Selection of all appropriate subcategories within the Modification Overview communicates the type of modification being requested. The subcategory selections are critical to OSP and GCA review of the modification, and dictate the types of supporting materials required for processing.
Modification Subcategory Summary
The Modification Subcategory Summary displays all subcategories already selected by the user. This is a helpful way to view the selections without switching between the subcategory tabs. You can also quickly remove a subcategory from the summary section. For Modifications created prior to the release of subcategories, you may see a “Legacy: ” category listed here. For processed items the legacy categories will show at all times. For in-progress modifications, legacy categories will only show temporarily, until a more granular subcategory is selected.
Select all subcategories that apply
In this section you will see three tabs that represent high-level modification categories: Funding Changes, Schedule Changes, and Other Changes. Click on each tab, and select all appropriate subcategories that apply to this modification. You can select one or more subcategories (e.g., for an extension with funding, click the Funding Changes tab and select ‘Supplement’; then click the Schedule Changes tab and select ‘Extension’). Make sure to select all subcategories that apply to your request.
Note: The subcategories shown on screen will vary, based on whether campus initiated a GCA Only modification or an OSP & GCA modification at time of creation.
OSP/GCA subcategories include changes that require sponsor approval, an authorized official signature, or review from the Office of Sponsored Programs (OSP). Review guidance and instructions on which subcategories to use for OSP/GCA Modifications on Award Changes.
Note: If sponsor approval is required, campus should follow the prior approval process and attach the approval or the revised notice of award. If concurrence is needed to request prior sponsor approval, they should attach a concurrence letter and add a comment.
OSP/GCA Funding Changes
Subcategory
Additional Details
Carryover
For sponsors who don’t allow automatic carryover from one budget period to the next. Review detailed instructions for requesting Carryover.
Cost Share Change
Attach Cost Share Addendum and other relevant documentation such as third-party letters. Review detailed instructions for Cost Share Changes.
Deobligation
Sponsors use deobligation when:
UW did not spend & draw down / invoice for the full award amount by end of project period
Sponsor decides to reduce award amount related to project needs
Often may be accompanied by an Early Termination. Reduces funding on an award. Examples: Award will end early, sponsor reduced the amount, scope changed. Attach End of Award Form. Review detailed instructions for Deobligation.
Equipment Addition
Adding equipment may result in rebudgeting, which you may also need to check as a subcategory. Review detailed instructions for Equipment Addition.
Rebudgeting
Changes between budget line items requiring sponsor approval. Review detailed instructions for Rebudgeting.
Relinquishment
Formal process when award is transferring to another institution.
Attach End of Award form. Review detailed instructions for Relinquishment.
Subaward: Request Prior Approval
Attach concurrence letter or sponsor approval and subaward documentation per GIM 7. Review detailed instructions for Subaward MOD request.
Supplement
Sponsor awarding additional funds on an award, including incremental or supplemental funds. Review detailed instructions for Supplement.
OSP/GCA Schedule Changes
Subcategory
Additional Details
Early Termination
Attach End of Award form. If there is a deobligation you will also select that subcategory & follow those instructions as well. Review detailed instructions for Early Terminations.
Extension
Adds time on an awarded project without funding. Attach Extension form. Review detailed instructions for Extension.
Extension: Temporary Internal
Extends award to post expenses pending additional funding or formal extension. Use when
Update or change to PI or named Key Personnel. See guidance and for Change of PI, attach form.
Other Changes
Use only for requests that are not listed in other MOD categories. Review all subcategories as well as the GCA Only subcategories to confirm before selecting.
Changes to scope of work that require sponsor approval. Review detailed instructions and guidance for Work Scope Changes
GCA Only Subcategories
The GCA Only subcategories are Modifications that do not require sponsor approval or OSP review.
GCA Only Funding & Budgeting Changes
The following subcategories appear when you review the GCA Only Modifications within the Funding & Budgeting section. Review the guidance on requesting these subcategories:
Subcategory
Additional Details
Award Line Addition
This request includes the creation of a new award line, including subaward lines. Request can be with or without funding of the line.
Cost Share Change – When Sponsor Approval Not Required
Attach Cost Share Addendum and other relevant documentation such as third-party letters.
Rebudgeting – sponsor approval not required
This request includes rebudgeting to transfer funds between award lines, including supplementing an existing award line for a subaward when sponsor approval is not required. See Grant and Contract Accounting:
Post Award Fiscal Compliance:
GCA Only Schedule Changes
Subcategory
Additional Details
Pre-Award Spending Period Change
This request includes updating the Award Calendar to allow a Pre-Award Spend Period when no sponsor approval is required.
Start Date Change
This request includes updating an award line/s start date when no sponsor approval is required.
