Responding to Returned ASRs and MODs

Overview

When GCA receives a SAGE Award Setup Request (ASR) or a Modification Request (MOD), they may need to return the item to campus for correction.

This web page provides information about why most items are returned, what to do when an ASR or MOD is returned to campus and how to avoid returns in the future.

How to Avoid Returns

To reduce the possibility of a return, review the following before submitting an ASR or MOD:

  • Create all SAGE Budget worksheets especially if there are outgoing subawards, multiple F&A rates, equipment fabrication and participant support costs before submitting an ASR or MOD
  • Check that the SAGE Budget’s “Total Project Costs” match the amount awarded by the sponsor to the penny
  • Check that the SAGE Budget F&A Rate and Base match the F&A information on the award
  • Check that the SPA Type is the same on the ASR and the Primary SAGE Budget worksheet
  • Check that the start and end dates are the same on the SAGE Budget, the ASR’s General Information section, and the Notice of Award
  • Check that the SPA Type on the SAGE Budget worksheet for a MOD matches the SPA Type in Workday (for MODs only)

Common Return Reasons and Resources

Here are some of the most common reasons for returns and resources for how to address them.

Item Type Reason for Return Example Resource(s)
ASR/MOD SAGE Budget worksheet is missing An NSF award includes funds for participant support costs but there is no SAGE Budget worksheet for it.

Award Lines that Require a SAGE Budget Worksheet

 

SAGE Budget Worksheets
ASR/MOD SAGE Budget’s “Total Project Costs” do not match the awarded amount The awarded amount includes pennies but the SAGE Budget total is rounded to the dollar. Guidelines for a Budget Difference Between the SAGE Award Budget and the Sponsor Award
ASR/MOD SAGE Budget worksheet has the wrong F&A amount A different F&A rate is used than what is listed on the award.

Grants Information Memorandum 13

 

SAGE Budget F&A Settings

 

How to Make a Custom Base Type in SAGE Budget

 

For Subaward Worksheets:
Working with Subaward Worksheets and University of Washington Facilities & Administrative Rates on the SAGE Award Budget 
ASR/MOD Primary SAGE Budget worksheet has the wrong Sponsored Program Activity (SPA) Type based on the type of award The SAGE Budget has a SPA Type of “Research: Basic” for an NIH NRSA training grant.

Grants Information Memorandum 13

 

SAGE Budget F&A Settings
ASR The SPA Type in the General Information section of the ASR does not match the SPA Type of the SAGE Budget Primary Worksheet The General Information section for a staff assignment is “OSA: IPA/JPA/Staff Assignment” but the SAGE Budget has “OR: Clinical Trial, Federal”.

Grants Information Memorandum 13

 

SAGE Budget F&A Settings
ASR SAGE Budget Connected Budget Period Dates do not match the period of performance on the award  The SAGE Budget worksheet reflects the dates on the proposal, not the dates on the award.

SAGE Budget Title & Periods

 

Create Your SAGE Budget

 

NIH SNAP: A Detailed Guide for Completing the Award Setup Request in SAGE
MOD SAGE Budget snapshot is missing A supplement MOD is submitted with no SAGE Budget snapshot in the Comments & History. How to Include Your SAGE Budget Snapshot on a SAGE Modification Request
MOD It’s not clear which grant worktags are involved in the request Two grant worktags have similar names and the SAGE Budget worksheet titles do not include the grant worktag IDs.

SAGE Add and Delete Comments

 

How to find an Award ID Number in Award Portal

 

What Workday Grant Worktag ID Information Do I Need for a SAGE Modification Request?

 

Additional Resources