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ASR Review & Submit

  • The Review & Submit page is visible when your request is in composing, returned, or withdrawn status. Reviewing this information before submitting allows you to confirm if your request is complete.

    The Review & Submit page:

    • Displays a read-only summary of the information entered for each section.
    • Allows you to Submit & Route your completed award when in 鈥淐omposing鈥� status.
    • Allows you to Resubmit & Route your award when in 鈥淲ithdrawn鈥� or 鈥淩eturned鈥� statuses.

    The following image shows this page with the General Information section expanded:

    A screenshot of the read-only Review & Submit section with the General Information section open.

    Review and Submit Alerts

    The Review and Submit page will display alerts at the top of the page to indicate any section where required data is still missing and which field(s) to complete.

    The following image shows an example of the alert message for incomplete sections:

    Missing data alert validation

    Budget & Award Line Alerts

    Missing Required Information

    To capture missing information related to the connected SAGE award budget, you will see alerts on both the Review & Submit page, as well as the Budget & Award Lines page of the ASR. The Review & Submit page will display a more generic message 鈥淵ou are missing one or more fields in your budget worksheet(s).”

    Image of Budget and Award Lines alert indicating that there are missing fields in your budget worksheet that need to be completed

    When you go to the Budget & Award Lines page, you will see an alert to 鈥淓xpand your worksheets to see missing required information you will need to complete before you can submit this request.鈥�

    You will also see the yellow alert on the specific worksheet that contains the missing information. When you expand the worksheet, you will see the specific detail in need of correction. Missing details that may need to be provided within the expanded worksheet section include: missing PIs, Cost Centers, Security Grant Hierarchies, and F&A details.

    Image showing budget and award lines page with alerts to complete missing data in your SAGE Budget worksheet

    Mismatched Totals

    If the Sponsor Total on the General Information page does not match the Budget Total on the Budget & Award Lines page of the ASR, you will be unable to route your award.

    Alerts will display on both the Budget & Award Lines page and the Review & Submit page.

    Subaward Cost Alert

    Award budgets require each subaward to have its own separate worksheet in SAGE Budget. If instead you entered the subaward amount on a primary or internal worksheet as a 03-62 expense, the alert in the ASR will indicate 鈥淵our budget contains at least one subaward cost. Award budgets require subawards set up as a Subaward Worksheet. Remove 03-62 Outside Services鈥擲ubcontract (Proposal Budget Only) costs from your worksheet(s) and create new Subaward Worksheet(s).鈥�

    The following image shows an example of the alert:

    Image showing Subaward cost alert requesting removal of 03-62 costs from budget worksheet and to add a new subaward worksheet

    Return Reason Alerts

    If an ad hoc reviewer, OSP, or GCA returns the ASR to you, you will see who returned the item, along with the Return Reason, displayed听on the Review & Submit page as an alert. You will also see this same information in the Comments & History section.

    Image showing return reason alert

    Submit & Route your ASR

    The Submit & Route button at the bottom of the Review & Submit page is enabled once you have entered all required data.

    The following image shows the Submit & Route button:

    Submit and Route button

    Selecting Submit & Route will start the routing and approval process for an Award Setup Request in 鈥淐omposing鈥� status and change the request鈥檚 status to 鈥淩outing.鈥� The system will re-validate all required fields.

    If you are working with a “Returned” or “Withdrawn” request, the button will say 鈥淩esubmit & Route鈥� instead.

    Resubmit and Route button

    When you select the Resubmit & Route button for an award in 鈥淩eturned鈥� status, a dialog will display. Once you have entered your comments, the Resubmit & Route button will become active. The dialog, with a comment and active button, is shown in the following image.

    Resubmit and Route section

    Upon submit/resubmit, the left navigation menu will now display the Request Summary, rather than the individual award sections.

    Request Summary

    The Request Summary page displays for Award Setup Requests in the following statuses:

    • Routing
    • OSP Setup
    • OSP Assigned
    • GCA Assigned
    • Denied
    • GCA Workday Setup

    The menu on the left will include a link for the Request Summary instead听of the individual sections. The page displays the details for each of the award sections as view-only for review.

    The following image shows the sections available in the left-navigation menu of the Request Summary page along with some request details:

    Image showing New Award Setup Request left navigation menu options: Request Summary, Approvals, Access and Roles, Comments and History

    Withdrawing an Award

    If you have chosen to add an ad hoc department reviewer to the approvals, while your award is in 鈥淩outing鈥� status, you can withdraw it to make updates if you have edit access and are not also an approver. A Withdraw Request button will display at the bottom of the Request Summary page, as shown in the following image:

    Withdraw Request button

    Selecting this button will move your award to 鈥淲ithdrawn鈥� status and make it editable. It will also add an entry to the Comments & History section.

    In the Approvals section, the approval flow will reflect the change in status. A node will indicate who withdrew the request, along with the date. The final node will display 鈥淲ithdrawn,鈥� and any unapproved nodes will be marked as canceled.

    Withdraw capability is not allowed while the request is in “OSP Assigned” or “GCA Assigned” status, since the units may be actively working on the request.

Awards Email Notifications

This page describes email notifications related to Awards.

The article provides information about other system emails.

Routing and Approvals

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鈥檚 UW NetID address.

Use the link in the Email column to see an example of the email.

Email Purpose Sent When Sent To
To alert the eGC1 Owners that an Award Setup Request has been initiated and is waiting to be completed OSP has received the Notice of Award, initiated an Award Setup Request, and sent it to campus Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer
To alert the Award Preparer(s) of the need to modify Award data. 听ASR Return Reasons Reviewer, OSP, or GCA takes a “return” action on an approval node Award Preparer(s)
To alert an Ad Hoc Reviewer that an Award Setup Request is waiting for approval Ad Hoc Reviewer node updates to “In Progress” Ad Hoc Reviewer
To notify owners that the Award Setup Request has been processed by GCA. The email includes a PDF of the completed form as an attachment. GCA completes the Award Setup Request and clicks the “Process Request” button Award Preparer(s)
To alert the Award Preparer(s) that a Modification Request has been initiated and is waiting to be completed OSP has initiated a Modification Request, and sent it to campus Award Preparer(s)
To alert the Award Preparer(s) of the need to modify Award data. MOD Return Reasons. Reviewer, OSP, or GCA takes a “return” action on an approval node Award Preparer(s)
To alert an Ad Hoc Reviewer that a Modification Request is waiting for approval Ad Hoc Reviewer node updates to “In Progress” Ad Hoc Reviewer
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 鈥淧rocess Request鈥� button Award Preparer(s)

System Emails to SFI Compliance Officers

The system sends these emails automatically. Select the link in the Email column of the table below to see an example of the email’s content.

Email Purpose Sent When
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

 

Awards Overview/Workflow

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.

Award Setup Requests

The Notice of Award (NoA) from a sponsor may be sent to either campus (the Principal Investigator or Research Administrator) or the Office of Sponsored Programs (OSP).

  • If you (campus) receive the NoA, whether or not OSP is included, you should create the Award Setup Request (ASR) in SAGE as soon as possible.
  • If OSP receives or retrieves a new NoA and the PI is not included on the notification, OSP will create an Award Setup Request (ASR) and route it to you (campus) for completion.

The system will prevent more than one Award Setup Request being created for the same eGC1.

Award Setup Requests Workflow

Video Resource: SAGE Award Setup Workflow

  1. Initiate an Award Setup Request (ASR) in SAGE.
  2. Create an award budget by composing a new budget from scratch, or by copying and adjusting your proposal budget.
  3. Link the eGC1 and SAGE Budget to the ASR.
  4. Complete all required fields and submit the ASR for review and processing.
  5. OSP and GCA review, approve, and process the ASR.

Once approved, the award appears in Workday, spending is enabled, and you receive a notification that the award is ready.

From Workday you can begin all activity on your award.

Modification Requests

There are two modification request options to choose from in SAGE Awards: Those that will route to both OSP and GCA, and those that route just to GCA.

For more information on which modification request type to use, review:

All changes that require sponsor approval, an authorized official signature, or review from the Office of Sponsored Programs (OSP), must be requested via a Modification Request (OSP & GCA) in SAGE Awards.

Modification requests that do not need OSP review can be submitted directly to Grant & Contract Accounting (GCA), also through a Modification Request (GCA only) in SAGE.

A help icon in SAGE Awards will provide guidance on which modification type to select.

Overview of Modification Workflow

    1. Create a Modification Request (MOD) in SAGE.
    2. Select Modification Request Type and Subcategories to identify the type of change you wish to make.
    3. Use the Comments & History and Supporting Attachments sections to provide more details on the necessary change.
    4. Add ad-hoc approvers as needed.
    5. Complete any additional required fields and submit the request for review and processing.
    6. OSP and GCA review, approve, and process the MOD.

Create a Modification Request

Create a Modification Request

Select the Awards tab, and then select the Create A Request link. It opens a menu with the following modification type choices:

Note: Modification Requests can be created by anyone with 鈥渙wner鈥� or 鈥渞ead write鈥� access on the eGC1 associated with the Award.

Screenshot of the menu that appears when the "Create a Request" button is selected. The menu has selections for creating an Award Setup Request, creating an OSP-GCA Mod, creating a GCA-only Mod, and guidance on which request to create.

