count reaches zero (0) minutes, your session will expire. Your browser will be redirected to a “session expired” page from which you can log back in to the system you were using. Any unsaved data at the time your session expires will be cleared.
The SAGE system has always timed out after 45 minutes of inactivity. We have now made the timeout more visible so you know that your session has expired, instead of sending you to the tasklist with no explanation.
The following image shows the session timeout dialog, with the time remaining until expiration and the instruction to click “Keep Working” if you want to continue to stay logged in.
