To request the status updates, your application must

• have a status of In OSP
• have a post-submissionĢżGrants.gov tracking number

To start the process:

1. Open and unlock the application
2. Click on the Status tab
3. Enter the complete tracking number (GRANT plus all digits) in the text box.
4. Click the “Receive Adobe Status Updates” button to start the process.

Information about the submission status will display on the application’s Status page and the History & Comments page.

Status updates will begin to flow through to SPAERC within 10Ģżminutes.Ģż SPAERC users can edit the Grants.Gov tracking ID while the application is still in “In OSP” status. OnceĢżyou approve the application, you can no longer edit the tracking ID. If you need to change the tracking ID of an approved application, contact the SAGE Help Desk.

Receiving the status updates will also cause the Adobe Submission iconĢżto appear on the tasklist for the application.

The post Adobe Submission Status appeared first on SPAERC.

Not finding the sponsor you are looking for?

We recommend you try your search again using single words, abbreviations, or alternate spellings. A partial search term such as “American” or “Americ” will return all sponsors whose names contain that term. You can also search on common acronyms, such as “NIH.”

If you cannot find the sponsor you are looking for, please follow the Sponsor Request Instructions below:

Sponsor Request Instructions

• 1. Select “Request Sponsor.”
  2. Navigate to the Sponsor Request form in a separate browser tab.
  3. Fill in the form, and then select “Submit.”
  4. Leave the Sponsor blank until the new sponsor is added in order to route your eGC1.

You will receive an email confirming the new sponsor is now available. Return to your eGC1, search again for that sponsor and select it.

The Request Sponsor button displays below the instructions.

The post Campus needs to use a sponsor that’s not listed. What steps need to be taken? appeared first on SPAERC.

Session Timeout Handling Improvements

When any open SAGE Suite application is left idle for 40 minutes (this can vary if you have other applications open that require 91Ģ½»Øauthentication), users will now see an on-screen warning that their SAGE session will time out in 5 minutes without further activity. Renewing your 45 minute session can be done by simply clicking ā€œKeep Workingā€ in the warning pop-up. If your session expires, the system will automatically redirect you to a login page. This change will provide clear and consistent handling of session time-outs, reducing user confusion and accidental data loss.

SAGE eGC1

Improved eGC1 Status Handling at the Time of Award

An eGC1ā€™s status changes to ā€œAwardedā€ when a child funding action is initially sent to GCA. However, there were certain circumstances when the eGC1 status wasnā€™t updating appropriately if the child funding action was returned to OSP and then re-parented to a new eGC1. To catch these cases, the eGC1 status will also update to ā€œAwardedā€ if the child funding action is ā€œRe-Sent by OSPā€ to GCA. Existing eGC1s in ā€œApprovedā€ status with a child funding action in ā€œProcessedā€ status were updated to ā€œAwardedā€ status.

SPAERC

Update Subaward Expiration Rules (delayed release)

The nightly batch job that updates the subaward status was simplified, and now evaluates Subaward End Date only. If the Subaward End Date is in the past, then the status is changed to ā€œExpiredā€. If a new modification is approved, the subaward status will be changed to Active once again.

The post January 2020 Maintenance Release appeared first on SPAERC.

The eGC1 Compliance Questions and Explanations pages have been replaced by a new page called Non-Fiscal Compliance. This consolidation provides a more streamlined experience for preparers and reviewers.

Updated questions reflect current institutional needs, with improved clarity in mind.Ģż Links to supporting guidance have been added to assist preparers in understanding the policies and regulations behind each question. .

Design improvements make the page easier to navigate and gauge progress toward completion.

eGC1s that are in routing at the time of this release will display the old compliance questions that existed when the eGC1 was initially routed.

However, any eGC1 that is returned or withdrawn after the release will be reset with the new compliance questions. Answers to the previous questions will no longer display. Plan for additional time to re-complete that page in case a return or withdrawal is necessary.

