You can create a modification for an existing subaward with a status of Active, Expired, or Closed Out, if it has no other modification in process.
In the Request in Process section of the Overview page, select Create Modification Request to display the modification request form.
Modification Details
This section displays the Workday Award ID and the associated eGC1.
Modification Type(s)
You must select at least one type of modification, and fill in the corresponding information. The Subaward Start and End Dates, Subaward Total Amount and the Request Start Date fields display for reference.
| Modification Type |
Request Description |
Additional Data Required |
| Extension |
For a new Subaward End Date which extends the current project period; once you select Extension, Early Termination is no longer selectable |
Request End Date |
| Early Termination |
For a new Subaward End Date which shortens the project period; once you select Early Termination, Extension is no longer selectable |
Request End Date |
| Funding Change |
For a decrease (Deobligation) or increase (Supplement) to the subaward’s funding.
Enter a negative Funding Change Amount for a Deobligation. |
Funding Change Type of De-obligation or Supplement and a Funding Change Amount |
| Scope Change |
For a change in the Scope of Work |
An attachment that includes background information and/or objectives and work to be performed |
| Other Modification |
For other changes |
Special Terms or Instructions for OSP.
Note: characters such as < or > will cause errors. |
The following image shows a modification for an extension and a supplement funding change.
Notes
- SAGE will not allow you to submit a modification for both an Extension and an Early Termination.
- The Request Start Date field is not editable.
- If you just need to change the PO number for your subaward, email ospsubs@uw.edu to request the change.
Attachments
If your modification includes a Scope Change, you must upload an attachment. Include any other appropriate attachments. OSP requires specific documents for modifications. Review the Setup page for Subawards for a description of the required documents.
Save or Submit
At the bottom of the page you can select either Save Draft and Close or Submit.
If you have not completed filling in all the required information, select Save Draft and Close to save and return to the Subaward Overview page. You can also save by selecting the SC number in the breadcrumb at the top of the page.
Selecting Submit will validate that you have completed all of the required fields. If not, the modification request page will re-display with validation messages for missing information.
Note: If your subaward is older and therefore missing contact information, when you select Submit, you will see a validation message. The Contacts section will display as part of the Modification page so that you can add the required data.
If all required information has been entered, the submission will complete and the Subaward Overview page will display a confirmation of the submission.
Note: If your modification is in Withdrawn or Returned status, the button’s label is Resubmit.
You can create a new Subaward Request if you have the Subaward Preparer ASTRA role for SAGE. Review the Subaward Access and Permissions article for details.
To create a new request, enter SAGE and select the Subawards tab. On the upper right of the page, select the Create New Subaward button. A New Subaward Request details page will display.
You can save your initial draft at any time. There are no fields required to do a save. When you save it for the first time, the system will assign your request a unique number.
To save your draft, you can either use the Save Draft and Close button at the bottom of the page or select “Back to My Subawards” in the breadcrumb.
Note: You can delete a request that is in Composing status. This removes it entirely from SAGE. Use the trash can icon on the upper-right of the page to delete your subaward.
You can also display the Manage Access Page by selecting the Manage Access button on the upper right of the page. Manage Access allows you to grant read-only or read/write access to your subaward.
To submit your new request to OSP, you will need to complete a number of required fields. Some fields will not be editable until you have selected your eGC1. The system will pre-populated other fields from the eGC1.
The following sections describe these steps.
Award Selection
Use the Look Up award button to select the appropriate Workday Award ID for your subaward request. An Award is required to submit your request.
The following image shows this button:
To choose the award, enter the Workday Award ID in the search box (for example: AWD-123456).
Note: You can only search by the Workday Award ID.
The following image shows the search results:
Select the Workday Award ID to choose it.
Once you select an Award, its Award Number will display in the Subaward Request Details section. The eGC1, Project Title and Project Short Title fields will populate from the associated application’s Full Application Title and Short Title. These values are not editable. If you change the selected award, these field values will automatically update.
The UW PI Name, UW PI Email, and UW PI Phone fields in the Subaward Contacts section will also populate from the selected eGC1. These fields are editable while the request is in Composing status.
The Subaward Preparer’s contact information will populate as well.
Subrecipient Selection
Use the Look Up Subrecipient button to search for and select the subrecipient. You can search by any part of the subrecipient’s name or its type (for example: foundation, private industry, non-profit). the following image shows the subrecipient search dialog.
Click on a Subrecipient Name to select it. The following image shows a partial list of search results.
Note: the results list displays the first 25 subrecipients. If you do not see yours, refine your search.
You must select a valid subrecipient prior to submitting your subaward request to OSP.
If you cannot find the subrecipient you’re looking for, send an email request to ospsubs@uw.edu with the subject line “New Subrecipient.” If the subrecipient is not found in SAGE, it is likely a brand new subrecipient entity.
This process will include obtaining a Subrecipient Entity Certification Form from the subrecipient, along with other documentation. This is a separate process from the Workday supplier/subrecipient process.
When you’ve selected your subrecipient, you will see a link for changing the subrecipient.
If the selected subrecipient requires re-certification, you will see a note indicating that, as seen in the image below:
Funding Action (FA) Data
Note: This is no longer an active field and information only displays for awards prior to UW Finance Transformation in July 2023.
Related Funding Action information will display for a subaward modification.
The following image shows the Funding Action section in Subawards:
Additional Fields
The remaining fields are described in the following table.
| Field |
Description |
| Request Amount |
This amount must be greater than zero, but not greater than the Funding Action amount.
If the subaward is planned for multiple years, enter the anticipated multi-year total funding and period of performance.
Required for submission. |
| Do you anticipate a multi-year subaward? |
If Yes, two additional fields will display:
- Estimated Project End Date
- Estimated Project Amount
Required for submission. |
| If allowed by the prime award, is automatic carry forward authorized by the PI? |
Select Yes, No, or Not Applicable/Not Allowed.
Required for submission. |
| Purchase Order Number |
PO entered by OSP. No campus action required.
Required for issuance. |
| Special Terms or Instructions for OSP |
Enter any additional information.
Include the Workday GR# and ASR#.
Required. |
The following image shows this part of the subaward request.
Attachments
You must include an attachment to submit your request. Review the attachments article for how to upload your document. OSP requires specific documents for new requests. The Setup page for Subawards article describes the required documents.
Subaward Contacts
The contacts article covers how to manage the subaward contacts.
Save or Submit
At the bottom of the page you can select either Save Draft and Close or Submit.
If you have not yet completed filling in all of the required information, select Save Draft and Close to save all of your data and return to the My Subawards page.
Selecting Submit validates whether you have completed all required fields. If not, the page will display any validation messages about missing information.
If all required information is there, the submission will complete and the Subaward Overview page will display, with a confirmation of the submission and status change.
An Advance Budget Number Request is made for a specific eGC1. You must be an owner of the eGC1 or have Read/Write access to create an advance. The owners of an eGC1 are the PI, Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer, and Budget Preparer (if the eGC1 has a linked budget). You can request access to an eGC1 from a current owner or someone with Read/Write access.
Global Editors
If your only access to an eGC1 is through the Global Edit ASTRA role, then you need to add yourself to the eGC1 first. Open the eGC1 (from the Approvals tab) and use the Contacts & Access page to assign yourself direct access (or change the preparer or a contact, if appropriate). You can then create an advance.
The steps to do this are:
- Find and open the eGC1 on the Approvals tab.
- Go to the Contacts & Assign Access page.
- Click the Add Another User link in the Access section.
- Add yourself to the eGC1 with Read Write access.
- Save & Close the eGC1.
SAGE allows you to create two types of eGC1s – standard and Grant Runner. The Grant Runner version contains all of the same pages as a standard eGC1 and also includes the integrated form package for the electronic submission directly from SAGE via Grants.gov to NIH. Currently, you may only use Grant Runner for opportunities sponsored by NIH and its individual institutes. See the full list of supported NIH Activity Codes.
Using Grant Runner is optional. You can also submit using ASSIST.
To create either type of eGC1, start by clicking on the Create New eGC1 button on the My eGC1s page to start the Wizard.
For the question “Do you want to see if your application is eligible?” click Yes and then click Next to use with Grant Runner. You will then continue with steps 2-5 of the Grant Runner Wizard (described below). The data collected in these steps will pre-populate some fields on both eGC1 pages and sponsor forms.
If you want to create a standard eGC1, click No and then click Next. On the confirmation page, you can return to the Grant Runner Wizard or click Create Standard eGC1 to create your eGC1.
Note: For guidance on completing an NAA type application, see OSP’s NAA eGC1 Instructions FAQ.
Additional Grant Runner Wizard Steps
Steps 2-5 of the Wizard gather specific information to:
- Confirm eligibility to use Grant Runner.
- Pre-populate data in the eGC1 and the Grant Runner sponsor forms.
Step 2: Sponsor
Use the Look Up Sponsor button to search for and select the sponsor. Currently, you may only use Grant Runner for opportunities sponsored by NIH and its individual institutes.
If you have selected any of the NIH institutes, when you click Next, the Wizard will continue with Step 3; for all other sponsors, the Wizard will present options to either create a non-Grant Runner eGC1 or return to the My eGC1s list. For more information, see Sponsor.
The sponsor displays on the eGC1 Details page. Once you complete the Wizard, you cannot change the sponsor.
Step 3: Opportunity ID
Use the Look Up Opportunity button to search Grants.gov for the Opportunity ID as listed on the sponsor instructions.
If SAGE supports the form set, the opportunity will appear in the results list. Click “Select” to the left of the opportunity to choose it and add the sponsor forms to the eGC1.
If SAGE does not support the form set, that will be indicated to the left of the opportunity in the results list. You can then “Cancel” out of the look up, and either cancel the creation of the eGC1 by clicking “Back to My eGC1s” or click on the “Cancel Wizard and create a standard eGC1” link.
If the opportunity cannot be found, the message “Sorry, no results for your search.” will display. In that case, check that you have properly entered the opportunity ID.
The Wizard presents options to either create a non-Grant Runner eGC1 or display the My eGC1s list.
Note: The Opportunity ID is also known as the Program Announcement Number (PA) or Request for Proposal (RFP).
The opportunity information, including opening and closing dates, is displayed on the eGC1 Abstract & RFA/RFP page once the application is created. Once you complete the Wizard, you cannot change the opportunity.
Step 4: Principal Investigator
Use the Look Up Principal Investigator button to search for and select the Principal Investigator. The name and directory data will display. Several fields are editable:
- Title
- UW box number
- Phone
- Fax
- Cell Phone
- Pager
- Email
The values will be displayed on the eGC1 PI & Personnel page and some of the Grant Runner forms. Prefix and Suffix values can be added, and editing can be done, on the eGC1 PI & Personnel page after the Wizard is complete. For more information, see Principal Investigator.
Step 5: Application Details
Enter values for each of these required fields:
- Full Application Title
- Requested Start Date
- Requested End Date
- Application type
This data will display on the eGC1 Details page and some of the Grant Runner forms. You can edit these on the eGC1 Details pages after the Wizard is complete. For more information, see Application Details.
When the wizard is complete, the standard pages for the eGC1 will display, along with the mandatory and optional Grant Runner forms.
Review: Who Can Create an Advance Budget Request.
To create an Advance Budget Request, start at the My Advance Requests page.
The following image shows the Request Advance button, located at the right of the status check boxes.
Create Advance Request Page
When you select Request Advance, the Create Advance Request page will display. The page has a search section, described below, followed by a list of eligible eGC1s.
An eligible eGC1 is one that:
- Is in “Approved” or “Awarded” status
- You have permission to edit
- Does not have an Application Type of Non-Award Agreement (NAA) or Pre-Application
- Does not have a child Funding Action with a status of “In GCA” or “Re-sent by OSP” in the same cycle
- Does not have an advance in a Composing, Routing or In GCA status
The eGC1 list table includes these columns:
- eGC1 Number
- Select button
- PI Name
- Full Application Title
- MyResearch Details Link
- Note: As of July 6, Funding Status and Non-Award Agreement data may be out of sync with SAGE and Workday until MyResearch is remediated. Please use SAGE to review eGC1 and award status until further notice.
- Sponsor Name
- eGC1 Status
- Date Created
If there are more than ten eGC1s, the list will include page numbers at the lower, right of the table.
The following image shows a partial example list of eligible eGC1s.
Search for an eGC1
You can use the search section to limit the list of eGC1s to ones that match the criteria you entered. You can search by:
- eGC1 Number
- Short Title
- Full Application Title
- PI Name
- Sponsor Name
- Org Code Receiving Funds
- eGC1 Status, selected from the drop-down menu
Click the Search button to see the results list. The total results number displays at the far right of the list. The Reset link clears all of the criteria values.
The following image shows the eGC1 search page.
If you cannot find the eGC1 you’re looking for:
- Confirm you have the correct eGC1 number.
- Review the eGC1 to be sure you have edit access; it will not display items with read-only access.
- Review My Research to see if the Funding Action is In GCA. Contact gcahelp@uw.edu for more information.
Select the eGC1
To create the advance click on the Select button for the desired eGC1. The advance form will display and will include information copied from the selected eGC1. Each section of the advance has its own user guide help article.
The system will determine if the advance type will be New or Renewal based on the status of any Funding Actions in the selected eGC1’s cycle:
- New Advance: Selected eGC1’s cycle has no processed Funding Actions (authorized action of New or Renewal)
- Renewal Advance: Selected eGC1’s cycle has at least one processed Funding Action (authorized action of New or Renewal)
Exception: When the selected eGC1 is a Competing Renewal, the advance type will be Renewal, even if the eGC1 is in a new cycle without a processed Funding Action.
Automatic Carryover on Award
If the award has an automatic carryover, a warning message will display, as shown below.
The message reads:
Are you sure this award needs an advance instead of a temporary budget extension?
Typically, a temporary budget extension is appropriate for awards with automatic carryover. Please contact GCA at gcahelp@uw.edu if you need help deciding which option is best.
Following the text are two buttons:
- Request Temporary Budget Extension
- Request Advance
- Selecting this opens the Advance Budget request page
