Selection of all appropriate subcategories within the Modification Overview communicates the type of modification being requested. The subcategory selections are critical to OSP and GCA review of the modification, and dictate the types of supporting materials required for processing.
Modification Subcategory Summary
The Modification Subcategory Summary displays all subcategories already selected by the user. This is a helpful way to view the selections without switching between the subcategory tabs. You can also quickly remove a subcategory from the summary section. For Modifications created prior to the release of subcategories, you may see a “Legacy: ” category listed here. For processed items the legacy categories will show at all times. For in-progress modifications, legacy categories will only show temporarily, until a more granular subcategory is selected.
Select all subcategories that apply
In this section you will see three tabs that represent high-level modification categories: Funding Changes, Schedule Changes, and Other Changes. Click on each tab, and select all appropriate subcategories that apply to this modification. You can select one or more subcategories (e.g., for an extension with funding, click the Funding Changes tab and select ‘Supplement’; then click the Schedule Changes tab and select ‘Extension’). Make sure to select all subcategories that apply to your request.
Note: The subcategories shown on screen will vary, based on whether you initiated a GCA Only modification or an OSP & GCA modification at time of creation.
OSP/GCA subcategories include changes that require sponsor approval, an authorized official signature, or review from the Office of Sponsored Programs (OSP). Review guidance and instructions on which subcategories to use for OSP/GCA Modifications on Award Changes.
Note: If sponsor approval is required, follow the prior approval process and attach the approval or the revised notice of award. If concurrence is needed to request prior sponsor approval, attach a concurrence letter and add a comment.
OSP/GCA Funding Changes
Subcategory
Additional Details
Carryover
For sponsors who don’t allow automatic carryover from one budget period to the next. Review detailed instructions for requesting Carryover.
Cost Share Change
Attach Cost Share Addendum and other relevant documentation such as third-party letters. Review detailed instructions for Cost Share Changes.
Deobligation
Sponsors use deobligation when:
UW did not spend & draw down / invoice for the full award amount by end of project period
Sponsor decides to reduce award amount related to project needs
Often may be accompanied by an Early Termination. Reduces funding on an award. Examples: Award will end early, sponsor reduced the amount, scope changed. Attach End of Award Form. Review detailed instructions for Deobligation.
Equipment Addition
Adding equipment may result in rebudgeting, which you may also need to check as a subcategory. Review detailed instructions for Equipment Addition.
Rebudgeting
Changes between budget line items requiring sponsor approval. Review detailed instructions for Rebudgeting.
Relinquishment
Formal process when award is transferring to another institution.
Attach End of Award form. Review detailed instructions for Relinquishment.
Subaward: Request Prior Approval
Attach concurrence letter or sponsor approval and subaward documentation per GIM 7. Review detailed instructions for Subaward MOD request.
Supplement
Sponsor awarding additional funds on an award, including incremental or supplemental funds. Review detailed instructions for Supplement.
OSP/GCA Schedule Changes
Subcategory
Additional Details
Early Termination
Attach End of Award form. If there is a deobligation you will also select that subcategory & follow those instructions as well. Review detailed instructions for Early Terminations.
Extension
Adds time on an awarded project without funding. Attach Extension form. Review detailed instructions for Extension.
Extension: Temporary Internal
Extends award to post expenses pending additional funding or formal extension. Use when
Update or change to PI or named Key Personnel. See guidance and for Change of PI, attach form.
Other Changes
Use only for requests that are not listed in other MOD categories. Review all subcategories as well as the GCA Only subcategories to confirm before selecting.
Changes to scope of work that require sponsor approval. Review detailed instructions and guidance for Work Scope Changes
GCA Only Subcategories
The GCA Only subcategories are Modifications that do not require sponsor approval or OSP review.
GCA Only Funding & Budgeting Changes
The following subcategories appear when you review the GCA Only Modifications within the Funding & Budgeting section. Review the guidance on requesting these subcategories:
Subcategory
Additional Details
Award Line Addition
This request includes the creation of a new award line, including subaward lines. Request can be with or without funding of the line.
Cost Share Change – When Sponsor Approval Not Required
Attach Cost Share Addendum and other relevant documentation such as third-party letters.
Rebudgeting – sponsor approval not required
This request includes rebudgeting to transfer funds between award lines, including supplementing an existing award line for a subaward when sponsor approval is not required. See Grant and Contract Accounting:
Post Award Fiscal Compliance:
GCA Only Schedule Changes
Subcategory
Additional Details
Pre-Award Spending Period Change
This request includes updating the Award Calendar to allow a Pre-Award Spend Period when no sponsor approval is required.
