User Step-by-Step Guide

Step #1: Create a Proposal in Cayuse 424

Picture Guide #1 (PDF)

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.

Step #2: Enter Your Proposal Budget

Picture Guide #2 (PDF)

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 (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
     

Step #3: Complete the Summary Page

Picture Guide #3 (PDF)

#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 subaward 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
     

Step #4: Route your Proposal for Approvals

Picture Guide #4 (PDF)
 

Academic Affairs Student Affairs Business & Finance President's Office
  • PI
  • #Department (Dept Chair)/Supervisor
  • Dean
  • #Controller’s, Office
  • Approver, #Provost
  • Sponsored Research 2, FINAL
  • PI
  • Supervisor
  • #Controller’s, Office
  • #Student, Affairs
  • Sponsored Research 2, FINAL
  • PI
  • Supervisor
  • #Controller’s, Office
  • Approver, # VP Finance
  • Sponsored Research 2, FINAL
  • PI
  • Supervisor
  • #Controller’s, Office
  • Approver, #President
  • Sponsored Research 2, FINAL

 

  • 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.  
  • Use one of two options for setting up the routing chain.


Option #1

  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 2018-19 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 completely 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), completely respond to reviewer’s additional info needs, then start process from beginning. 


Option #2 (to Auto-build part of the 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 2018-19 routing order by FLC Division (see table). Click “Add to Chain.”
  5. Repeat this step to add each individual THROUGH #Controller’s, Office.
  6. Click the downward facing auto-build arrow below #Controllers, Office to auto-build through #Office, of Sponsored Research.
  7. Use “Show All” again to select the last two Approvers in the chain according to the routing order of your division.
  8. Once Edit Routing Chain box shows all approvers, check for accuracy. Click “Close Edit Chain Window.”
  9. TO ROUTE FOR APPROVALS click the box by your name. DO NOT ROUTE UNTIL YOU ARE COMPLETELY FINISHED ENTERING PROPOSAL DATA.
  10. 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.