{"id":453,"date":"2016-09-22T09:50:17","date_gmt":"2016-09-22T16:50:17","guid":{"rendered":"https:\/\/www.washington.edu\/research\/?page_id=453"},"modified":"2026-02-27T11:13:18","modified_gmt":"2026-02-27T19:13:18","slug":"financials","status":"publish","type":"page","link":"https:\/\/www.washington.edu\/research\/myresearch-lifecycle\/setup\/financials\/","title":{"rendered":"Financials"},"content":{"rendered":"<h2>Contents<\/h2>\n<ul>\n<li><a href=\"#asr-steps\">How to get an Award set up at the UW<\/a><\/li>\n<li><a href=\"#asr-checklist-pi-campus\">Checklist: Award Setup Request &#8211; Steps for PI\/Campus<\/a><\/li>\n<li><a href=\"#osp-creates-asr\">What about when OSP creates an Award Setup Request?<\/a><\/li>\n<li><a href=\"#communicating-compliance\">Communicating compliance information in Award Setup Requests<\/a><\/li>\n<li><a href=\"#complete-asr\">What is a complete Award Setup Request?<\/a><\/li>\n<li><a href=\"#holds\">Holds<\/a><\/li>\n<li><a href=\"#why-asr-returned\">Why was my Award Setup Request returned?<\/a><\/li>\n<li><a href=\"#gca-asr\">GCA Award Setup<\/a><\/li>\n<li><a href=\"#asr-workflow\">SAGE Award Setup Workflow<\/a><\/li>\n<\/ul>\n<h2><a name=\"asr-steps\"><\/a>How to get an Award set up at the UW<\/h2>\n<p>The <a href=\"\/research\/osp\/\">Office of Sponsored Programs (OSP)<\/a> reviews, negotiates, and accepts all sponsored program funding on behalf of the UW. The UW uses Award Setup Requests in SAGE to intake and handle this process.<\/p>\n<p><a name=\"who-creates-asr\"><\/a><\/p>\n<h3>Who creates an Award Setup Request?<\/h3>\n<p>When the PI\/Campus receives an award notification from the sponsor, whether or not OSP is included on the notification, the PI\/Campus should create an Award Setup Request (ASR) and route it to OSP as soon as possible. This will help ensure the Award Setup Request gets to the appropriate OSP reviewer directly. Use of an ASR is necessary to set up the award in Workday.<\/p>\n<p>When OSP receives or retrieves a new award <strong>and<\/strong> the PI\/Campus unit is not included on the notification, OSP will create an Award Setup Request and send it to campus for completion of PI\/Campus required fields and relevant budget information that matches the award amount.<\/p>\n<p>ASRs that are incomplete or incorrect cannot be processed. For details see:<\/p>\n<ul>\n<li><a href=\"#complete-asr\">What is a complete ASR?<\/a><\/li>\n<li><a href=\"#why-asr-returned\">Why was my ASR returned?<\/a><\/li>\n<\/ul>\n<p><a name=\"asr-checklist-pi-campus\"><\/a><\/p>\n<h2>Checklist: Award Setup Request &#8211; Steps for PI\/Campus<\/h2>\n<p>This checklist provides step-by-step guidance for PIs and Campus personnel when they receive a Notice of Award from our sponsor for a new or <a href=\"\/research\/glossary\/competing-renewal\/\">competing<\/a> award that needs to be set up at the UW.<\/p>\n<h3>Before you receive a Notice of Award<\/h3>\n<ul>\n<li>Coordinate within your unit so PIs and other staff understand what to do when they receive a Notice of Award<\/li>\n<li>Designate <a href=\"\/research\/tools\/sage\/guide\/awards\/awards-access-roles\/\" target=\"_blank\" rel=\"noopener\">SAGE Award Preparers<\/a> in your unit<\/li>\n<\/ul>\n<h3>When you receive a Notice of Award<\/h3>\n<ul>\n<li>PI\/Campus receives a <a href=\"\/research\/glossary\/notice-of-award\/\">Notice of an Award<\/a><\/li>\n<li>Coordinate with your unit Award Preparer to complete the remaining steps<\/li>\n<\/ul>\n<h3>Create an Award Budget in SAGE<\/h3>\n<ul>\n<li>Create an award budget in SAGE Budget.