Start Date Change
This request includes updating an award line/s start date when no sponsor approval is required.
GCA Only Other Changes
Subcategory
Additional Details
Award Line Type Change
This request includes updating an award line type When no sponsor approval is required. Some type changes may require a new award line. Please reference: .
Cost Center Change
This request includes updating a cost center when sponsor approval is not required.
Location Change
This request includes updating a location when no sponsor approval is required.
Other Changes
This request includes all other remaining requests that do not have their own subcategory when no sponsor approval is required.
Modification Details
After selecting the appropriate subcategories, the Modification Details section must be completed for all Modification requests in SAGE.
Sponsor Award Number – This is a helpful reference point and will appear on the request list
Sponsor Modification Number – Entering the modification number will help OSP and GCA know the order they should process requests in, when multiple exist for the same award
Award Line(s) / Budget Period Start and End Dates – These dates confirm the sponsor-approved dates and are necessary for accurate setup in Workday
Modification Application – Add another application (eGC1) if there is a proposal submission process for a Non-Competing Continuation, Supplement, or Revision
Request Amount – If there is a funding change, enter the amount to add or subtract from the award. Use a negative sign to indicate subtraction (e.g. -$200.50)
Sponsor Approval Required Carryover / Offset Amount – When the NoA includes carryover/offset, MOD preparers will need to take the following steps:
In the SAGE Budget that will be connected to the Modification Request
Include the carryover/offset amount in the supplement/extension period
In the Modification Request
Select the carryover subcategory
Enter the carryover/offset amount in the new carryover/offset field
Note: This field should not be used for automatic carryforward. It is only used when approved by the sponsor as part of the NoA. Please reference: for additional guidance.
Request Amount and Carryover/Offset Total – Automatically calculated cumulative total of the Request Amount and Sponsor Approval Required Carryover/Offset Amount fields.
Modified Sponsor Total for All Spending Periods – This represents the new overall total funding for the award, as identified by the sponsor
The sponsor has a deadline for accepting the award (toggle):
Use only when the sponsor has specified a required date to receive the signed award by. Documentation from the sponsor will need to be attached when making this request.
Selecting the toggle displays the Deadline for Accepting Award Date field.
Workday Award Details
The Workday Award Details side panel will display within the right side panel upon opening the MOD. To close the Award Details side panel, click the blue X in the upper right corner. To re-open the Award Details side panel, click the Workday icon.
Use this read-only section to review your entries in the General Information, Comments & History, and Supporting Attachments sections for accuracy. You can return to those sections in the left navigation menu to fix any errors or omissions.
The statement in this section affirms your submission information. It reads:
By submitting this request, you are confirming that you have the authority and approval to submit this modification request on behalf of the PI or the department.
Select Submit & Route to route the OSP/GCA or GCA only MOD for review, approval & processing.
Review and Submit Alerts
The Review and Submit page will display alerts at the top of the page to indicate any section where required data is still missing and which field(s) to complete.
The following image shows an example of the alert message for incomplete sections:
OSP and GCA can apply and remove holds from an Award Setup Request or a Modification Request.
A hold can be placed for a variety of reasons and applied when the Award Setup Request or the Modification Request is in any of the following statuses:
OSP Setup
OSP Assigned
Returned
GCA Assigned
GCA Workday setup
Types of Holds
The following manual holds and compliance checks may be applied to your Award Setup Request or Modification Request:
General Hold
Export Control Hold
IACUC Approval Hold
IRB Approval Hold
Campus Input Required
Sponsor Input Required
GCA/OSP Coordination Required
Knowing a Hold has been Placed
On the Award Request List
If a hold is applied to the Award Setup Request or Modification Request, a hold indicator icon will display to the right of the Request ID.
The following image shows an example of an added hold on the Award Request List:
In the Request
Once a Hold is applied to the Award Setup Request or Modification Request, near the top of the page, the following text will display in a blue font color (on all pages):
“Holds or compliance checks are in process. View the Comments & History section for more information.”
Note: There is no campus email notification when a hold is placed or removed on an ASR or MOD.
The following image shows an example of this text:
In Comments & History
More detailed information is displayed in the Comments & History section of the Award Setup Request or a Modification Request.
The following image shows an example of an added hold:
On the left side of the page is the Navigation Menu, divided into two parts.
From the top part, you can access the Form Sections. The section being displayed will be highlighted. Select any section name to navigate to that section.
Select each of the following for more information:
The Comments & History section displays entries for events in the award request process. You can also add a comment at any time. The entries display in reverse chronological order, so the most recent one is first.