Zipline and Hoverboard linked to eGC1

Human Subject (Zipline) and Animal Use (Hoverboard) protocols can now be linked to your eGC1. Searching by IRB Application Number or IACUC Protocol Number will allow you to pull in real-time information, reducing manual back-and-forth between systems and improving the accuracy of protocol details in SAGE.

Improved Collaboration

Send page link to PI, Reviewers

From any standard eGC1 page (excluding Grant Runner forms), the URL is now a direct link that you can copy and share with others who have access to that eGC1. This will be particularly useful when collaborating with the PI on completing the Non-Fiscal Compliance page.

Multi-User Editing (limited)

Currently, only one person can edit an eGC1 at a time. However, the Non-Fiscal Compliance page can now be edited, even while someone else is working in other areas of the eGC1. This will avoid situations where the PI could be blocked from contributing to the Non-Fiscal Compliance page while the administrator is currently editing other areas of the proposal.

The post May 2018 Compliance Release 2 appeared first on SPAERC.

NIH Required Fields Added to HSCT

To assist researchers in filling out the Human Subjects & Clinical Trials (HSCT) form, NIH required fields are now indicated with an asterisk and red highlighting. These same fields will have validation messages when the user clicks ā€œShow Form Errorsā€ at the top of the form. All NIH errors and validations will continue to show when the full application is checked by clicking ā€œCheck for Errorsā€ in the left navigation of SAGE.

eGC1 Data Sync Improvements with Grant Runner Forms

To help prevent data inconsistencies when multiple browser sessions are open, the data sync between the eGC1 and Grant Runner forms has been improved. ĢżWhen you make updates to information in the eGC1 that flows through to Grant Runner forms, those updates will now automatically sync with each save/refresh of the eGC1.

Improved Accessibility for ĢżKeyboard and Tab Order Functionality

To meet accessibility standards, all Grant Runner forms are now accessible using keyboard only functionality. ĢżIn addition, tab order has been improved to be more logical and intuitive, reducing the number of times the user has to press the tab key. Ģż

Error Messages Enhanced

Question numbers have been added to error messages on all Grant Runner forms. This update will help users quickly identify the specific error within a form. ĢżThis will be especially helpful for longer forms such as the new Human Subjects & Clinical Trials form.

The post April 2018 SAGE Grant Runner Release appeared first on SPAERC.

NIH will require the use of FORMS-E application packages for due dates on or after January 25, 2018. ĢżGrant Runner now includes the FORMS-E version for the following agency specific forms. Ģż

• PHS 398 Cover Page Supplement
• PHS 398 Research Plan
• PHS 398 Career Development Award Supplemental
• PHS 398 Modular Budget (expire date change only)
• PHS Assignment Request
• PHS Human Subjects and Clinical Trials Information (New!!)

Federal-wide form updates that will also be incorporated into FORMS-E packages, and which are supported by Grant Runner, include:

• RR Budget and Subaward Budget
• RR Other Project information

NIH Form Change Resources

Review more information on:

High level FORMS-E

NIH:

NIH: FAQS for

New Human Subjects and Clinical Trials Information Form

Grant Runner now includes the new PHS Human Subjects and Clinical Trials Information Form. ĢżYou will have the option of completing the form in its entirety directly in Grant Runner, or importing a completed PDF version of the form into Grant Runner. ĢżDue to the length of this form, it is recommended that you preview the form in Grant Runner or in PDF format, early in the proposal development process to plan appropriately for the information collection involved.

SAGE Subawards

Subrecipient Re-Certification Status and Form

When completing the subaward request in SAGE, a prompt will display below the subrecipientā€™s name if their certification status is in an expired state and needs re-certification. This prompt will have a link to the Subrecipient Certification PDF form that can be uploaded in the Attachments section of the Subaward Request once completed. Attachment of the Subrecipient Certification form is not required prior to submission of the subaward request. This status prompt and link will also display in the Subaward Overview Summary section.