<\/li>\n<li>A new SAGE budget is required at time of award<\/li>\n<li>High level budgeting will be easiest to match the award amount. Review:\n<ul>\n<li><a href=\"\/research\/learning\/online\/index.php\/lessons\/sage-award-budget-quick-tips-for-simplifying-your-award-budget\/\">Quick Tips for Simplifying Your Award Budget<\/a><\/li>\n<li><a href=\"\/research\/learning\/online\/index.php\/lessons\/sage-budget-resources\/\">SAGE Budget Resources<\/a><\/li>\n<\/ul>\n<\/li>\n<li>Have a Clinical Trial? Follow <a href=\"\/research\/myresearch-lifecycle\/setup\/sponsor-requirements\/clinical-research\/#asr-and-agreement\">clinical research budget guidance<\/a>\n<ul>\n<li>Review <a href=\"\/research\/research-administration-learning\/creating-a-clinical-trialsl-budget-for-sage-awards\/\" target=\"_blank\" rel=\"noopener\">how to set up a clinical trial award budget in SAGE with minimal information<\/a><\/li>\n<\/ul>\n<\/li>\n<li>Have an NIH SNAP Award? Review <a href=\"\/research\/learning\/online\/index.php\/lessons\/how-to-set-up-nih-snap-awards-in-sage\/\">NIH SNAP: Quick Tips<\/a><\/li>\n<li>Make sure the SAGE Award Budget includes any additional SAGE Budget Worksheets so the award is set up correctly in Workday. Review:\n<ul>\n<li><a href=\"\/research\/tools\/sage\/guide\/sage-budget\/budget-worksheets\/\">SAGE Budget Worksheets<\/a><\/li>\n<li><a href=\"\/research\/learning\/online\/index.php\/lessons\/how-to-set-up-subaward-worksheets-on-the-sage-award-budget\/\">How to Set Up Subaward Worksheets on the SAGE Award Budget<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3>Start an Award Setup Request (ASR)<\/h3>\n<ul>\n<li>Award Preparer <a href=\"\/research\/tools\/sage\/guide\/awards\/award-setup-requests\/create-a-new-award-setup-request\/\">creates the ASR in SAGE<\/a><\/li>\n<li>Confirm there is an <a href=\"\/research\/tools\/sage\/guide\/egc1-forms\/my-egc1s-page\/egc1-statuses\/\">approved eGC1<\/a> in SAGE for the award and <a href=\"\/research\/tools\/sage\/guide\/awards\/award-setup-requests\/create-a-new-award-setup-request\/\">select the appropriate eGC1<\/a>\n<ul>\n<li>If you received an award and do not have an approved eGC1 in SAGE, you need to submit an <a href=\"\/research\/myresearch-lifecycle\/setup\/collaborations\/agreement-types\/#atf\">After-the-Fact eGC1<\/a>. Once the ATF eGC1 is approved, OSP will create the ASR and route it back to you for completion.<\/li>\n<\/ul>\n<\/li>\n<li>Is there a sponsor deadline for accepting the Award?\n<ul>\n<li>Select \u201cSponsor has a deadline for accepting award\u201d.<\/li>\n<li>Explain in <a href=\"\/research\/tools\/sage\/guide\/awards\/awards-comments-history\/#asr_and_mod_comment_examples\" target=\"_blank\" rel=\"noopener\">Comments<\/a>.<\/li>\n<li>Upload sponsor documentation in the <a href=\"\/research\/tools\/sage\/guide\/awards\/awards-supporting-attachments\/\" target=\"_blank\" rel=\"noopener\">Supporting Attachments<\/a> section.<\/li>\n<\/ul>\n<\/li>\n<li>Review the <a href=\"\/research\/tools\/sage\/guide\/awards\/\">SAGE Awards User Guide<\/a> for detailed instructions on all SAGE steps.<\/li>\n<\/ul>\n<h3>Connect the SAGE Budget to the ASR<\/h3>\n<ul>\n<li>Connect the <a href=\"\/research\/tools\/sage\/guide\/awards\/award-setup-requests\/asr-budget-award-lines\/\" target=\"_blank\" rel=\"noopener\">complete and accurate SAGE Budget<\/a> to the ASR.<\/li>\n<li>Make sure that the Total Project Costs on the SAGE Budget, as well as the start and end dates, match the sponsor awarded amount and award start and end dates on the General Information section.<\/li>\n<li><a href=\"\/research\/learning\/online\/index.php\/lessons\/sage-award-budget-quick-tips-for-simplifying-your-award-budget\/\">Quick Tips for Simplifying Your Award Budget<\/a><\/li>\n<li><a href=\"\/research\/learning\/online\/index.php\/lessons\/sage-budget-resources\/\" target=\"_blank\" rel=\"noopener\">SAGE Budget Resources<\/a><\/li>\n<\/ul>\n<h3>Provide all compliance information and supporting documents<\/h3>\n<ol>\n<li><strong>Confirm compliance reviews or approvals are underway or in place<\/strong>.\n<ul>\n<li>These may include: Human Subjects (IRB), Animal Use (IACUC), Significant Financial Interest (SFI), Cost Share Addendum, and more.