Here are sample documents that you can use as attachments:
Letter of Intent
Scope of Work
Budget justification
Detailed Budget
Use the View Attachments button on the upper right of the Subaward Overview page to display the Subaward Attachments page.
This page lists all of the attachments associated with the subaward, grouped into Department Request Documents and OSP Documents. You can use the Filter function to display attachments for just a single request.
In addition to the standard information about an attachment, the list includes the Subaward Request Number.
To return to the Subaward Overview page, select the Close button below the list or use the breadcrumb.
The following image shows this page.
The Manage Access page allows anyone with read/write access to a subaward to assign additional editors and readers, beyond the primary contacts/owners, to cover absences and collaborate in a more intuitive and consistent way across SAGE.
When you assign access to someone, you indicate either read/write or read-only access to your subaward.
You can navigate to the Manage Access page from either a request in Composing status or from the subaward overview page for all other statuses. Select the Manage Access button in the upper left area.
This page has two sections: Subaward Managed Access and Related eGC1 Access.
This section lists the individuals that currently have access to the subaward and allows you to grant access to others. The list includes each person’s name, permission type and reason.
The following image shows this section.
The first individuals listed have a permission type of Owner. They are the UW PI, Subaward Preparer, and Financial Contact, as indicated in the Reason column. Each of these owners is always listed, even if one person has more than one role.
As you assign access to additional users, they will be listed below the owners. Their permission type will be either Read Only or Read/Write depending on what you choose. The reason will be Assigned Access.
Note: Only subawards for which you have read/write access will appear on your tasklist. You can search for and then view any subaward for which you have read-only access.
To add a person, select the Add Another User link. The Personnel Chooser dialog will display. Use it to search for and select the desired person. The Manage Access page will refresh and display the added person.
Note: the default access permission type is Read Only. You can use the drop-down menu to change the permission to Read/Write.
To remove a person with assigned access, click on the trash can icon to the far right of the row. The system will not prompt you to confirm the deletion.
Anyone who has access to an eGC1 (PI, contacts, or assigned read/write or read-only access) can view a subaward which has that eGC1 as the parent of any of the subaward’s funding actions.
Permission types for these individuals are either their eGC1 owner role or the type of Assigned Access on the eGC1. For Assigned Access permission, either “readwrite” or “readonly” displays. The reason column will list the number of the associated eGC1. The possible owner roles are:
The following image show an example of the list.
If your access to the subaward is through an eGC1, the subaward will not appear on your tasklist. However, you can search for it and then open it to view.
This final release for the SAGE Subawards Project includes priority items requested by preparers as well as some updates that will allow OSP to manage subrecipient profile data more effectively.
To make it easier for subaward preparers to cover absences and to allow for broader department review and access to subawards, you can now add additional users (beyond the three UW contacts) with either read/write or read-only access.
To improve OSP’s ability to report subaward information to sponsors and auditors, we have added the following attributes to the subrecipient profile in SAGE:
Subrecipient Types have also been revamped to better align with reporting requirements.
Using the Subawards section of SAGE and SPAERC will now be faster and more responsive, allowing you to accomplish what you need to get done with less waiting.
The Start and End Dates on subaward requests are now checked by the system to ensure they make sense within the context of the broader award and subaward. This will help alert you to any easy mistakes made when preparing a request.
SAGE Tasklist
Subaward Overview Page
When OSP returns a subaward request, the system sends an email to the Subaward Preparer.
View a Subaward Request Returned notification example.
This SAGE update introduces to you easier collaboration with the Office of Sponsored Programs (OSP), more subaward status transparency and a refreshed user interface.
If you are a Subaward Preparer, you are able to:
OSP can return subaward requests that are “In OSP” or “OSP Assigned” status and will include an return comment so you can revise and resubmit.
For better transparency, a history of changes and comments now displays on your subaward.
You can track the following types of events and comments from the Subaward Overview and within each Subaward Request:
The Subaward Overview page allows you to either view a comprehensive list of events for all related subaward requests, or filter to see only those for a particular request.
Subawards refreshed design makes it easier for you to find the information that matters most.
Two new sections on the Subaward Overview Page:
You and OSP now share the same interface, which makes it easier for collaboration on subaward development.
The “Latest Request Status” column helps you easily identify the status of requests that are still in process.
Your subaward requests in either “Returned” or “Withdrawn” status also have an arrow icon next to the status to help you identify those requiring action.
OSP requires specific documents for New requests and for Modifications. Review the Setup page for Subawards for a description of the required documents.
To upload and attach a document, select Add Attachment. The following image shows the link.
When you upload the first attachment, the page will refresh. You will see two attachment subsections: Department Request Documents and OSP Documents. All of the documents you upload will display in the Department section. Any documents that OSP uploads will display in the OSP section.