GCA Only Other Changes
Subcategory
Additional Details
Award Line Type Change
This request includes updating an award line type When no sponsor approval is required. Some type changes may require a new award line. Please reference: .
Cost Center Change
This request includes updating a cost center when sponsor approval is not required.
Location Change
This request includes updating a location when no sponsor approval is required.
Other Changes
This request includes all other remaining requests that do not have their own subcategory when no sponsor approval is required.
Modification Details
After selecting the appropriate subcategories, the Modification Details section must be completed for all Modification requests in SAGE.
Sponsor Award Number – This is a helpful reference point and will appear on the request list
Sponsor Modification Number – Entering the modification number will help OSP and GCA know the order they should process requests in, when multiple exist for the same award
Award Line(s) / Budget Period Start and End Dates – These dates confirm the sponsor-approved dates and are necessary for accurate setup in Workday
Modification Application – Add another application (eCG1) if there is a proposal submission process for a Non-Competing Continuation, Supplement, or Revision
Request Amount – If there is a funding change, enter the amount to add or subtract from the award. Use a negative sign to indicate subtraction (e.g. -$200.50)
Modified Sponsor Total for All Spending Periods – This represents the new overall total funding for the award, as identified by the sponsor
The sponsor has a deadline for accepting the award (toggle):
Use only when the sponsor has specified a required date to receive the signed award by. Documentation from the sponsor will need to be attached when making this request.
Selecting the toggle displays the Deadline for Accepting Award Date field.
Workday Award Details
The Workday Award Details side panel will display within the right side panel upon opening the MOD. To close the Award Details side panel, click the blue X in the upper right corner. To re-open the Award Details side panel, click the Workday icon.
Short Title:Â From the Award (below New Modification Request)
Modification Type:Â OSP & GCA or GCA
Request ID: Prefix “MOD” with unique 5-digit number
Help Link icon
Award Application (eGC1) with link to open
Award Activity: Associated award number from Workday Finance
Request Status (OSP Setup, OSP Assigned, Processed, etc.)
A list of all award statuses can be found in this user guide article
“More actions” menu with drop-down list showing “Add comment” and ”Delete request” (options vary)
The following image shows a Modification Request header:
“More Actions” Menu
This menu varies depending on the status of the Modification Request.
Request Status
Add Comment
Assign Request
Delete Request
Composing
Yes
N/A
N/A
OSP Setup
Yes
Yes
Yes
OSP Assigned
Yes
Yes
N/A
GCA Assigned
Yes
Yes
N/A
GCA Workday Setup
Yes
Yes
N/A
Routing
Yes
N/A
N/A
Processed
Yes
N/A
N/A
Returned
Yes
N/A
N/A
Withdrawn
N/A
N/A
N/A
Denied
Yes
N/A
N/A
The following image shows an example of the “More Actions” menu, including the Delete request option:
Add Comment
Select “Add comment” to include a comment in the Comments & History section.
The following image shows the Add Comment window. Enter your comment, then select Add Comment.
Assign Modification Request
Select “Assign request” to assign the Modification Request to an OSP individual and/or team.
The following images show the Assign Award Setup Request dialog window and a portion of the Select OSP Team menu:
The OSP Team choices are:
Team A
Team B
Team C
Team D
Failover Team
Federal Assistance Intake
Non-Federal Intake
Subcontracts Team
Choose the appropriate assignment and select Reassign Request.
Delete Modification Request
Select “Delete request” to delete the Modification Request.
The following image shows the Delete Modification Request? window.
Select Cancel to exit
Select Delete Request to permanently remove the request
Modification Request Form Sections
On the left side of the page is the Navigation Menu, divided into two parts.
From the top part, you can access the Form Sections. The section being displayed will be highlighted. Select any section name to navigate to that section.
Select each of the following for more information:
This section lists any additional attachments relevant to the award that were uploaded by the request preparers.
The instructions read: Please upload all attachments that support your request. Common examples of supporting attachments include correspondence with the sponsor, compliance protocols or approvals, agreement documents and notices of award, and copies of reports.
You can select a file, then drag and drop it here, or use the Browse for Files link.
The following image shows this section:
Once you have uploaded an attachment, you will see several columns:
File Name – the name of your file
Type – select a value from the menu as shown below
Agreement Documents
Cost Share Addendum
Internal (UW) Document
Correspondence with Sponsor
Non Financial Report
Description – enter a brief description of the file
Attached On – displays the date and time the document was uploaded
Note: The maximum file size is 100MB. A message of “Can’t upload—file exceeds 100MB limit” will display if your file exceeds that size.
The attachments will display in reverse chronological order of their most recent version.