<\/li>\n<li>Review more guidance on <a href=\"https:\/\/washington.edu\/research\/myresearch-lifecycle\/setup\/financials\/#communicating-compliance\">communicating compliance information<\/a> related to your ASR.<\/li>\n<li>Depending on the activity on the award you may need to follow <a href=\"\/research\/myresearch-lifecycle\/setup\/compliance-requirements-non-financial\/\">other compliance guidance<\/a> as well.<\/li>\n<li>If approvals are underway and not in place when you submit the ASR, OSP completes its review, but will return to you for necessary approvals prior to processing.<\/li>\n<\/ul>\n<\/li>\n<li><strong>Always include Supporting Attachments<\/strong>\n<ul>\n<li><strong>Award documents<\/strong>\n<ul>\n<li>Is there a sponsor deadline for accepting the Award? Attach sponsor documentation to that effect.<\/li>\n<\/ul>\n<\/li>\n<li><strong>Communication between campus\/sponsor, campus\/OSP<\/strong>\n<ul>\n<li>Attach emails as \u201c.msg\u201d or \u201c.eml\u201d files; allows OSP to respond directly to email strings as needed.<\/li>\n<\/ul>\n<\/li>\n<li><strong>Compliance documentation<\/strong>\n<ul>\n<li>e.g., IACUC, IRB approvals<\/li>\n<\/ul>\n<\/li>\n<li><strong>Internal UW documents as applicable<\/strong>. Examples may include:\n<ul>\n<li>Cost Share Addendum<\/li>\n<li>Have a Clinical Trial? Follow <a href=\"\/research\/myresearch-lifecycle\/setup\/sponsor-requirements\/clinical-research\/#asr-and-agreement\">clinical research budget guidance<\/a><\/li>\n<li>Need to request non-standard F&amp;A for a project? <a href=\"\/research\/forms-and-templates\/fa-waiver\/\">F&amp;A Waiver request form<\/a><\/li>\n<li>This is not an exhaustive list<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n<h3>Include comments<\/h3>\n<p><strong>Always<\/strong> include <a href=\"\/research\/tools\/sage\/guide\/awards\/awards-comments-history\/#asr_and_mod_comment_examples\" target=\"_blank\" rel=\"noopener\">explanatory comments<\/a> with pertinent information or special requests that will help get your ASR processed.<\/p>\n<h3>Review &amp; Submit<\/h3>\n<p>Review your request to ensure it is as complete and accurate as possible and submit for review and approval. See SAGE guidance on <a href=\"\/research\/tools\/sage\/guide\/awards\/award-setup-requests\/asr-review-submit\/\" target=\"_blank\" rel=\"noopener\">Review &amp; Submit<\/a>.<\/p>\n<h3>ASR is Assigned to OSP<\/h3>\n<p>The ASR is assigned to an OSP Reviewer.<br \/>\n<a name=\"osp-review-asr\"><\/a><\/p>\n<h3>OSP Reviews ASR<\/h3>\n<p>Once a complete Award Setup Request (ASR) is assigned to an OSP reviewer there are several steps involved with OSP review. See <a href=\"#complete-asr\">What is a complete ASR?<\/a><\/p>\n<p>These can include:<\/p>\n<ul>\n<li>Verify compliance<\/li>\n<li>Complete OSP fields within the ASR<\/li>\n<li>Negotiate terms with sponsors<\/li>\n<li>Accept the Award<\/li>\n<li>Update Comments &amp; History as needed with additional information<\/li>\n<li>Send to GCA for setup in Workday Finance<\/li>\n<\/ul>\n<p>If a request is incomplete, needs correction or additional information, OSP returns the request to campus. The returned ASR will include comments addressing why it was returned. See <a href=\"#why-asr-returned\">Why was my ASR returned?\u00a0<\/a><\/p>\n<p>After your OSP reviewer approves an ASR, SAGE sends the request to GCA. The SAGE ASR Status will change from \u201cOSP Assigned\u201d to \u201cGCA Assigned\u201d.<br \/>\nWhen OSP initiates a return of an ASR, the SAGE system will send a notification to the Award Preparer(s). The returned ASR will be shown on the preparers&#8217; Award Request List, and when the request is opened all comments will be viewable in the Comments &amp; History section.