Update:

Grant & Contract Accounting (GCA) and the Grants Financial Applications Management Team successfully reviewed, tested, and executed the fix task provided by Workday on July 13th and July 14th, prior to many of the fiscal year end close deadlines.

List of Impacted Grants:

• Note: You will need to use your UW Google account to access this list. See for instruction on how to activate you UW Google account.

Posting Dates in Workday:

Below you will find the summary of posting dates related to this reprocess award cost issue and the executed fix task.

Erroneous Transaction Posting Dates:

As was noted in the 6/11/2026 MRAM communication, erroneous transactions posted to grants on the following accounting dates:

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

Correction Transaction Posting Dates:

GCA initiated the fix task provided by Workday, which pinpointed and corrected the erroneous entries posted in May of 2026.

• June FY2026 Accounting Month Activity: A majority of transactions reprocessed using the fix task posted in the June accounting month on the following accounting dates:
  • June 1, 2026 – First day of the open accounting month
  • June 27, 2026 – Accounting date used when executing the fix task. This date was chosen given it was a Saturday with limited financial activity.
• July FY2027 Accounting Month Activity: A minority of transactions reprocessed using the fix task posted to the July accounting month on the following accounting dates:
  • July 1, 2026 – First day of the open accounting month.
  • July 4, 2026 – Accounting date used when executing the fix task. This date was chosen given it was a Saturday with limited financial activity.

GCA’s Validation Approach – Validate Grants Based on Sponsor Deliverable Deadlines:

Now that the fix task has been executed in Workday production, GCA must review and validate the results. Given the high volume of grants (over 4,200) to be reviewed and validated, GCA will prioritize validation based on sponsor deliverable deadlines. Required invoices, financial reports, and closeout actions (e.g. refunds) will prompt GCA’s review and validation of impacted grants.

No action is required from campus units at this time. Questions or concerns about this issue can be directed to gcahelp@uw.edu.

The post MRAM: Reprocess Award Cost Issue Update – 7/18/2026 appeared first on UW Research.

SAGE-to-Workday Integrations

Modification Integration Stabilization & Fixes
Updates have been made to reduce the SAGE-to-Workday integration errors for modifications with advance spend renewal lines present in Workday.

Additional fixes and updates will continue in the coming month to reduce Grant & Contract Accounting (GCA) manual entry and expand validations that prevent integration errors.

SAGE Modification Requests (MODs)

Modification Request Validations Update – Zero Amount Awards
SAGE MOD validations now allow $0 to be entered in the authorized amount field when Workday data indicates a “zero amount award” condition. This change will help streamline creating clinical trial modifications.

The post July 15, 2026 SAGE Release Notes 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.

Topics with questions from July’s MRAM:

• PAFC: Effort Reporting Recerts, 100% Sponsored Faculty
• Human Subjects Division: Single IRB Review Fees
• Modernizing Reporting: Transition to Power BI
• Validating Research Security Training Completion

PAFC: Effort Reporting Recerts, 100% Sponsored Faculty

Q1: How does the recert justification differ from the audit questions asked for the PAA itself, this seems duplicative. Can the notes be copied from the PAA’s from workday?
A1: The justifications entered for a PAA can be used as the recertification justification in ECC. That justification can be copied into ECC from Workday. Documenting the reason on the statement itself allows for an easier post-certification review during an audit.

Q2: Have the ECC notes section been fixed so the notes can consistently viewed by both pre reviewers and certifiers at all steps of the process?
A2: Yes, that issue was corrected by Huron and the notes should be viewable during all steps. If you encounter issues, please reach out effortreporting@uw.edu and the effort team can investigate.

Q3: We have some staff that are PIs on awards and had some questions raised on audit regarding 100% sponsor funding. Does the report mentioned here allow for tracking non-faculty PIs?
A3: The 100% Sponsor-Funded Faculty report does not include non-faculty PIs. If you have an audit scenario and need additional assistance or data, please reach out to gcafco@uw.edu and we can attempt to work through the issue.