This image shows a newly uploaded file, with the Type menu expanded.
Selecting the blue caret (>) to the left of the file name will expand the row. Information about the version of the attachment will display and a Version Comment field. The following image shows an expanded entry.
Attachments can be downloaded from the Award.
To delete an attachment, select the blue, trash can icon at the far right. This opens a confirmation dialog, as shown below.
To cancel the process, select the blue X in the upper right, the Cancel button, or click outside of the dialog.
The Review & Submit page displays a read-only summary of the information entered for each section. Use the blue carets (>) to expand each section and view the data.
By default, the General Information section will be expanded when you open this page. Only one section can be expanded at a time. When you expand a different section, the current one will automatically collapse.
Below the sections are one or more buttons. The actions you can take will vary depending on the type of Modification Request and its current status.
The following image shows the page with all of the sections collapsed, for an OSP/GCA type modification request with a status of OSP Assigned:
Subaward requests can now be submitted using SAGE. With the transition to Workday, subawards are now associated with Awards, rather than Funding Actions (FAs). To set up a new subaward, users will search and select their award, and the eGC1 data will default based on the award selected.
Funding Action (FA) Validation and Lookup Removed
Since subawards are now associated with awards, the subaward FA lookup is no longer active or needed, and the validation has been removed. For legacy subawards, the FA fields will continue to display for reference.
Holds on Award Setup (ASR) and Modification (MOD) Requests
OSP and GCA Can Apply Holds to ASRs and MODs
OSP and GCA can now set and remove holds on ASR and MOD Requests. A new Holds section is available in the left navigation. After saving holds, an entry will display in the Comments & History section of the ASR/MOD.
History of Holds Added to Comments & History Section
Campus, OSP, and GCA can view the history of holds activity on the Comments and History section of the ASR or MOD request.
Holds Banner Displays on ASR and MOD Requests
When holds are applied to an ASR or MOD request, users will now see a banner at the top of the request, alerting them to the hold. The campus banner will be informational only, and highlighted in blue. The OSP and GCA banner will be red, and indicate any action that may be needed before moving the item forward in the workflow.
Campus banner
OSP & GCA banner
Required Fields on Award and Budget Setup
Required Fields on SAGE Budget Worksheets
The SAGE Budget worksheet settings have been updated to show an asterisk next to fields that are required for ASR and MOD requests. These fields support the Workday award data needs.
In the SAGE Budget Salary and Benefit Costs section, additional help text has been added to remind campus that a person must be entered with the Principal Investigator role to provide the necessary grant PI data to Workday for award setup.
Required Fields on Award Setup Requests
Required fields on the Award Setup Request now display an asterisk next to the field label. When the user clicks in a required field and navigates away, additional red highlighting will draw their attention back to the fields required.
Miscellaneous Maintenance
eGC1 Status Updated to “Awarded” When Awards Are Processed
When awards are set up in Workday and the award setup request is marked as “Processed” in SAGE, the associated eGC1 status will now change from “Approved” to “Awarded.”
OSP Ability to Change the Linked eGC1 on Award Setup Requests
When OSP initiates an ASR and while it is in “OSP Setup” status, OSP can now change the linked eGC1 if an error has been made, prior to sending the ASR to campus. OSP will need to refresh the “Access & Roles” section after changing the eGC1 to see updated eGC1 data.
Modification Start and End Dates Display for Schedule Changes
On Modification Requests, when users select the Schedule Changes category, the “Current Authorized Spending Start Date” and “Current Authorized Spending End Date” fields will be visible and enabled for users to enter the dates. Existing MOD requests already processed with the Schedule Changes category will display the date fields without any dates populated.
Removal of Deny Reason for Requests
An issue was preventing the deny reason on requests from saving properly. Until a full fix can be completed, in the interim, the deny reason field has been removed and OSP or GCA will now enter the reason as a comment instead. The denial reason field will be added back into a future release.
Advance Extension Requests No Longer Show Former Budget Numbers
The former budget numbers no longer display for users on new Advance Extension Requests.
Award Request List Default Set to 25 Rows for OSP and GCA
In order to improve performance and reduce load on systems, the defulat setting of the Award Request List for OSP and GCA will initially show 25 rows instead of 50 rows. Users can still set it to up to 50 rows if needed, for now, but with dome deteriorated performance expected.
Fix: Truncated Comments on Requests with URLs
ASR and MOD request comments with URLs in them now show proper alignment without truncation.
Fix: SAGE Budget Personnel Side Panel Freezes
The SAGE Budget TBD personnel entry has been updated to prevent side panel freezing when users clicked out of fields quickly, prior to SAGE saving the data.
