PI Checklist Process Procedures 02/23/2016 A. PI Checklist is - - PDF document

1

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:

2

• 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

• 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…

• E. 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)

3

• 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 7 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.

• GA/GSA uploads a PDF certified completion checklist

I.

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.

Revised 02/19/16

Cayuse Data Entry Completion Checklist

PI Checklist #: PI Checklist Submission number PI Name: PI First Name PI Last Name Agency: Agency Deadline: Deadline Date Project Title Project Title Initital &Date (if complete) 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) Reviewed and verified by Grant Administrator Please upload a PDF certified checklist to Cayuse after completion

1

CAYUSE: PROPOSAL SUMMARY

See Cheat Sheet See Cheat Sheet See Cheat Sheet

LastName, FirstName

PI Checklist submision#

2

See Cheat Sheet

3

See Cheat Sheet See Cheat Sheet

4

CHEAT SHEET

PROPOSAL TITLE PROPOSAL STATUS INVESTIGATOR DATA  Department & Division

5 SPONSOR DATA PROJECT DATA

6 BUDGET DATA AWARD DATA

Internal Notice of New Award# Agency Award#/Contract# Date of Enter

7

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

8

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

9

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 1 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 Proposal naming: provides anticipated funding for future years [PI checklist#]-[Pl LastName 1-[PrimeFunder]-[SubmissionDate

J

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 YR THIS AWARD CUMULATIVE TOTALS 'ju]

$1,892,619 2 $2,682,956 $2,682,956

• 3

$2,139,077 $2,139,077 $2,139,077 $2,139,077 5 $2139 077 $2 139,077

Recommended future year total cost supporu, subJect to the availability of funds and satisfactory progress of the project Cayuse Award Data Entry

WARD DATA

Budget Period Direct Cost Indirecu Cost Total Cost

.. . ..

Perjod 1

1,433,606 459,013 1,892,619

Period 2

2,075,711 607,245 2,682,956

Period 3

1,578,777 560,300 2,139,077

Period 4

1,578,777 560,300 2,139,077

.. . . .

Period s

1,578,777 560,300 2,139,077

..

Total

8,245,648 2,747,158 10,992,806

1

IInternal Notice of New Award Submission# Agency Award#/Contract# Award#: A-89 Contsact ..t.:1UL1MD009608-01 Date of Enter

Date: 9/26/2014

New Subaward (or new Contract) Proposal Naming: [PI checklist#]-[PI Last Name]-[ 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

,\ur,1,;rHS Fur•

Research Subaward Agreement

Pass-through Entity (PTE):

Nam&: Arizona Board of Regents for und on behalf

• f Arizona State University

ORSPA, Box 876011. Tempe, fJ2/ 85287-6011

PTE Princlpal Investigator: Steven Desch PTE Federal Award No.: I FAIN:

NNX15[mD530

Federal Awarding Agency: NASA 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 Is this Award R&O: (fim Yes or O No Subreclplent

Name: Sn Fcanclsco State University;

1600 ljollowa:j Avenue, San Francisco CA 94132-1722 SubrecJplent Principal Investigator: Stephen R. Kane Subaward No.: 15°718 I CFDA #: illQ" CFOA Title: Science Amount Funded Thie Action:

! Eet. Total (ifincramentallyftmdsdJ:

S41.9so r $93.ooo

Estimated Project Period (If Incrementally funded):

Start: 12031/2014

End: 12130/2019 Project Tille: xoglaneta[}" EcosJ'/stews: §Xf31orjng Ll"e's Detectablllt on Che1nlcall!m Divers

xo131a1\ets

Budget Period Period 1 Period 2 Period 3 Period 4 Period s Total

Cayuse Award Data Entry

I Direct Cost

• -
• 38,078

38,078 2000 2000 2000 82,156

Indirect cost

• 3,802

3,802

• 1080

1080 1080 10,844

Total Cost

41,880 41,880 3,080 3,080 3,080 93,000

Report whatever is specified on the Notice of Award at that point in time. If a grant is:

• for multiple years
• even though funding is one year at a time
• 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.

2

IInternal Notice of New Award Submission# Agency Award#/Contract#

Award .:u: A-107 Contract#: 15-718

Date of Enter Date, 05/08/2015

Example 2A New Grant I New Subaward I New Contract Notice of Award

• -----·------
• -------·--··------·---·-·--·

,`-...,/,`AG=SEEMENT N(*, 14·MEP·O MBSA Engineering Program MBP- San Francisco State Unlverslt.l'`. __ . ___ _

• 1. This Agreement Is entered into betxeen The Regents of the University of Califprnia, O[flce of The President

(hereinafuer called 'The Regents" or 'UCOP") and San Francisco State University (herelnal'uer called "San Francisco State University" or "Campus"). 2, The term of this Agreement Is 7/1/2014 through 6/30/2017. ··--··--·--··---·------··

• 3. 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 amendmentt to this Agreement, The Regents expects to provide similar levels of core support fpr ear/h of the txo remaining years. Cayuse Award Data Entry Project period is for 3 years (7/1/2014 - 6/30/2017) NOA only shows funding for that specific year: Year 1: July 1, 2014 through June 30,2015

$10,000

Proposal Naming:

[PI checklist#]-[Pl LastName]-[PrimeFunder]-[PrimeRecipient]-[SubmissionDate]­[AwardNo-Yl of Yxx] 698-Ozer·MESA-UCOP-03/02/2015·Award14-MEP·08·

Yl of Y3

Contract #: 14-MEP-08

Budget Por!od

Direct Cost cost

cost

10,000

10,000 10,000 10,000

3

Award# Internal Notice of New Award Submission# Agency Award#/Contract# Date of Enter

• ,tn, 03/02/2015

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

• ·

i

• · .

. :- Award:

Budget Period

Perjod 1 Perjod 2 Perjod 3 Total

Contract -$: 14-MEP-08

Dlrect cost

. - - ----

10,001

• ---- -------
• 10,000

Date: 06/16/2015

Indirect Cost

• Total Cost

10,000 10,000

When year 3 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

• f Y3 Record Award Data for Y3 similar to previous record.

4

Internal Notice of New Award#

Agency Award#/Contract#

Date of Enter

Example 3 Supplement

Award Date: 2013 Grant No. Amendment No. Proposal No.

• Dr. Jaylan Turkkan

Notice of Award

Associate Vice PresidentResearch and Graduate Studies San Francisco State University 1600 Holloway Ave ADM 471 San Francisco, CA 94132-1722 Dear Dr. Turkkan: S0ptember 14, DBI-1156452 003 DBI-1355803 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:

11REU 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]-[ P rimeF under]-[ Prime Recipient ]-[Su bmissionDate ]­Supplement ###-Dom ingo-NSF-08/24/2011-Su pplem e nt 5

• I • t t

Award#: Budget Period Period 1 Period 2 Period 3 Period 4 Period 5 Tota! Contract :.u: 081-1156452 Direct Cost

• ---

3,896

• -------- --

3,896 Date, 09/14/2013 Fm

Cost

• Indirect Cost

2,104 6,000

I

2,104 6,000 6

Internal Notice of New Award# Agency Award#/Contract# Date of Enter