SAGE eGC1

Non-Award Agreement Application Types

SAGE now provides a dedicated, streamlined eGC1 format for submitting Non-Award Agreements to OSP by requiring only the set of fields necessary for these application types. You will now select Application Types ā€œNon-Award Agreement (new)ā€ or ā€œNon-Award Agreement (continuation)ā€ for the following types of agreement:

• Confidentiality Agreement
• Data Use Agreement
• Memorandum of Understanding
• Unfunded Collaborative Agreement
• Unfunded Research Agreement
• Affiliation Agreement
• Master Transfer Agreement

Note that you should select ā€œNon-Award Agreement (continuation)ā€ to extend an existing agreement beyond the initial term.

Activity Locations Survey

We want your feedback on the new look and feel of the Activity Locations page. Click the ā€œGive Feedbackā€ link at the top of that page and let us know what you do/donā€™t like about the design as we evaluate updates to other parts of SAGE.

The post December 2017 SAGE Grant Runner Release appeared first on SPAERC.

There are more changes coming to the Compliance page in a later release that will build upon these enhancements.

Compliance Page Changes

New Activity Locations Page

A new page has been added to the eGC1 that centralizes details related to the location of research activities in a proposal.

This page includes relocated questions, as well as more detailed tracking on each location where 91Ģ½»Øwork will take place. The sections on this page are:

Activity Locations

• Includes identification of each location where 91Ģ½»Øresearch activities are taking place along with details helpful for budgeting and F&A rate determination.
• The Location Search integrates with the UWā€™s space tracking system GeoSIMS, allowing you to partially enter a facility name, address or facility code and populate the eGC1 with the data for that location.
• You can also manually enter locations not found in GeoSIMS.

Space Planning

• Includes the ā€œconstruction or renovationā€ question formerly on the Compliance page, along with approval details when answered ā€˜Yesā€™.

International Involvement

• Includes the international involvement question and country identification formerly on the Details page. Country is now sourced from the more comprehensive international standard ISO 3166.

This new page introduces an updated, intuitive and more modern experience for SAGE. Based on feedback from users, we will be incrementally updating SAGE to new design standards with each new release.

Fiscal Compliance Combined with Budget

The existing FG-1, FG-3, and FG-7 compliance questions related to fiscal compliance have been relocated to the top of the Budget page (now rebranded ā€œBudget & Fiscal Complianceā€), along with the useful explanations when ā€˜Yesā€™ is selected.

Details Page Updates

The existing NG-3 ā€œoriginating sponsorā€ compliance question has been relocated to the Details page directly below the Sponsor selection.

The international involvement question has been relocated to the Activity Locations page.

PI, Personnel, & Organizations Page Updates

The existing FG-8 Compliance question on interdisciplinary facilities, service centers, etc. has been relocated to the PI, Personnel, & Organizations page. In a previous release, the FG-9 ā€œother organizational reviewersā€ question was relocated to this page as well. With these two changes, you can now better manage your eGC1 approvals in one location.

SAGE Toolbar Update

The ā€œreset formā€ icon on the upper SAGE toolbar has been removed. Removal of this rarely used feature will allow the application design to progress to more modern standards.

SPAERC: Intellectual Property Questions Added to FA/PAC/NAA

A new question has been added to the FAs, PACs, and NAAs in SPAERC for OSP post-award administrators to indicate when an agreement includes an upfront exclusive commercial license or ownership over the projectā€™s intellectual property. CoMotion will receive notification when these are marked YES in order to get a jump start on IP negotiation.

SPAERC: BUG FIX – Internal OSP Notes no longer display in SAGE Subawards ā€œLatest Updateā€

An issue that was causing internal OSP notes for subawards to display in SAGE under ā€œLatest Updateā€ for requests in process has been resolved. The ā€œLatest Updateā€ will now only display the most recent status update and any accompanying comments to/from campus and OSP.

