Proposal Instructions for Sponsor Specific IDC Rates/Proposals That Include GRA Support

1. Proposal Instructions for Sponsor Specific IDC Rates/Proposals That Include GRA Support

2. Table of Contents • Overview • Step 1: Create a Proposal • Step 2: Hard Entering the Budget • Adding Key Personnel • Other Personnel • Adding Equipment • Travel, Materials & Supplies • Step 3: Budget Period 2 • Budget Escalation • Replicating Budget Data • Escalating Budget Data • Cheat Sheet • Cayuse Support

3. Overview • Often a proposal will have a Sponsor Specific IDC rate that is outside the NAU standard rates and even more often a proposal’s budget will included GRA support.  • If your proposal has any of these two components you will need to “hard enter” the budget.  • The following slides provide step-by-step instructions, guiding you through the process which will result in saving time associated with preparing your proposal in the Cayuse System.

4. Create a Proposal Step 1

5. Step 1: Create a Proposal • There are two routes in creating your proposal: • One route is through the Cayuse Opportunities page. The Cayuse Opportunities page allows you to select funding opportunities that are being submitted through Grants.gov. • Click here for instructions on how to create a proposal using the Cayuse Opportunities page • The second route is by creating a PAF. A PAF is asked to be submitted when your proposal is not going to be routed through Grants.gov. For example, if you are going to submit your proposal through NSF Fastlane, you will be creating a PAF. • Please read the “How to Electronically Route Forms in Cayuse” PowerPoint for instructions on how to create a PAF.

6. Step 1: Create a Proposal • In Cayuse, go to the Opportunities page. • Search or retrieve (only if the opportunity is not already on the Opportunities List) the opportunity that you would like to submit a proposal for.

7. Step 1: Create a Proposal • Once you have selected the opportunity, a pop-up window will appear. • In the Create Proposal window, you will want to: • Type in the Proposal Name: PROP, PI’s Last Name, OGCS #, Sponsor • Select the Principal Investigator in the text menu • Note that you may have to search for the PI by full or last name • Select the Organization: ABOR for and on behalf of Northern Arizona University, if it is not already the default organization. • Other institutes and organizations are listed, but those are only to be used for subawards. • Donot select a Default IDC Rate. Please, leave it as as“Please select…” • Select the Number (#) of Budget Periods: 1, 2, 3, 4, or 5 (years). • Choose the Validation Type (i.e., NSF, NIH, etc.), if not already selected. • This is essentially the Sponsor of your proposal. • This setting determines which agency validations will be used on the form set. • Click Create Proposal • Cayuse creates the SF424 form set required by the opportunity. **See next slide for screenshots**

8. 1 2 3 4 5 6 7

9. Step 1: Create a Proposal • A second pop-up window will appear. • Click OK.

10. Hard-Entering the Budget Step 2

11. Step 2: Hard-Entering the Budget • The PI name has already been added under A. Senior/Key Persons on the RR Budget page. • Begin by entering the salary information. • The red star that appears does not indicate an error; rather, it indicates that a number has been “hard-entered” into the data cell.

12. Step 2: Hard-Entering the Budget • Enter the summer salary and hit the Tab key. • This will prompt a warning pop-up. Click the Don’t Showbox and then select OKto close the message.

13. Step 2: Hard-Entering the Budget • Continue filling out the PI salary information. • Again, red stars do not mean errors! They only indicate hard-entering.

14. Step 2A: Adding Key Personnel • Add the Co-PI by selecting the icon.

15. Step 2A: Adding Key Personnel • A window opens for selection. • Select the Co-PI and then click the Add Selected Key Personbutton. • You may have to search for the Key Person by typing the Key Person’s full or last name in the Search bar.

16. Step 2A: Adding Key Personnel • After clicking to add the key person, a new window will appear. • Select Co-PD/PI for the Role, and then click Close. • You do not need to fill out any other information.

