User Step-by-Step Guide
Sponsored Research

Download picture guide #1

Create Federal Proposals submitted via Grants.gov:

1. Open “Opportunities” page via list or tab.
2. Review list for CFDA # or Title of Grant Opportunity; if listed select and skip to #8
3. If opportunity not present, click “Download Opportunities”
4. Enter Opportunity Number or CFDA number
5. Click “Download Opportunities” button in search box
6. Cayuse produces a list from its Grants.gov search
7. Find the Opportunity
8. Click the green cross icon on opportunity line (“Create a proposal using this Opportunity”)
9. Enter Proposal Name
10. Select PI from search box, “Show all,” OR list
11. Select FLC as the Organization
12. Enter number of Budget years
13. Enter proposal due date
14. Click “Create proposal”

Create All Other Proposals not being submitted via Grants.gov:

1. Click “create proposal”
2. Choose “Other Proposal” ONLY
3. Click “Create”
4. Type Proposal Name
5. Select PI from search box, “Show all,” OR list
6. Select FLC as the Organization
7. Leave as “please select” for Other Proposals
8. Enter number of budget years
9. Enter proposal due date
10. Leave “Validation Type” alone
11. Click “Create Proposal” to finish
12. #Click OK if “no IDC” dialog box appears

Your new proposal appears on a list with other proposals you’ve created before.

Download picture Guide #2

The Proposal Summary Page opens after you create the proposal.

• Three sections required before routing: RR Budget; Proposal Summary (Summary and Documents); Routing & Approval
• Checked boxes on left sidebar must be completed for grants.gov submissions
• To navigate: click headers on left side bar
• To save: click the blue disc on top right of page
• Indirect Cost (F & A) Definitions:  “F & A Rate”= 38% of salaries and benefits only (for most Federal grants); “Other F & A” = 8% of all total direct costs (some Dept. of Ed grants)
• A star by a budget number shows a manual entry

BUDGET PAGE #1:  PERSONNEL

1. Click #1 on RR Budget sidebar
2. Enter start date of proposal budget
3. Select Year 1 of 3, 2 of 3, 3 of 3, etc to specify budget year
4. Enter number of summer months requested for PI or amount requested
5. Enter number of other personnel and project role for each position
6. Enter requested salary and fringe benefits at correct rate for other personnel
7. Check FLC policy on INDIRECT COSTS (F & A); Select F & A rate (Indirect Costs) as     allowed / required

BUDGET PAGE #2:  EQUIPMENT, TRAVEL, PARTICIPANT SUPPORT COSTS

1. Click #2 on sidebar
2. Enter amounts requested for equipment (see definition), travel, stipend

BUDGET PAGE #3:  MATERIALS/SUPPLIES, CONSULTANTS, OTHER    

1. Click #3 on sidebar
2. Enter requested amounts for Materials/Supplies, Consultants, other remaining items
3. Total of all direct cost categories is calculated for selected year
4. Select F & A rate, enter Sponsor’s allowed rate OR leave blank if no F & A allowed; enter Indirect Cost Base amount as funder specifies
5. Attach a .PDF of budget justification
6. Cayuse calculates F&A rate and total Direct and Indirect Costs

MULTI-YEAR GRANTS:

1. Click page #1 on sidebar
2. Select Year 2 of 3, Year 3 of 3, etc
3. Enter budget for each year

BUDGET PAGE #4:  READ ONLY CUMULATIVE BUDGET SUMMARY

1. Click #4 on sidebar when all years are entered
2. Review for accuracy and edit pages 1-3 per year as needed
    

Download picture guide #3

#1:  PROJECT SUMMARY:      

• Leave “Proposal Number” blank
• Select “In Review” proposal status
• Select Submission Type
• Enter Submission Method, Submission Date and Submitted By

#2:  INVESTIGATOR DATA:

• Answer “Status of PI”—leave remainder of section blank

#3:  SPONSOR DATA:    

• Enter in agency/sponsor name
• Use drop down arrow to select agency/sponsor name THIS IS MANDATORY

#4:  PROJECT DATA:    

• Enter Title of Project
• Answer sub-award question yes/no
• Check all boxes that apply

#5:  PROJECT ADMINISTRATION:    

• Enter YOUR name as person responsible for the research
• Enter your Department Budget Code THIS IS MANDATORY

#6:  COMPLIANCE DATA:

• Answer Yes/No for all three boxes

#7:  BUDGET DATA:

• Begin/ End Dates, First Budget Period/Cumulative Budget Periods are auto-filled
• Answer Yes/No for Cost Sharing (Matching) questions. A “Yes” answer requires “Source” entered in box
• All budget numbers are auto-filled from RR Budget pages you already completed

#8:  AWARD DATA:  LEAVE ENTIRE SECTION BLANK
     
#9:  EXPORT CONTROL:

• Leave entire section blank unless it pertains to your proposal

#10:  COMMENTS AND EXPLANATIONS:

• If your proposal will require any additional Office Space, Equipment, or IT needs (if you are buying computers with the award, etc), give the details here.
• If it DOES NOT require any of these three things, state: “This proposal has no Space, Equipment, or IT needs.”

#11:  UPLOAD SUPPORTING DOCUMENTS (PROPOSAL NARRATIVE DRAFT & FINAL BUDGET JUSTIFICATION)

• Select “Documents” on sidebar
• Click “Add” in Supporting Documents Attachment Page
• Click “browse” in Upload Attachment box
• Select appropriate .pdf file; click “Upload”
• Click blue .pdf link to verify correct file is uploaded
• Repeat as needed
   

Download picture guide #4

2019-20 Routing Order By FLC Division

Academic Affairs	Student Affairs	Business and Finance	President’s Office
PI #Reviewer, Grant and Contract Specialist #Department (Dept Chair)/Supervisor Dean Approver, #Provost #Office, of Sponsored Research	PI #Reviewer, Grant and Contract Specialist Supervisor #Student, Affairs #Office, of Sponsored Research	PI #Reviewer, Grant and Contract Specialist Supervisor Approver, # VP Finance #Office, of Sponsored Research	PI #Reviewer, Grant and Contract Specialist Supervisor # Advancement, Office of #Office, of Sponsored Research

Follow the table above for the correct routing order for your FLC Division.

Finish all proposal edits first before you initiate routing. Once routing starts, you cannot edit the proposal again until all approvals have been granted or the proposal is rejected back to you.

Process to set up Routing Chain

1. Select Routing & Approval from left sidebar.
2. Click on “Edit Chain” box on Routing & Approval page.
3. Click Green Cross below your name in Edit Routing Chain box.
4. Click “Show All” then search for and select each next reviewer according to the 2019-20 routing order by FLC Division (see table). Click “Add to Chain.” Repeat until all reviewers are added. Check for accuracy, then click “Close Edit Chain Window.”
5. TO ROUTE FOR APPROVALS, CLICK THE BOX BY YOUR NAME. Do not route until you are finished adding proposal data.
6. Review the Routing History box for comments and action log as reviewers approve.
   You will get an email when all approvals have been received. If your proposal is NOT approved but sent back to you (retracted), respond to the reviewer’s comments, then start the routing chain process over by clicking the box by your name.
   DO NOT ROUTE UNTIL YOU ARE COMPLETELY FINISHED ENTERING PROPOSAL DATA.
7. Review the Routing History box for comments and action log as reviewers approve. You will get an email when all approvals have been received. If your proposal is NOT approved but sent back to you (retracted), completely respond to reviewer’s additional info needs, then start process from beginning.