Background: On May 27, 2026 a Reprocess Award Cost job was aborted due to a processing error. While many journals from the aborted job were correctly updated to “Canceled” status, a significant number were not. As a result, erroneous F&A activity posted to approximately 2,000 grants, and cost reimbursable spend lines tied to canceled journals affected an additional 2,000 grants. Workday Support has been notified, and both the root cause and potential remediation options are under investigation.

List of Impacted Grants:

Posting Dates in Workday: Erroneous transactions posted to grants on the following dates:

• May 1, 2026 – First day of the open accounting month
• May 27, 2026 – Date of the reprocess award cost event

Next Steps: The goal is to coordinate with Workday to implement a fix before both June and Fiscal Year 2026 close in mid-to-late July.

Impact to GCA Deliverables: Below is GCA’s processing approach for grants impacted by this issue

• Invoicing
  • Interim Cost Reimbursable Invoices – On hold
  • Final Cost Reimbursable Invoices – On hold
  • Installment & Milestone Invoicing – Proceeding as normal
• Reporting
  • Interim Financial Reports – On hold
  • Final Financial Reports – On hold
• F&A Adjustments – Remain on hold for impacted grants to prevent further downstream impacts
• Closing – On hold
• Urgent Sponsor Requests – GCA will manually adjust and submit deliverables as needed for urgent sponsor deadlines

No action is required from campus units at this time. We will provide additional updates as more information becomes available. Questions or concerns about this matter can be directed to gcahelp@uw.edu.

The post Reprocess Award Cost Issue – Impact and Next Steps appeared first on UW Research.

Many of you have already received or will receive an estimate/invoice requests from your sponsors for estimates or invoices on grants sponsored by a Washington s tate agency. Grant & Contract Accounting (GCA) will prepare these on your behalf, but we will need your assistance to ensure a reasonable, good-faith estimate.

During the week of June 29th – July 2nd, 2026, GCA will send Award Portal tickets on Washington State awards that require invoicing information for the June 2026 billing period. One Award Portal ticket will be sent for each applicable award line, and departments will have one week to respond. We encourage all departments contacted to respond as soon as possible to ensure the required estimate letters can be prepared accurately and submitted on time.

GCA will prepare and submit one of the following by July 24, 2026 for active Washington State awards:

An estimate letter for award lines that:

• expire in FY26, or
• require supporting documentation from department regardless of expiration date

An invoice for award lines that expire after FY26 and either:

• are Cost Reimbursable and do not require any supporting documentation, or
• are Cost Reimbursable and GCA can provide supporting documentation, or
• Milestones/deliverables met through June and confirmed by the department

This information is also available on our . Please send questions to GCA by emailing gcahelp@uw.edu, submitting an Award Portal ticket, or calling 206-616-9995.

The post MRAM: FY26 Washington State Estimate Letters appeared first on UW Research.

Because these changes have significant implications for federally funded research, the university will be submitting comments in response to the proposal. As noted in the Provost’s newsletter, we are seeking your input on the University’s overall response. Please use the University’s “Uniform Guidance – Proposed Changes” form to provide your comments to University leadership to support the University’s official response to OMB.

More info and form

The post 2026 Proposed Uniform Guidance Changes appeared first on UW Research.

I am excited to share that Vincent Gonzalez has accepted the role of Director of Grant & Contract Accounting. Vince joined GCA more than 12 years ago and has steadily progressed through roles of increasing responsibility during his time at the University.

Vince is a people‑oriented leader who combines a collaborative, supportive leadership style with deep technical expertise in accounting and research administration—exactly the blend needed to guide a large and complex accounting office. He is a highly respected technical resource who approaches challenges with creativity and a solutions‑focused mindset, particularly in navigating the evolving landscape of research administration at the UW. He has been and will continue to be an invaluable partner in Workday stabilization and improvement efforts.

We are very excited to have Vince step into this important leadership role. Please join us in congratulating him as he begins his new position as the Director of GCA.

