PI Checklist & Cayuse Process Procedure Updates _022316

PI Checklist Process Procedures 02/23/2016 A PI Checklist is received (Note: No file folder will be created unless GA requests it) B Student Assistant identifies, confirms PI Checklist with assigned GA & forwards PI checklist email to assigned GA & GSC with Submission# added to the subject line and along with two attachments: Conflict of Interest Form & Cayuse Checklist Subject: “FW: PI Checklist# from First Last Name, Agency, Deadline” e.g “FW: PI Checklist#1088 from Judith Munter, Silber Giving Foundation, Deadline Mon, 2016-02-29” If File folder is requested Student creates a PI checklist paper folder and gives it to assigned GA - Include PI Checklist, Cayuse Data Entry Checklist, & FCOI form C GA emails PI acknowledgement within 24 hours • Email confirms guidelines, internal deadlines, and budget procedures • GA copies manager on email D GSC creates record in Cayuse within 24 hours • GSC will confirm type of proposal with GA (3 types):  Grants.gov (Confirm CFDA/Opportunity # with GA) {refer to the “Getting Started with a Federal Proposal in Cayuse 424” document for instructions} • Other Proposal Subaward Proposal After selecting proposal type & creating the record, • GSC enters into the “Create New Proposal” pop-up screen:   • Proposal Name, using the defined proposal naming convention: Most proposals: [PI checklist#]-[PILastname]-[PrimeFunder]-[SubmissionDate] 360-Cookston-NIH-02/25/14 If another institution is the prime recipient and we are a sub: [PI checklist#]-[PILastname]-[PrimeFunder]-[PrimeRecipient][SubmissionDate] 360-Cookston-NIH-UCB-02/25/14 Preliminary proposal: [PI checklist#]-[PILastname]-[PrimeFunder]-Prelim-[SubmissionDate] 360-Cookston-NIH-Prelim-02/25/14 Proposals submitted through Cayuse with subs: If SFSU is the prime recipient and we have subs, begin title of each sub “[PI checklist#]-sub-[SubRecipient]-” 360-sub-UCB-Cookston-NIH-02/25/14 • • • • • • E Principal Investigator (if not already listed, create a Professional Profile in the “People” tab) Organization: San Francisco State University Default IDC Rate (this option will become available once you select “Organization”): Select appropriate IDC rate (if not provided, choose “Other”) # of Budget Periods: Select appropriate number of budget periods for federal grants.gov submission; select “1” as the default for all non-federal submissions Due Date: Sponsor Deadline Default Validation Type: Cayuse will default to correct validation type for Grants.gov submissions; use “Other – Minimal” for non-federal proposals • GSC gives GA permission (or vice versa) to view the proposal record: “Proposal Management” → “Permissions” → “Add User”; select the GA’s name, check all boxes except “Submit” The GA/GSC will receive an email notification • GSC enters basic information (some from PI Checklist) in the “Proposal Summary” section: Proposal number (PI Checklist Submission number), proposal status (“Incomplete” at first), submission type, sponsor name, full project title, subcontract questions, type of proposal, type of agency, kind of application, type of project, animal/human subjects, etc… GA reviews Cayuse record and initiates budget and proposal development process • GA/GSC collects signature on the following forms and uploads a PDF file into the Cayuse “Proposal Summary” → “Summary” → "Documents" section: • • • Signed Conflict of Interest form (mandatory) Signed Cost Share Commitment form with backup (if needed) Signed Subrecipient Commitment form with backup (if needed) F GA sends final budget, final budget justification and abstract (include approved and signed Cost Share Commitment form if needed) to Sr GA at least business days prior to agency deadline • Sr GA includes GA and GSC on routing for college and institutional approvals and also include PI Checklist# at the end of the subject line e.g “ORSP finalized proposal docs for review and approval for PI: Judith Munter (#1088)” • GA/GSC uploads routed documents to Cayuse “Document section” • • • • Final budget Final budget justification Project Summary/Abstract/ Narrative Approval from Fiscal and Dean (pdf emails) G GA forwards submission confirmation to PI, director, managers and/or GSC - GA/GSC uploads a PDF copy of the entire proposal package once submitted (if not submitted through Cayuse) H GA/GSC updates and ensures all Project Summary data and Documents that have been entered correctly in Cayuse by certified the Cayuse Data Entry Completion Checklist - I GA/GSA uploads a PDF certified completion checklist GA decides to retain or recycle the PI checklist file folder after completion if the file folder is requested Please refer to “Cayuse Cheat Sheet” for complete CAYUSE record instruction Cayuse Data Entry Completion Checklist PI Checklist #: PI Checklist Submission number Deadline: Deadline Date PI Name: Agency: Project Title Initital &Date (if complete) PI First Name PI Last Name Agency Project Title PRE-AWARD CHECKLIST Proposal#, Proposal status & Proposal Submission date Proposal status is changed to “submitted” and dated Submitted By: "Last Name, First Name" Investigator Data Sponsor Data Project Data Compliance Data (if Applicable) Budget Data Required Documents to Upload : Final Budget Spreadsheet Final Budget Justification Project Summary/Abstract/ Narrative/Scope of Work/Statement of Work Approvals from Dean and AVP (pdf emails) Final pdf of entire proposal/Letter of Intent (if not submitted through Cayuse) Signed Notice of Cost Sharing/Matching Contribution (if applicable) Signed Conflict of Interest Form (COI) Service Contract Agreement/MOU (if applicable) Subrecipient Documents (if applicable) Signed Subrecipient Commitment Form  Sub recipient vs Vendor Determination Form Subrecipient Questionnaire Subrecipient SOW Subrecipient Budget Subrecipient Budget Justification Subrecipient IDC Agreement Subrecipient Bio-sketches Subrecipient Letter of Intent/Support/Commitment Other Necessary Documents (if needed) Export control (if applicable) Reviewed and verified by Grant Administrator POST-AWARD CHECKLIST Proposal status : Awarded/not funded (if applicable) Award Data (if awarded) Award#: Internal ORSP Notice of New Award number Contract#: Agency Award number/Agency Contract number Date of Enter Budget Data Required Documents to Upload : Notice of Award/Contract Agreement Unfunded Documents (if applicable) Other Necessary Documents (if needed) Please upload a PDF certified checklist to Cayuse after completion Revised 02/19/16 Reviewed and verified by Grant Administrator CAYUSE: PROPOSAL SUMMARY See Cheat Sheet PI Checklist submision# LastName, FirstName See Cheat Sheet See Cheat Sheet See Cheat Sheet See Cheat Sheet See Cheat Sheet CHEAT SHEET PROPOSAL TITLE PROPOSAL STATUS INVESTIGATOR DATA  Department & Division SPONSOR DATA PROJECT DATA BUDGET DATA AWARD DATA Internal Notice of New Award# Agency Award#/Contract# Date of Enter DEPARTMENT & DIVISION / COLLEGE LIST Academic Affairs Academic Technology California Campus Compact CREGS College of Extended Learning Confucius Institute Faculty Affairs Health Equity Institute Institute for Civic & Community Engagement Library National Sexuality Resource Center ORSP Whirlwind Wheelchair International Administration & Finance Facilities Coll Liberal & Creative Arts Art Broadcast & Elect Comm Arts Cinema Design & Industry Music & Dance Theatre Arts American Studies Anthropology Classics Communication Studies Comparative & World Literature Creative Writing English Language & Literature Foreign Languages & Literatures History Humanities International Relations Jewish Studies Journalism Liberal Studies Museum Studies Philosophy Political Science Technical & Professional Writing Women & Gender Studies College of Business Accounting Decision Sciences Economics Finance Hospitality & Tourism Management Information Systems International Business Labor Studies Management Marketing College of Education Admin & Interdisiciplin Studies Elementary Education Instructional Technologies Secondary Education Special Education College of Ethnic Studies Africana Studies American Indian Studies Asian American Studies Ethnic Studies Program (RRS) Latino/Latina