Q4: What if a faculty member is not 100% FTE or splits effort with another institution?
A4: Effort is measured as a percentage of the individual’s UW time, regardless of their FTE. The purpose of the 100% Sponsor-Funded Faculty report is to help identify scenarios where faculty (regardless of their FTE) certified 100% of their time as dedicated to sponsored awards. If faculty have a quantifiable (1% or more) amount of their UW time spent on non-sponsored activities, that must be reflected on their applicable Effort Statement.

Q5: Previously there was discussion about spending restrictions on awards with statements over 60 days past due. Are those restrictions going into place?
A5: Yes, PAFC escalates over-due statements to the applicable Deans for statements 30, 45, and 60 days past due. For statements which are created after the reporting period or period due dates (either due to Retro Pay or PAAs), PAFC will follow up with units to facilitate completion of those statements. .

Human Subjects Division: Single IRB Review Fee

Q1: Will industry studies with UW PI which need HSD reliance on an external IRB incur these costs?
A1: No, these fees are specific to studies for which the UW is serving as the single IRB/reviewing on behalf of non-UW institutions. Industry initiated studies are already charged a different administrative fee. That fee will not change. Review information about that fee.

Q2: I assume that the billing for this will go to the subawards. However often subawards take months longer to set up than the prime UW award. How will the billing work in this case?
A2: The billing will be processed through UW Workday and will be charged to whatever worktag is provided by the UW PI/study team to HSD. HSD will not invoice subawardees/non-UW institutions. The UW PI should plan for these fees in whatever budget is at UW.

Q3: I still don’t quite understand how this IRB billing will work. It sounds like the fees will be charged for each non-UW reliant site, but UW will then be responsible for paying these fees, if the charges are not going to the subawards but we are supplying a worktag. Is this correct?
A3: Yes, the UW study team is responsible for covering the cost of these fees. The UW study team must provide a billable UW Workday worktag for these fees. UW is typically the prime awardee for studies in which the UW IRB will serve as the single IRB, so these single IRB fees should be accounted for in that budget. In rare circumstances in which the UW IRB agrees to serve as the single IRB when UW is the subawardee, the costs of single IRB should be in the subaward budget that UW receives. Review more . UW operating as a single IRB would most typically fall under scenarios 1, 2 when UW is the prime awardee, and scenario 4 when UW is a subawardee. Note that in these scenarios, the new UW sIRB fees are described as “secondary activities” that may be charged as direct costs.

Modernizing Reporting: Transition to Power BI

Q1: What implication does this have for the EDW if any?
A1: There is no impact to the Enterprise Data Warehouse (EDW) or other data sources used by these reports. The reports will continue to use the same institutional data sources that are used today.

Q2: Will all reports display or only the reports that the user has proper authorization/security roles?
A2: The BI Portal will continue to function as it does today by providing access to the full report catalog and security information, regardless of role. While users may discover any report in the catalog, their security roles determine which reports they can run and what data they can access.

Q3: In current state, Cubes is essentially a pivot table which allows you to double click and entry to see the transactions that make up the calculated value. Will we still have this option in the new state with power BI?
A3: Cubes will not be impacted by Phase 1 of this project. Stay tuned for updates on Phase 2, which will involve cube modernization.

Q4: Will UW ever allow users to schedule their reports to run automatically? Several universities using Workday have configured the system to allow users to schedule their reports. This would save so much time for users.
A4: While the Power BI and Workday platforms both include subscription/scheduling features, they are not broadly adopted at the UW. Please consider the following for our implementations:

• Power BI: A Subscribe to Report button appears for all Power BI reports, but report subscriptions are not currently supported for BI Portal reports. This setting is controlled at the UW level and cannot be turned off for individual reports. You are welcome to try the feature, but it is not supported by the Reporting & Analytics team at this time. For more information, refer to .
• Workday: WD Reporting avoids scheduling reports or alerts in Workday with a few exceptions. While automating such work increases departmental efficiencies, it shifts workload to limited WD Reporting resources.

Q5: Can we see the reports that we don’t have access to so that we understand what reports we can’t use currently?
A5: The BI Portal will continue to function as it does today by providing access to the full report catalog and security information, regardless of role. While users may discover any report in the catalog, their security roles determine which reports they can run and what data they can access.

