Tracking & Review Attaching Documents, Proposal Review, and Submission Office of Grant & Contract Services 17 January 2012

Table of Contents Attaching Documents –Attachment ChecklistAttachment Checklist –How To Attach DocumentsHow To Attach Documents –Viewing Proposals in PDF FormatViewing Proposals in PDF Format Proposal Review & Submission –Requirements for Internal ReviewRequirements for Internal Review –PI Tracking of Submission StatusPI Tracking of Submission Status –Reviewing Tracking InformationReviewing Tracking Information Cayuse 424 Support

How To Attach Documents & How To View Proposals in PDF Format Attaching Documents

Attachment Checklist All required attachments should be un-encrypted PDFs. The PDFs should also be flat – not active – or they cannot be opened as an attachment. – Flat PDF: – Flat PDF: a PDF that has no form fields, comments, or other interactive elements. – Active PDF: – Active PDF: a PDF that has form fields, generated barcodes, electronic signatures, or Flash files.

How To Attach Documents Key Persons 1.Go to the appropriate page on the form set (i.e., Key Persons page) and select the icon next to the name of the person you wish to upload a document for. 2.Locate attachment point (e.g., Current & Pending Support). Add Attachment 3.Click Add Attachment. Upload Attachment The Upload Attachment window enables you to attach the PDF and the source (MS Word, Excel, etc.) files. It is good practice to upload both versions. Then the source file is easily found by anyone working on the proposal should the document require editing at a later time. Browse 4.Click Browse

How To Attach Documents 5.Locate the PDF version of the file you wish to attach. Open 6.Click Open. 7.Repeat for source file (Word). 8.The files have been uploaded when you see PDF and SRC in blue:

Viewing Proposals in PDF Format You can generate a PDF to see how your proposal looks at any time. 1.Click the icon at the top right hand side of the proposal. 2.Check all appropriate sections. You can select as many or as few sections as desired. Generate PDF 3.Click Generate PDF. Cayuse424 will generate a PDF of all selected sections. Save or print the generated PDF version if you wish

Assessing the Readiness of Your Submittal, Tracking Your Submittal, & Reviewing the Information Proposal Review & Submission

Requirements for Internal Review For NAU internal review, the following documents must be completed and attached to the “Documents” tab prior to routing: –Cayuse “Summary” and OGCS “Supplemental PAF” –Disclosure of Interest (COI) forms for PI, Co-PI(s), and other senior personnel –PI/CO-PI and Senior/Key Personnel List for SFI Disclosure –Other forms as applicable: cost share approvals/ documentation, F&A waiver, PI eligibility, etc.

Requirements for Internal Review Grants.Gov through CayuseFor proposals submitted to Grants.Gov through Cayuse, you must have… –Completed all required SF424 forms including required attachments (e.g., summary, proposal, budget justification, biosketches, etc.) –Passed all funding agency, funding opportunity, Grants.gov, and Cayuse validations –Set up the internal routing chain

Requirements for Internal Review routed for internal approvals but submitted through another mechanismFor proposals routed for internal approvals through Cayuse, but submitted through another mechanism (e.g., sponsor’s web portal, by mail, etc.) you must have … –Attached a copy of the final proposal –Attached a copy of the final budget –Set up the internal routing chain Once the proposal has been approved internally, it is submitted according to sponsor instructions. The Cayuse file will not include documentation of submission.

PI Tracking of Submission Status For proposals submitted through Cayuse For proposals submitted through Cayuse, a Grants.gov tracking number is generated showing the date and time of submission and the name of the submitter: OGCS will receive a series of s from Grants.gov and the federal funding agency indicating the status of the submission. Receipt by Grants.Gov does not mean acceptance by the Sponsor Receipt by Grants.Gov does not mean acceptance by the Sponsor. Continue to review the proposal’s status until you receive confirmation that it has been accepted by the agency.

Reviewing Tracking Information For Cayuse/ Grants.Gov submissions For Cayuse/ Grants.Gov submissions, the Electronic Submission page contains: –Proposal Details. –Proposal Submission History. –Electronic Submission information. Once the proposal is open, click the icon located in the upper right hand of the Cayuse window. Proposal Submission HistoryClick the icon next to Proposal Submission History for submission status. Grants.gov Tracking NumberClick the Grants.gov Tracking Number hyperlink to view current status of proposal. –A recently submitted proposal may read “The agency has retrieved the proposal from the S2S portal.” –An older proposal may read “S2S portal has purged this submission from its system,” especially if the due date is past and the opportunity is no longer available.

Cayuse Support For Help With Cayuse 424, You May… –Contact OGCS via or call us at extension –Refer to the Training Materials on the OGCS website: –Go to the Cayuse Support website: