You must answer each of the three fiscal compliance questions in this section of the eGC1 Budget & Fiscal Compliance page.
Question F1: Will F&A costs be reimbursed at less than a federally negotiated rate for the UW?
The F&A Cost Rate is determined by the location(s) where the research is performed and is charged as a percentage of total Direct Costs. Rates can be found in GIM 13: F&A Rate Table. Guidelines for determining split rates when projects are conducted at two or more locations are found at GIM 13: Activity at Two or More Locations.
See also GCA’s page on Facilities & Administrative Costs.
If you answer Yes:
- Item F1a will display: Attach GIM 13 waiver in the Documents for OSP section of the attachments page, or provide documentation of sponsor F&A policy (e.g. RFP, application documents, or website URL)
- Use the text box to enter your documentation, or upload an attachment on the Attached Documents page.
Note: for RRF applications, the answer to this question must be No.
Question F2: Will administrative or clerical support be included in the budget as direct costs? (see GIM 23)
NIH grants do not allow administrative or clerical personnel costs unless they meet the criteria in GIM 23.
If you answer Yes:
- Explain how administrative or clerical personnel will be used in the proposed project, following the criteria in GIM 23 Appendix A (Examples of Direct Costs). This must be appropriately justified in the sponsor application, following sponsor guidelines.
Question F3: Does this application commit funds for cost sharing or matching?
Cost Sharing, Matching or Continuation occurs when an application promises to deliver a support or service for which the research grant does not pay.
- Cost Sharing may be mandatory (required by sponsor) or voluntary (a contribution of effort or other costs offered by the Principal Investigator which the sponsor does not require as condition of the award). Cost sharing occurs when an application commits allowable expenses (i.e., personnel, tuition, equipment or services) for which the research grant will not pay. You must charge these costs to an alternate source (UW or third party). You need to identify all sources and they must agree (via the eGC1 approval process) to commit the necessary funds. For more information, see the GCA Cost Sharing Overview page or GIM 21: Cost Share on Sponsored Programs.
- Matching funds occur when proposal funding is contingent on a unit’s agreement to commit a matching amount of funding ($) to a project. Matching funds may come in the form of a gift or a grant.
- Continuation funding takes three forms:
- (a) it provides funding from a secondary source for ongoing support of a project after the original funding is depleted
- (b) continuation funds may also be granted if the project is unable to be completed by the original time line and the sponsor has agreed to provide supplemental funding to see the project through to completion
- (c) continuation funding also occurs when a portion of the original funding commitment is continued and the remaining budget must be found in grant money.
If you answer Yes:
- Identify whether you are including cost sharing, matching or program continuation.
- Provide a brief explanation in the text box and attach the completed Addendum form on the Attached Documents page. (On the Addendum, complete all fields including faculty effort, budget number and third party contribution.)
- Indicate the cost sharing amounts and sources in the Personnel section of the eGC1’s Cost Sharing page.
You can enter any other necessary Object Codes not listed in the eGC1 Budget section above or break out items by specific Object/Sub-Object Codes where desired. Common examples include office rent (03-80), in-patient care costs (03-27) and tuition and fees (03-19).
Enter the proper FAS Object Code or Sub-Object Code and description (see the financial system object codes list for options), and the appropriate amounts for the 1st Period and Total columns. Select Add Object Code to save the entry and add another row.
Use Delete on the far right to remove a row.
Do not list amounts in this section if you have already included them in any of the totals in the eGC1 Budget section above.
You will need to list separately each institution subcontracting with the UW in this section. The object code for subcontracts is 03-62. This is displayed automatically by SAGE. (Do not include subcontract amounts in the 03 totals of the eGC1 Budget section above.)
Names must be unique; if listing more than one subcontract with the same institution, differentiate them (e.g., “UCLA 1”, “UCLA 2”). Calculate and enter the appropriate amounts for each subcontract.
Use the Add Subcontract link to save the current entry and add another row.
Use the Delete link to remove a row.
SAGE calculates and displays the Subcontracts Subtotal amounts based on the entries in the Subcontracts table. You will also see the subtotal of all subcontracts for the first budget period and the total for all budget periods.
See the financial system Object Codes, and GIM 7 Sponsored Program Subaward Administration for more details.
You can enter your budget figures on the eGC1 Budget page or connect a budget created in SAGE Budget. The advantages of building a budget in SAGE Budget and then connecting it to your eGC1 are that you can easily access current salary information and F&A rates, track different versions of your budget, and reduce duplicate data entry from SAGE Budget. See Connect Budget for more details.