The post October 2017 SAGE Compliance Release 1 appeared first on SPAERC.

New ā€œApplication PIā€ Role

For certain types of funding applications, there is a need to list a PI (Principal Investigator) on the sponsor application forms that differs from the PI on the eGC1. This is often the case with NIH Career Development mentored opportunities and Fellowships, when the PI on the sponsor forms does not meet the eligibility requirements necessary to serve as a 91Ģ½»ØPI.

In order to better identify and accommodate this situation, a new personnel role type has been created on the ā€œPI, Personnel and Organizationsā€ page, called ā€œApplication PIā€. When the Application PI role is selected, additional contact details for person will display and be editable. This will allow preparers to call out the contact information to be used on the sponsor forms. This is particularly important for NIH applications using Grant Runner.

This new role should only be used when there is a need to designate a different PI on the sponsor forms than on the eGC1.

ā€œApplication PIā€ flow to Grant Runner Forms

When an Application PI role is assigned to a personnel entry, and Grant Runner is being used to complete the sponsor forms, then the Application PI name and contact information will automatically flow through to the SF 424 and Key Person Expanded forms where the Application PI is listed.

ā€œApplication PIā€ and Approvals

When an Application PI is identified in the Personnel section of the eGC1, that individual will automatically be added to the approval graph, directly after the eGC1 PI. As such, they will automatically receive the same approval notification email that the eGC1 PI receives.

When the Application PI initiates their approval, they will be presented with an Assurance Statement, in the same way that the eGC1 PI is. Their approval will also represent that they have read and are providing the appropriate assurance as required by the sponsor.

ā€œMultiple PIā€ Approval Changes

In order to improve efficiency and ensure compliance with federal rules around provision of assurance statements by Multiple PIs, SAGE will now automatically add personnel with the role type of Multiple PI to the approval graph. As is the case for the eGC1 PI and Application PI, the Multiple PIs will automatically receive approval notification email, and will be presented with an Assurance Statement at time of approval.

Bug Fixes: SAGE Suite

SPAERC: Commas in file names cause errors when opening attachments in Chrome

An issue has been fixed in SPAERC, where Chrome users were unable to open attachments which had commas in the file name. Users can now open these attachments without error.

SPAERC: eGC1 campus comments added to SPAERC control sheet

In order to add more visibility to the instructional notes and comments that campus users enter for OSP, the eGC1 Campus Comments field is now added to the SPAERC Control Sheet, and removed from the OSP Notes tab where it is less noticeable. The field has also been relabeled to ā€œeGC1 Campus Commentsā€ in all locations where it displays in SPAERC, for consistency and clarity.

The post September 2017 SAGE Maintenance Release appeared first on SPAERC.

Updates throughout SAGE Suite.

Data Source Updates

SAGE Suite will now use Workday data rather than HEPPS data.

Infrastructure Updates

Technology updates were made to modernize and stabilize SAGE system as areas of the software were updated.

SAGE Personnel Chooser (throughout SAGE Suite)

Search Options

Now search by EmployeeID, in addition to Name and 91Ģ½»ØNetIDĢż

Academic Appointments and Positions

When a Position and Academic Appointment are linked, they will be combined and displayed in one line

Displayed Fields

• Employee Name will display legal name
• Title will display the more useful Academic Appointment title when available. If not available, then Position title will display.
• Academic Appointment Type will display next to Title. This is new data available through Workday that provides information about the nature of the Academic Appointment.Ģż Academic Appointment Types can be Primary, Joint, Dual, or Admin.Ģż Academic Appointment Types are not applicable to Positions.
• Associated Organizational Units will display:
  • Organization Name and Code display for Positions and Academic Appointments associated with a Position
  • Supervisory Organization Name and Code display for Academic Appointments not related to a Position
  • An indicator of a personā€™s Primary Position now displays next to the unit where the Primary Position resides. Primary Position replaces the former ā€œhome departmentā€ concept when determining necessary approvals.