Update: Missing PI Validation Message on Award Setup Requests
The language used on the Award Setup Request Review and Submit page when the SAGE Budget worksheet PI is missing has been updated to direct users back to SAGE Budget to add a worksheet PI.
Fix: Cannot download previous version of attachments on Requests
Users can now select the current or prior version of attachments on ASRs, MOD, and Advance requests.
Fix: Animal Use Protocols Not Always Saving Country Data
An issue with the saving of “Country” data when a new institution was added to Animal Use protocols on the eGC1 has been fixed.
Due to performance issues, we have temporarily deactivated the “Processed” status filter on the SAGE Advance Tasklist. While we work on improvements, this temporary solution will protect system performance and mitigate risk. In the meantime, if campus users need to locate a processed advance, they should use Advanced Search and search by either the Advance number or the eGC1 number to find an item.
Please note that SAGE Central filters will not change, but we recommend avoiding filtering for all “Processed” advances until we patch the issue next week.
User Interface Design Component Updates
A required Angular Material version upgrade has been completed, which has slight impacts to the SAGE user interface. The design changes of note include the following:
SAGE Budget, Advances, and Awards Sections: Excess table spacing has been reduced, small font sizes have been increased, and all capital letters on buttons and table headers have been removed to improve readability and accessibility.
SAGE Budget Icons: Subaward and Fabrication worksheet icons have been updated in the left navigation and the Budget Summary section within the Other Costs table. The More Actions menu (three dots) has been replaced with a Delete Worksheet button for Internal, Subaward, and Fabrication worksheets in the left navigation.
The Comments & History page displays entries for Events in the Award Setup Request process. You can also add a comment at any time. The entries display in reverse chronological order, so the most recent one is first.
The following image shows an example of the Comments & History page.
The table columns are:
Action Taken: Event that created the entry (see table below for details)
Timestamp: Date and time of the event
Name: User whose action triggered the event or who manually added a comment
Comment: Text of the comment, either system-generated or user-entered
Note: Not all Events have comments. For those entries, a dash (-) will appear in the Comment column.
When an Award Setup Request is editable, you can manually add a comment by selecting Add Comment above the table, as shown in the following image.
A dialog window will display. As you start entering your comment, the Add Comment button in the lower right corner of the window will be enabled. Select it to save your comment.
You can only delete your own manually added comments. To remove the comment, select the trash can icon to the right of the comment in the table.
You can also add a comment from anywhere within the Award Setup Request by selecting the “more actions” (3 vertical dots) icon at the far left of the header, and choosing Add Comment.
Event Entries
The system will add an entry for the events described in the following table. The “Comment Type” column indicates if there will be any comment text, and if so, whether it is system-generated or user-entered.
History Event
Event Trigger
Comment Type
History Event
Event Trigger
Comment Type
Created request
Selecting eGC1 after searching
N/A
Submitted for routing
Clicking “Submit & Route” button on the Review & Submit page
System-generated
Resubmitted for routing
Clicking “Submit & Re-route” button on the Review & Submit page after a return
Campus user comment is required to complete the process
Approved
Reviewer/OSP/GCA clicking “Approve” button in the approval modal from Request Summary page of routing Adward Setup Request
N/A
Returned
Clicking “Return Request” button in the return modal of an Award Setup Request
User-entered comment is required to complete the process. The comment is limited to 1,000 characters.
Withdrawn
Clicking “Withdraw” button
N/A
Denied
Clicked “Denied” on the Review & Submit page
User-entered comment is required to complete the process
Added ad hoc approver
Clicking “+” icon to add an ad hoc approver on the approval graph
User-entered comment is optional
Removed ad hoc approver
Clicking the “more options” menu, then “remove reviewer” on the ad hoc approver’s node on workflow graph node
User-entered comment is optional
Commented
Clicking “Add Comment” button on the Comments & History page, or by selecting “Add Comment” from the “more actions” menu in the advance header
User-entered comment is required to complete the process
Select the Awards tab, and then select the Create a Request link. It opens a menu with the following choices:
Award Setup Request
Modification Request (OSP/GCA)
Involvement needed from OSP and GCA
Modification Request (GCA)
Only GCA needs to review
Use Modification Request (OSP/GCA) for all changes that require sponsor approval, an authorized official signature, or review from the Office of Sponsored Programs (OSP).
Use Modification Request (GCA) for requests that do not need OSP review and can be submitted directly to Grant & Contract Accounting (GCA).
The following image shows the expanded Create a Request menu.
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.
You can search for the award you want to modify by Award ID. The ID can be found in Workday Finance.
When OSP creates a Modification Request (OSP/GCA), the status will be OSP Setup.
When OSP creates a Modification Request (GCA Only), the approval flow will be campus to GCA.