<\/p>\n<h3>More Information:<\/h3>\n<ul>\n<li><a href=\"\/research\/core-for-workday\/award-setup-roadmap\/\">Award Setup Resource Roadmap<\/a><\/li>\n<li><a href=\"\/research\/announcements\/tips-asr-mod-in-sage\/\">Tips for Success &#8211; Award Setup and Modification Requests in SAGE<\/a><\/li>\n<li><a href=\"\/research\/tools\/sage\/guide\/awards\/\">SAGE Awards User Guide<\/a><\/li>\n<li><a href=\"\/research\/learning\/online\/index.php\/lessons\/sage-awards-resources\/\">SAGE Awards Resources<\/a><\/li>\n<li><a href=\"\/research\/learning\/online\/index.php\/lessons\/sage-budget-resources\/\">SAGE Budget Resources<\/a>\n<ul>\n<li><a href=\"\/research\/learning\/online\/index.php\/lessons\/sage-award-budget-quick-tips-for-simplifying-your-award-budget\/\">Quick Tips for Simplifying Your Award Budget<\/a><\/li>\n<li><a href=\"\/research\/learning\/online\/index.php\/lessons\/simplifying-the-award-budget\/\">Simplifying the Award Budget video explainer<\/a><\/li>\n<\/ul>\n<\/li>\n<li><a href=\"#why-asr-returned\">Why was my ASR returned?<\/a><\/li>\n<li><a href=\"\/research\/faq\/urgent-osp-asr-mod-and-subawards\/\">What if my request is urgent?<\/a><\/li>\n<li>Review the <a href=\"\/research\/learning\/online\/index.php\/lessons\/award-setup-workflow-infographic\/\">ASR workflow<\/a><\/li>\n<\/ul>\n<ul>\n<li style=\"list-style-type: none;\"><\/li>\n<\/ul>\n<hr \/>\n<p><a name=\"osp-creates-asr\"><\/a><\/p>\n<h2>What about when OSP creates an Award Setup Request?<\/h2>\n<p>When OSP receives or retrieves an award <em><strong>and the PI is not included<\/strong><\/em> on the notification, OSP will create an Award Setup Request and send it to campus for completion.<\/p>\n<p>Review guidance on <a href=\"\/research\/faq\/asr-created-by-osp\/\">What do I do when I receive an Award Setup Request created by OSP?<\/a><\/p>\n<hr \/>\n<h2><a name=\"communicating-compliance\"><\/a>Communicating Compliance Information<\/h2>\n<p>A variety of compliance areas related to your award may need review when an ASR is submitted. Please review relevant topics and follow any instructions provided to facilitate OSP &amp; GCA reviews.<\/p>\n<p>Expand each of the topics for more information on Human Subjects, Animal Use, Significant Financial Interest, Cost Share, Export Controls, F&amp;A Waivers, Funding Restrictions, Awards Made in Foreign Currency etc.<\/p>\n<p><span style=\"font-weight: 400;\"><\/p>\n<div class=\"accordion non-bold\" id=\"accessible-accordion\">\n<div class=\"screen-reader-text\">Accessible Accordion<\/div>\n<p><\/span><\/p>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Human Subjects<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<p>Federal and federal flow-through awards, and clinical trials: Study number and approval date, exempt status confirmation, or delayed onset confirmation<br \/>\nAll other: The above or pending study number is acceptable.<\/p>\n<p>If the study number and approval date information is not available in the original eGC1 Non-fiscal compliance section (Questions HS-1, HS-1A, and HS-B, and IRB Application Details), and was not provided at a Just-In-Time stage, add a comment in the ASR Comments section, providing the study number(s) and approval dates, for OSP reference.<\/p>\n<p>When it is a non-UW IRB upon which we rely, please attach the external IRB approval letter, reflecting approval dates, to the ASR.<\/p>\n<p>It is the PI\u2019s responsibility to notify HSD when there is a significant change, or addition of human subjects research that was not earlier described and approved. If there is an updated study number for work described that is not available on the eGC1, please include the updated study number and dates in the ASR Comments.<\/p>\n<p>For large center, program or training grants, it is the PI\u2019s responsibility to ensure all trainees or center activities involving human subjects are carried out under an approved IRB study number. Most sponsors will not require this be listed out, and therefore OSP does not require all be listed out in the eGC1 or ASR for verification.