SAGE eGC1 PI, Personnel, & Organizations Page Updates

Additional Organizational Reviewers Moved to Renamed PI, Personnel & Organizations Page

The former FG-9 Compliance page question for identifying additional organizational reviewers has been moved to the PI, Personnel & Organizations page, to align it with the personnel entries that are also feeding the approval graph.Ģż While selecting personnel, if joint appointment units need to be identified, you can now do so from the same page.

View Approval Graph link added to PI, Personnel & Organizations Page

The View Approval Graph link will now show in two places on the eGC1 — on the Certify and Route page (as always) and now also on the PI, Personnel & Organizations page.Ģż While you are changing personnel and adding additional organizational reviewers, this newly added link will allow you to quickly view the impact of your changes on the approval graph.

Primary Position Organization Code Added to Personnel Summary List

Once a person and their corresponding position have been added to the list of personnel, you will now see the organizational units for both the selected position and primary position for the chosen person.Ģż This will be a reminder that the primary positionā€™s organizational unit will appear on the graph as well as the selected position.

SAGE Compliance Page Update

The additional organizational unit reviewers question (FG-9) has been relocated to the bottom of the PI, Personnel, & Organizations page (see above for more details).

SAGE Approvals Updates

Approval Graph Generation

• Primary Position Unit will now be used for adding Reviewers/Watchers to the Approval Graph, as the unit associated with the Primary Position replaces the concept of ā€œhome departmentā€.
• Selected Unit will continue to be used for adding Reviewers/Watchers to the Approval Graph, but the unit will be derived as follows:
  • If the selected line is for a Position, then SAGE will use the Positionā€™s Organization Code
  • If the selected line is for an Academic Appointment linked to a Position, then SAGE will use the linked Positionā€™s Organization Code
  • If the selected line is an Academic Appointment not linked to any Position, then SAGE will use the Supervisory Organization Code associated with the Academic Appointment

SAGE Budget Updates

Restructured to accommodate Workday data integration.

Object Codes

Object Codes

Are less granular in Workday with only one digit of sub-object code.Ģż They are associated with Job Profile and linked to Position rather than Distribution. Impacted Object codes are 01 Salaries and wages, 07 Employee benefits, and 08 Scholarships and awards.

• All ā€˜01-1Xā€™ ā†’ ā€˜01-10ā€™; ā€™01-2Xā€™ ā†’ ā€™01-20ā€™; etc.
• ā€™07-06ā€™ ā†’ ā€™07-00ā€™
• ā€™08-02ā€™ ā†’ ā€™08-00ā€™

Historical sub-object codes are still available for manual selection – if desired; user can select the old/more descriptive title description.

Multiple Object Code Types

The extra modal for Multiple Object Code types has been eliminated.Ģż The system defaults the object code to the one associated with the personā€™s Primary Position.

Benefit Rate & Costs

Default Benefit Exemptions

SAGE will now derive insurance and retirement benefit eligibility using the personā€™s Primary Position Object Code based on info provided by MAA as part of 91Ģ½»ØGIM3 .Ģż This derivation of benefit exemptions works for all object codes except 01-70 (professional staff), which will default to ā€œNoneā€ (no exemptions).Ģż For ā€™01-70ā€™, there will also be an alert/message asking verify and update health and/or retirement benefit eligibility for professional staff personnel.

Earning Codes

In Workday, Earning Codes replaces the concept of Earn Types.Ģż Earning Codes are less granular and do not map exactly to historical Earn Types.Ģż Earning Codes will display on the Line Update page under Pay Type, providing additional context about salary and wages.

Institutional Base Salary ( 91Ģ½»ØMonthly Salary)

Salary and wages that are considered IBS will now be pre-checked based on the updated GIM 35 definition of IBS.

RRD

Reduced responsibility cannot be uniquely identified in Workday, so the RRD personnel notification email from SAGE thatā€™s sent post-award has been discontinued.