Select Modification Type

  • Modification Request (OSP & GCA) – Use for all changes that require sponsor approval, an authorized official signature, or review from the Office of Sponsored Programs (OSP). These may include:
      • Change of PI or other key personnel
      • F&A Waivers
      • No-cost extension requests
      • Temporary internal extension requests
      • Rebudgeting (requiring sponsor approval)
      • Non-SNAP Progress Report submission requests
      • Requests to release a funding restriction
      • Sponsor modification that awards additional funding
      • Adding new subawards not identified in a proposal
      • Start date change (requiring sponsor approval)
      • And more鈥eview more details and guidance on Award Changes
  • Modification Request (GCA) – Use for requests that do not need OSP review and can be submitted directly to Grant & Contract Accounting (GCA). These may include:
      • Requests to create new or existing award lines (formerly known as TRANSPASUs)
      • Start date changes for approved pre-award spending
      • Cost share changes
      • Location changes
      • Cost Center changes (formerly known as Org code changes)

Note: If you submit a Modification Request (GCA Only) and it requires sponsor approval, GCA will deny the request and you will need to create a new Modification Request (OSP/GCA).

Additional resources to help clarify which modification type to select:

Searching for the Award ID

Once you select the modification type, a Create Modification Request dialog window displays. Search for, and then select, the award associated with the modification request by its Workday Award ID (for example: AWD-123456). Refer to the How to find an Award ID Number in Award Portal job aid for guidance on locating the correct Award ID, or find it in Workday Finance.

create a modification request dialog window

A new Modification Request will display with the status of 鈥淐omposing鈥� and you will start in the General Information section.

Awards Supporting Attachments

Supporting Attachments: Awards and Modifications

  • Uploading Attachments
  • Required Attachments

    Uploading Attachments

    Upload all attachments relevant to your award setup or modification request. You can select one or more files, and then drag and drop them or use the Browse for Files link. You can add attachments while your request is in Composing or Returned status.

    The following image shows the section you use to upload attachments:

    awards supporting attachments add files section

    Required attachments include:

    • Communication between campus and sponsors, and campus and OSP.
      • Attach emails as 鈥�.msg鈥� or 鈥�.eml鈥� files, this allows OSP to respond directly to email threads if needed
    • Award documents
      • All Award Setup Requests should include some type of Notice of Award or Agreement document
      • Is there a sponsor deadline for accepting the Award? Attach sponsor documentation.
        • You will also need to Select 鈥淪ponsor has a deadline for accepting award鈥� in the General Information section. Explain where this date is located in the notice of award in the instructions field and attach sponsor documentation in the supporting attachments section.

    • Compliance documentation, such as IACUC and IRB approvals

    Additional Attachment Requirements for Modification Requests

    Different types of modification requests may require a variety of other attachments. Review Award Changes for more details on OSP/GCA Modifications.

    Funding & Budgeting Changes

    Carryover- sponsor approval required

    • Attach a concurrence letter that details the reason for unused funds and how those funds will be spent in support of the project for OSP signature and submission to the sponsor.

    Addition of Equipment听

    • Attach a concurrence letter and supporting sponsor required documentation, such as a copy of the quote from the equipment vendor/manufacturer.

    Adding Subaward – sponsor approval required

    • Attach a concurrence letter for submission to the sponsor along with any other sponsor required documentation.

    Supplemental Funding

    • MODs for supplemental funding should include similar Required Documents as an Award Setup Request.
    • If there is a deadline for accepting the supplemental funding make sure to include sponsor documentation to that effect.

    TIP: Applying for supplemental funding? When supplemental funding requests to a sponsor require a proposal application, complete an eGC1. Note, ASRs and MODs are not used for proposals.

    F&A Waiver Requests

    Attach F&A Waiver form when requesting the use of a non-standard Facilities and Administrative (F&A) rate that does not fall into university policy for a specific sponsored project.

    Other Changes

    Federal Data Repository Access & Submission

    • Attach the completed Federal Repository form.

    Progress Report / RPPRs

    • Not all progress reports require a Modification request. Review details on Progress Report submission to determine if a modification is needed.
    • For those requiring a modification: If there is not a sponsor system of submission involved, attach the progress report or other sponsor required documentation for progress report submission to the sponsor.

    If a sponsor uses an electronic system for submission of the report, use that system to prepare and forward your request to OSP (AOR). An example is eRA Commons (NIH).

    • Attach a copy of the report with your Modification Request.

    Restriction Release

    • Include supporting documentation that reflects requirement has been met (e.g. protocol approval).