The following image shows an example of this page for a fully processed award.
Note: Not all actions have comments, such as system-generated history events. For those entries, a dash (-) will appear in the Comment column.
Add and Delete Comments
You can manually add a comment by selecting the Add Comment button above the table, as shown in the following image.
A dialog window will display. When you start entering your comment, the Add Comment button in the lower right corner of the window will be enabled. Ensure you add explanatory comments to your requests for anything that might not be clear to OSP or GCA. Select Add Comment to save your comment.
You can only delete your own manually added comments. To remove the comment, select the trash can icon to the right of the comment in the table.
You can also add a comment from anywhere within the Award Setup Request by selecting the “more actions” (3 vertical dots) icon at the far left of the header, and choosing Add Comment.
ASR & MOD Comment Examples
Information Type
Sample Information to provide within comments
ASR
MOD
Explain what you are asking for on the Modification request
No Cost or Temporary Internal Extension?
Please extend Workday Grant IDs GR123456, GR123457
Change of PI?
We need to change Dr. XYZ to Dr. ABC
Progress report/RPPR?
Indicate the request is for a progress report
X
Compliance Details
IRB study numbers and approval dates or if items are pending, indicate they are pending:
UW IRB STUDY00123456 approved thru 1/26/25
OAW approval uploaded to Supporting Attachments
Dr. Harriette Husky is in the process of completing her FCOI training
X
X
Sponsor Contact information
Please send all correspondence to sponsor contact: Dr. Jane Doe, jane.doe246@acme.com
X
X
Sponsor Deadline for Accepting Award or Modification?
Include details about the deadline
X
X
Awards with Advances
ADV12345 approved for this award
X
NIH fellowship awards
I am working with the fellow and mentor to get original signatures on the Activation Notice. Once I have these, I will send the original to OSP for institutional signature and to send to NIH.
X
Comments & History Event Entries
The system will add an entry for the events described in the following table. The “Comment Type” column indicates if there will be any comment text, and if so, whether it is system-generated or user-entered.
History Event
Event Trigger
Comment Type
Created request
Clicking “Select” button next to eGC1
(none)
Submitted for routing
Clicking “Submit & Route” button on Review & Submit page
System-generated
Resubmitted for routing
Clicking “Submit & Re-Route” button on Review & Submit page after a return
User-entered and required
Approved
Clicking “Approve” button on Request Summary page of routing Award Setup Request or Modification Request
(none)
Returned
Clicking “Return Request” button in return modal of Award Setup or Modification Request
User-entered and required
Withdrawn
Clicking “Withdraw” button
(none)
Added ad hoc approver
Clicking “Add ad hoc Approver” button in add approver modal
User-entered and optional
Removed ad hoc approver
Clicking “Remove Approver” button on the ad hoc approver’s workflow graph node
User-entered and optional
Commented
Clicking “Add Comment” button on the Comments & History page, or by selecting “Add Comment” from the “more actions” menu in the advance header
The article provides information about other system emails.
Routing and Approvals
SAGE sends a number of email notifications during the routing and approval processes. The table below lists each notification type, the condition that generates the email, and the recipients. SAGE generally sends emails to the person’s UW NetID address.
Use the link in the Email column to see an example of the email.
Email
Purpose
Sent When
Sent To
To alert the eGC1 Owners that an Award Setup Request has been initiated and is waiting to be completed
OSP has received the Notice of Award, initiated an Award Setup Request, and sent it to campus
Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer
To alert the Award Preparer(s) of the need to modify Award data. ASR Return Reasons
Reviewer, OSP, or GCA takes a “return” action on an approval node
Award Preparer(s)
To alert an Ad Hoc Reviewer that an Award Setup Request is waiting for approval
Ad Hoc Reviewer node updates to “In Progress”
Ad Hoc Reviewer
To notify owners that the Award Setup Request has been processed by GCA. The email includes a PDF of the completed form as an attachment.
GCA completes the Award Setup Request and clicks the “Process Request” button
Award Preparer(s)
To alert the Award Preparer(s) that a Modification Request has been initiated and is waiting to be completed
OSP has initiated a Modification Request, and sent it to campus
Award Preparer(s)
To alert the Award Preparer(s) of the need to modify Award data. MOD Return Reasons.
Reviewer, OSP, or GCA takes a “return” action on an approval node
Award Preparer(s)
To alert an Ad Hoc Reviewer that a Modification Request is waiting for approval
Ad Hoc Reviewer node updates to “In Progress”
Ad Hoc Reviewer
To notify owners that the Modification Request has been processed by GCA. The email includes a PDF of the completed form as an attachment.
