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10/04 MRAM Q&A |
Greetings Colleagues, The 10/04 MRAM materials are published for your review. Q&A from our session are included here for reference and will be available with the other meeting materials shortly. Within a week or so following every MRAM, an email like this one typically goes out with Q&A from the session and a link to the meeting materials. |
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Subaward Updates |
Additional subaward resources:
Please note, there were a handful of questions around invoicing and subawards that we are still working with Procurement Services on securing responses. In the meantime, if you have invoicing questions for Procurement Services, please email pcshelp@uw.edu. Please also note that OSP does not use UW Connect. We will share responses to any other Q&A not listed here as soon as we have them. Q1: I heard the process to get a brand new subaward in Workday may take until November for the award line and issuing the subaward. We've had one in the queue since mid-August. Q2: When the award lines are added for a subaward, why do they show a zero balance? Q3: How do we request a new Award Line be added in Workday? Q4: When there is a subaward missing an award line, the correct process is to 1) submit a MOD and 2) email OSPSubs to let them know the MOD #? Q5: What action, if any, do we need to take if we have the award line for each subaward, but it says $0 for award line amount? |
Q6: Subaward SAGE budget - is there guidance available for how to create a Subaward budget? What does OSP/GCA need to see for a SAGE budget for adding a subaward? Q7: How do we know if something was converted without a PO vs. award is missing the subaward Award Line? Q8: How do I know if a Supplier Contract and/or a Purchase Order was created in Workday for my active subaward? Q9: For new subawards, departments do not create the PO correct? This will be completed by procurement? Q10: Do you require a detailed sage budgets for subawards? Q11: How do we generate an SC# if the award was setup after go-live (7/1/23 onwards) and does not have any FA to put on subawards tab in SAGE? I have many new subawards for newly awarded grants and seems there is no way to create new contracts currently.Is there a workaround for instances where we need a new sub issued and there is no FA to select while we wait for the ORIS fix? |
Q12: I have heard conflicting information on whether or not the SAGE Subawards tab is in use, some say we are not using currently (GCA) but OSP Subs said they have been operating as normal with the SAGE Subaward tab. Q13: If subawards (that did not convert properly) already submitted their invoice but a new PO# is being created for them, do they need to re-send invoice with the new PO#, or can these still be processed? Q14: Is OSP also doing a review to identify subawards that were converted without a PO or PO conversion errors, or are they solely relying on departments to let them know about issues? Q15: Is the correct process for a modifications to a subaward to add funding and extend no longer use SAGE Subaward Requests, but instead use a MOD? |
Q16: We just use SAGE Subaward Requests for NEW subawards? Q17: I would like to request that we be enabled to enter the subrecipient’s TC in the Subaward Worksheet (e.g., prior state 03-62). Clarification: 03-62 Subawards or equivalent is not an option in the Subaward Worksheet. Q18: I see the award line in Workday when searching the award but it does not show up in subaward status when I search by award. Q19: Per the earlier discussion I understood that we need to have an active award line in order to add New Subaward that wasn't included in the original proposal. So the Award Line needs to be active before the MOD is issued. Did I hear this incorrectly? |
Q20: If there are not individual Award Lines for the subaward(s) we will need to submit an Award Modification Request to GCA and provide a budget worksheet for each subaward budget. Is that correct? Q21: If subaward reverted to previous year BPO, do we send an email to ospsubs to update balance?