    Clinical Trial Amendments (CTA)

    Include the following applicable attachments to your request:

    • Amended Scope of Work
    • Updated Protocol
    • Current IRB approval
    • Draft CTA amendment
    • Sponsor/CRO correspondence
    • CTO summary review & approval email with attachments 鈥� if the budget changes by 10% or there are new charges. If the CTO summary review/approval is still pending, state this in the comments. Always provide the most current CTO summary review. Include:
      • Email response from the PI to CTO approving the CTO Summary budget review/approval
      • CTO Billing Grid and Budget attachments

    Programmatic Changes

    Key Personnel Changes – including PI

    Work Scope Change

    Schedule Changes

    Extension Requests

    • Attach a copy of a completed for both no-cost extension and temporary internal extension requests
    • You may also need to attach a concurrence letter

    Review guidance on Extension Requests

    End of Award Changes

    Early Termination, Relinquishments and Award Transfers

    Attach an End of Award Form

    Defining the Attachment

    Once you have uploaded an attachment, you will see several columns:

    • File Name 鈥� the name of your file
    • Type 鈥� select a value from the menu as shown below 鈥� this is a required field
      • Agreement Documents
      • Cost Share Addendum
      • Internal (UW) Document
      • Correspondence with Sponsor
      • Non Financial Report
    • Description 鈥� enter a brief description of the file 鈥� this is a required field
    • Attached On 鈥� displays the date and time the document was uploaded

    Note: The maximum file size is 100MB. A message of 鈥淐an鈥檛 upload鈥攆ile exceeds 100MB limit鈥� will display if your file exceeds that size.

    The attachments will display in reverse chronological order of their most recent version.

    The following image shows a newly uploaded file, with the Type menu expanded and a red exclamation alert for the missing Description:

    Awards supporting attachments with one file and Type drop-down list

    Selecting the blue caret (>) to the left of the file name will expand the row. Information about the version of the attachment will display, along with a Version Comment field. The following image shows an expanded entry:

    supporting attachments example with version comment

    Attachments can be downloaded from the Award.

    While your Award Setup Request is in Composing status, you can delete an attachment by selecting the blue trash can icon at the far right.

    Note: Do not delete OSP- or GCA-generated documents unless instructed.

    This opens a confirmation dialog window, as shown below:

    Awards delete attachment dialog window

    To cancel the process, select the blue X in the upper right, the Cancel button, or simply click outside of the dialog window.

Modification Requests

SAGE Awards allows campus preparers to request modifications to their awards.

A modification refers to any change to the award record.

Use a modification to:

  • Make a change in scope of work (change in direction, aims, objectives, purpose)
  • Provide additional compliance requirements not in an earlier eGC1, such as animal or human subjects or cost share
  • Identify additional funding, including when award exceeds 25% or more of the original eGC1 amount
  • Provide non-SNAP Research Performance Progress Reports (RPPRs) or other progress reports requiring institutional submission by OSP

For more detailed information on the data to include, see:

Award Setup Request Header and Navigation

Select each of the following for information about the Award Setup Request Header and Navigation:

Award Setup Request Header Elements

At a glance, the header contains the following information, reading from left to right:

  • A blue arrow that returns you to the task list
  • 鈥淣ew Award Setup Request鈥� default title
  • Request ID: prefix ASR with unique 6 digit number
  • Request Application (eGC1) ID with link to open
  • Award Activity: Workday Award ID
    • Note: The Workday Award ID is only visible if the award is Processed or is associated with a Processed Advance.
  • Request Status (Composing, OSP Setup, etc.)
  • A 鈥淢ore actions鈥� menu (3 vertical blue dots). Choices vary with status:
    • Add comment
    • Change Request Application (eGC1)
    • Delete request. Note: ASR鈥檚 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鈥檚 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 鈥淎dd comment鈥� 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

Delete Request

Select 鈥淒elete request鈥� to remove the Award Setup Request from the system.

more actions delete request

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鈥檚 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.

Below the Form Sections are links to Awards Approvals, Awards Access & Roles, and Awards Comments & History.

Awards navigation menu

Previous and Next Section Buttons for Navigation

At the bottom of each section a button for the Previous Section and the Next Section will appear, as appropriate.

previous and next section buttons

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:

 
Campus user with edit/view rights
  • Composing
  • Returned
  • Withdrawn
  • OSP Setup
  • Routing
  • OSP Assigned
  • GCA Assigned
  • GCA Workday Setup
  • Denied
  • Processed
Campus Approvers, including Ad Hoc Approver Note: Form sections are read-only.
  • OSP Setup
  • Routing
  • OSP Assigned
  • GCA Assigned
  • GCA Workday Setup
  • Denied
  • Processed

Complete an OSP-Generated Award Setup Request

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听Composing听status.听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,听 it displays a “review” version and cannot be edited.

Review the FAQ: What do I do when I receive an Award Setup Request created by OSP?听 for an overview, details on what data OSP will enter, and what data you will need to enter and review.

Award Setup Requests

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.

Review the FAQ: What do I do when I receive an Award Setup Request created by OSP?听 for an overview, details on what data OSP will enter, and what data you will need to enter and review.

 

Awards

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.听 To make changes to your existing award, you would create a Modification Request.

Awards requests components