If you choose to enter your budget information manually into the eGC1 Budget page, be sure to do the following:
- Specify the appropriate UW Financial Accounting System (FAS) Object Code for each of your expenditures. The UW object codes may be different from the sponsor’s budget categories, so a conversion between the categories may be necessary. See the financial system Object Codes for more details.
- Include each budget item only once to ensure that SAGE does not count them twice in those totals which are automatically calculated.
- Enter the direct costs for the first budget period (e.g., year 1) and the direct costs for the total of all budget periods. For single-year budgets, entering data in the “1st Period” column is optional.
In this section, indicate if OSP needs to handle any paper documents, and who will submit the application to the sponsor.
Will paper documents be submitted to OSP in support of this application?
Answer Yes if you will be sending any paper documents (sponsor or internal for UW) to OSP for this application.
Requirements for providing sponsor documents to OSP and campus units may be different. Please be sure to check with the campus units involved.
Will sponsor documents be submitted electronically to the sponsor?
Please identify how your application will reach the sponsor. Follow your sponsor’s instructions for how you should submit your application.
| Response |
Description |
| Yes, by OSP via Grants.gov |
Select this for applications using the federal Grants.gov portal.
If you have created a Grant Runner eGC1, the system will automatically select this, and you cannot change it. For more information about submitting to Grants.gov, see OSP’s page: Grants.gov at UW. |
| Yes, by OSP via online sponsor system |
Select this when using a sponsor system that requires OSP to do the actual submission process. For example: NSF Research.gov, eRA Commons, HRSA Electronic Handbook, and RAMS ProposalCentral. |
| Yes, by the PI/research group |
Select this when the PI will complete the submission process electronically from the sponsor’s system. For example, sponsor web sites that require you to upload and send the application (without saving it).
Whenever possible, OSP prefers to submit electronic applications; please contact your OSP Administrator to coordinate this. |
| No |
Select this when you will not be submitting the sponsor application electronically in any fashion. Usually this means that you will send the signed paper documents to the sponsor. |
Royalty Research Fund (RRF) Applicants: If you are submitting a proposal to the (RRF), you should answer No to both questions. Please refer to the Instructions for Preparing an RRF Proposal for more details.
The System to Administer Grants Electronically (SAGE) is an internal UW web-based compliance and approval routing system for sponsored grant applications and Non-Award Agreements (NAA). Review details on when an eGC1 is required.
In the University of Washington’s grant lifecycle, you would use SAGE during the Application phase, and to manage subawards.
The eGC1 (electronic Grant and Contract form) is a required online UW form. It summarizes information about your grant application and routes it electronically for review and approval before submission to the sponsor.
There are 4 stages to an eGC1 application:
-
- The PI and/or Research Administrator on the research team prepare the eGC1.
- The application routes to campus reviewers to review and approve.
- The application has been marked as ready to be submitted to the sponsor and reaches a status of In OSP at least 3 business days prior to the sponsor’s deadline (See GIM 19). This allows sufficient time for OSP to review and approve the application. Review the following resources:
- OSP approves the application and submits it to the sponsor.
The following articles in this guide explain how to access SAGE with the appropriate ASTRA (Access to Systems, Tools, Resources and Applications) roles, and how to complete your eGC1 and route it for approval.
In this section, select Route to Reviewers to start it routing for approval. The system will run a validation check, the same one for the Check for Errors link. You will either see the pop-up window with an error list or the message that your application is locked for editing and starting the routing process.
You must correct all errors before you can complete the eGC1.
Is this application ready to be submitted to the sponsor?
Your response to this question lets OSP know if they can submit the attached sponsor documents. Answer No when routing the eGC1 with draft sponsor documents for internal UW approvals.
You must mark your eGC1 Yes for Ready to Submit by the deadline listed in GIM 19 Internal Deadlines for Proposals to External Entities.
For eGC1s which OSP will submit, if the answer is No, then OSP will not submit the application online. If the answer is Yes, then OSP will transmit these documents to the sponsor once they have completed their review process.
Each time you withdraw or a reviewer returns your eGC1, SAGE clears the answer to this question. You will have to re-answer it when you re-route the application. This is to help you to remember to move it from No to Yes at the appropriate time.
Note: You will not be able to route your eGC1 with Ready to Submit = Yes if any investigators have not completed their FIDS disclosure.
Here are some additional resources to help you determine if your application is ready to be submitted:
Check for Errors
Click this link to check that all required fields have values and all business rules in this eGC1 are correct. A list of errors displays in a separate window. As you correct errors on the eGC1, click Check for Errors again to see an updated Error List in the window. Once you have addressed all of the errors, select the Route to Reviewers button. See the Errors and Warning Summary article for more details.