GCA completes the Modification Request and clicks the “Process Request” button
Award Preparer(s)
System Emails to SFI Compliance Officers
The system sends these emails automatically. Select the link in the Email column of the table below to see an example of the email’s content.
Email
Purpose
Sent When
To notify the Compliance Officer to re-review the primary disclosure(s) with SFI for the Award Setup Request’s associated eGC1
The Award Preparer routes the Award Setup Request AND at least one investigator’s primary disclosure has a status of “Waiting for JIT” or “Review Required” and has SFI
To notify the Compliance Officer to re-review the primary or related disclosure(s) with management plans for the associated eGC1 of a Modification Request
The Award Preparer routes the Modification Request AND at least one investigator’s primary disclosure has a management plan indicated
Select the Awards tab, and then select the Create A Request link. It opens a menu with the following modification type choices:
Note: Modification Requests can be created by anyone with “owner” or “read write” access on the eGC1 associated with the Award.
Select Modification Type
Modification Request (OSP & GCA) – Use for all changes that require sponsor approval, an authorized official signature, or review from the Office of Sponsored Programs (OSP). These may include:
Change of PI or other key personnel
F&A Waivers
No-cost extension requests
Temporary internal extension requests
Rebudgeting (requiring sponsor approval)
Non-SNAP Progress Report submission requests
Requests to release a funding restriction
Sponsor modification that awards additional funding
Adding new subawards not identified in a proposal
Start date change (requiring sponsor approval)
And more…review more details and guidance on Award Changes
Modification Request (GCA) – Use for requests that do not need OSP review and can be submitted directly to Grant & Contract Accounting (GCA). These may include:
Requests to create new or existing award lines (formerly known as TRANSPASUs)
Start date changes for approved pre-award spending
Cost share changes
Location changes
Cost Center changes (formerly known as Org code changes)
Note: If you submit a Modification Request (GCA Only) and it requires sponsor approval, GCA will deny the request and you will need to create a new Modification Request (OSP/GCA).
Additional resources to help clarify which modification type to select:
Once you select the modification type, a Create Modification Request dialog window displays. Search for, and then select, the award associated with the modification request by its Workday Award ID (for example: AWD-123456). Refer to the How to find an Award ID Number in Award Portal job aid for guidance on locating the correct Award ID, or find it in Workday Finance.
A new Modification Request will display with the status of “Composing” and you will start in the General Information section.
Award Setup Requests (ASRs) now provide the following guidance in the Supporting Attachments section: “Please upload all attachments that support your request. Common examples of supporting attachments include correspondence with the sponsor, compliance protocols or approvals, agreement documents and notices of award, and copies of reports.”
Award Setup Requests (OSP & GCA only)
Budget Amounts Display by Workday Ledger, Object Class, and Spend Category
OSP and GCA can now see a breakdown of the ASR’s linked budget amounts by the categories needed for Workday plan setup. The amounts are aggregated by Ledger, Object Class, and Spend Category for each award line and period. This feature allows GCA to more easily enter the amounts needed for the Workday plan, and supports the end of February budget integration release by allowing GCA to preview the amounts that will flow to Workday.
This view is also intended to be made available to campus via SAGE in the future.
Budget Data Toggle
In the ASR budget section, OSP and GCA can now customize their view of budget data by toggling Object Class Details and Award Line Details on or off. Whichever setting is applied in the Budget and Award Lines section is also displayed in the Review section.
Modification Requests
Start/End Date Labels and Help Text Updates
The Modification Request Form labels in the General Information section have been updated to clarify the dates GCA is requesting.
Current Authorized Spending Start/End Date has been updated to Award Line(s) / Budget Period Start/End Date
Below the dates, the following help text displays for further clarification: “If the sponsor requires financial reports/invoices per budget period, provide the funded period’s start date for new Award Line(s) to be set up in Workday. For a single report/invoice at the end of all budget periods, use the Award Setup Request start date that established the award unless your department/unit prefers new annual Award Line(s) and SAGE Budget periods.”
SAGE Budget
SAGE Budget Alert & Validation for 03-62 (subaward) Line Entries
As an added reminder, SAGE Budget now displays an alert that the 03-62 (subaward) line entry is for the proposal budget only. Additionally, Award Setup Requests that include 03-62 as a line entry will be blocked from submission, and users will be reminded to instead create a subaward worksheet.
Fix: “Do Not Round” budget setting resulting in unexpected rounding
An issue has been fixed where the “Do Not Round” with 0 decimals setting selection was rounding up instead of truncating at the decimal level set by the users.