<\/p>\n<\/div>\n<\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Animal Use<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<ul>\n<li>UW Office of Animal Welfare (OAW) approval of the eGC1 on After-the-Fact or Transfer eGC1, or<\/li>\n<li>OAW congruence letter reflecting review of proposed scope of work with protocol<\/li>\n<\/ul>\n<p>If the eGC1 does not have OAW approval, or OAW congruence letter was not provided at an earlier Just-In-Time stage, please provide as an attachment to the ASR, with current approval dates.<\/p>\n<\/div>\n<\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Significant Financial Interest \/ Financial Conflict of Interest<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<h3>Significant Financial Interest &#8211; SFI:<\/h3>\n<p>Every Investigator listed on the eGC1 has made a Primary disclosure and the Primary disclosure status indicates one of the following:<\/p>\n<ul>\n<li>SFI is not related<\/li>\n<li>No Review Required<\/li>\n<li>Review Complete; FCOI not found &#8211; OR &#8211;<\/li>\n<li>FCOI management plan is in place<\/li>\n<\/ul>\n<p>If SFI disclosure is not in one of these statuses for each Investigator, OSP is unable to fully process the ASR. The ASR is subject to return until the compliance requirement is met.<\/p>\n<h3>Financial Conflict of Interest &#8211; FCOI:<\/h3>\n<p>The Compliance Details column of the eGC1 <a href=\"\/research\/tools\/sage\/guide\/egc1-forms\/egc1-pi-personnel-organizations-page\/\">PI, Personnel, &amp; Organizations<\/a> page must reflect one of the following:<\/p>\n<ul>\n<li>FCOI Training not required, -OR-<\/li>\n<li>FCOI Training complete; expiration date is current<\/li>\n<\/ul>\n<p>Any FCOI Training status indicating \u201cFCOI training required\u201d will prevent full processing of the ASR. The ASR is subject to return until the compliance requirement is met.<\/p>\n<p>The eGC1 PI, Personnel, &amp; Organizations page can be updated throughout the project if a UW Investigator needs to be listed so their FIDS status information integrates with the eGC1. Do not send OSP separate documentation via ASR, unless requested.<\/p>\n<p>Review <a href=\"\/research\/financial-conflicts-of-interest-fcoi\/\">more information about SFI and FCOI<\/a>.<\/p>\n<\/div>\n<\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Cost Share<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<p>If your award has cost share commitments, attach a copy of the <a href=\"https:\/\/finance.uw.edu\/gca\/GCA_Cost_Share_Addendum\" target=\"_blank\" rel=\"noopener\">Cost Share Addendum<\/a> to the ASR.<\/p>\n<\/div>\n<\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Export Controls<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<p>An export control review is required:<\/p>\n<ul>\n<li>If eGC1 Non-fiscal compliance questions E2 and D1 &#8211; YES to Export Controlled Information, or D2-D4 are answered YES<\/li>\n<li>Or if OSP&#8217;s review at time of award raises security concerns that were not evident at time of proposal review<\/li>\n<\/ul>\n<p>OSP will alert <a href=\"mailto:exports@uw.edu\" target=\"_blank\" rel=\"noopener\">exports@uw.edu<\/a> and the ASR is subject to return until the compliance review is complete.<\/p>\n<\/div>\n<\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">F&amp;A Waivers<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<p>A waiver request, if made, should be carried out at the proposal stage. If there is a need to request an F&amp;A waiver at time of Award, please attach a completed F&amp;A waiver to the ASR, signed by the PI, department and school representative to the ASR, for handling. Do not route an F&amp;A Waiver Request to the OSP Director via Docusign or send via email.