Non-Salary Distributions

Object Code ā€˜07ā€™

SAGE does not receive any retiree Supplement data from Workday.Ģż Retirees without regular salaries but with active Academic Appointments can be added to your budget but salary and benefit information must be added manually using the [Starting Monthly Salary] field.

Object Code ā€˜08ā€™

Stipends information under object code ’08’ is available as Stipends without benefits under ā€™08-00ā€™ (less granular object code).Ģż Stipends under Object code ā€˜08ā€™ are not considered 91Ģ½»ØSalary or IBS, and are excluded from benefit calculations.

Salary Amounts

There are 2 separate branches of distributions in Workday: planned compensation and period pays. Both are included in salary calculations for all salary fields.Ģż If current planned compensation and period pays, we will include those.Ģż If no current planned compensation or period pays are available, SAGE will utilize future dated data.

Update or Convert Salary

The SAGE Budget worksheet will now display an ā€œHā€ icon next to Salary and Wages lines last updated with HEPPS data.

If you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to ā€œConvertā€ the salary, which will remove all HEPPS earning lines, and re-add the personā€™s latest salary lines from Workday.Ģż Prior to the removal, the system keeps a snapshot of the HEPPS earning data.Ģż The instant of the snapshot can be viewed using the History tab of a budget.

For Salary and Wages lines created or last updated with Workday data, no ā€œHā€ indicator will display.Ģż The Line Setup modal will allow you to ā€œUpdateā€ the salary (no conversion is needed).

Budget Periods

The Update Periods modal has all periods displayed on the same page for the selected line item.

With the right access, the user can update salary and benefit for each period (and thereafter).Ģż However, if the selected record is personnel from HEPPS, then the Update Salary link will not be visible.Ģż The Update Salary link only works for Workday data.

The display of Sea Pay personnel and salary info has been rearranged and shown with multiple periods.Ģż # of Hour info for each period can be entered on the same page.

Worksheet Line Setup (Non-Personnel)

The ā€œNOTESā€ icon has been removed, and a note section is added to the line Item setup page. Instead of going to Period 1, 2, etc., user can access the new Line Item Update page directly by using the ā€œGo to Iine Item Updateā€.

The Line Setup page includes all periods on the same page.Ģż Other than the calculated fields such as % and totals, cells for all periods can be edited together.Ģż However, the totals are not recalculated upon entry, but upon leaving.Ģż User will only be able to view the new totals after Return to Worksheet.

The post July 2017 SAGE HR/P Release appeared first on SPAERC.

SAGE was updated July 6th to reflect Workday salary and payroll data. This release includes a few fixes to the SAGE system.

Re-enabled Items

Weā€™ve re-enabled the following

• Personnel Chooser: Re-enabled the ability to search for group NetIDs
• Approvals Tab: Re-enabled the Advanced Search
• Subcontract Sub Budgets: Re-enabled the ability to set custom fringe benefit rate settings for sub budgets of type Subcontract

SAGE Fixes

• eGC1 PDF: The PDF version now displays the complete Compliance Details column as well as the new Additional Organizational Unit Reviewers section
• SAGE Budget for Student Aid: The Update Periods window for (08) Student Aid now displays the correct summary amount and no longer displays the unnecessary Ģżā€œLine Setupā€ button.
• Update or Convert Salary:ĢżIf you edit a HEPPS Salary and Wages line, the Line Setup modal will provide a link to ā€œConvertā€ the salary if:
  1. You have access to the budget
  2. The Last Period End Date is in the future
  3. The line was added via ā€œAdd Personnelā€ rather than ā€œAdd TBDā€

  For Salary and Wages lines created or last updated with Workday data, the Line Setup modal will allow you to ā€œUpdateā€ the salary if the above criteria are met.

SPAERC Fixes

• Compliance Q&E:ĢżExplanation information for compliance question HS-1 now displays.

The post July 2017 SAGE HR/P Release Fixes appeared first on SPAERC.