Validating Research Security Training Completion

OSP validates training completion within the UW’s My Research Training Transcript (MRTT) at the appropriate point in the project lifecycle to ensure compliance with sponsor requirements. For training completion to appear in MRTT:

• UW Covered Individuals must provide their UW NetID in the NetID field in their CITI profile and must also complete the training in CITI.
  • NetID is not the same as @UW email address.
• Without the NetID in your CITI profile, the training record in UW’s My Research Training Transcript is incomplete and OSP cannot provide approval of completion.

We encourage everyone to take the training early and check your training transcript before deadlines. For detailed instructions review How do I add a NetID to my CITI profile?

Q1: Do staff taking FTE on grants need to take this training? I thought this was only for PIs.
A1: Right now, we are following sponsor requirements for Covered Individuals to complete the training. For most sponsors, “Covered Individuals” is equivalent to “Senior/Key Personnel”. However, sponsors can designate additional project personnel as “Covered Individuals.” Also, the USDA defines “Covered Individuals” to include all persons paid on an award. So: this can (will) vary across awards and sponsors.

Q2: If a PI’s RST is unexpired at time of award but expires after the start date (e.g., 2 months after start date), then they don’t have to retake it before the award is setup, correct?
A2: That is correct. However, there are various points across the project lifecycle when OSP will need to validate completion, and Covered Individuals should keep their training current to avoid delays and ensure timely submissions.

Q3: Will PIs get notification when their Security Training certification is about to expire?
A3: We have worked with CITI to begin sending reminders. If a Covered Individual doesn’t receive a reminder before their training expires and (1) it’s not in a spam folder and (2) the email address in their CITI profile is correct, please reach out to rso-help@uw.edu so that we can follow up with CITI.

Q4: The CITI program shows that the research security training is valid for 4 years once taken, is that the same for UW’s requirement, or does this need to be renewed annually to meet UW requirement?
A4: The four year renewal is incorrect. Federal sponsors have stated that they do not require an annual renewal: they require that training be complete within 12 months prior to proposal submission or some other designated time(s) across the research lifecycle. Each “Covered Individual” and OSP will certify completion at those checkpoints.

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

Letters of Intent are due by August 24, 2026 – visit for more information.

The post Applications are open for 2027-2028 ITHS Pilot Awards appeared first on UW Research.

Read more about the University’s response to the proposed changes and the submitted letter at the Provost’s Blog.

The post UW submits opposition to proposed changes to Uniform Guidance appeared first on UW Research.

• HSD Stops Courtesy Advance Notifications for DCT Policy
• Expiration Dates for Expedited Research
• HSD to Begin Charging Fees for Single IRB Review
• 2026 NWABR IRB Online Conference Series

HSD Stops Courtesy Advance Notifications for DCT Policy

Effective July 1, 2026

Since the announcement of the finalized Diversity in Clinical Trials policy in January 2025, HSD has been sending advance email notifications to the grant principal investigators (PI) of studies likely to be clinical trials subject to this policy based on information in new eGC1 submissions. These courtesy notifications provide information about policy requirements that may necessitate additional financial resources or staff time that PIs may need to plan and budget for. These requirements include:

• Developing a recruitment strategy for underrepresented groups within the target study population
• Creating culturally specific recruitment materials
• Enrolling individuals with a non-English language preference and providing translation and interpreter services
• Providing an e-consent option for participants
• Tracking and reporting on enrollment metrics

Now that the Diversity in Clinical Trials policy has been in effect for six months and communication about the policy has been happening for eighteen months, HSD has stopped these individual PI notifications effective July 1, 2026. It is expected that PIs and study teams should be aware of the policy and budget for the necessary time and resources to support compliance.

Please contact hsdinfo@uw.edu with questions.

Expiration Dates for Expedited Research

Reminder

Expedited Research Expiration Dates
As announced in our May and June newsletters, beginning June 1, 2026, all new expedited applications reviewed by the UW IRB have been assigned an expiration date, typically with a three-year approval period. This change supports regular review and accurate tracking of active studies in Zipline.