<\/p>\n<\/div>\n<\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Funding Restrictions<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<p>Award terms and conditions may place restrictions on some or all of the funding before it can be spent. Some restrictions require prior sponsor approval before the restriction can be lifted. All restricted funding must be managed with <a href=\"https:\/\/finance.uw.edu\/fr\/internal-controls\" target=\"_blank\" rel=\"noopener\">internal controls<\/a> at the UW.<\/p>\n<p>When a sponsor restricts funds, OSP will include reference to the restriction in a comment on the Award Setup Request or the Modification Request.<\/p>\n<h4>Sample Funding Restrictions:<\/h4>\n<ul>\n<li>Human subjects research cannot happen until a copy of the IRB approval is provided to the sponsor<\/li>\n<li>Research involving animal use cannot happen until a copy of the IACUC approval is provided to the sponsor<\/li>\n<li>Sponsor requires additional documentation before they will issue a revised award to lift the funding restriction<\/li>\n<li>Funds can only be used for specific named personnel in the award<\/li>\n<li>Funds are designated for a particular purpose (e.g. travel) and cannot be rebudgeted for something else without prior approval<\/li>\n<li>Renovations must have prior sponsor approval on the designs before funds can be used<\/li>\n<\/ul>\n<p>When you need to request removal of funding restrictions after an award is made, you must submit a Modification Request (OSP\/GCA) in SAGE.<\/p>\n<\/div>\n<\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Awards Made in Foreign Currency<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<p>Foreign currency exchange rates fluctuate on a daily basis, and it is typically many months between when a proposal budget is prepared and the time of award. As a result, the exchange rates used to calculate a proposal budget are probably not an accurate reflection of the awarded funds in U.S. dollars (USD).<\/p>\n<p>When awards are made and will be paid in foreign currency there are a few extra steps that must be taken at the Time of Award and to Monitor the Award.<\/p>\n<ul>\n<li>Review awarded budget with an online currency converter<\/li>\n<li>Update SAGE budget in US Dollars using current conversion rate<\/li>\n<li>Attach a screenshot of the currency converter to the ASR<\/li>\n<\/ul>\n<p><strong>Note<\/strong>: Currencies will continue to fluctuate throughout the life of an award. PIs and their units are responsible for monitoring and managing the impacts that these fluctuations may have on the award.<\/p>\n<p>The PI and department are responsible for <a href=\"https:\/\/finance.uw.edu\/gca\/award-lifecycle\/closing-your-award\/grant-contract-deficit-procedures\" target=\"_blank\" rel=\"noopener\">resolving deficits<\/a>, including those that may arise from currency fluctuation.<\/p>\n<p>Review more information and examples from Grant &amp; Contract Accounting on <a href=\"https:\/\/finance.uw.edu\/gca\/award-lifecycle\/sponsor-payments\/foreign-currency\" target=\"_blank\" rel=\"noopener\">Awards Paid in Foreign Currency<\/a>.<\/p>\n<\/div>\n<\/div>\n<div class=\"card\">\n<div class=\"card-header\" id=\"accordion-header\">\n<h3 class=\"mb-0\"><button class=\"btn btn-link\" type=\"button\" data-toggle=\"collapse\" data-target=\"#collapse\" aria-expanded=\"false\" aria-controls=\"collapse\"><span class=\"btn-text\">Requesting Additional Award Lines at Time of Award<\/span><span class=\"arrow-box\"><span class=\"arrow\"><\/span><\/span><\/button><\/h3>\n<\/div>\n<div id=\"collapse\" class=\"collapse \" aria-labelledby=\"collapse\" data-parent=\"#accordion\" role=\"region\">\n<p>There are a variety of reasons to request separate award lines under a new award. Some of the primary reasons include:<\/p>\n<ul>\n<li>Multiple F&amp;A Rates<\/li>\n<li>Outgoing Subawards award line\n<ul>\n<li>Create a separate SAGE Budget worksheet for each outgoing subaward. Review more guidance for requesting <a href=\"https:\/\/washington.edu\/research\/myresearch-lifecycle\/setup\/subawards\/\">subawards<\/a>.