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Award Setup Requests & Modification Requests Updates |
Q1: I received a notice that my MOD to set up an award line has been processed - I see it in Award Portal but not in Workday. What is the timeline for getting it into Workday? A1: There should not be a discrepancy between Workday and Award Portal and would actually need to show up in Workday before it shows up in Award Portal (shows up 1 day later). If you are seeing an issue, please send an Award Portal ticket for GCA to review. Q2: Is the award search function now available in SAGE when we're trying to create a new internal sub-budget? Q3: When will be able to create a MOD on a New ASR, once processed by GCA? Q4: What is the best practice for revising SAGE budgets (to build out separate subaward worksheets, for example) created before 7/1/23, approved by OSP, that are now moving towards Awarded status and need an ASR - since an approved eGC1 has an uneditable SAGE budget Q5: I'm finding that the fully-executed (FE) awards and other info that usually resides in SAGE are not getting uploaded in SAGE or sent to the sponsor. Is it the Department's responsibility to send the FE awards to the sponsor once signed? |
Q6: This is a big gap in the process. If the PI is notified of awards and not the grants staff, we are often not getting these notices. OSP only creates an ASR or MOD when they retrieve an Award from a sponsor system or if OSP is the only recipient of the notice of award. Q7: Grant Hierarchy does not “transfer”: to budget snapshot. Is grant hierarchy actually needed? |
Q8: I have a supplement that extends the end date for an existing award. For the MOD, do I need to include an extension request form or is that only for No-Cost Extensions and Temporary Internal Extensions? Q9: Can we please add the PI to the filter list in the award/mod set ups? Sifting through the list is daunting, the longer it gets. It may seem like a small request, but would make a big difference in time management. Q10: Who do we list as PI when we are setting up budget for an outgoing subaward? Q11: Has the Base 33 been added as an F&A selection in the budget? It's frustrating to have a Mod sent back because this was used as the base when there is no selection for that base. Q12: Can you tell us the process for attaching a "snapshot"? |
Q13: SAGE Budget still presents prior state sub-object codes for expense categories. Will this be converting into current state and when? Q14: How do we set up an out-year SAGE budget with a subcontract to not count the first $25K toward F&A calculations? I've been doing a Custom F&A setting, but GCA keeps returning my tickets saying I have selected the wrong F&A base type Q15: Will these features ever be added to SAGE Budget? 1) Participant Support Costs spend category under other costs, 2) ability to download a spreadsheet with formulas built in? Q16: How do we create SAGE budget with overlapping POP, not linear year by year period? |
Q17: Can we get a full review before GCA returns ASRs and Mods? It is disheartening to have them returned multiple times for different requests. If we are told *everything* we need to do, we can be set up for success at the first return. Q18: Is an administrative supplement considered an ASR or MOD? Q19: When can we start adding PI name or project name to ASRs and MODs? It’s really hard to find things by MOD or ASR number. Q20: For SAGE Award module and MODs/ASRs - will there be a way to "sort" or see who entered the MOD/ASR on landing page? A way to see the PI easily? Filter to see only my MODs/ASRs? Q21: Why can't I export my list of Award Requests? Or alternately, allow cutting and pasting into excel? |
Q22: I’d like to renew my request for an ASTRA role that will enable departmental leadership and shared environment staff to be able to see/search all SAGE ASRs and Mods for the cost centers they oversee/serve. Q23: The way MODs and ASRs appear in the AWARDs tab of SAGE is untenable for campus/departments. Filtering by status is not helpful to us when we have 50+ in "routing" status, for example. Most of us manage pre- and post- award for multiple PIs. Plus the AWARD tab is super slow/laggy. Is there a way to make 1) all MODs and ASRs visible by default in one screen instead of ten items per page or 50 items per page? 2) the name of the PI (or short title from eGC1) front and center. This is way more useful to us for at-a-glance navigating than the columns we currently can see (like date and OSP indiv. assigned, etc). Q24: For ASRs or MODs that were already submitted over 1.5 months ago, there were add-on yellow validations added recently but there were no notifications from system to preparer to update. And, when updated yellow validation in linked SAGE budget tool, the yellow validation notice still shows in the ASR module. When does it actually sync/update? |
Q24: SAGE Budget snapshots are not working. They don’t capture grant hierarchy, even when we enter hierarchy. Q25: Should we rename the Primary SAGE Budget Worksheet? |
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Training Resources |
SAGE Office Hours, SAGE Job Aids & Upcoming Courses
Award Setup Request Resources Tips for Success - Award Setup & Modification Requests Award Modification Resources
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Thank you, |
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