Dear Research Community,
The Office of Research Information Services (ORIS) is excited to announce the new advance budget request process will be available in SAGE on Wednesday, June 9, 2021.
Benefits of the new process include automated eligibility checks, online approvals for campus, and a new, more intuitive design. The new process also lays a foundation for future integrations between SAGE and Workday.
There will be a brief transition period, during which no new advance budget requests will be able to be initiated, starting Monday, May 24 at 5 p.m through Tuesday, June 8. Your unit will also need to assign an Advance Reviewer Role in ASTRA to use the new SAGE process.
To prepare, please refer to the key dates and information below.
Important Dates
- Monday, May 24 at 5 p.m.: Final day to use the Advance Budget Number Eligibility Form.
- Monday, May 24 at 5 p.m. through Tuesday, June 8: Advance budget request freeze. No new advance budget requests can be initiated starting Monday, May 24 at 5 p.m. through Tuesday, June 8.
- Friday, May 28 at 3 p.m.: Final day to submit a signed advance budget request to gcahelp@uw.edu.
- Prior to Wednesday, June 9: Confirm your unit’s Advance Reviewer ASTRA role is in place.
- Wednesday, June 9: New advance budget request process available in SAGE!
Steps to Prepare
If you have any questions about the following preparation steps, please reach out to us at sagehelp@uw.edu.
Assign the Advance Reviewer ASTRA Role for Your Organization Code(s)
- The Advance Reviewer role is required to approve advance budget requests in SAGE. If an Advance Reviewer is not assigned in ASTRA for the organization code guaranteeing the budget, the advance will be blocked from routing.
- ASTRA Authorizers for existing SAGE Division and Department Reviewers have been granted authority to assign the new Advance Reviewer role.
- Looking for your ASTRA Authorizer? You can find your unit’s reviewer on the ASTRA website.
Submit Advance Eligibility Requests by Monday, May 24 at 5 p.m.
- The Advance Budget Number Eligibility Form will be unavailable starting Monday, May 24 at 5 p.m.
- No new advance budget requests can be initiated starting Monday, May 24 at 5 p.m. through Tuesday, June 8.
Complete Existing Advances by Friday, May 28 at 3 p.m.
- Existing advances that are in a “composing” or “routing” status in SAGE that you wish to move forward must be signed and submitted to gcahelp@uw.edu by Friday, May 28 at 3 p.m.
- Advances that are not submitted to Grant & Contract Accounting (GCA) by the deadline will have to be recreated using the new process in SAGE (available June 9).
Resources
- Attend MRAM on Thursday, May 13, 2021.
- Join us on Tuesday, June 8, 2021 from 10-11:30 a.m. for a demo of the new advance budget process. Following the demo we will have a Q&A session.
- Refer to the New Advance Budget Request Process in SAGE web page for key dates and information.
- New documentation, including a SAGE Advance Budget Request job aid and user guides will be available closer to the release.
In the coming weeks, we will send a few follow up emails to MRAM and the SAGE mailing list with reminders and detailed instructions on requesting an advance budget using the new process in SAGE.
If you have any questions, please reach out to us at sagehelp@uw.edu.