For Existing Studies Without Expiration Dates – Status Inquiry Process:
Researchers will receive automated Zipline notifications by email 60 and 30 days before potential closure requesting a Continuing Review submission to confirm that the study is still active.

• Studies may require minor updates (e.g., data security alignment) during continuing review
• Notifications will be staggered over the next 12–18 months.
• If no response is received by the deadline in the notice, HSD will presume that the study is inactive and administratively close the study

Questions? Contact hsdinfo@uw.edu.

HSD to Begin Charging Fees for Single IRB Review

Reminder

As announced in our May 5th newsletter, for new initial applications submitted in Zipline on or after July 1st, 2026, HSD will begin charging fees when the UW IRB reviews on behalf of non-UW organizations for non-exempt research.

For the review of each non-UW relying institution, HSD will charge:

HSD’s website now has detailed information about exceptions (e.g., Fred Hutch and Seattle Children’s), how to obtain study-specific cost estimates, and the billing process. For questions or to obtain a study-specific cost estimate, contact hsdrely@uw.edu.

2026 NWABR IRB Online Conference Series

Sign Up Now

The Northwest Association for Biomedical Research (NWABR) is hosting its 2026 IRB Online Conference Series, featuring expert-led sessions on timely topics in human research protections. Designed for IRB members, HRPP professionals, researchers, and research administrators, the series offers practical guidance on current regulatory and ethical issues while providing opportunities to learn from peers across the research community. Continuing education credits available. The UW is a NWABR member, so all UW faculty and staff receive a 50% discount on registration fees. Learn more and register on the .

The post For the Record- July 7, 2026: HSD Stops DCT Notices, Expiration Dates for Expedited Research, Single IRB Review Fee appeared first on UW Research.

The post Current OSP Employment Opportunities appeared first on UW Research.

Scott brings deep experience in research administration, organizational leadership, and process improvement. He has been with the ����ԭ�� since 2018, most recently serving as Director of Research Administration in the , where he led a transformative effort to consolidate and standardize pre-award, post-award, and PI portfolio management. This work emphasized data-informed decision-making, continuous process improvement, and creating sustainable systems that enable both compliance and high-quality service.

In this new role, Scott will lead the development of the Research Administration Collaborative in partnership with schools, colleges, and central units for all three UW campuses. His approach centers on engaging the community, listening carefully to feedback, and using data and shared governance to guide decisions, to strengthen support for researchers by improving consistency and reliability of services.

We are confident that Scott’s collaborative leadership, deep understanding of UW’s research environment, and commitment to people and processes will help guide this work in a thoughtful and inclusive way.

The post Scott Kelly named Executive Director of Research Administration Collaborative appeared first on UW Research.

Current Status

The project remains in progress and is not yet complete pending additional actions by Workday. In addition, the award cost processing issue communicated in the June 11,2026 MRAM email communication affected a number of grants that were also impacted by the ISD errors.

Grants Impacted

Review the (UW NetID required).

Within the list you will find two key tabs:

• Fixed ISDs – Grants with related ISDs errors that have been corrected
• Pending ISD Fixes – Grant with related ISD errors that have not yet been corrected

The column titled “Impacted by 5/27 RAC” identifies grants affected by the Reprocess Award Cost (RAC) issue.

Guidance for Units

Please use the following guidance when determining whether reclass journals may be processed:

• Fixed ISDs – Not Impacted by the 5/27 RAC Issue: Reclass journals may be processed.
• Fixed ISDs – Impacted by the 5/27 RAC Issue: Reclass journals must remain on hold.
• Pending ISD Fixes: Reclass journals must remain on hold until further notice.

We will continue to provide updates as additional information becomes available. Questions may be directed to gcahelp@uw.edu.

The post MRAM -Status Update: ISD Corrections and Reclass Journal Hold Requirements appeared first on UW Research.

Topics included:

• Message from GCA
• Updates and Important Reminders
  • Program Income Internal Sales
  • Award Cost Processing Error
• SAGE Integration Impacts for Renewal MODs

Review for details.

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