Fix: Some employee benefits not defaulting for staff entries
An issue has been fixed where some employee benefits were not defaulting in the SAGE Budget personnel section, due to the change from Job Classification to Job Family within Workday. The employee selection now pulls from the new Workday Job Family values.
SAGE Central: Admin Actions (OSP)
Fix: Cost Center changes resulting in multiple codes displayed
An issue has been fixed where changes to the Cost Center Code in an Admin Action were saving multiple times, causing an unexpected display of information.
Fix: Incorrect sponsor saved on add/change
An issue has been fixed where the incorrect sponsor displayed in the Admin Action after changing or adding a sponsor.
Performance Improvements
Error handling improvements
The SAGE team continues to review error logs and address issues that create additional load on the system.
Upload all attachments relevant to your award setup or modification request. You can select one or more files, and then drag and drop them or use the Browse for Files link. You can add attachments while your request is in Composing or Returned status.
The following image shows the section you use to upload attachments:
Required attachments include:
Communication between campus and sponsors, and campus and OSP.
Attach emails as “.msg” or “.eml” files, this allows OSP to respond directly to email threads if needed
Award documents
All Award Setup Requests should include some type of Notice of Award or Agreement document
Is there a sponsor deadline for accepting the Award? Attach sponsor documentation.
You will also need to Select “Sponsor has a deadline for accepting award” in the General Information section. Explain where this date is located in the notice of award in the instructions field and attach sponsor documentation in the supporting attachments section.
Compliance documentation, such as IACUC and IRB approvals
Additional Attachment Requirements for Modification Requests
Different types of modification requests may require a variety of other attachments. Review Award Changes for more details on OSP/GCA Modifications.
Funding & Budgeting Changes
Carryover- sponsor approval required
Attach a concurrence letter that details the reason for unused funds and how those funds will be spent in support of the project for OSP signature and submission to the sponsor.
Addition of Equipment
Attach a concurrence letter and supporting sponsor required documentation, such as a copy of the quote from the equipment vendor/manufacturer.
Adding Subaward – sponsor approval required
Attach a concurrence letter for submission to the sponsor along with any other sponsor required documentation.
Supplemental Funding
MODs for supplemental funding should include similar Required Documents as an Award Setup Request.
If there is a deadline for accepting the supplemental funding make sure to include sponsor documentation to that effect.
TIP: Applying for supplemental funding? When supplemental funding requests to a sponsor require a proposal application, complete an eGC1. Note, ASRs and MODs are not used for proposals.
For those requiring a modification: If there is not a sponsor system of submission involved, attach the progress report or other sponsor required documentation for progress report submission to the sponsor.
If a sponsor uses an electronic system for submission of the report, use that system to prepare and forward your request to OSP (AOR). An example is eRA Commons (NIH).
Attach a copy of the report with your Modification Request.
Restriction Release
Include supporting documentation that reflects requirement has been met (e.g. protocol approval).
Clinical Trial Amendments (CTA)
Include the following applicable attachments to your request:
Amended Scope of Work
Updated Protocol
Current IRB approval
Draft CTA amendment
Sponsor/CRO correspondence
CTO summary review & approval email with attachments – if the budget changes by 10% or there are new charges. If the CTO summary review/approval is still pending, state this in the comments. Always provide the most current CTO summary review. Include:
Email response from the PI to CTO approving the CTO Summary budget review/approval
Once you have uploaded an attachment, you will see several columns:
File Name – the name of your file
Type – select a value from the menu as shown below – this is a required field
Agreement Documents
Cost Share Addendum
Internal (UW) Document
Correspondence with Sponsor
Non Financial Report
Description – enter a brief description of the file – this is a required field
Attached On – displays the date and time the document was uploaded
Note: The maximum file size is 100MB. A message of “Can’t upload—file exceeds 100MB limit” will display if your file exceeds that size.
The attachments will display in reverse chronological order of their most recent version.
The following image shows a newly uploaded file, with the Type menu expanded and a red exclamation alert for the missing Description:
Selecting the blue caret (>) to the left of the file name will expand the row. Information about the version of the attachment will display, along with a Version Comment field. The following image shows an expanded entry:
Attachments can be downloaded from the Award.
While your Award Setup Request is in Composing status, you can delete an attachment by selecting the blue trash can icon at the far right.
Note: Do not delete OSP- or GCA-generated documents unless instructed.
This opens a confirmation dialog window, as shown below:
To cancel the process, select the blue X in the upper right, the Cancel button, or simply click outside of the dialog window.
