Modifications

This webpage has been updated with Workday-related content.

Overview

SAGE allows campus to submit a modification request directly to GCA. These requests must not require sponsor approval. If the change does require sponsor approval, please route the request to OSP. If GCA receives a modification request that requires sponsor approval, GCA will  deny the request with a comment informing the campus preparer to create a new modification request to route as an "OSP/GCA" request. For information about these types of modifications requests, please visit OSP Award Changes webpage. 

SAGE Modification Request Checklist

GCA and OSP have developed a SAGE Modification Request Checklist to support the process. This checklist is intended to guide the SAGE Modification preparer provide all the required information before routing the request to OSP or GCA and is applicable to requests that do not already have a required form (e.g. Extension, Change of PI, etc). This checklist is strongly encouraged but not required.

Click on the link to download the SAGE Modification Request Checklist.

How to Submit a GCA Only Modification 

This section provides step-by-step instructions for completing the SAGE Modification form for GCA Only Modifications.

 

Request a new award line (similar to requesting a new sub budget using a TPU form)
Prepare the SAGE Budget Worksheet

The first step when requesting a new award line is to create a new SAGE Budget or copy an existing budget. The SAGE Budget worksheet has all the information GCA needs to create a new award line in Workday.

Download or Snapshot SAGE Budget Worksheet

Once the SAGE Budget worksheet is completely filled out, the second step is to choose how you want to share the SAGE Budget worksheet with GCA. There are two options:

  1. Export the worksheet to Excel and upload it to the Supporting Attachments section (instructions)
  2. Include the SAGE Budget snapshot URL in the Comments & History section (instructions)
Fill out the SAGE Modification Request Form

The third and final step is to fill out the SAGE Modification request form. Here's how:

  • On the Awards tab in SAGE, click Create a Request Select Modification Request (GCA Only)
  • In the Create Modification Request box that appears, link the Workday award to your modification request by searching the Workday Award ID (AWD-######)
  • In the header, you'll three vertical dots. Click on those dots to add a comment. Enter "Create a new award line" here and paste the SAGE Budget snapshot URL (if applicable)
  • In the Modification Details section, select Funding & budgeting changes
  • In the Supporting Attachments section, you can upload an Excel export of your SAGE Budget worksheet (if applicable)
  • In the Review & Submit section, click Submit & Route when the request is ready to send to GCA 
Add funding to existing award line (similar to requesting a supplement to a sub budget using a TPU form)
Prepare the SAGE Budget Worksheet

The first step is to update the SAGE Budget worksheet that corresponds with the Workday grant worktag you want updated.

Download or Snapshot SAGE Budget Worksheet

Once the SAGE Budget worksheet is updated, the second step is to choose how you want to share the SAGE Budget worksheet with GCA. There are two options:

  1. Export the worksheet to Excel and upload it to the Supporting Attachments section or
  2. Include the SAGE Budget snapshot URL in the Comments & History section
Fill out the SAGE Modification Request Form

The third and final step is to fill out the SAGE Modification request form. Here's how:

  • On the Awards tab in SAGE, click Create a Request
  • Select Modification Request (GCA Only)
  • In the Create Modification Request box that appears, link the Workday award to your modification request by searching the Workday Award ID (AWD-######)
  • In the header, you'll three vertical dots. Click on those dots to add a comment. Enter "Add funds to Workday grant GR######" here and paste the SAGE Budget snapshot URL (if applicable)
  • In the Modification Details section, select Funding & budgeting changes
  • In the Supporting Attachments section, you can upload an Excel export of your SAGE Budget worksheet (if applicable)
  • In the Review & Submit section, click Submit & Route when the request is ready to send to GCA
Rebudgeting (no sponsor approval required)
Prepare the SAGE Budget Worksheet

The first step is to update the SAGE Budget worksheet that corresponds with the Workday grant worktag you want updated.