Studies Cesar Chavez Institute Coll Health & Social Sciences Child & Adolescent Development Clinical Laboratory Science Consumer & Family Studies Counseling Criminal Justice Studies Environmental Studies Head Start Health Education Interdisciplinary Studies Kinesiology Marian Wright Edelman Inst Nursing Physical Therapy Public Administration Recreation, Parks & Tourism Sexuality Studies Social Work Sociology Urban Studies & Planning Coll Science & Engineering Biology Chemistry & Biochemistry Computer Science Engineering Geography & Hum Env Studies Geosciences Mathematics Physics & Astronomy Psychology Romberg Tiburon Center Student Affairs Education Opportunity Prog University Police Cayuse "New Money" Award Data Entry Example New Grant Budget Period: 09/26/2014 - 06/30/2015 Project Period: 09/26/2014 -06/30/2019 Funding is one year at a time Five year project and NOA provides anticipated funding for future years [PI checklist#]-[Pl LastName 1-[PrimeFunder]-[SubmissionDate J Proposal naming: 385-Magan a-Ma rq u ez-N I H-04/02/14 Notice of Award directly from Prime Sponsor, NIH AMOUNT OF THIS ACTION (FEDERAL SHARE) { SUMMARY TOTALS FOR ALL YEARS THIS AWARD CUMULATIVE TOTALS $1,892,619 'ju\ YR $2,682,956 $2,682,956 $2,139,077 $2,139,077 $2,139,077 $2,139,077 $2139 077 $2 139,077 Recommended future year total cost support, subJect to the availability of funds and satisfactory progress of the project Cayuse Award Data Entry WARD DATA IInternal Notice of New Award Submission# Agency Award#/Contract# Award#: A-89 Contract t-:1UL1MD009608-01 Budget Period Direct Cost Date of Enter Date: 9/26/2014 Indirect Cost Total Cost Period 1,433,606 459,013 1,892,619 Period 2,075,711 607,245 2,682,956 Period 1,578,777 560,300 2,139,077 1,578,777 560,300 2,139,077 560,300 2,139,077 2,747,158 10,992,806 Period Period s Total 1,578,777 8,245,648 New Subaward (or new Contract) Proposal Naming: [PI checklist#]-[PI LastName]-[ Pri meF under]-[ Prime Recipient ]-[Su bm iss ion Date J ###-Kane-NASA-ASU-04/14/14 Notice of Award Pass-through Entity: Arizona State University Prime Sponsor: NASA Research Subaward Agreement ,\ur,1,;rHS Fur• Pass-through Entity (PTE): Nam&: Arizona Board of Regents for und on behalf of Arizona State University ORSPA, Box 876011 Tempe, fJ2 85287-6011 Subreclplent Name: S�n Fcanclsco State University: 1600 liollowa:i Avenue, San Francisco CA 94132-1722 PTE Princlpal Investigator: Steven Desch PTE Federal Award No.: FAIN: I SubrecJplent Principal Investigator: Stephen R Kane Federal Awarding laeu& Date: 12/31/2014 Tola! Amount of Federal Award to PTE: $1,398,467 Subaward Period or Performance Start: 12/3J/201� End: 12130/2015 Amount Funded Thie Action: NNX15[lD530 Federal Awarding Agency: Subaward No.: 15°718 NASA Is this Award R&O: (fil Yes or O No Project Tille: CFOA Title: Science S41.8so I CFDA #: illQ! ! Eet Total (ifincramentallyftmdsdJ: r $93.ooo Estimated Project Period (If Incrementally funded): End: 12130/2019 Start: 12/31/2014 �xoglaneta[}! EcosJ'.stews: §Xf21orjng Ll!e's Detectablllt� on Che1nlcall!l Divers� �xo121a1\ets Cayuse Award Data Entry Agency Award#/Contract# IInternal Notice of New Award Submission# Award :t: A-107 Budget Period Contract#: 15-718 I Direct Cost Period Period - - Date of Enter Date, 05/08/2015 Indirect cost Total Cost 38,078 3,802 41,880 38,078 3,802 41,880 - Period 2000 1080 3,080 Period 2000 1080 3,080 2000 1080 3,080 82,156 10,844 93,000 Period s Total - Report whatever is specified on the Notice of Award at that point in time If a grant is: o for multiple years o even though funding is one year at a time o and the Notice of Award shows the total amount for the whole project period or estimated/anticipated funding for all future years, then report each year's funding to get the total for the entire project period in the Award Data section in Cayuse Example 2A New Grant I New Subaward I New Contract Notice of Award · · ·· · -·-· · ,_- ,.,_A�G=REEMENT N(), 14·MEP·O� MBSA Engineering Program MBP- San Francisco State Unlverslt.l'_. . This Agreement Is entered into between The Regents of the University