Thank you,

Kirsten

KIRSTEN DEFRIES

The post MRAM: Congratulations Vincent Gonzalez – New Director of Grant & Contract Accounting appeared first on UW Research.

On 5/27/2026, NIH released : Reminder on Foreign Components, which includes a much greater focus on international co-authorship and reporting foreign co-authorship. On 6/1/2026, NIH posted further on what constitutes a foreign component, with specific examples related to co-authorship.

• NIH’s notice indicates that most instances of co-authorship represent a foreign component but recognizes that certain contributions are so minor that they do not constitute an actual collaboration. They also recognize that there may be instances where an NIH-funded researcher and a foreign researcher both independently work with the same domestic collaborator but only learn of this fact when a manuscript is prepared describing the work.

However, in all cases, NIH requires recipients to report foreign co-authorship to the funding Institute or Center as soon as they are aware of it to determine what steps, if any, need to be taken. PIs of awards with multiple senior investigators should ensure that all investigators are aware of these requirements.

NIH expects proper attribution of author affiliation associated with published work. When a researcher supported by an NIH grant at UW publishes a paper on that work after they move to a new institution, they should list the UW affiliation with a note indicating their current affiliation.

As stated in , NIH has increased its oversight of foreign collaborations. Award recipients are required to request prior approval from NIH before engaging in foreign collaborations, including instances when the collaborators receive no NIH funding. Progress reports should accurately acknowledge all foreign components, some of which may be reflected in co-authored papers.

Related Resources

• NIH: full definition of from the NIH Grants Policy Statement
• UW FAQ: Does work outside of the U.S. require prior approval?

Shared via all active PIs and MRAM.

The post NIH: International Co-Authors appeared first on UW Research.

• Streamlined IRB Reliance Navigation and Resources for UW Researchers
• Expiration Dates for Expedited Research
• Zipline Downtime
• Faculty Advisor Role & Responsibilities
• Diversity Plan for Clinical Trials Supplement – Example Language
• NIH Updates Definition of “Intervention” for Clinical Trial Determinations
• Adding e-Consent to Externally Reviewed Studies
• HSD Administrative Fee Change for Industry Clinical Trials

Streamlined IRB Reliance Navigation and Resources for UW Researchers

Available 5/29/2026

External and single IRB processes are often complex, and UW researchers have asked for clearer, easier to find guidance and resources to navigate the process. HSD has updated its website to improve navigation and expand support for completing reliance submissions.

What’s new for researchers?

Improved navigation for IRB reliance guidance

Information about IRB reliance processes is now centralized in a new “IRB Reliances” page linked from the HSD homepage. This page brings together guidance for both:

• Studies that rely on an external (non-UW) IRB, and
• Studies where the UW IRB serves as the reviewing IRB for another institution (e.g., Seattle Children’s or Johns Hopkins).

This reorganization provides a clearer, more streamlined starting point for researchers.

Expanded Zipline guidance

Revised and expanded instructions are now available on the HSD website to support researchers submitting applications in Zipline. These include:

• New webpages on “Request Authorization – External IRB Reviewing” and “Apply for Review – UW Reviewing for Other Institutions” with step-by-step instructions for submitting in Zipline.
• A new “Zipline Application Paths” page to help users determine the correct submission pathway.

These updates provide clearer direction and practical support for navigating complex reliance processes.

Thank you to the researchers who provided feedback on early designs and helped shape these improvements. If you have questions or suggestions for future enhancements, please contact hsdinfo@uw.edu.

Expiration Dates for Expedited Research

Beginning June 2026

In anticipation of future changes that will impact HSD’s IRB review system (Zipline), HSD is discontinuing the practice of approving expedited applications without an expiration date. All new expedited applications reviewed by the UW IRB on or after June 1, 2026, will be assigned an expiration date with a three year approval period, unless a shorter approval period is otherwise required by regulations or the IRB. This change will help ensure regular review of ongoing research and support accurate tracking of active studies.