View Entire Draft eGC1 (PDF)
Click this link to preview or print the entire eGC1. The printout will be labeled “DRAFT.”
Print Draft Routing Sheet
After you have entered the PI and the Cost Center Receiving Funding, you may click this button to preview or print the draft Routing Sheet. The printout will be labeled “DRAFT” so you must not use it for routing purposes.
If you have any paper documents to submit to campus reviewers, attach a copy of the final Routing Sheet to a copy of the application and provide it to each of the units that will review.
The content of the Routing Sheet will depend on the selections on the eGC1: department and dean for the PI, personnel, Cost Center Receiving Funding, and some compliance questions.
The Routing Sheet has two purposes:
- Provide a link between the paper documents and the online record.
- Provide a list of the units needing to approve this application. Use the checkboxes to denote which copy is for which unit (replacing the need to hand write the name of the unit on each copy for delivery).
View Draft Approval Graph
After you have entered the PI and the Cost Center Receiving Funding, you may click this button to view the Approval Flow. The flow content depends on the data in the eGC1 – department and dean for the PI, additional research personnel, the Cost Center Receiving Funding, and some compliance questions – as well as the rules for each organization involved with this project. If you modify the eGC1 data, the Approval Graph may change.
Route to Reviewers
Click the Route to Reviewers button to lock the eGC1 for routing. Only users with read/write permission on this application may complete it.
SAGE will check required fields and business rules in the entire eGC1. If there are any errors, a list displays in a separate window. After you correct the errors, return to this page and click Route to Reviewers.
After you successfully route the application, it becomes “locked for editing” and you cannot make any changes. You can then print the final version of the Routing Sheet and use it for routing any paper documents. The “draft” links will change to “final” links.
If you need to edit a routing eGC1, you must withdraw it or request it be returned. The Withdraw button will display at the top of the Certify & Route page after you route the eGC1.
Use this section to indicate whether EH&S agents or activities are going to be used during the project. Responses to the EH&S section provide additional guidance on regulations and approvals needed to perform the work. Contact Environmental Health & Safety with questions.
As with other eGC1 pages, you can partially complete your entries and save the eGC1. You must complete the required fields before you route your eGC1 for approval.
Select Start Section to open the section initially, and then Edit Section to add or update existing data.
EHS-1. Will this project involve any of the following?
Answer: Check all that apply:
- Biohazards
- Select Agents and Toxins
- Radioactive Materials
- SCUBA Diving
- Chemical Thresholds (toxic, unstable, explosive)
- None of the Above
You must make at least one selection. If “None of the Above” is selected, the system will clear any other boxes that were checked.
Additional information will display when a box is selected.
- Biohazards: Biological Use Authorization (BUA) from the UW Institutional Biosafety Committee (IBC) is required for research involving biohazards including recombinant or synthetic DNA/RNA. Some categories of research require BUA prior to initiation. For more information, including the IBC’s definition of a biohazard and submission dates for IBC review, please refer to Biological Research Approval | UW Environmental Health & Safety
- Risk Group 3 or 4 Microorganisms or Select Agents and Toxins: Prior to initiation, research with most Risk Group 3 and 4 microorganisms and all select agents and toxins are subject to review for potential Dual Use Research of Concern (DURC) and Pathogens of Enhanced Pandemic Potential (PEPP) by the UW Institutional Biosafety Committee (IBC) and the Institutional Review Entity (IRE) subcommittee. For a list of agents and toxins subject to the policy and information about assessing your research for DURC and PEPP, refer to https://www.ehs.washington.edu/biological/biological-research-approval/durc-pepp. For use of select agents and toxins, EH&S will work with the PI to obtain necessary federal clearances, approvals, and training. Documentation of due diligence is required for transfer of select toxins in any amount. For more information, refer to Select Agent Program | UW Environmental Health & Safety.
- Radioactive Materials: Approval of this application will be contingent on whether or not a Radiation Use Authorization (RUA), issued to the Principal Investigator (PI), sufficiently covers the proposed radioactive material work.
- SCUBA Diving: Anyone diving under the University of Washington’s auspices must have current certification as a University of Washington Scientific Diver and adhere to the standards set forth in the UW’s Diving Safety Manual. EH&S will contact you to assist in meeting Diving Safety Program requirements prior to diving. For more information, please see: https://www.ehs.washington.edu/research-lab/diving-safety-program
- Chemical Thresholds (toxic, unstable, explosive): Select if your research will require the use of highly toxic, highly unstable, highly water reactive, pyrophoric, flammable gas, explosive or materials of similar hazard in quantities in excess of this table. EH&S will contact you for planning assistance as fire department requirements may not allow these quantities in your space or may require building modifications.