Download or Snapshot SAGE Budget Worksheet

Once the SAGE Budget worksheet is updated, the second step is to choose how you want to share the SAGE Budget worksheet with GCA. There are two options:

  1. Export the worksheet to Excel and upload it to the Supporting Attachments section or
  2. Include the SAGE Budget snapshot URL in the Comments & History section
Fill out the SAGE Modification Request Form

The third and final step is to fill out the SAGE Modification request form. Here's how:

  • On the Awards tab in SAGE, click Create a Request
  • Select Modification Request (GCA Only)
  • In the Create Modification Request box that appears, link the Workday award to your modification request by searching the Workday Award ID (AWD-######)
  • In the header, you'll three vertical dots. Click on those dots to add a comment. Enter "Rebudget funds in Workday grant GR######" here and paste the SAGE Budget snapshot URL (if applicable)
  • In the Modification Details section, select Funding & budgeting changes
  • In the Supporting Attachments section, you can upload an Excel export of your SAGE Budget worksheet (if applicable)
  • In the Review & Submit section, click Submit & Route when the request is ready to send to GCA
Cost Share Change (no sponsor approval required)
Prepare an updated Cost Share Addendum

The first step is to prepare a cost share addendum that reflects the updates you want made. In Workday, cost share is reflected in a special award line identifiable by the Grant Name prefix "Cost Share".

Once the addendum is updated, the next step is to fill out the SAGE Modification request form.

Fill out the SAGE Modification Request Form
  • On the Awards tab in SAGE, click Create a Request
  • Select Modification Request (GCA Only)
  • In the Create Modification Request box that appears, link the Workday award to your modification request by searching the Workday Award ID (AWD-######)
  • In the header, you'll three vertical dots. Click on those dots to add a comment. Enter "Change cost share for Workday grant GR######" here
  • In the Modification Details section, select Funding & budgeting changes
  • In the Supporting Attachments section, upload the updated cost share addendum
  • In the Review & Submit section, click Submit & Route when the request is ready to send to GCA
Restriction Release (no sponsor approval required)
Prepare the SAGE Budget Worksheet

The first step is to update the SAGE Budget worksheet that corresponds with the Workday grant worktag you want updated.

Download or Snapshot SAGE Budget Worksheet

Once the SAGE Budget worksheet is updated, the second step is to choose how you want to share the SAGE Budget worksheet with GCA. There are two options:

  1. Export the worksheet to Excel and upload it to the Supporting Attachments section or
  2. Include the SAGE Budget snapshot URL in the Comments & History section
Fill out the SAGE Modification Request Form

The third and final step is to fill out the SAGE Modification request form. Here's how:

  • On the Awards tab in SAGE, click Create a Request
  • Select Modification Request (GCA Only)
  • In the Create Modification Request box that appears, link the Workday award to your modification request by searching the Workday Award ID (AWD-######)
  • In the header, you'll three vertical dots. Click on those dots to add a comment. Enter "Restriction release for Workday grant GR######" here and paste the SAGE Budget snapshot URL (if applicable)
  • In the Modification Details section, select Other changes
  • In the Supporting Attachments section, you can upload an Excel export of your SAGE Budget worksheet (if applicable)
  • In the Review & Submit section, click Submit & Route when the request is ready to send to GCA
Location Change
Prepare the SAGE Budget Worksheet

The first step is to update the Activity Location field in the F&A Settings section of the SAGE Budget worksheet that corresponds with the Workday grant worktag you want updated.

Note that a change in location mid-project (on- to off-campus) does not trigger an F&A rate change, by policy. See GIM 13 for more information.