Existing Studies with No Expiration – Status Inquiry Process
For studies previously approved by expedited procedures without expiration dates before June 1st, researchers will receive automated notifications from Zipline requesting submission of a Continuing Review application to confirm the study is still active and avoid study closure. These email notifications will be sent through Zipline at 60 days and 30 days prior to potential closure of the study.

As part of the continuing review process, studies will be reassessed and may require minor updates, such as alignment with current data security standards.

If no response is received by the deadline in the notice, HSD will presume that the study is inactive and administratively close the study.

Due to the large number of studies in Zipline without expiration dates, notifications will be staggered over approximately 12-18 months to help manage the volume of continuing review applications.

Questions? Contact us at hsdinfo@uw.edu.

Zipline Downtime

June 10, 2026

Zipline will be unavailable while we make some updates to the e-IRB system the evening of June 10, 2026, 6 pm to approximately 8 pm Pacific Time. Please remember to save your work and log off before this time.

Included in this patch:

• New notifications for studies with no expiration date (review the eNews article for more details)
• Updated notification to Ancillary Reviewers outlining the responsibilities of a Faculty Advisor (review the eNews article for more details)

All other updates are internal facing and should not impact researchers.

If you have any questions, please contact hsdinfo@uw.edu.

Faculty Advisor Role & Responsibilities

Update

Faculty advisor review has long been required for student and resident led research. This review must be completed and documented in Zipline before the study can be approved. What’s new is that HSD guidance and policy have been updated to be more explicit about the role and responsibilities of Faculty Advisors for student and resident-led research.

HSD has clarified that Faculty Advisors are responsible for ensuring that:

• The study design is scientifically sound and accurately described in the IRB application
• The study is conducted as approved
• Any safety and compliance events are properly reported
• Appropriate steps (e.g., closeout, transfer) are taken when a student leaves the UW and the project is finished

For all the requirements for student and resident researchers, visit HSD’s Getting Started webpage.

Diversity Plan for Clinical Trials Supplement – Example Language

New Resource

In last month’s special edition Diversity in Clinical Trials Initiative Newsletter, HSD introduced the annotated Diversity Plan for Clinical Trials Supplement, a tool designed to provide expanded guidance for completing the form.

Building on that foundation, HSD has now incorporated approvable example language for select questions into the annotated Supplement. These examples are intended to give researchers subject to the Diversity in Clinical Trials policy clearer direction and practical support in preparing their responses.

By combining the guidance and examples in a single resource, HSD hopes that this enhanced tool will help researchers to more effectively meet the requirements of the Diversity in Clinical Trials policy and reduce review turnaround time.

NIH Updates Definition of “Intervention” for Clinical Trial Determinations

No Material Change Anticipated

On March 27, 2026, NIH to align with the . The revised definition describes an intervention as “both physical procedures used to collect information or biospecimens (such as venipuncture) and manipulations of a participant or the participant’s environment performed for research purposes.”

We do not anticipate that the revised definition will materially change which studies are considered Clinical Trials. NIH’s broader clinical trial definition and review process have not changed, and most studies are expected to receive the same determination as they would have under the previous definition.

Adding e-Consent to Externally Reviewed Studies

New Addendum

To support study teams who wish to add a new use of eConsent to already authorized studies, HSD has developed a new REQUEST External IRB Review – E-Consent Addendum. This short addendum replaces the need to revise and resubmit the external request form. Once complete, study teams should follow the Zipline instructions to create and submit a Study Update. Once HSD’s authorization to use eConsent has been granted, follow your external IRB’s requirements to obtain IRB approval. For questions contact hsdrely@uw.edu.

HSD Administrative Fee Change for Industry Clinical Trials

Update

Effective July 1, 2026, HSD’s administrative fee will be changing from $2117.78 to $2,103.36. This one-time fee only applies to industry-sponsored-and-initiated clinical trials reviewed by a non-UW IRB where the contract was negotiated by UW’s Office of Sponsored Programs (OSP) or Clinical Trials Office (CTO). This fee is charged because this type of research has an indirect cost rate that does not cover HSD’s costs for performing necessary administrative and regulatory oversight activities. The rate change reflects updated costs for HSD to perform these activities. It is common for universities and research institutes to charge these fees for industry research.