The following image shows the attachments section with a file.
Once you have uploaded an attachment, you can view it by selecting its Description. Use the Update link to upload a new version of an existing attachment. The Delete link will remove the attachment. Note that if there is more than one version of an attachment, you can only update or delete the most recent version. The following image shows an example of an updated attachment.
Once you have submitted your subaward request, you will see a View Attachments button on the upper right of the Subaward Overview page. The View Attachments page displays all of the attachments associated with your subaward’s requests in one list.
You can view changes to the subaward and its subaward requests in this section.
On the Subaward Overview page, the All Event History & Comments section shows all changes for the subaward and its related requests.
Initially, the accordioned section displays in collapsed mode. You can expand it by selecting the V-shaped “chevron” at the far right of the section title. Clicking the rotated chevron will collapse the section.
On a Request Details page, the Event History & Comments section shows events related to that specific request only.
When you expand the section, you can select Filter to display the filtering options. For the Event Type filter, all of the check boxes are unselected by default, so all types display. To limit the list to just one or more types, select those check boxes.
| Status Change | All status changes with their associated comments |
|---|---|
| Comments | Just the comments from OSP, when a request is returned, and from campus, when the returned request is resubmitted |
| Assignment Change | Changes to the OSP Assigned To value |
| Contact Change | Changes to the UW or Subrecipient contacts; only appears in the “All” events section on the Overview page |
| Attachment Change | Added, updated and deleted files |
When on the Overview page, you can also select a specific request from the Request ID drop-down menu to limit the events list to changes for just that item.
The following image show the All Event section filters.
For each event or comment, the information shown includes:
The Details page displays when you open a New request in Composing status, or when you select a request from the Request in Process or Processed Requests sections of the Subaward Overview page. If the request is in Composing, Withdrawn, or Returned status, you will be able to edit it.
Note: From the Request Details page, you can select the SC number part of the breadcrumb to return to the Subaward Overview page, as shown in the following image.
On the Request Details page, you will see these sections:
For a New request, this section displays the values you entered when you submitted the request. It will be read-only unless the request is in Composing, Withdrawn, or Returned status.
If you change the eGC1, the Look Up Funding Action button will re-display, and you will need to choose a Funding Action associated with the new eGC1.
The following image shows an example of this section.
This section displays the associated eGC1, the Funding Action, and Purchase Order Number. If the request is in Composing, Withdrawn, or Returned status, you may edit these fields. The FA Start and End Dates, and the FA Amount always display in read-only mode.
Changing the eGC1 requires you to select a new Funding Action from those associated with that new eGC1.
This section displays the types selected and any associated values. Review Creating a Modification Request for details. The following image displays this section.
This section provides information about the progress of your request. This image below shows a fully processed New request in Active status. Therefore all of the date fields have a value. The Modification Number value is only used with Modification requests.
| Field | Description |
|---|---|
| SA Assigned To | The person in OSP who is reviewing your request, or File if the request has been processed. |
| SA Assignment Date | The date when the request was changed to OSP Assigned status. |
| SA Status | The current status of this request. |
| Modification Number | OSP enters this value. It is used to confirm the sequence of changes to the subaward agreement. |
| SA Issue Date | The date when the request was issued to the subrecipient. |
| Fully Executed Date | The date when the request was fully executed. |
When you are composing a new subaward request, you will need to complete the required fields for the UW and Subrecipient Contacts before submitting it. Once submitted, you can update the Contacts information on the Overview Page.
When you select the eGC1, the system auto-populates the UW PI from the application. While the request is in Composing status, you can change the PI information.
The Subaward Preparer auto-populates with the person who creates the New subaward request. You can change the preparer.
You will need to add the UW Financial Contact before you can submit your request. Use the look up button to search for and select the appropriate person. The system will auto-populate the Name, Email, and Phone fields. Once you have added a person, a Change link will display.
You must add the name and email address for the Subrecipient PI (Principal Investigator) before you can submit your request. The phone number is optional.
Optionally, you may also add the name and email for a Subrecipient Contact. Include any other contact information in the Notes field.
If you are a UW contact on the subaward, or have the Subaward Preparer ASTRA role, you may edit the non-PI contacts. Only OSP can make changes to the UW PI or Subrecipient PI.
Note: If the Subrecipient PI is blank, you’ll be able to add contact information regardless of status.
Select Edit Contacts to make the contact information editable, as shown in the following image.
The button label will switch to Save Contacts for saving your changes. A Cancel link displays below the button, if you decide not to make any changes.
The following image shows the Subaward Contacts section, in editing mode.
To update the current Subaward Preparer or Financial Contact, select the “change” link to access the personnel chooser.
Enter any new information for the Subrecipient Contact or notes.