of California, O[flce of The President (hereinafter called 'The Regents" or 'UCOP") and San Francisco State University (herelnal'ter called "San Francisco State University" or "Campus") 2, The term of this Agreement Is 7/1/2014 through 6/30/2017 ·· ·· · ·· -·-� -·· Subject to the contingency In Article V.I\ of the MSSA Engineering Programs (MEP) Recitals & Terms and Conditions: For the period of July 1, 2014 through June 30, 201S, the total amount provided through this Agreement Is $10,000 Via amendments to this Agreement, The Regents expects to provide similar levels of core support for ear.h of the two remaining years Cayuse Award Data Entry Project period is for years (7/1/2014 - 6/30/2017) NOA only shows funding for that specific year: Year 1: July 1, 2014 through June 30,2015 Proposal Naming: $10,000 [PI checklist#]-[Pl LastName]-[PrimeFunder]-[PrimeRecipient]-[SubmissionDate]­[AwardNo-Yl of Yxx] 698-Ozer·MESA-UCOP-03/02/2015·Award14-MEP·08· Yl Internal Notice of New Award Submission# Agency Award#/Contract# Contract #: 14-MEP-08 Award# Budget Por!od Direct Cost of Y3 Date of Enter o,tn, 03/02/2015 cost cost 10,000 10,000 10,000 10,000 Example 28 Grant Continuation I Subaward (or Contract) Amendment Cayuse Award Data Entry When subsequent year (year 2) comes in, duplicate Yl record (sponsor and submission date should be same as original Yl's record) Label subsequent year for Cayuse record as follow: Proposal Naming for subsequent year (Y2): 698-Ozer-MESA-UCOP-03/02/2015-Award14-MEP-08-Y2 of Y3 - WARD DATA Agency Award#/Contract# Internal Notice of New Award# Award�: Budget Period Contract -#: 14-MEP-08 Dlrect cost Date of Enter ·i • · :- Date: 06/16/2015 Indirect Cost Total Cost - - - - Period 10,000 Period - - 10,000 - Period - Total 10,000 10,000 When year comes in, duplicate Y2 record (sponsor and submission date should be same as original Yl's record) Label subsequent year for Cayuse record as follow: Proposal Naming for subsequent year (Y3): 698-Ozer-MESA-UCOP-03/02/2015-Award14-MEP-08-Y3 of Y3 Record Award Data for Y3 similar to previous record Example Supplement Notice of Award S0ptember 14, Award Date: 2013 Grant No Amendment No Proposal No DBI-1156452 003 DBI-1355803 Dr Jaylan Turkkan Associate Vice PresidentResearch and Graduate Studies San Francisco State University 1600 Holloway Ave ADM 471 San Francisco, CA 94132-1722 Dear Dr Turkkan: The National Science Foundation hereby awards $6,000 to San Francisco State University for additional support described in the request for supplemental support This project, under the direction of Carmen Domingo, Cynthia S Cohen , is entitled: 11 REU Site: Research in Environmental Studies and Evolutionary Developmental Biology." This award with this amendment totals $397,208 and expires May 31, 2017 Cayuse Award Data Entry When there is supplemental funding/support for an existing project, duplicate the original Cayuse record (submission date should reflect new information) Label supplemental funding/support for Cayuse record as follow: Proposal Naming: [PI checklist#]-[PI Last Na me]-[ PrimeF under]-[ Prime Recipient]-[Su bmissionDate]­Supplement ###-Dom ingo-NSF-08/24/2011-Supplem e nt • I • t t Internal Notice of New Award# Aw ard#: Budget Period Date of Enter Agency Award#/Contract# Date, 09/14/2013 Contract :.t: 081-1156452 Indirect Cost Direct Cost Period 3,896 Period Fl -� Cost 2,104 6,000 2,104 6,000 Period Period - - Period - Tota! 3,896 I ... Please refer to ? ?Cayuse Cheat Sheet” for complete CAYUSE record instruction Cayuse Data Entry Completion Checklist PI Checklist #: PI Checklist Submission number Deadline: Deadline Date PI Name: Agency:... proposals: [PI checklist# ]-[PILastname]-[PrimeFunder]-[SubmissionDate] 360-Cookston-NIH-02/25/14 If another institution is the prime recipient and we are a sub: [PI checklist# ]-[PILastname]-[PrimeFunder]-[PrimeRecipient][SubmissionDate]... Signed Subrecipient Commitment Form  Sub recipient vs Vendor Determination Form Subrecipient Questionnaire Subrecipient SOW Subrecipient Budget Subrecipient Budget Justification Subrecipient IDC