17. Step 2: Hard-Entering the Budget • Now that the Co-PI has been added, enter the salary information just as you did for the PI. • If there are more Senior/Key Personnel to be added, repeat the steps for adding the Co-PI.

18. Step 2B: Other Personnel • For other personnel, enter the information into section B. Other Personnel on the RR Budget page. • Any tuition remission will need to be added to the Fringe Benefits box.

19. Step 2C: Adding Equipment • Section C: Equipment Description • Click New Equipment Row. • Enter Equipment Item. • Enter Funds Requested. • (If applicable) Select Indirect Cost Type using drop down menu (excluded set as default). 1 3 2 4

20. Step 2D: Travel, Materials & Costs • Enter the costs for Travel (under D. Travel) and Materials & Costs (under F. Other Direct Costs).

21. Step 2E: Indirect Cost • For Indirect Costs, select the cost type from the dropdown menu. • Enter 49as the Indirect Cost Rate (%), and then enter the Indirect Cost Base ($).

22. Step 3: Budget Period 2 • There are 2 ways to view the different budget periods: by using the dropdown menu, or by clicking the arrows. Dropdown Menu Arrows

23. Step 3A: Budget Escalation • If the salary for the second budget period has escalated, you will correct it here. • Be sure you are on Budget Period 2 before you begin entering the escalated information.

24. Step 3B: Replicating Budget Data • If you are requesting funds for a specific budget line item(s) and would like to replicate that data on multiple budget periods, you can do so by following these steps: • Click on the SF424 RR Budgetpage 1

25. Step 3B: Replicating Budget Data • Enable the budget category you wish to replicate by clicking on the check box adjacent to the budget category. • Select the budget periods which you would like the replicated data to be copied to. • Click Replicate Starting Budget Period Without Escalation. • Cayuse will automatically copy first period numbers for that budget category into any budget periods you specified. 2 3 4

26. Step 3C: Escalating Budget Data • If you are requesting funds for a specific budget line item(s) and would like to escalate that data on multiple budget periods, you can do so by following these steps: • Click on the SF424 RR Budget page. 1

27. Step 3C: Escalating Budget Data • Enable the budget category you wish to escalate by clicking on the check box adjacent to the budget category. • Select the budget periods that you would like to escalate. • Click Escalate Selected Categories. • Cayuse424 will automatically escalate the budget category(s) into any budget periods you specified. 2 3 4

28. Cheat Sheet • Proposal to be submitted via Cayuse and electronically routed for approvals. Though the Cayuse system automatically populates fields within the Project Summary section of the proposal, you will still need to fill in the fields listed below: • Project Number; Enter the OGCS number (i.e., 12.0999). This number is acquired after you fill out and submit an Early Proposal Notification Form. • Project Administration Section • Department Name • Primary Department Contact Info

29. Cheat Sheet • Proposal to be electronically routed for approvals via the Cayuse system and submitted via agency portals and/or other means. Routing a proposal for electronic approval only begins with the Proposal Summary page. You will need to fill out the following in addition to the fields shown in Item • Sponsor Data Section • Agency • Sponsor Mechanism: Enter the Opportunity title here • Project Data Section • Title of Project • Is this a subcontract? Yes or No

30. Cheat Sheet • NAU Supplementary Information for Proposal Review. • All proposals routed via the Cayuse System for Electronic Approval MUST have this form completely filled out and attached under the Documents section on the lower left side of the screen under Proposal Management Proposal Summary in Cayuse. Fill in all fields that are relevant to your proposal. Do not fill in the fields designated for the OGCS use only.

31. Cayuse Support • For Help With Cayuse 424, You May… • Contact OGCS via email (ogcs@nau.edu) or call us at extension 4880. • Refer to the Training Materials on the OGCS website: http://www.research.nau.edu/funding/ogcs/index.aspx • Go to the Cayuse Support website: http://support.cayuse.com