UWFT for the Research Community

Expand for a list of live events

Meetings 

• Monthly Research Administration Meeting (MRAM): A monthly meeting hosted by OSP and Research Compliance & Operations. Topics include timely updates on award regulation and management. 

Office Hours

• Finance Reporting Office Hours: Weekly office hours hosted by the DATAGroup and Enterprise Reporting and Analytics teams. Topics cover Workday, Enterprise Data Warehouse (EDW), and other topics related to reporting under the new financial system. Sign up here. 
• Employee Compensation Compliance (ECC) Office Hours: Weekly office hours providing hands-on support for completing initial tasks in ECC. 
• Procurement Services Office Hours: Weekly office hours covering procurement topics. Agenda topics to be shared in advance.
• System to Administer Grants Electronically (SAGE) Office Hours: Weekly office hours hosted by SAGE and OSP experts. Bring your questions about SAGE Award Setup and Modification Requests, complex budgets, and everything in between.
  • March
    • Thursday, March 7, 1 – 2 p.m.
    • Wednesday, March 13, 11 a.m. – 12 p.m.
    • Thursday, March 21, 11 a.m. – 12 p.m.
    • Wednesday, March 27, 11 a.m. – 12 pm.

Forums

• Grant and Contract Accounting (GCA) Forum: A quarterly forum hosted by GCA. Topics include post-award financial management. 
• Workday Forums: A complete list of Workday-related forums and information sessions that take place at various times throughout the month. 

Proposal Budgeting

A SAGE Award Budget is now required on Award Setup Requests. If you used a SAGE Budget for your proposal, you can simply copy and update it for your award; otherwise, you will need to create a SAGE Budget from scratch. While not required, we recommend using SAGE Budget at the time of proposal whenever possible, so that you can copy it for your Award Setup Request.

Existing Proposal Resources

For additional guidance on developing proposals at the UW, refer to the following resources: 

• Step by Step Proposal Submission Quick Guide
• Plan Your Project and Identify a Sponsor
• Submit Your Proposal 
• Proposal Development Resources
• New to UW Research

Award Setup Requests

After your eGC1 is approved and you receive a Notice of Award (NoA), create an Award Setup Request in SAGE as soon as possible. 

• Tips for Success – Award Setup and Modification Requests in SAGE
• SAGE Award Learning Resources (classes, job aids, documentation, etc.)

Award Budget

• SAGE Budget is required on Award Setup Requests. It communicates budget information to Grant and Contract Accounting (GCA), provides a consistent format for reviewing budget details, and facilitates a direct flow of data between SAGE and Workday.
• SAGE Budget Learning Resources (classes, job aids, documentation, etc.)

Workday Resources

• Understanding Awards in Workday (GCA videos)
• GCA Workday Award Setup Guidance
  • GCA Award Setup FAQs
• Worktags and Cost Share:
  • GCA Cost Share Addendum Worksheets 
  • Setting Up an Award Line (Formerly Sub Budgets) 
  • How to Set Up Cost Share Funding Sources for Departments 

• Grant Manager Training

Grant Managers are assigned the Grant Manager security role in Workday. Some PIs who do not have administrative support will also receive the Grant Manager role. Check with your unit administrator if you are a Grant Manager and need access to the following training: 

• • Workday Grant Management Reporting (15 minute eLearning)
  • Workday Post Award Overview (15 minute nanolearning)
  • Workday Finance for Awards & Grants Part 2 (15 minute nanolearning)
  • Workday Procurement and Supply Chain Overview (10 minute nanolearning)
  • How to Navigate Grant Hierarchies in Workday (job aid)
  • How to Manage ProCard in Workday (job aid)
  • Award Setup and Tracking in SAGE (45 minute eLearning)

• Nanolearning 

• • Grants Dashboard Desktop 
  • Introduction to Generally Accepted Accounting Principles (GAAP)
  • Introduction to Accrual Accounting
  • Foundation Data Model (FDM)
  • Preparing for the Adaptive Release
  • UW Connect

Managing Awards in Workday

• To manage your award in Workday, refer to the following resources:
  • Workday Award Line Lifecycle Statuses 
  • Workday Object Classes 
  • F&A Costs Applied to Subawards
  • Interest Income on Grants, Contracts, and Gifts

Award Modification Requests

When award changes occur, you may need to submit a SAGE Award Modification Request. Refer to the following resources for more information:

• Review Award Changes for guidance on requesting changes to an award that requires prior sponsor approval.
• Review Modifications for guidance on requesting changes to an award that do not require prior sponsor approval. 
• Tips for Success – Award Setup and Modification Requests in SAGE
• When will I need to use an eGC1 vs request a Modification in SAGE?
• How do I know which Modification Request type to choose?
• SAGE Modification Learning Resources (classes, job aids, documentation, etc.)

Award Modification Budgets

The budget information needed for your SAGE Modification Request can be shared with OSP and GCA by providing a link to your SAGE Budget snapshot.

• How to Include Your SAGE Budget Snapshot on a SAGE Modification Request
• What Workday Grant Worktag ID Information Do I Need for a SAGE Modification Request?

Expand for a detailed list of revisions to this page.

• 3/6/24: Updated Workload Volumes by GCA Process title to Workflow & Backlog Tracking
• 3/1/24: Added links to GCA Award Setup FAQs and Understanding Awards in Workday videos
• 2/20/24: Updated GCA Weekly Volumes to Workload Volumes by GCA Process.
• 1/26/24: Added SAGE Office Hours schedule through March 2024.
• 1/25/24: Added section for page revisions. Added escalation process and award data/reporting FAQs. Added note about recently updated resources to the top of the page.