Significant Financial Interest (SFI)
The PI and all key personnel must read the GIM 10 Financial Conflict of Interest Policy. It is the responsibility of the Principal Investigator to confirm that all personnel meet the Significant Financial Interest policy.
Note: Any research personnel indicated as investigators in the personnel table on the PI, Personnel & Organizations page must complete a Significant Financial Interest Disclosure using the Financial Interest Disclosure System (FIDS).
Debarment Statement
It is the responsibility of the Principal Investigator (PI) to assure that his or her research applications and awards follow all applicable guidelines and laws.
The statement reads:
By submitting this application, the PI certifies that the PI and other Key Personnel (anyone involved in the design, conduct or reporting of the research ) have not been debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions be any federal department or agency.
SAGE-to-Workday Integrations
- Award Integration When an Advance Exists: When an Award Setup Request (ASR) is routed to GCA and an award in Advance Spend status already exists in Workday, SAGE now sends the remainder of the award setup data to Workday. This integration will reduce manual entry for GCA and expedite processing of new awards from an existing advance.
- Allow GCA to Select Award Lines to Integrate to Workday: When transitioning from an award in Advance Spent status to a fully setup award in Workday, GCA may now use the associated ASR to select which SAGE Budget worksheets should integrate as award lines in Workday. This prevents duplicate lines from being set up when multiple award lines already exist. When an award in Advance Spend status does not already exist, all award lines will be integrated by default.
Note: This feature is visible within SAGE Central for OSP and GCA only.
- Display Message for GCA for Award Setup Requests for Advance Spend Awards: When transitioning from an award with Advance Spend status to a fully setup award in Workday, the associated ASR now displays a message for GCA to indicate that an Advance exists and provides guidance on system behavior.
Award Setup Requests
- Display Workday Award Number in Header: When viewing an ASR in Processed status or one with an associated processed advance, users now see the Workday Award ID referenced in the header of the ASR.
- Display Workday Budget Totals by Object Class and Ledger: All ASR users can now see the object class, ledger names, and totals within the Budget and Lines section. This represents the amounts by object class that will be sent to Workday via integration to establish the Workday Award Plan.
- Customize View for Budget and Award Lines Section: All ASR users can now customize their Budget and Award Lines section to view or hide the object class/ledger or award line details for more concise viewing.
- Fix: Erroneous Validation Messages on Award Setup Requests: Budget-related validations in an ASR will now only show when specific SAGE Budget or award line data is missing or problematic. The validation message now clearly specifies when a budget is not connected to a request.
Advance Requests
- Advance Request Form Changes: Advance Request formatting has been adjusted to align with the design of the Award Setup and Modification Requests. This consistency improves the user experience and supports the future integration of Advance Requests. Key changes include:
- Request Form Header: When available, the Workday Award ID and the legacy (FIN) budget number now display in the header of the advance.
- Navigation: The right side panel of eGC1 information has been relocated to the General Information section of the left navigation.
- General Information Section: The following eGC1 fields now display in the General Information Section: short title, long title, Sponsored Program Activity type. A new subsection now provides RFA details from the eGC1 for GCA benefit. Additional help text has also been added to clarify alternative department worktag needs. These same fields display in the Review and Submit section and the Request Summary once the request has been submitted.
- Supporting Attachments Section: GCA can now add attachments to the Advance Request.
- GCA Team Assignments Moved to “More Options”: GCA can now assign advances in the same way as other requests, adding consistency to their views and processes.
- Renewal Advance Form Help Text Update: The General Information section of a renewal advance is now updated with help text to prompt users to add information related to the worktags in need of renewal.
Award Requests List
- Label Update for Filter by Principal Investigator: The “By Department/Center” header in the Filter Requests section now reads “By Principal Investigator.” This filter allows users to display all requests for a given PI. Searches can be refined by selecting additional status filters.
eGC1/Applications
- Fix: Applications Tasklist Sort in SAGE Central Not Working Properly: In SAGE Central, the Applications tasklist now properly returns sorted results when more than one sort level is specified.
- Fix: Personnel and Role Type Search Not Working Properly in SAGE eGC1 Tasklist: Searching by personnel lookup and role type in the SAGE eGC1 tasklist is now functioning as expected.