Download or Snapshot SAGE Budget Worksheet

Once the SAGE Budget worksheet is updated, the second step is to choose how you want to share the SAGE Budget worksheet with GCA. There are two options:

  1. Export the worksheet to Excel and upload it to the Supporting Attachments section or
  2. Include the SAGE Budget snapshot URL in the Comments & History section
Fill out the SAGE Modification Request Form

The third and final step is to fill out the SAGE Modification request form. Here's how:

  • On the Awards tab in SAGE, click Create a Request
  • Select Modification Request (GCA Only)
  • In the Create Modification Request box that appears, link the Workday award to your modification request by searching the Workday Award ID (AWD-######)
  • In the header, you'll three vertical dots. Click on those dots to add a comment. Enter "Location change for Workday grant GR######" here and paste the SAGE Budget snapshot URL (if applicable)
  • In the Modification Details section, select Programmatic changes
  • In the Supporting Attachments section, you can upload an Excel export of your SAGE Budget worksheet (if applicable)
  • In the Review & Submit section, click Submit & Route when the request is ready to send to GCA
Cost Center Change
Prepare the SAGE Budget Worksheet

The first step is to update the Cost Center Receiving Funding field in the SAGE Budget worksheet that corresponds with the Workday grant worktag you want updated.

Download or Snapshot SAGE Budget Worksheet

Once the SAGE Budget worksheet is updated, the second step is to choose how you want to share the SAGE Budget worksheet with GCA. There are two options:

  1. Export the worksheet to Excel and upload it to the Supporting Attachments section or
  2. Include the SAGE Budget snapshot URL in the Comments & History section
Fill out the SAGE Modification Request Form

The third and final step is to fill out the SAGE Modification request form. Here's how:

  • On the Awards tab in SAGE, click Create a Request
  • Select Modification Request (GCA Only)
  • In the Create Modification Request box that appears, link the Workday award to your modification request by searching the Workday Award ID (AWD-######)
  • In the header, you'll three vertical dots. Click on those dots to add a comment. Enter "Cost center change for Workday grant GR######", confirm that the original cost center has agreed to this change, and paste the SAGE Budget snapshot URL (if applicable)
  • In the Modification Details section, select Other changes
  • In the Supporting Attachments section, you can upload an Excel export of your SAGE Budget worksheet (if applicable) or emails with the originating department showing agreement with the change
  • In the Review & Submit section, click Submit & Route when the request is ready to send to GCA
Start Date Change (no sponsor approval required)
Prepare the SAGE Budget Worksheet

The first step is to update the Budget Start Date field in the SAGE Budget worksheet that corresponds with the Workday grant worktag you want updated.

Download or Snapshot SAGE Budget Worksheet

Once the SAGE Budget worksheet is updated, the second step is to choose how you want to share the SAGE Budget worksheet with GCA. There are two options:

  1. Export the worksheet to Excel and upload it to the Supporting Attachments section or
  2. Include the SAGE Budget snapshot URL in the Comments & History section
Fill out the SAGE Modification Request Form

The third and final step is to fill out the SAGE Modification request form. Here's how:

  • On the Awards tab in SAGE, click Create a Request
  • Select Modification Request (GCA Only)
  • In the Create Modification Request box that appears, link the Workday award to your modification request by searching the Workday Award ID (AWD-######) In the header, you'll three vertical dots. Click on those dots to add a comment. Enter "Start date change for Workday grant GR######"
  • In the Modification Details section, select Schedule changes
  • In the Supporting Attachments section, you can upload documentation supporting the request
  • In the Review & Submit section, click Submit & Route when the request is ready to send to GCA

Returns and Corrections

GCA has the ability to return a SAGE Modification request to the campus preparer. Examples of return reasons include: 

  • No SAGE Budget snapshot in the Comments & History and no SAGE Budget export in the Supporting Attachments section
  • Missing cost share addendum 

When GCA returns an item to campus, the reason will be included in the Comments & History. Once campus makes the appropriate change, the item can be resubmitted to GCA to continue processing.

Notifications

Campus will receive an automated email notification when a modification request is denied, returned or processed in SAGE. Once the request processed, please review the Workday award to ensure that the changes have been made correctly.

Things to Know 

If a Modification request is routed to OSP/GCA but should be sent to GCA only, and vice versa, the request cannot be processed as-is. GCA will add an explanatory commment and deny the request. If the routing is incorrect, the campus unit will need to submit a new modification request using the appropriate routing. 

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