Applicable external authorization requests submitted in Zipline on or after the effective date will have the new rate applied.

Contact hsdrely@uw.edu if you have any questions.

The post For the Record- June 2, 2026: Reliance Web Resources, Expiration Dates for Expedited Studies, More appeared first on UW Research.

Topics included:

• Message from GCA
• Updates and Important Reminders
  • New GCA Director
  • Identifying Existing Related Award Lines in SAGE
  • Update on Program Income Clean-Up Project
• Aged Invoice Follow-Up

Review for details.

The post MRAM: May 2026 GCA Newsletter appeared first on UW Research.

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.

Questions by topic:

• PAFC Hot Topic
• SAGE Demo
• Other questions

Post Award Fiscal Compliance

Q: Can you share the progress to resolve the issue where SOC is applied to staff where there is retro pay? These employees have salaries below NIH salary cap.
A: A solution to the issue of erroneous salary cap charges on retro pay for non-faculty staff is currently being tested in Workday. We are awaiting the results of the current testing before implementation of the solution in the Workday production environment. We will provide an update on testing and implementation at the June MRAM.

SAGE Demo

Q1: One question about the CF / offset field and it summing to the cumulative total for all periods. Usually that “offset” is actually funds that were already awarded in a previous year, so they should not be summed together with previous year’s awarded dollars. It is just the sponsor’s formal way of releasing those funds for use in the current period. Can you clarify how to use these fields?
A1: The Carryover/Offset Amount is added to the Request Amount on the MOD General Info section. The total should equal the Budget Total when the MOD is for a Supplement and Extension on an award requiring separate year accountability. Exclude the Carryover amount when entering the Modified Sponsor Total for all Spending Periods (see instruction text below the Modified Sponsor Total field for guidance).

Q2: If the sponsor only funded 1/3 installment out of the actual proposed year 2. How do you do the MOD for period 2?
A2: Connect a budget for period 2 to a MOD Supplement + Extension that includes the 1/3 installment amount. Additional supplement MODs for other installments can be submitted in future.

Q3: Wouldn’t separate year accounting mean new grant worktags?
A3: Yes, this would require renewal award lines if separate year accountability was required. This would qualify for the integration into Workday.

Q4: Is there a way to see the grant security hierarchy in the MOD itself when assigning these Grant Worktags?
A4: On the MOD Budget & Award Lines section, expand a Worksheet/Award Line to see the Award Details section that includes display of the Security Grant Hierarchy from SAGE Budget.

Q5: What do you select if the award line is new as part of the supplement? Leave the Grant Worktag selection blank?
A5: Yes, to set up a new award line on an award, leave the Related Grant worktag blank for that worksheet/award line on the MOD Budget & Award Lines section.

Q6: Some awards require us to track carry forward as a separate line. Would we include it in the way you demo’ed or would that be another submission?
A6: You can include the carryover as a separate worksheet/award line on the MOD Supplement + Extension. Add a separate worksheet for Carryover to the SAGE Budget. Enter the Carryover amount in the field on General Information and the Request Amount the separate field.

Q7: The NOA for the new period comes before the NOA releasing the carryforward – so is this example just for carryforward approval?
A7: Yes, if we did not receive the official release of the carryover, then there would be no SAGE budget worksheet to add with the approved carryover.

Q8: Did I hear correctly that there will be some situations where the budget total and the request amount not match? If I did hear that, what situations would this be the case?
A8: An award with one multi-year period that has a MOD request to add Supplement funding would be an example where the Request Amount doesn’t match the Budget Total.