<\/li>\n<\/ul>\n<\/li>\n<li>Participant Support Costs<\/li>\n<li>Equipment Fabrication<\/li>\n<\/ul>\n<p>Individual award lines for specific areas need their own SAGE Budget worksheets linked with an ASR to be set up on an Award in Workday Finance. You may add some award lines after award setup via <a href=\"\/research\/myresearch-lifecycle\/manage\/award-changes\/\">Award Modifications<\/a>.<\/p>\n<p>Review <a href=\"\/research\/tools\/sage\/guide\/sage-budget\/\">SAGE Budget User Guide<\/a>.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<hr \/>\n<h2><a name=\"complete-asr\"><\/a>What is a Complete Award Setup Request?<\/h2>\n<p>Whether OSP creates the ASR or campus creates the ASR, it needs to be complete for OSP to begin review.<br \/>\nComplete means:<\/p>\n<ul>\n<li>The ASR is associated with the correct eGC1<\/li>\n<li>A SAGE Budget with all required worksheet(s) is linked to the ASR. See:\n<ul>\n<li><a href=\"\/research\/tools\/sage\/guide\/sage-budget\/budget-worksheets\/\">SAGE Budget User Guide <\/a><\/li>\n<li><a href=\"\/research\/learning\/online\/index.php\/lessons\/how-to-set-up-subaward-worksheets-on-the-sage-award-budget\/\" target=\"_blank\" rel=\"noopener\">Subaward worksheet job aid<\/a><\/li>\n<\/ul>\n<\/li>\n<li>All of the ASR fields campus can complete are filled in appropriately<\/li>\n<li>PI\/Campus has completed the <a href=\"\/research\/tools\/sage\/guide\/awards\/awards-supporting-attachments\/\">Supporting Attachments<\/a> section by attaching all relevant documentation<\/li>\n<li>PI\/Campus has <a href=\"\/research\/tools\/sage\/guide\/awards\/awards-comments-history\/#asr_and_mod_comment_examples\" target=\"_blank\" rel=\"noopener\">included details about the request within the Comments<\/a> section to facilitate review and approval<\/li>\n<li>ASR routed to OSP<\/li>\n<\/ul>\n<p>An ASR that is complete is ready for OSP review. Note that once OSP begins review, additional information or documents from campus may be requested.<\/p>\n<p>See <a href=\"\/research\/announcements\/tell-osp-your-award-setup-and-modification-request-story\/\">Tell OSP your story<\/a> for more information.<\/p>\n<hr \/>\n<h2><a name=\"holds\"><\/a>Holds<\/h2>\n<p>OSP and GCA both can <a href=\"\/research\/tools\/sage\/guide\/awards\/awards-holds\/\" target=\"_blank\" rel=\"noopener\">manually apply a &#8220;Hold&#8221;<\/a> to Award Setup (ASR) or Modification (MOD) Requests for a variety of reasons. A notification appears at the top of each section to let you know when a Hold has been applied.<img loading=\"lazy\" decoding=\"async\" class=\"alignleft wp-image-50192\" src=\"\/research\/wp-content\/uploads\/SAGE-Holds-banner.png\" alt=\"Banner indicates Holds or compliance checks are in process. View the Comments &amp; History section for more information.\" width=\"680\" height=\"45\" srcset=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Holds-banner.png 3932w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Holds-banner-300x20.png 300w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Holds-banner-1024x68.png 1024w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Holds-banner-768x51.png 768w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Holds-banner-1536x102.png 1536w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Holds-banner-2048x136.png 2048w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Holds-banner-375x25.png 375w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Holds-banner-750x50.png 750w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Holds-banner-1140x76.png 1140w\" sizes=\"auto, (max-width: 680px) 100vw, 680px\" \/><\/p>\n<p>The <a href=\"\/research\/tools\/sage\/guide\/awards\/awards-comments-history\">Comments &amp; History<\/a> section of the ASR will include a brief description of the Hold reason, and depending upon the type of hold, may contain additional instructions. Not all holds require campus action. Review the Comments &amp; History section for information on any action items you may need to address.