Q9: What spend categories do those carryover funds go to? Or do they just automatically stay in the same place from the previous year?
A9: When a sponsor approves carryover, the total amount may need to be distributed across multiple grants/award lines—not just one. Because of this, department contacts should carefully review their award, decide how the approved carryover or offset should be allocated across the appropriate grants/award lines, and then update their SAGE Budget worksheets to ensure those balances are accurately reflected.

Q10: Will the ORIS training reflect this process to complete a MOD?
A10: The SAGE Awards & MODs class has been updated with these changes that were demonstrated. Training materials (documentation, job aids, etc.) have also been updated.

Q11: Do we anticipate this added detail in MODs will decrease the processing time of MODs?
A11: Yes, eventually, this update will result in a decrease in processing time for SAGE MODs. The updated MOD form supports an integration between SAGE and Workday, reducing the need for GCA to manually enter the award information into Workday.

Q12: What if an ADV budget is not available until after the MOD is submitted? I thought edits could not be made after the MOD was submitted?
A12: GCA will be able to edit the Related Grant worktag while reviewing the MOD request. If GCA sees an Advance Spend award line in Workday, they will select it as the Grant worktag on the MOD which will allow an integration to update the existing GR#.

Q13: Will SAGE accept a MOD with the same award period name as an existing award period if the MOD is for a supplement to an existing year?
A13: Yes. Having the correct period name is always beneficial to GCA.

Q14: If automatic carryover is allowed, the new year increment NOA would make no mention of the last year’s carryover balance. Do we still need to fill in the carryover amount in the MOD?
A14: No, for awards with automatic carryover, you don’t need to request anything from GCA. GCA will transfer the unspent balance as part of the final financial report/final sponsor invoice/closeout process. For more information, visit .

Q15: it seems like there should be a connected budget to a worksheet regardless of whether we are connecting it to a previous year (in which case a new line is to be created) OR we are connecting it to the current pre-spend year (in which case we are adding money to that existing line). Will it be easy for GCA to distinguish the difference?
A15: It depends on the request. If it is a supplement, it will be connected to the existing GR award line. If it is intended for a renewal award line (separate year accountability required) then a new award line with that SAGE budget worksheet (if funds are to be added) will be required.

Q16: Who would be best to contact if we have questions about entering carryforward?
A16: If the question about carryforward pertains to entering information into SAGE Budget worksheet, contact sagehelp@uw.edu. If the question pertains to entering carryforward information into Workday, Grant & Contract Accounting can assist either via or at gcahelp@uw.edu.

Q17: If you are doing a MOD for a supplement to an existing year, should the budget include only the supplement or the whole amount for the year?
A17: The budget should include the whole amount for the year.

Other questions

Q: For reports in Workday: For selecting Time Period – Last 36 periods ends 6/30/26. Will Last 48 Periods (or 60 Periods)be added by or before July 1?
A: This question should be directed to the UW DATAGroup. Refer to the for ways to contact them.

The post MRAM: May 2026 Q&A appeared first on UW Research.

The newly authorized programs have more stringent foreign risk assessment and disclosure requirements for the small business concern. Some of these include:

• Research security reviews that require federal agencies to assess national security risks and prohibit awards to small businesses with certain foreign ties or other identified security concerns.
• Due diligence requirements around cybersecurity practices, patent analysis, employee background checks, and risks related to foreign countries of concern etc.

These new requirements are similar to what the UW undergoes when we receive federal funding. Make sure you build in enough time to address these requirements for SBIR/STTR proposals.

These new requirements also apply to existing awards.

UW Approved SBIR/STTR Agreement Templates

The �������� has SBIR/STTR agreement templates. Using our standard templates can streamline the agreement process.

Please include a comment in your eGC1 or Award Setup Request in SAGE indicating you would like to use the UW’s standard templates for the SBIR/STTR programs.

New Startup Commercializing UW Innovations?

Interested in applying to SBIR/STTR to help launch a new startup to commercialize a UW innovation? Learn more at .

Sent to all active PIs and MRAM.

The post UW SBIR/STTR Update appeared first on UW Research.

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