<\/p>\n<hr \/>\n<h2><a name=\"why-asr-returned\"><\/a>Why was my Award Setup Request Returned?<\/h2>\n<p>Your request may be returned for a variety of reasons, including:<\/p>\n<ul>\n<li>Compliance Approval Needed<\/li>\n<li>Form Missing<\/li>\n<li>Inaccurate information<\/li>\n<li>Incomplete information<\/li>\n<li>Pending Activation Notice (for fellowship)<\/li>\n<li>PI acknowledgement Needed<\/li>\n<li>Revised SAGE Budget Needed<\/li>\n<li>Other<\/li>\n<\/ul>\n<p>If an incorrect eGC1 is linked to an ASR, OSP will need to return the ASR and campus will need to change the link to the correct eGC1.<br \/>\nReview: <a href=\"\/research\/faq\/what-info-to-include-asr-mod\/\">Tell us your story<\/a> for more information.<\/p>\n<hr \/>\n<h2><a name=\"gca-asr\"><\/a>GCA Award Setup<\/h2>\n<p>GCA uses the Award Setup request, attachments, and comments to set up the award in Workday Finance. GCA may also return an ASR to campus for corrections or requests for more information.<\/p>\n<p>Review more information on the <a href=\"https:\/\/finance.uw.edu\/gca\/award-lifecycle\/budget-setup\" target=\"_blank\" rel=\"noopener\">GCA Award Setup process<\/a>.<\/p>\n<hr \/>\n<h2><a name=\"asr-workflow\"><\/a>SAGE Award Setup Workflow<\/h2>\n<p><a href=\"\/research\/wp-content\/uploads\/SAGE-Award-Setup-Request-Workflow_updated.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-46052 size-full\" src=\"\/research\/wp-content\/uploads\/SAGE-Award-Setup-Request-Workflow_updated.png\" alt=\"This diagram portrays the award setup process beginning in July 2023. It begins with an eGC1 being approved and a notice of award (NoA) received. Then, administrators will create a SAGE Award Budget and initiate a SAGE Award Setup Request. After those steps are complete, an administrator will link the SAGE eGC1 and Budget. Then, an Award will be completed and submitted to OSP, which will either forward it on to GCA or return it to campus for more information. GCA will pass the award on to Workday, then the administrator will receive a notification that their Award is ready.\" width=\"3256\" height=\"1511\" srcset=\"https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Award-Setup-Request-Workflow_updated.png 3256w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Award-Setup-Request-Workflow_updated-300x139.png 300w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Award-Setup-Request-Workflow_updated-1024x475.png 1024w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Award-Setup-Request-Workflow_updated-768x356.png 768w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Award-Setup-Request-Workflow_updated-1536x713.png 1536w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Award-Setup-Request-Workflow_updated-2048x950.png 2048w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Award-Setup-Request-Workflow_updated-375x174.png 375w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Award-Setup-Request-Workflow_updated-750x348.png 750w, https:\/\/www.washington.edu\/research\/wp-content\/uploads\/SAGE-Award-Setup-Request-Workflow_updated-1140x529.png 1140w\" sizes=\"auto, 100vw\" \/><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Contents How to get an Award set up at the UW Checklist: Award Setup Request &#8211; Steps for PI\/Campus What about when OSP creates an Award&#8230;<\/p>\n","protected":false},"author":13,"featured_media":0,"parent":212,"menu_order":3,"comment_status":"closed","ping_status":"closed","template":"templates\/page-builder-lifecycle.php","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-453","page","type-page","status-publish","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.1.1 - 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