CoeusLite User Guide

Transcription

1 CeusLite Prpsal Develpment User Guide Ceus Versin Web-based applicatin fr preparing, ruting, and submitting prpsals Created by Rsemary Hanln All examples and figures created in the Ceus Cnsrtium Test Instance Dcument Date: 1 March 2010 Dcument date March 1, 2010

2 Table f Cntents INTRODUCTION... 4 ACCESSING COEUSLITE PROPOSAL DEVELOPMENT... 4 OVERVIEW OF SCREEN NAVIGATION... 5 IDENTIFYING VIEW MODES: MODIFY VERSUS VIEW ONLY... 5 LOCATING PROPOSALS IN COEUSLITE... 6 PREVIEW A GRANTS.GOV OPPORTUNITY... 8 CREATE A NEW PROPOSAL Navigating the CeusLite Screens: NAVIGATE TO THE GENERAL INFO SCREEN: A. Enter yur prpsal infrmatin: B. Fr Grants.gv System-t-System (S2S) Candidates: NAVIGATE TO THE ORGANIZATION SCREEN TO ENTER ADDITIONAL PERFORMING ORGANIZATIONS OR SITES T add an Other Organizatin T add a Perfrmance Site (Lcatin Address) T Delete Other Organizatins r Perfrmance Sites T Delete Cngressinal Districts NAVIGATE TO INVESTIGATORS & KEY PERSONNEL NAVIGATE TO CREDIT SPLIT NAVIGATE TO SPECIAL REVIEWS NAVIGATE TO OTHERS NAVIGATE TO ABSTRACTS NAVIGATE TO YNQ: YES NO QUESTIONS ASSIGN PROPOSAL ROLES QUESTIONNAIRE NAVIGATE TO BUDGET Viewing the Budget using the Print Feature Navigating the CeusLite Budget Screens Befre yu start yur budget INITIAL BUDGET SCREEN ACCESS BUDGET SET UP REQUIREMENTS BUDGET SETUP A. Add and cmplete Budget Persnnel entries B. Adjust Perids (bundaries) C. Prpsal Rates D. Navigate t Persnnel Budget E. Navigate t the Equipment Screen F. Navigate t the Travel screen G. Navigate t the Participant/Trainee screen H. Navigate t the Other Direct Csts screen Entering Csts Line Items in the Budget Enter special Other Direct Csts: Subaward/Subcntracts Special NIH Subcntract Instructins fr Mdular submissins: Other Budgeting Features a. Cst Sharing b. Underrecvery I. Generate All Perids frm yur Detailed Perid 1 Budget J. Navigate t the Budget Summary Screen K. Navigate t the Budget Versins Screen L. Navigate t Mdular Budget Screen: M. Navigate t Cst Sharing Distributin N. Navigate t Under Recvery Distributin O. Navigate t Prject Incme P. Perfrm Budget Validatins Q. Finalize Yur Budget Rsemary Hanln, Page - 2 Dcument date: March 1, 2010

3 13. NAVIGATE TO UPLOAD ATTACHMENTS UPLOAD PROPOSAL ATTACHMENT INSTRUCTIONS: REFRESH PROPOSAL ATTACHMENT INSTRUCTIONS: UPLOAD PERSONNEL ATTACHMENT INSTRUCTIONS: UPLOAD INSTITUTIONAL ATTACHMENT INSTRUCTIONS: NAVIGATE TO INSTITUTIONAL VALIDATIONS NAVIGATE TO SUBMIT FOR APPROVAL NAVIGATE TO PRINT NAVIGATE TO COPY PROPOSAL When Cpied Prpsal Narratives require special attentin: NAVIGATE TO SEND NOTIFICATIONS FROM YOUR PROPOSAL NAVIGATE TO ADD NEW ROLODEX ENTRY NAVIGATE TO SHOW APPROVAL ROUTING (AVAILABLE AFTER SUBMITTED FOR APPROVAL) CHECK ON THE GRANTS.GOV SUBMISSION DETAILS STATUS: APPENDIX A: COEUS PREMIUM VS. COEUSLITE VERSION APPENDIX B: SUMMARY OF SIGNIFICANT CHANGES BETWEEN COEUS LITE USER GUIDES (1 DEC 08) VS. 4.4 (OCTOBER 2009) Rsemary Hanln, Page - 3 Dcument date: March 1, 2010

4 Intrductin CeusLite Prpsal Develpment allws users t prepare and view prpsal funding applicatins and then rute the cmpleted applicatins fr internal apprval. Institutin Administratrs can view prpsal funding applicatins. Institute Apprvers can view, apprve, r reject prpsals fr crrectin. Prpsals prepared in CeusLite are fully cmpatible with Ceus Premium fr submissin t Grants.gv by Institute Authrized Administratrs. The CeusLite applicatin allws users t search and view prpsals where the user is an aggregatr, an apprver, r hlds a specific authrizatin t view a prpsal. Accessing CeusLite Prpsal Develpment: Cntact yur university Ceus administratr t establish yur Ceus User ID and assign the Ceus prpsal creatr rle in yur unit. Yur Ceus Administratr will prvide yu with the URL address where yu will access the sftware. Yu may als need valid certificates t access yur university s Ceus website. Click n My Prpsals t access Prpsal Develpment Rsemary Hanln, Page - 4 Dcument date: March 1, 2010

5 Overview f Screen Navigatin: The default view upn entry t My Prpsals is Prpsals in Prgress. - Select Prpsals In Prgress displays any nn-apprved prpsal that yu hld a view r mdify rle. - Select All Prpsals t see the list f all Ceus Prpsals (in prgress, apprval in prgress, submitted, etc). - Select Create New Prpsal t start a new Ceus Prpsal - Select Prpsal Search t lcate a specific prpsal. - Select Grants.gv Opprtunity Search t cnnect t Grants.gv and lcate a funding pprtunity - Select anywhere n a prpsal in the List f Prpsals displayed in the lwer pane t pen the prpsal View all status prpsals View nly In Prgress prpsals Start a New prpsal Search all prpsals Search Grants.gv Select anywhere n the Prpsal Line t pen it. Select Budget t navigate directly t the Budget screens. Identifying View Mdes: Mdify versus View Only Open General Prpsal Infrmatin: View nly mde vs. Mdify mde. Red warning ntes anther user has a lck n this prpsal. Yu are in View Only Mde; yu cannt edit this area f the prpsal unless the ther user exits. Yu are in Mdify Mde: yu can edit this prpsal. (N red warning; darker text in fields, drp dwn lists active) Rsemary Hanln, Page - 5 Dcument date: March 1, 2010

6 Multiple Users in Mdify Mde: CeusLite versins 4.3 and higher allw multiple users t access the prpsal in mdify mde: ne user access t mdify the General Inf and Uplad Narratives screens while anther user simultaneusly mdifies the Budget. Ceus Premium can supprt three users editing/mdifying a prpsal simultaneusly (Details, Narratives, r Budget. Open Budget Views: Mdify mde vs. View-Only mde: Budget pen in Mdify Mde: nte dark text in fields, drp-dwn lists active, and n red warning nte. Budget pen in View-Only Mde: nte Red warning, grayed-ut text in fields, and drpdwn lists nt active. Lcating Prpsals in CeusLite List f All Prpsals windw: will display status Submitted, Apprved, Apprval in Prgress, In Prgress, Rejected, Pst-Submissin Apprval, Pst-Submissin Rejectin. Rsemary Hanln, Page - 6 Dcument date: March 1, 2010

7 List f Prpsals In Prgress windw: displays In Prgress, Apprval in Prgress, and Rejected status. Prpsal Search windw: enter search criteria value(s) then select Search. Use the wildcard symbl * in Ceus search screens. Strategic use f wildcards can reduce the number f letters yu have t type reducing typs! Als, yu nly have t remember key wrds, nt entire titles r names. Entering partial infrmatin in several search fields, with r withut wildcards will als help t refine yur search t the mst relevant selectins. The Premium user guide has additinal infrmatin n search ptins. Result: Select prpsal, search again, r clse the search windw. Rsemary Hanln, Page - 7 Dcument date: March 1, 2010

8 Preview a Grants.gv Opprtunity Grants.gv Opprtunity Search windw: enter the CFDA number r Spnsr Opprtunity ID number t perfrm the search and review the results. Enter CFDA r Or Enter Opprtunity Number, then Search Grants.gv Search results (results belw using CFDA with the Grants.gv Test Server): Review Opprtunity details: Click t >> t expand detail pane; Click << t reduce detail pane Rsemary Hanln, Page - 8 Dcument date: March 1, 2010

9 Create Prpsal frm the Grants.gv Opprtunity Search 1 Use the Create Prpsal ptin frm the Grants.gv Opprtunity Search results t generate a new prpsal recrd that includes this Opprtunity link & frm set. If yu chse t Create Prpsal frm a result, yu may be presented with the select a unit screen if yu have the Prpsal Create rle in mre than ne unit. The Opprtunity ID and CFDA number will autmatically be ppulated n the General Inf windw. Yu will need t maintain the mandatry fields n the General Inf screen t save the prpsal and cmplete the link. Sme pprtunity schemas may nt cntain a CFDA number; this is very cmmn with NIH pprtunities. In these situatins, the link t the Grants.gv pprtunity is nt cmpleted upn saving the prpsal. The prpsal recrd will save, but the user must perfrm the standard navigate t Grants.gv screen step t cmplete the pprtunity link t the prpsal. As users shuld always navigate t the Grants.gv windw during prpsal preparatin t review and select frms, this is nt a blcking issue fr this new functinality COEUSQA-1987 New interface fr S2S Web service - Opprtunity search t Prpsal Create Rsemary Hanln, Page - 9 Dcument date: March 1, 2010

10 Create a New Prpsal: If yu are authrized t create prpsals in mre than ne Lead Unit, yu will first be presented with yur list f thse units. Click n the apprpriate Unit fr this submissin. Lead unit cannt be changed nce a prpsal is started. Yu will be able t add a unit(s) t supprt ruting and credit split fr each investigatr n the Investigatr Details screen. NOTE: The Lead Unit is the primary department assciated with the prpsal. This is the department that will submit the prpsal and manage the award, if funded. Click ne t select the unit t be Lead fr this prpsal. Prpsal Develpment: Initial entry screen Navigatin Panel Check marks will appear after yu navigate t each screen and save entered data. Use the Navigatin Panel buttns t navigate yur prpsal. Dn t use yur Brwser s back r frward buttns these functins are nt supprted fr use in navigatin in Ceus. Rsemary Hanln, Page - 10 Dcument date: March 1, 2010

11 Navigating the CeusLite Screens: Enter specific details required t save and create a prpsal. This panel will always be the first screen presented when a prpsal is selected. Displays the cntact infrmatin f the submitting rganizatin, perfrming rganizatin, and allws users t add perfrming sites f additinal lcatins. Add Investigatrs and Key Persns and custmize their unit, rles, cntact and degree details. Certify Investigatrs. Enter credit allcatin specifics fr Investigatrs as defined by yur institutinal business practices. Enter infrmatin fr research requiring special review r apprval such as use f animals r human subjects. Enter text in apprpriate tab screens t ppulate specific spnsr frms. Institutinally defined field. Enter answers t cmpliance questins required by yur Institute, the spnsr, r bth. Add r remve user access t yur prpsal Heading fr Questinnaires Lcally defined and applied Questinnaires will display in this categry. Ceus distributed questinnaire fr ppulating the PHS Fellwship Supplemental Frm fr s2s submissins. Links the prpsal t a Grants.gv pprtunity; displays pprtunity details, frms, and submissin status Navigates t the budget screens Navigates t the file uplad screens Perfrms the lcally defined validatin checks and s2s validatins if a Grants.gv pprtunity has been selected and saved. Starts Cmplete & Validated prpsals ruting fr internal apprval Navigates t the print ptins screen t print the Grants.gv frms, generic frms, r spnsr paper-submittal frms frm yur Ceus prpsal data Allws authrized users t cpy all r part f the prpsal t a new prpsal Navigates t the ntificatin functin that allws users t generate and send messages. Create a nn-institute investigatr, perfrming site, cntact, r key persn Rldex Rsemary Hanln, Page - 11 Dcument date: March 1, 2010

12 1. Navigate t the General Inf screen: General Inf is the default view upn pening a prpsal. Users can select General Inf frm the left navigatin bar t return t this screen. Fields with a red asterisk ( ) are required t save and generate a prpsal * number. A. Enter yur prpsal infrmatin: 1. Fill in the all ( ) fields and as much f the General Prpsal Infrmatin Screen as pssible. * * Prpsal Type Select the apprpriate entry frm the drp-dwn list. This infrmatin might be specified in the spnsr's annuncement r guidelines. * Activity Type Select the apprpriate entry frm the drp-dwn list. * Start Date Date the prject is expected t start. Enter in mm/dd/yy frmat r use the calendar tl. * End Date Date the prject is expected t end. Enter in mm/dd/yy frmat r use the calendar tl. Original Prpsal Number Award # (number) Required if the Prpsal Type is Resubmissin, Revisin r Cntinuatin. Use the Search icn t search the Institute Prpsal mdule. Required if the Prpsal Type is Cntinuatin, Renewal, r Revisin. Leave this field blank fr New, Resubmissin, r Task Order. The Award # is a Ceusgenerated number; t find it use the Search icn next t the field and search by Accunt number r ther detail. * Agency/Spnsr The spnsr is the rganizatin that will prvide funding. Enter the spnsr's sixdigit cde in this field r use the Search icn t find it. Prime Spnsr Prpsal deadline date If yur institutin will be the subcntractr fr the prpsal, the prime spnsr is the agency prviding funds t yur spnsr. If nt, leave this field blank. Date the prpsal is due at the spnsr. Rsemary Hanln, Page - 12 Dcument date: March 1, 2010

13 Receipt/Pstmarked NSF Science Cde Anticipated Award Type Spnsr Prpsal N. (number) Select which ptin defines the deadline receipt requirement. Select this cde frm the drp-dwn list fr all prpsals, nt just fr NSF submissins. Data used t aid institutinal annual reprting requirements. Select the type frm the drp-dwn list, if knwn. Required if the Prpsal Type is Renewal, Resubmissin, Revisin, r Cntinuatin. Search the Award mdule r Institute Prpsal mdule, as apprpriate, t find this number. * Title: Enter the descriptive title. Fr electrnic submissin, the title can cntain n special characters. 200 character maximum; individual spnsrs may require shrter titles. Refer t the spnsr instructins. Prgram Title: Prpsal in Respnse t: Subcntract Funding Opprtunity Number CFDA Number: Agency Prgram Cde: Agency Divisin Cde: Enter a prgram title prvided by the spnsr. If this prpsal will be submitted via Grants.gv, this field will be verwritten when yu assciate the prpsal with a Grants.gv pprtunity. Select an entry frm the drp-dwn list t identify hw this funding pprtunity was annunced. Select this checkbx if ne r mre subcntracts will be included in this prpsal. If there will be n subcntracts, leave it unchecked. Fr paper submissins: enter data manually. Fr Grants.gv submissins: this will be ppulated autmatically if CFDA is used t search and link. Otherwise, insert the Funding Opprtunity Number t perfrm the Grants.gv search. Catalg f Federal Dmestic Assistance number assigned by spnsr fr funding pprtunity. Fr paper submissins: enter the data manually, if knwn. Fr Grants.gv submissins, enter the CFDA number t supprt the Grants.gv search. Nte: sme NIH pprtunities d nt assign CFDA numbers until after award. Use the Funding Opprtunity search fr thse applicatins and leave the CFDA field blank unless it is ppulated autmatically by the selected Grants.gv pprtunity. Enter this number if it is required fr the pprtunity. Lcate the cde in the annuncement f pprtunity, at Grants.gv, r the spnsr's web site. This cde is currently required nly fr NSF submissins, but it may be used by ther agencies in the future Enter this number if it is required fr the pprtunity. Lcate the cde in the annuncement f pprtunity, at Grants.gv, r the spnsr's web site. This cde is currently required nly fr NSF submissins, but it may be used by ther agencies in the future 2. Select Save 3. Result: Ceus assigns the next available prpsal number, which will appear in the prpsal header n all CeusLite entry screens. Rsemary Hanln, Page - 13 Dcument date: March 1, 2010

14 B. Fr Grants.gv System-t-System (S2S) Candidates: If yu did nt use the Create Prpsal ptin frm the Grants.gv Opprtunity search t start yur prpsal, yu will need t search and select a valid funding pprtunity. Once yu have entered and saved * fields and the Opprtunity ID r CFDA Number, yu can navigate t the Grants.gv screen and Ceus will launch a search f Grants.gv fr the spnsr s submissin package. Linking t Grants.gv is nly required if yu intend t use the Systemt-System (s2s) functinality. Yu must lcate a valid pprtunity in rder fr yur applicatin t be submitted electrnically. NOTE: Only federal agency pprtunities are available at Grants.gv. Yu must enter a federal spnsr in the Spnsr field t perfrm the Grants.gv search. 1. Navigate t the Grants.gv screen: Initial navigatin t the Grants.gv screen links yur prpsal t a psted pprtunity at Grants.gv. The General Inf data fields fr either CFDA Number r Funding Opprtunity Number (aka Opprtunity ID) but nt bth - must be filled in rder t perfrm the search. A cmpleted search retrieves the spnsr s electrnic submissin details fr the applicatin such as the list f mandatry and ptinal frms, prgram title, instructins, CFDA Number, Opprtunity Number, etc, required fr a successful prpsal submissin. If all mandatry frms are available and have been successfully ppulated, yur prpsal can be submitted via Grants.gv. a. Grants.gv search results (partial screen sht frm test instance: CFDA ) 1. Click n the shw ptin in the Details clumn t cnfirm selectin: 2. Click n the Instructin url: hyperlink t view the spnsr psted instructins, guide, r ther infrmatin t aid the applicant. 3. Click n Select t chse this pprtunity and retrieve the submissin requirements, r click hide t clse the detail panel; click shw r Select anther pprtunity; Rsemary Hanln, Page - 14 Dcument date: March 1, 2010

15 b. Results f selecting a Grants.gv pprtunity package (default view): Rsemary Hanln, Page - 15 Dcument date: March 1, 2010

16 Grants.gv pprtunity package review (cntinued) 1. Review list f required frms (frms must be marked Available in the Desc clumn if required fr this s2s submissin. 2. Check the ptinal frms t Include fr this submissin (see spnsr pprtunity instructins). Click t check frms t Include in the Grants.gv submissin. 3. Click the Save buttn (scrll t the bttm f the page) t save the Grants.gv selected pprtunity and the frms yu selected t include fr this submissin. Save yur selected pprtunity and checked t Include frms. Submit capability nly available t authrized Premium users. Rsemary Hanln, Page - 16 Dcument date: March 1, 2010

17 c. Other Grants.gv screen functins: Default Type = Applicatin Alternates: Pre-Applicatin and Change/Crrected Click individual bxes t select a frm t print/preview. Selectins checked generates a list f frms t print. (print buttn at bttm f screen) Click All Included t aut-select frms already checked t Include. Deselect by clicking Nne Nt active until prpsal is submitted t Grants.gv Change the pprtunity selected (nly valid if multiple listed in ne psting Remves the pprtunity; deletes Prgram Title; Funding Opprtunity & CFDA frm the General inf Screen Perfrms validatin n Select t Print checked frms Generates printable PDFs f selected frms Save the selected pprtunity and frms selected. S2S submissin is nt supprted in this versin f Ceus. Rsemary Hanln, Page - 17 Dcument date: March 1, 2010

18 2. Navigate t the Organizatin Screen t enter Additinal Perfrming Organizatins r Sites The Organizatin screen cntains the cntacts fr yur Institute and perfrming sites invlved in the prject. The data fr yur institutin has been maintained by yur Ceus Administratr., but may be mdified fr individual submissins. Prpsal Organizatin Perfrming Organizatin Other Organizatin/Lcatin Perfrmance Site/ Lcatin The legal entity fr the prpsal. When a prpsal is created, this defaults t the rganizatin listed in the lead unit s rganizatin field. The rganizatin perfrming the main prtin f the prject. There is nly ne, and fr many institutins, this will likely be the same as the Prpsal Organizatin. Multi-campus institutins may have Research Fundatins r ther centralized versight ffice listed as the Prpsal Organizatin and their specific campus r schl as the Perfrming Organizatin. Other Organizatins are ther participants in the prject, ften recipients f a subcntract. A site where wrk is being dne that is nt an rganizatin (e.g. a vlcan, a field camp lcatin, r ther significant ff campus lcatin that shuld be recgnized in the prpsal). 1. Click Add Organizatin /Lcatin t create additinal panels. The Prpsal Organizatin Address and Cngressinal District are ppulated frm the centrally maintained data. The Prpsal Organizatin cannt be remved. Use the Remve functin t delete the supplied Cngressinal District. Use Add Cngressinal District functin t insert a new field fr the data, r multiple fields, if apprpriate. The Perfrming Organizatin Lcatin can be changed, but the address will nt update frm the centrally maintained data. Cngressinal Districts can be mdified. Use the Add Organizatin/Lcatin functin t perfrm a search t ppulate the required fields. Fr Other Organizatins, the Ceus Organizatin Table will be searched and the returned result will include the Lcatin, Address, and Cngressinal District. Users can mdify the district by deleting returned result and adding a new cngressinal district field. Using Other Organizatin will supprt ppulating DUNS Number t certain spnsr frms. Fr Perfrmance Site, the Lcatin field must be manually entered, the Rldex must be searched fr the Address, and then the Cngressinal District field must be added and typed in. Rldex des nt supprt prviding DUNS numbers t spnsr frms. If DUNS is required fr yur submissin, use Other Organizatin. Rsemary Hanln, Page - 18 Dcument date: March 1, 2010

19 T add an Other Organizatin frm the Ceus Organizatin Table. Once Other Organizatin type is selected the Lcatin and Find/Remve address fields will be replaced with a Search functin. Use the Search functin t lcate the Organizatin. Select Add Organizatin/Lcatin Select Type: Other Organizatin frm drp-dwn menu Select Search t pen Organizatin Search windw Enter the search criteria and select Search Select a result r perfrm the search again t lcate If required, select Add Cng Dist: t generate a field fr the cngressinal district. If the data is in the Organizatin Table, it will autmatically ppulate. (Repeat Add if needed fr multiple fields) Enter the cngressinal district in the 2 character State, hyphen, 3-character District frmat. (AA-000) Select Save t keep the Other Organizatin Search fr Organizatin. Selectin frm Results will ppulate here. Rsemary Hanln, Page - 19 Dcument date: March 1, 2010

20 T add a Perfrmance Site (Lcatin Address) frm the Ceus Rldex. Select Add Organizatin/Lcatin Select Type: Perfrmance Site frm drp-dwn menu Enter a cntact name in the Lcatin field. Select Find Address t pen the Rldex Search windw Enter the criteria and select Search Select a result r perfrm the search again t lcate Select Add Cng Dist: t generate a field fr the cngressinal district. (Repeat if needed fr multiple fields) Enter the cngressinal district in the 2 character State, hyphen, 3 character District frmat. (AA-000) Select Save t keep the Perfrmance Site T Delete Other Organizatins r Perfrmance Sites: Select Remve (Type) t delete the entry. T Delete Cngressinal Districts: Select Remve (Cng. Dist) t remve the entry. If all districts in a state are affected, enter all fr the district number (ex. HI-all) If natinwide (all districts in all states), enter US-all If the prgram/prject is utside the U.S., enter Rsemary Hanln, Page - 20 Dcument date: March 1, 2010

21 3. Navigate t Investigatrs & Key Persnnel A. Search fr and add the Principal n the Investigatrs/Key Persns screen. - Emplyee Search will lcate persns maintained in Ceus frm yur HR system. - Nn Emplyee Search will lcate persns maintained in the Ceus Rldex. B. Edit the PI s maintained data: 1. Mdify r revise cntact infrmatin 2. Enter Cmmns User Name (Fr any Grants.gv submissin using the R&R Senir/Key Persn Prfile frm. this field will ppulate the Credential field, e.g. agency lgin 3. Enter estimated percent f effrt ver the prpsed prject perid 4. Enter estimated Academic/Summer/Calendar year effrt 5. Select Multi PI, if relevant t yur submissin (see key bx belw). 6. Select Save By default, the first individual entered is designated with Rle: Principal Investigatr. Use the Multi PI checkbx t designate Investigatrs as Multiple PI (including the Principal Investigatr). The Principal Investigatr rle will be recgnized as the Cntact PI by NIH. At this time, NIH is the nly spnsr that utilizes Multi PI; please review yur NIH pprtunity fr mre eligibility and submissin requirements. Result: Saved persn is added t lwer pane List f Investigatrs/Key Study Persnnel Rsemary Hanln, Page - 21 Dcument date: March 1, 2010

22 C. Search and add C-Investigatrs and Key Study Persns. (Other Prpsal Rles can nly be added after a PI is entered and saved) Enter C-Investigatr: Prpsal Rle C-Investigatr defaults next, r select Key Study Persn frm drp-dwn list. 1. Search Emplyee r Nn-Emplyee 2. Mdify r enter cntact r infrmatin 3. Enter Cmmns User Name (fr NIH, this is required fr Investigatrs designated as Multi-PI) 3. Enter estimated percent f effrt f prpsed prject perid 4. Enter estimated Academic/Summer/Calendar year effrt 5. Select Multi PI, if relevant. 6. Select C-Investigatr frm Prpsal Rle drp-dwn list. 7. Select Save Enter Key Study Persn(s): Key Persn Rle field presented. 1. Search Emplyee r Nn-Emplyee 2. Mdify r enter cntact and unit infrmatin 3. Enter Cmmns User Name, if relevant 3. Enter estimated percent f effrt f prpsed prject perid 4. Nte: intentinally disabled (grayed ut) fr Key Study Persn - Academic/Summer/Calendar year effrt 5. Select Prpsal Rle Key Study Persn frm the drp-dwn list 6. Enter r mdify Key Persn Rle in presented field defines this persns specific activity n this prject. 7. Select Save When Key Study Persn is the selected Prpsal Rle; Key Persn Rle field is presented. Entering this prject rle is mandatry. Rsemary Hanln, Page - 22 Dcument date: March 1, 2010

23 D. Review Prpsal Persnnel 1. Name: list f Investigatrs and Key Persns in rder f entry. 2. Department is the primary unit fr the listed persn. 3. LU is the Lead Unit fr this prpsal. 4. MPI check mark will ppulate t designate Multi PI. 5. Rle is the Prpsal Rle applied r entered fr the listed persn. 6. % Effrt a. T is Ttal effrt b. A is Academic effrt c. S is Summer effrt d. C is Calendar effrt 7. Remve: use t delete the named persn entry. 8. Certify: pen the Certify Investigatr windw and answer, review r print the answered questins. 9 Signifies certificatin is nt cmpleted. Signifies certificatin is cmplete. 10. Details: select t pen the Persn Detail windw t review, add, r mdify cntact and degree infrmatin. Green check mark indicates Certificatin is cmplete. Rsemary Hanln, Page - 23 Dcument date: March 1, 2010

24 E. Custmize Prpsal Persn Details Select Details (click n the wrd Details ) t pen the Persn Details screen. 1. Add Unit, if needed, t supprt apprval ruting and credit split. a. Select Add Unit D nt delete the PI Lead Unit entered by Ceus. The Lead Unit fr the PI must match the Lead Unit fr the prpsal. If this is the wrng Lead Unit fr this investigatr r prpsal, yu must cpy r create a new prpsal in the crrect unit. Otherwise, Use Add Unit t amend the list f units required t supprt ruting and credit split. Rsemary Hanln, Page - 24 Dcument date: March 1, 2010

25 b.. Select Search f centrally maintained Units. Use Search t lcate Unit Number c. Enter search criteria t lcate Unit number, d. Select a Unit, search again, r clse the windw. e. Cnfirm selectin: Unit applied t Prpsal Persn Details: f. Select Save at the bttm n the screen. Rsemary Hanln, Page - 25 Dcument date: March 1, 2010

26 2. Persn Details: revise any white-backgrund field entries as required fr this prpsal. Changes made t Persn Details n this screen will nt update institute r Ceus persn data; changes will nly be applied and retained in this prpsal recrd. A. Mdify entries as needed. White-backgrund fields are editable. B. Insert era Cmmns User ID if it wasn t entered during Add Persn prcess. C. Prvide Full Address, Phne and fr Grants.gv submissins. 3. Degree Details: Review and mdify degree data, if any, imprted frm yur HR system; Add Degrees, Delete Degrees (nt shwn) if incrrect. Result: Fields generated t enter degree. Select Type frm list, type in ther field data; Save. Rsemary Hanln, Page - 26 Dcument date: March 1, 2010

27 4. Certify Investigatrs Open the Certify windw frm either the Persn Details: Or pen Certify frm the List f Investigatr/Key Persnnel panel: a. Select Certify fr the investigatr yu want certify t pen the Certificatin windw b. Review the questins and select the apprpriate answer in the electrnic certificate. c. Select Save t save yur respnses d. Select Print Certificatin t generate a print-ready PDF file fr the investigatrs signature. e. Select Return t Investigatr t clse the Certify windw. TIP: Yu must SAVE the answered Certificatin questins befre yu can print. Click Save first and then Print Certificatin. Result: The green check indicates that the Certificatin is cmplete fr this investigatr. Rsemary Hanln, Page - 27 Dcument date: March 1, 2010

28 4. Navigate t Credit Split The clumns displayed are lcally defined via the cde table: Others > Investigatr Credit Type. Als maintainable is whether the entered values must sum t 100 r nt. Business practice instructins must be prvided by lcal Ceus Administratrs Rsemary Hanln, Page - 28 Dcument date: March 1, 2010

29 5. Navigate t Special Reviews The SPECIAL REVIEW screen is used t identify research that requires special review r apprval, such as wrk with human subjects, animals, r recmbinant DNA. 1. Click the drp-dwn bx in the field labeled Special Review 2. Select the type f Review that applies t the prpsed prject (Lcally Maintained Review Type listing) 3. Click the drp-dwn bx in the field labeled Apprval 4. Select a status apprpriate t the review. (Lcally Maintained Review Status listing) If: The status is Pending, then all required infrmatin has been entered The status is Submitted, and then the Applicatin Date f the Regulatry Review must be entered. The status is Apprved, then a prtcl number must be entered in the Prtcl Number field and an apprval date entered int the Apprval Date field The status is Exempt, and then the exempt cde (letter and number, i.e. E4) must be entered in the Cmments field. Multiple exempt cdes shuld be separated by a cmma (i.e. E1,E4). 5. Save the entry. Select Special Review frm drp-dwn list; select Apprval Status frm drp-dwn list; select Save. Results: Select View t see the Cmments entered fr that Special Review. Select Remve t delete the review. Rsemary Hanln, Page - 29 Dcument date: March 1, 2010

30 6. Navigate t Others This screen cntains Custm Elements fields that can be lcally defined by yur institutin t prvide additinal data in yur prpsal recrd. Rsemary Hanln, Page - 30 Dcument date: March 1, 2010

31 7. Navigate t Abstracts Abstracts are text bxes fr specific subjects. The entries are used by Ceus t ppulate certain spnsr frms. See the spnsr instructins, and the Ceus s2s Frm Guides, t determine if an Abstract shuld be used (as a requirement r ptin) in yur prpsal. 1. Select abstract type t navigate t that abstract text entry panel 2. Enter r paste in text. 3. Save Abstract selectins click t navigate t this entry panel. Blinking cursr: type r paste in text. See spnsr instructins fr cntent requirements. Results: Check dentes Abstract text entered. Clr text identifies text pane in fcus. Identity f User wh entered data and the timestamp f this actin. See the Cnsrtium Dcument: S2S Frm Guides: User Guides fr Prpsal Develpment system-t-system frms Rsemary Hanln, Page - 31 Dcument date: March 1, 2010

32 8. Navigate t YNQ: Yes N Questins Lcally Maintained Details f YNQ s must be prvided by lcal Ceus Administratrs Answers t these cmpliance questins are required by the Institute, the spnsr, r bth. 1. Answer all questins n the YNQ screen by clicking n the radial buttn. 2. Use Mre t read additinal infrmatin abut this questin, if available. 3. Save the answers. Many YNQ s are lcally maintained. Admin > YNQ t pen the Questins windw. The Applies t Prpsal Questins ppulate YNQ. Applies t Financial Entity : ppulates frms. Rsemary Hanln, Page - 32 Dcument date: March 1, 2010

33 9. Assign Prpsal Rles Select t perfrm search f available Ceus Select t remve user Check the rles that have been assigned fr yur prpsal n the Prpsal Rles screen, and make changes as necessary. Any rles yu assign t a user apply nly t the current prpsal. If yu cpy a prpsal, access rights d nt carry ver. Access rights apply nly t the specific prpsal number in which they are granted. 1. Click Add User at Rle categry line 2. Search (users must have Ceus ID) 3. Select the user: they will be added t the rle categry Rle Aggregatr Apprver Budget creatr Narrative writer Viewer Definitin Make changes t any part f the prpsal, answer yes/n questins, certify investigatrs, submit fr apprval Apprve the prpsal. Yu cannt add r delete users frm this rle, but yu can see which users have been designated as apprvers after the prpsal is ruted fr apprval. The list f apprvers is maintained by Ceus administratrs. Create and edit t the budget. Create and edit the narratives. View any part f the prpsal. Cannt edit. Rsemary Hanln, Page - 33 Dcument date: March 1, 2010

34 10. Questinnaire Questinnaire may appear in the navigatin panel if a questinnaire has been designated as mandatry r ptinal fr this particular prpsal recrd. If the questinnaire is mandatry, yu will be alerted when the Ceus prpsal validatins are perfrmed, r when attempting t validate r print/preview certain Grants.gv frms 2. Open the Questinnaire by clicking the questinnaire name. Questins may need t be answered by: clicking a radial buttn t respnd t Yes/N, r Yes/N/NA, Selecting a Date frm the calendar tl Entering text Selecting frm a defined list Answer each questin in the panel, and then click Save & Prceed t present the next questin(s). The Mre buttn may cntain additinal infrmatin t help yu understand and answer the questin. Previus allws a user t scrll back t the last questin answered. Start Over t return t the beginning f the Questinnaire and begin again. All prir answers will be deleted Mdify t pen a previusly cmpleted Questinnaire. Print will pen a new brwser windw with a PDF reprt f the questins and any answers entered if the questinnaire has nt been cmpleted. 2 Prpsal data requirements fr ppulating Grants.gv frms are being relcated frm YNQ t Questinnaire, where it is pssible t maintain frm and/r spnsr-specific questinnaires. Rsemary Hanln, Page - 34 Dcument date: March 1, 2010

35 11. Navigate t Budget Once yu have saved a prpsal, yu can click the Budget link n the prpsal navigatin panel. The navigatin ptins change when yu access the Budgeting screens. T return t the ther prpsal screens frm the Budget, select the Return t Prpsal link at the tp f the Budget navigatin panel. Prpsal Navigatin Menu Budget Navigatin Menu Viewing the Budget using the Print Feature The Print feature will generate a PDF reprt f the budget that allws yu t view all budgeted expenses. The Budget Summary by Perid reprt is particularly useful; this is the budget frmat displayed during the Ceus Web Prpsal Apprval prcess. Mst internal apprvers evaluate this cmprehensive view f the budget during their review prcess. Rsemary Hanln, Page - 35 Dcument date: March 1, 2010

36 Navigating the CeusLite Budget Screens Select t return the general prpsal navigatin panel. Displays a summary line fr all budget versins created. Default budget launch screen when mre than ne budget versin exists. Displays summary budget infrmatin; i.e. budget ttals, direct and indirect csts, underrecvery, cst sharing, perid budget ttals, etc. Navigates t the Budget print ptins screen Grup header fr budget set up screens Add persnnel fr budgeting; enter salary details required fr expense calculatins. Allws users t mdify budget start and end dates, r t add r mdify budget perids, r perid lengths. Displays institute verhead rates; allws fr insertin f applicable rates. Use the Validate tl t prcess any maintained Budget Business Rule Validatins. Grup header fr Budget Csts Input screens Add r remve persnnel expense, custmize their effrt and time spent n this prject. Add r remve equipment expenses Add r remve travel expenses Add r remve participant/trainee expenses Add r remve all ther expenses. Navigate t Mdular Budget entry screen Navigate t Cst Sharing Distributin entry screen Navigate t Under Recvery Distributin entry screen Navigate t Prject Incme entry screen Calculate budget perids based n perid 1 entries and create required additinal budget perid screens. Rsemary Hanln, Page - 36 Dcument date: March 1, 2010

37 Befre yu start yur budget A nte abut Ceus Budget Calculatins If yu have been using ther prgrams r using spreadsheets t calculate yur budget, yu may ntice that thse calculatins and Ceus calculatins are slightly different. Ceus calculates budget amunts based with a cmplex equatin that uses a number f different variables such as, number f days f effrt, percentage f inflatin, verhead and fringe benefits, as well as the data yu have entered n the Budget Set Up > Persnnel screen regarding appintment types, base salaries, and effective dates. Ceus des nt average, and runds frm a much greater number f significant figures than a spreadsheet. All f these factrs result in a budget with a high degree f precisin. Turn Off Pp-up Blcker! Check the pp-up blcker settings fr yur web brwser s yu can be sure t Always Allw Pp-Ups frm CeusLite. If while trying t view the details in the Budget Perids screens f yur budget (Persnnel, Equipment, Travel, Participant/Trainee, r Other Direct Csts) the Line Item Details screen des nt appear when yu click either the Edit r Details link next t specific line items, blcked pp-ups is mst likely the prblem. Initial Budget screen Access Budget Set up requirements. The first time yu navigate t the Budget, yu will be prmpted t start a new budget, and then yu will be presented with the Budget Setup: Persnnel screen. Yu may be prmpted t Sync Budget Persns: select and save an Appintment Type and accept r enter the Jb Cde required fr budget calculatins. This is usually the case with Rldex persns, but can als ccur fr ther persnnel. Prmpt fr Rldex persns r persnnel with incmplete data in Ceus. Ceus-recmmends an Appintment Type and Jb Cde; either Save r select and enter alternate data. The persnnel already added n the Investigatrs/Key Persns screen (PI, C-I(s), and Key Study Persns) will autmatically ppulate sme f the data fields required n this screen frm Persn Data infrmatin fed t Ceus. Persnnel listed n this Budget Set Up Persnnel screen will be available t add t the Persnnel Budget. Yu must add yur persnnel t the set up screen in rder t create the pick-list f all persnnel t be added t yur budgeted csts, thugh nt all the persns n the table need be in any f the budget perids. Once the Set Up is cmplete, enter Perid 1 expenses, and then generate all perids. Once all the prpsal perids have been generated, individual tabs will appear fr each prpsal perid. Yu can then click n each tab and then navigate thrugh the budget categry screens t make adjustments relevant t that perid. Rsemary Hanln, Page - 37 Dcument date: March 1, 2010

38 12. Budget Setup A. Add and cmplete Budget Persnnel entries 1. Navigate t Persnnel entry screen 2. Search fr and Add the prpsal persnnel needed fr yur prject budget. (Research staff, Supprt staff, Pstdctral Assciates, Graduate Students, r T-Be Annunced staff, etc.): - Emplyee Search will lcate persns maintained in Ceus frm yur HR system. - Nn Emplyee Search will lcate persns maintained in the Ceus Rldex. - Add TBA Search will lcate a predefined list f t-be-annunced persns by jb title. (i.e. Prject Manager, Graduate Student, etc.) Only the names f the PI, C-I and Key Persns will be printed n the Grants.gv RR Budget (detail) frms. Refer t yur spnsr guidelines fr specific definitins f Key Persnnel. Budget Persns ppulated frm Investigatr/Key Persns: Select Add Emplyee t search the HR database r select Add Nn Emplyee t search the Rldex. Search fr the emplyee by entering data int the fields n the search screen. Entering Last Name and First Name is usually sufficient, use ther fields t help narrw dwn searches. Use the asterisk ( * ) befre and after data in fields t widen searches and minimize typed entries. Select search t display the search results. Rsemary Hanln, Page - 38 Dcument date: March 1, 2010

39 Add TBA: Select the apprpriate persn displayed in the Persn Search Results screen. Take time t scrll acrss the entire windw t be sure yu ve selected the crrect persn sme individuals may appear mre than nce. T add unnamed persnnel (persnnel that will be staffed but fr whm yu have nt yet hired r assigned): Select Add TBA Select n the apprpriate categry displayed in the TBA Persns windw. Lcal custmizatin. Save Result f Add TBA selectin: Rsemary Hanln, Page - 39 Dcument date: March 1, 2010

40 Default Eff Date matches prpsal start date. 3. Enter Eff Date The Effective Date displayed autmatically defaults t the start date f the prpsal perid. Fr Ceus t generate the mst precise salary inflatin, change the Effective Date t match the date f that emplyee scheduled increase. Refer t yur departmental persnnel administratr r HR fr specific plicy. Faculty, Students and ther Academic Appintments: June 1 (r lcally maintained) Spnsred Research Staff: January 1 (r lcally maintained) Administrative Staff: July 1 (r lcally maintained) Supprt Staff: April 1 (r lcally maintained) 4. Enter Base Salary: Enter the persn s full current annual salary as it relates t the length f appintment entered. The value shuld be as f the date f the last knwn salary increase. D nt use cmmas. Jb Cde: This field is a required field ppulated by the HR data feed r Ceus. This data field is used t help distinguish ne line item frm anther. Appintment Type: Will be ppulated by the HR data feed. Review that this infrmatin is crrect, as it is part f the calculatin that charges salary t the budget. If yu need t make a change, select the apprpriate appintment type frm the drpdwn list. The M refers t mnths f appintment; i.e. a prfessr with a 9-mnth appintment will display as 9M DURATION. REG EMPLOYEE refers t a Regular Emplyee with a 12-mnth salary base. SUM EMPLOYEE refers t a Summer Appintments (nt faculty summer salary). TMP EMPLOYEE refers t a Temprary Appintment, use with a Mnthly base salary level. Ceus calculates Faculty salaries (including summer mnths) based n their 9-mnth academic appintment. Changing the Appintment type can impact yur budget if yu mismatch Appintment Type and Base Salary. Als, the Effective Date f the salary directly impacts when Ceus will inflate that salary in yur budget. 5. Enter the Anniversary Date: NOTE: this field may nt appear in yur lcal envirnment. If yur institutin uses individual anniversary dates fr annual salary inflatin, the Anniv Date clumn shuld be maintained with a date. The date may autmatically ppulate frm Ceus Persn data, therwise, enter the date manually. Ceus will still use the rates table persnnel categries t determine the percent t inflate, but will use the individual anniversary dates instead f the categry dates a 6. Save the prpsal persnnel nce yu have entered all persnnel wh will be part f yur budget.. Nt all persnnel listed in the Set Up Persnnel panel need t be applied as an expense line in yur budget. PI s C-I s, and Key Persnnel will autmatically be maintained t the Budget Persn table, but yu can leave any salary detail line blank if yu will nt use the individual in the budget. Rsemary Hanln, Page - 40 Dcument date: March 1, 2010

41 B. Adjust Perids (bundaries) The default budget perids are displayed n this screen. Ceus will autmatically try t create 12- mnth budget perids based n the dates entered as Start and End dates n the General Inf screen f the prpsal. Refer t yur spnsr annuncement fr specific guidance n required budget perid lengths. T change the perids, enter the revised dates r select dates using the calendar tl. T add anther perid, click Add Perid (lcated belw the perid line items), and enter the start and end dates. T remve a perid, click Remve (t the right f each perid line item displayed). Once yu have made the necessary changes, select Save.. When cpying a prpsal with Start and End dates that d nt match yur new submissin, be sure t adjust the Start and End dates n the General Inf screen first. Then make the necessary changes fr yur new prpsal n the Adjust Perids screen. Dn t frget t Sync yur Rates! (Navigate t the Rates screen). And dn t frget t review & update salaries and their effective dates! (Navigate t Budget Set Up: Persnnel) Rsemary Hanln, Page - 41 Dcument date: March 1, 2010

42 N. f Mnths (in budget perid). Resulting frm COEUSQA-1590 better supprts the generatin f prject perids greater than r less than 12 mnths, the number f mnths in each budget perid has been added t the Budget Summary screen and each Perid tab header. It is advised t generate these unusual budget perids befre applying certain budget expense details. While this means additinal steps t manually ppulate the expenses in each budget perid, it is necessary fr accurate persnnel effrt and ther budgeting decisins that shuld be made by the user. If yu chse t add persnnel detail prir t generating budget perids, yu must still review each Persnnel Budget Detail windw fr each budget persn t verify and/r mdify. Fr Persnnel expenses: Use the standard instructins t select cst elements and maintain the budget persn details as detailed in this guide. Be especially mindful t define the Start Date and End Date fr each persn as it relates t this budget perid. Yu may need t use the Add Persn ptin several times fr each persn t expense them t Academic r Summer perids if the budget perid is especially lng. The figure belw describes an 18 mnth budget perid: tw (2) lines were needed t capture the Academic mnths. Nte the default Start Date & End Date span the full 18 mnths f this prject perid 2. Rsemary Hanln, Page - 42 Dcument date: March 1, 2010

43 Fr Nn-Persnnel Expenses: Yu can enter nn-persnnel line item expenses prir t generating budget perids. Csts will be inflated nce per generated budget perid (if the apply inflatin bx is checked). The inflatin may be apprpriate t budgets with greater than 12 mnth perids, but nt fr perids less than 12-mnth like quarterly (3 mnth) budgets. Therefre, it is advised t review the csts generated in each budget perid fr apprpriateness and make any necessary changes. It may be best t manually add these line items and expenses t each budget perid. Rsemary Hanln, Page - 43 Dcument date: March 1, 2010

44 C. Prpsal Rates The Prpsal Rates screen lists the F&A, Fringe Benefit, and Inflatin rates that will be applied t yur budgeted csts. Rates are maintained centrally by yur Ceus Applicatin Administratr, but rates t be applied t this prpsal can be entered n this rates screen. If yu have pened r cpied an lder prpsal r revised the start and end date f the prpsal, select Sync at the bttm f the screen t update yur prpsal with the apprpriate Institute rates effective fr yur budget perids, and then Save. If yu make a mistake r change yur mind, yu can click Reset at the bttm f the screen t revert back t the Institute rates, and then Save. Rsemary Hanln, Page - 44 Dcument date: March 1, 2010

45 T mdify the applicable rates fr this prpsal: 1. Open the Prpsal Rates screen. 2. Scrll dwn t the apprpriate categry f the screen and enter the percent rate t be used fr this prpsal in the Applicable Rate fields t the right f the Rate Type listed. Enter the rate in each Fiscal Year and fr bth On and Off Campus line item f this categry, as needed. Example: Review/Mdify Faculty Inflatin Enter inflatin value t be applied t Faculty Salaries fr this prpsal. 3. When yu have adjusted the necessary rates, scrll dwn t the bttm f the screen and select Save.. Labratry Allcatin Rates cannt be viewed r mdified per prpsal in CeusLite. These are negtiated rates, s they d nt change frequently. If yu require that a mdified applicable rate, d this mdificatin in the Ceus Premium prpsal recrd (r request that a Ceus Premium user d this fr yu). Rsemary Hanln, Page - 45 Dcument date: March 1, 2010

46 D. Navigate t Persnnel Budget When first pened, the Persnnel Budget screen displays a tab fr Perid Select Add Persn t add the persnnel t be included in the budget frm the pick-list f persnnel previusly added in the Budget Set Up > Persnnel screen. Select the checkbxes t the left f the names f all the persnnel required fr the Perid 1 budget. Yu can als select the single checkbx at the tp f the list t Select All. Click here t select all, r check individually. Select Save.. Yu d nt need t use all the Budget Persnnel displayed. If they are nt selected in the Add Persn prcess, they will have n impact n yur budget. Yu may need t maintain persns n this list that will nt be included in yur budget because f the Sync Budget Persn prmpt during set up. Rsemary Hanln, Page - 46 Dcument date: March 1, 2010

47 Result: all the persnnel selected will nw be displayed n the Persnnel Budget screen. Perid 1 displays at initial budget entry. Other perids will be generated later. Custmize each persn. Start date defaults t Prject Start date. End date defaults t Prject End date. Revise these dates as apprpriate t impact the calculated effrt and requested funds. Select Add Persn t insert mre Persns. Select Calculate t see hw entries impact budget. Select Save t calculate and save custmized entries. Any Premium-nly persnnel items will display belw this line.* Subttal f all persnnel expenses. * Premium allws users t enter persnnel expense n a line item withut selecting a Budget Persn (Add Persn). This entry methd requires n persn detail s these entries cannt be mdified in Lite. Als, withut details, they cannt be displayed like the ther persnnel entries, but will be displayed belw the detailed persnnel and thse expenses will be included in the Ttal Funds Requested fr that perid. Rsemary Hanln, Page - 47 Dcument date: March 1, 2010

48 2. Custmize each Persnnel Line Item: Select the apprpriate Salary Type frm the drp-dwn menu. See yur departmental persnnel administratr if yu need help matching a salary type t persnnel. Select the apprpriate Perid frm the drp-dwn menu: Academic: The 9-mnth academic year: September 1 thrugh May 31. Calendar: The 12-mnth calendar year. Cycle: 12 mnth prject perid - same as Calendar Summer: The 3 mnths nt cvered by the Academic perid, June 1 thrugh August 31. The Perid selected shuld crrelate with the number f mnths in the Appintment Type selected n the Set Up > Persnnel Screen. Mismatched Perids t Types can impact budget calculatins. Enter % Charged and % Effrt. Equal amunts mean the entire expense will be paid by the spnsr. % Charged is less than % Effrt, will generate cst sharing (expense that will nt be paid by the spnsr). Edit the Start Date and r End Date t either crrectly reflect Faculty Summer Mnth effrt, r remve eligible vacatin time, r accurately reflect time spent n the prject, as needed. Select Save when all added custmized entries have been made. Select Calculate (lcated belw all f the persnnel entries) if yu want t see hw a changed entry impacts the budget. Select Remve t delete the persn entered. Select Edit t pen the Line Item Details windw fr that persnnel entry. Rsemary Hanln, Page - 48 Dcument date: March 1, 2010

49 3. Enter Persnnel Line Item Details Select Edit t the right f each line item t display the Line Item Details windw. (This link is labeled Details if the budget is marked cmplete r if yu are authrized t view nly.) Line Item Details windw: Reminder! Yur brwser sftware must be set t Allw Pp-ups t view this windw The fllwing fields can be mdified n the Line Item Details windw: Descriptin: Add r change the descriptin as needed. Start Date and End Date: Change if relevant r required based n the spnsr annuncement. Rate Types / Apply: Select and deselect the Apply checkbxes as needed. The fllwing salary calculated csts can be viewed n the Line Item Details windw: Cst Cst Sharing Underrecvery Rates applicable t the Line item: Cst and Cst Sharing amunts. If yu ve made any edits select: Save and Apply t Current Perid Clse Yu can make further changes t the entries n the Persnnel Budget screen as needed. Save & Apply t Current and Later perids shuld nly be used when adding a new persnnel expense line in a budget with all perids generated. This feature des nt update previusly generated persnnel line items. If this feature is used with an existing persn, an additinal line item appearance will be generated in the later perids. Rsemary Hanln, Page - 49 Dcument date: March 1, 2010

50 E. Navigate t the Equipment Screen Please refer t yur spnsr guidelines, specific pprtunity instructins, and Institutinal Plicy and Prcedures fr budgeting equipment items. 1. Select Add Equipment t add individual items f equipment t the budget. Select a Type frm the drp-dwn menu. (Lcally Maintained GL Majr Equipment Budget Categry Listing) Equipment budget Types include: Enter a Descriptin. Descriptins entered in the budget line items WILL print n Grants.gv Detailed budget frms. Current Grants.gv equipment budgeting requires a single line item fr each equipment item and a descriptin fr each Equipment item. Enter a cst in the Funds Requested ($) field d nt use cmmas. Select Calculate t see hw this item impacts budget ttals. (Ceus will calculate autmatically upn Save.) Select Remve t delete the entry. If there are n edits select: Clse Select Save t save yur entered budget item.. Rsemary Hanln, Page - 50 Dcument date: March 1, 2010

51 2. Enter Equipment Line Item Details Select Edit t the right f each line item t display the Line Item Details windw where yu can enter mre detailed infrmatin abut each line item. The fllwing fields can be mdified n the Line Item Details windw: Descriptin: Change the line item descriptin as needed. Start Date and End Date: Change if relevant r required based n the spnsr instructins. Quantity: Enter if relevant r required based n the spnsr instructins. Cst: Change as needed. Yu will see the updated amunt back n the main Equipment screen. Cst Sharing: Enter a value, if apprpriate. Refer t Spnsr Guidelines and Institutinal Plicy regarding cst sharing requirements. Apply Inflatin checkbx: Deselect this ptin if yu want t have this line item generate t all perids at the same dllar value instead f inflated by the rate n the Prpsal Rates screen. On Campus checkbx: Deselect this ptin t apply the Off Campus F&A rate. Please cnsult yur OSP Administratr and cmply with Institute guidelines fr ff-campus prject eligibility. Rate Types / Apply: Select and deselect the Apply checkbxes as needed (Nte: Equipment is exempt frm F&A, thus n calculated amunts are available t view.) Rsemary Hanln, Page - 51 Dcument date: March 1, 2010

52 The fllwing calculated csts can be viewed n the Line Item Details windw: Underrecvery Rates applicable t the Line item. Nte: Equipment is exempt frm F&A. If yu ve made any edits, select: Save and Apply t Current Perid Save and Apply t Current and Later Perids, as relevant t yur prpsal If there are n edits select: Clse Yu can add mre items and make further changes t the entries n the Equipment screen as needed. Rsemary Hanln, Page - 52 Dcument date: March 1, 2010

53 F. Navigate t the Travel screen Please refer t yur spnsr guidelines, specific pprtunity instructins, and Institutinal Plicy and Prcedures fr budgeting Travel items. 1. Select Add Travel t add all f the travel csts t be included in the budget. Select a Type frm the drp-dwn menu. (Lcally Maintained GL Travel Budget Categry Listing) Travel budget ptins include: Travel Freign Expenses; Travel Prfessinal Develpment; and Travel Expenses (aka Dmestic Travel). Enter a Descriptin. Descriptins entered here d NOT print n Grants.gv frms, but are useful fr prpsal preparatin ntes and Internal Review and Apprval. Enter a cst in the Funds Requested ($) field d nt use cmmas. Select Calculate t see hw this item impacts budget ttals. (Ceus will calculate autmatically upn Save.) Select Remve t delete the entry. Select Save t save yur entered budget item.. Results after entry: Rsemary Hanln, Page - 53 Dcument date: March 1, 2010

54 2. Enter Travel Line Item Details Select Edit t the right f each line item t display the Line Item Details windw where yu can enter mre detailed infrmatin abut each line item. The fllwing fields can be mdified n the Line Item Details windw: Descriptin: Change the line item descriptin as needed. Start Date and End Date: Change if relevant r required based n the spnsr instructins. Quantity: Enter if relevant r required based n spnsr instructins. Cst: Change as needed. Yu will see the updated amunt back n the main Travel screen. Cst Sharing: Enter a value, if apprpriate. Refer t Spnsr Guidelines and Institutinal Plicy regarding cst sharing requirements. Apply Inflatin checkbx: Deselect this ptin if yu want t have this line item generate t all perids at the same dllar value instead f inflated by the rate n the Prpsal Rates screen. On Campus checkbx: Deselect this ptin t apply the Off Campus F&A rate. Please cnsult yur OSP Administratr and cmply with Institute guidelines fr ff-campus prject eligibility. Rate Types / Apply: Select and deselect the Apply checkbxes as needed The fllwing calculated csts can be viewed n the Line Item Details windw: Underrecvery Rates applicable t the Line item. Cst and Cst Sharing amunts. If yu ve made any edits, select: Save and Apply t Current Perid Save and Apply t Current and Later Perids, as relevant t yur prpsal If there are n edits select: Clse Yu can add mre items and make further changes t the entries n the Travel screen as needed. Rsemary Hanln, Page - 54 Dcument date: March 1, 2010

55 G. Navigate t the Participant/Trainee screen Please refer t yur spnsr guidelines, specific pprtunity instructins, and Institutinal Plicy and Prcedures fr budgeting Participant/Trainee expenses nt allwable expense n sme funding mechanisms! 1. Select Add Participant/Trainee t add all f these csts t be included in the budget. Select a Type frm the drp-dwn menu. (Lcally Maintained GLs please review) Participant/Trainee budget ptins include: Cst Part Rel Prgrams Nt MTDC (csts f participants related t prgram) Stipends Nt MTDC Travel Nt MTDC Enter a Descriptin. Descriptins entered here d NOT print n Grants.gv frms, but are useful fr prpsal preparatin ntes and Internal Review and Apprval. Enter a cst in the Funds Requested ($) field d nt use cmmas. Select Calculate t see hw this item impacts budget ttals. (Ceus will calculate autmatically upn Save.) Select Remve t delete the entry. Select Save t save yur entered budget item.. Results after entry: Rsemary Hanln, Page - 55 Dcument date: March 1, 2010

56 2. Enter Participant/Trainee Line Item Details Select Edit t the right f each line item t display the Line Item Details windw where yu can enter mre detailed infrmatin abut each line item. The fllwing fields can be mdified n the Line Item Details windw: Descriptin: Change the line item descriptin as needed. Start Date and End Date: Change if relevant r required based n the spnsr instructins. Quantity: Enter if relevant r required based n spnsr instructins. Cst: Change as needed. Yu will see the changes n the main Participant/Trainee screen. Cst Sharing: Enter a value, if apprpriate. Refer t Spnsr Guidelines and Institutinal Plicy regarding cst sharing requirements. Apply Inflatin checkbx: Deselect this ptin if yu want t have this line item generate t all perids at the same dllar value instead f inflated by the rate n the Prpsal Rates screen. On Campus checkbx: Deselect this ptin t apply the Off Campus F&A rate. Please cnsult yur OSP Administratr and cmply with Institute guidelines fr ff-campus prject eligibility. Rate Types / Apply: Select and deselect the Apply checkbxes as needed. (Nte: Participant/Trainee expenses are exempt frm F&A, thus n calculated amunts are available t view.) The fllwing calculated csts can be viewed n the Line Item Details windw: Underrecvery Rates applicable t the Line item. Cst and Cst Sharing amunts. (Participant/Trainee expenses are exempt frm F&A) If yu ve made any edits, select: Save and Apply t Current Perid Save and Apply t Current and Later Perids, as relevant t yur prpsal If there are n edits select: Clse Yu can add mre items and make further changes t the entries n the Participant/Trainee screen as needed. Rsemary Hanln, Page - 56 Dcument date: March 1, 2010

57 H. Navigate t the Other Direct Csts screen 1. Entering Csts Line Items in the Budget Please refer t yur spnsr guidelines, specific pprtunity instructins, and Institutinal Plicy and Prcedures fr budgeting prject expenses. a. Select Add Direct Csts t add all f these csts t be included in the budget. Select a Type frm the drp-dwn menu. (Lcally Maintained GLs please review) Please Nte: a sample f cst types will be displayed fr budgeting purpses nt the cmplete list frm yur pst-award financial system as spnsrs d nt require exquisite detail in prpsal budgets. Many f these individual cst types will rll up t a Budget Categry cmpsite line displayed in the spnsr budget frm. Enter a Descriptin. Descriptins entered here d NOT print n Grants.gv frms, but are useful fr prpsal preparatin ntes and Internal Review and Apprval. Enter a cst in the Funds Requested ($) field d nt use cmmas. Select Calculate t see hw this item impacts budget ttals. (Ceus will calculate autmatically upn Save.) Select Remve t delete the entry. Select Save t save yur entered budget item.. Results after entries: Rsemary Hanln, Page - 57 Dcument date: March 1, 2010

58 b. Enter Direct Cst Line Item Details Select Edit t the right f each line item t display the Line Item Details windw where yu can enter mre detailed infrmatin abut each line item. The fllwing fields can be mdified n the Line Item Details windw: Descriptin: Change the line item descriptin as needed. Start Date and End Date: Change if relevant r required based n the spnsr instructins. Quantity: Enter if relevant r required based n spnsr instructins. Cst: Change as needed. Yu will see the changes n the main Other Direct Csts screen. Cst Sharing: Enter a value, if apprpriate. Refer t Spnsr Guidelines and Institutinal Plicy regarding cst sharing requirements. Apply Inflatin checkbx: Deselect this ptin if yu want t have this line item generate t all perids at the same dllar value instead f inflated by the rate n the Prpsal Rates screen. On Campus checkbx: Deselect this ptin t apply the Off Campus F&A rate. Please cnsult yur OSP Administratr and cmply with Institute guidelines fr ff-campus prject eligibility. Rate Types / Apply: Select and deselect the Apply checkbxes as needed. The fllwing calculated csts can be viewed n the Line Item Details windw: Underrecvery Rates applicable t the Line item. Cst and Cst Sharing amunts. (Participant/Trainee expenses are exempt frm F&A) If yu ve made any edits, select: Save and Apply t Current Perid Save and Apply t Current and Later Perids, as relevant t yur prpsal If there are n edits select: Clse Yu can add mre items and make further changes t the entries n the Other Direct Csts screen as needed. Rsemary Hanln, Page - 58 Dcument date: March 1, 2010

59 2. Enter special Other Direct Csts: Subaward/Subcntracts Per A-21 Cst Principles, subcntracts are subject t F&A fr nly the first $25,000 spent. Fr any subcntract that exceeds the cst f $25,000, yu must have tw budget line items: ne fr $25,000 that bears F&A, and ne fr the remaining amunt f the subcntract which will be exempt. In rder t enter csts in ther perids, yu must use the Generate All Perids functin (described in the Generate All Perids sectin f this dcument). Then, enter the individual tabs fr each perid and make adjustments relevant t that perid. Special NIH Subcntract Instructins fr Mdular submissins: Yu need t select the crrect Other Direct Csts budget types fr Subcntract F&A expenses t allw the Ceus Mdular Budget Sync feature t wrk effectively fr NIH Mdular budget submissins. If yu islate the Subcntract Indirect Expense entries by selecting the Subcntractr s F&A Types in yur budget, Ceus will have the data t Sync t the NIH Mdular budget screen and submissin frms. The 4 direct cst types t use are belw. 2 examples fr use fllw. (Review lcally maintained GL/Budget Types) Subcntracts Subject t MIT F&A (fr the first 25K) (Direct Csts) Subcntracts Nt Subject t MIT F&A (Direct Csts) Subcntractr s F&A Subject t MIT F&A (Indirect Csts) Subcntractr s F&A N MIT F&A (Indirect Csts) Example 1 is a cmmn scenari where the first perid csts f the subcntract exceeds $25,000; three (3) lines are needed: ne fr the first $25,000 bearing F&A, ne fr the expenses ver $25,000. The third line islates the F&A expense f the Subcntractr, s Ceus can Sync that data t the Mdular budget screen. Ex. 1: Subaward: $75,000 annual direct csts + 65% F&A f $48,750 = $123,750 ttal. Perid 1: Perid 2: Perid 3: Example 2 shws hw a small Subaward where the initial perid ttal cst is less than the $25,000 threshld, therefre all csts wuld incur Institute F&A. This uncmmn scenari needs nly 2 lines in perid 1, but 3 lines in perid 2. (Perid 3 wuld be similar entry as shwn in example 1.) Ex. 2: Subaward $12,000 annual direct csts + 65% F&A f $7,800 = $19,800 ttal. Perid 1: Perid 2: Rsemary Hanln, Page - 59 Dcument date: March 1, 2010

60 3. Other Budgeting Features a. Cst Sharing Please review the apprpriateness and administrative plicy f cst sharing with yur OSP Office. If yu need t express cst sharing n a specific line item in the Budget Perids screens f yur budget (Equipment, Travel, Participant/Trainee, r Other Direct Csts): Select Edit t pen that item s Line Item Details windw Enter the dllar value f the funding cmmitment in the Cst Sharing field. Select Save and Apply t Current Perid r Save and Apply t Current and Later Perids, as relevant t yur prpsal r, Clse if yu decide nt t make an entry. The amunt f the cst sharing will als be updated in the Perid Ttals header and Budget Ttals sectin f the Budget Summary screen. Result after entry: Nte: Cst Sharing may be required t be distributed prir t marking a budget Cmplete. Instructins fr distributin are in later sectin f this guide. Rsemary Hanln, Page - 60 Dcument date: March 1, 2010

61 b. Underrecvery Please review the apprpriateness and administrative plicy f underrecvery with yur OSP Office. If underrecvery shuld be applied t yur ENTIRE prject budget, nt just a specific line item, yu shuld adjust the apprpriate Rate(s) applied in the Prpsal Rates screen and/r the Overhead Rate Type and Underrecvery Rate Type n the Budget Summary screen. If yu need t express underrecvery n a specific line item in the Budget Perids screens f yur budget (Persnnel, Equipment, Travel, Participant/Trainee, r Other Direct Csts): Select Edit t pen that item s Line Item Details windw Deselect the apprpriate Rate Types - Apply checkbx frm the Rates Applicable t the Line Item, in the bttm sectin f the Line Items Detail windw. Click Save and Apply t Current Perid r Save and Apply t Current and Later Perids, as relevant t yur prpsal, befre clsing this windw. The amunt f the underrecvery will als be updated in the Budget Ttals sectin f the Budget Summary screen. Result f unchecked Apply MTDC Rate: Nte: Underrecvery may be required t be distributed prir t marking a budget Cmplete. Instructins fr distributin are in later sectin f this guide. Rsemary Hanln, Page - 61 Dcument date: March 1, 2010

62 I. Generate All Perids frm yur Detailed Perid 1 Budget Prir t using Generate All Perids, review the Prpsal Rates screen and review and revise the Inflatin Rates, if necessary. Changes in the Inflatin rates will nt be update t generated budgets. Cnsider deselecting the Apply Inflatin checkbx n specific line items instead f entire categries in the Rates, if this is mre apprpriate fr yur prpsal budget. Cmplete any Perid 1 recurring expenses required fr yur budget and then use the Generate All Perids feature t calculate all budget perids fr yur prpsal. If yu d nt want a line item t appear in every perid, d nt include it in Perid 1. Generate All Perids first, and then enter that line item in the apprpriate perid(s). The Generate All Perids ptin n the Budget navigatin menu will disappear after applicatin. Once the budget perids are generated, yu cannt und the prcess. Yu can manipulate the data in each budget perid t alter the results (see the sectin Adjust by Perid), r yu can create a new budget versin (see the sectin Budget Versins: Create Alternate Versins f yur Budget). Ceus uses the Budget Perid start and end dates, inflatin percentages and ther rates frm the Prpsal Rates screen, and the line item csts entered in the Budget Perid screens t calculate expenses and generate each requested budget perid. Prir t using Generate All Perids, fllw the steps belw t review yur budget entries. Rsemary Hanln, Page - 62 Dcument date: March 1, 2010

63 1. Preview All Budget Expenses Befre using the Generate All Perids functin, preview yur budget entries in all categries by printing a reprt. Click Print n the Budget menu. Frm the Prpsal Print screen, click Budget Summary by Perid. A new brwser windw will pen t display the Internal Budget Summary view f yur budget, by perid, in a PDF frmat. This cmplete budget will display by Categry and Spnsr Budget Grup. Persnnel, by name, will print ut with Start and End dates, Fringe Rates applied (if apprpriate), Fringe Benefit csts (if apprpriate), and Salaries & Wages. Descriptins entered fr all budget line items will print n this Summary frm. The Calculatin Methdlgy page f the summary lists any items excluded frm the F&A base csts requested, the F&A rates and bases applied the Emplyee Benefit rates and bases, and Vacatin Accrual Rates and bases. This is the budget frmat displayed during the Ceus Web Prpsal Apprval prcess. Many campus apprvers evaluate this cmprehensive view f the budget in their review prcess. Yu can print and/r save this PDF file fr distributin by r hardcpy t prpsal participants fr their review. Rsemary Hanln, Page - 63 Dcument date: March 1, 2010

64 2: Navigate t Generate all Perids Select Generate All Perids n the menu. This will start a prcess which will use all f the Perid 1 line items t create details fr subsequent perids. a. A warning screen will appear t alert yu f the ne-time-use per budget f the Generate ptin. Click Generate Perids n this screen t cntinue. b. A cnfirmatin screen will display upn cmpletin. C. When yu return t view the Budget Perids screens f yur budget (Persnnel, Equipment, Travel, Participant/Trainee, r Other Direct Csts), the additinal perids will be displayed as tabs. 3: Adjust budget by perid Enter each budget categry screen (Persnnel Budget, Equipment, Travel, etc.) t review the line items and make adjustments per perid as needed. Yu can edit, remve r add line items as apprpriate fr yur prject requirements. Fr example: Add and remve Persnnel Adjust Persnnel effrt, r perid f perfrmance Add r remve expense line items Adjust csts generated n line items Rsemary Hanln, Page - 64 Dcument date: March 1, 2010

65 J. Navigate t the Budget Summary Screen On this screen, yu can review yur prject csts: direct and indirect csts (ttals and by prject perid), underrecvery, cst sharing (ttals and by prject perid), and ttal csts (ttal and by prject perid). Be sure t review the OverHead Rate Type and Underrecvery Rate Type applied fr this prpsal. If yu feel yu need t change the rate types, please cnfirm this first with yur OSP Office fr apprpriateness. Things yu can mdify n the Budget Summary Screen: Change the Budget Status drp-dwn t Cmplete nce yu have cmpleted the budget (this can als be dne n the Budget Versins screen). Nte: The budget versin must be marked Final befre it can be marked Cmplete. Select the Final checkbx t transmit this budget t the spnsr (this can als be dne n the Budget Versins screen). Select the Mdular Budget checkbx if this budget will be an NIH Mdular budget. Select the On/Off campus ptin t verride the cst element verhead mapping. Select Off t have Ceus apply the maintained Off Campus Overhead rates t all the budgeted cst elements, despite the cst element descriptin f On Campus. Select On t have Ceus apply the maintained On Campus Overhead rates t all budgeted cst elements, despite the cst element descriptin f Off Campus. Select Default t have Ceus apply the maintained OH rate fr that cst element. Default allw fr the inclusin f bth On- and Off-campus rates in the budget. Enter Residual Funds (refer t spnsr guidelines fr requirement definitins). Enter a Ttal Cst Limit (reference nly this will NOT restrict yur CeusLite budget). Enter a Direct Cst Limit (reference nly this will NOT restrict yur CeusLite budget). Change the Over Head Rate Type and/r Underrecvery Rate Type. Enter text in the Cmments field t make ntes abut this budget. Once yu have cmpleted yur changes t this screen, Select Save. Rsemary Hanln, Page - 65 Dcument date: March 1, 2010

66 K. Navigate t the Budget Versins Screen a. Create Alternate Versins f yur Budget This screen displays a summary f all budget versins created in the prpsal. If yu have created mre than ne versin f the budget, yu must click Open t the right f the budget versin yu want t access. Things yu can d n the Budget Versins Screen: Change the Budget Status f a selected versin t Cmplete r Incmplete (yu cannt edit a budget marked Cmplete). Select r deselect the Final status checkbx. Yu must d this either n this screen r n the Budget Summary screen prir t ruting fr apprval. Navigate t the Budget details f a particular versin; select Open the right f the budget versin. Create an alternate budget scenari by cpying an existing versin f the budget, click Cpy yu can chse t cpy nly perid ne, r all perids, depending n hw many changes yu d like t make Create alternate budget scenari, select the Add New Versin link t start a new, blank budget. Once yu have cmpleted yur changes t this screen, select. Once yu have mre than ne versin f the budget, yu will always be brught t this screen when yu navigate t Budget. Yu must click Open t the right f the budget versin yu want t access. Rsemary Hanln, Page - 66 Dcument date: March 1, 2010

67 Ceus Lite and Mdular Budgets (NIH ONLY) Currently Mdular budgets are a submissin ptin fr certain NIH pprtunities ONLY. Review the specific funding pprtunity t determine if Mdular budgeting is an ptin r a requirement, as well as the mdule limits per budget perid. Nte n Mdular Budgets (NIH): Even if yu are required t submit nly a Mdular budget (and nt a detailed budget) t NIH, creating a detailed budget will assist yu by ppulating the Mdular Budget frm. A Ceus detailed budget calculates indirect csts, which are required fr these frms and can ppulate yur calculated indirect csts t the Mdular Budget screen, making finalizing yur budget much quicker. Yu have 2 ptins fr prviding this detailed budget in additin t the Mdular budget: 1. Yu can create the detailed budget in CeusLite and cnvert it t a Mdular frmat. OR If yu prepared a Detailed budget in Ceus, use the Sync with Detailed Budget functin t have Ceus cnvert the required details int a Mdular budget (clsest $25,000 mdule int the Direct Cst Less Cnsrtium F&A field, Cnsrtium F&A, and Indirect Cst details). Yu can then manually adjust the mdule amunts suggested by Ceus as needed. 2. Create a detailed budget utside f CeusLite and manually create a Mdular budget. If yur institutin allws this, create an external supprting budget in the prgram f yur chice, and uplad it n the Uplad Attachments screen in the Uplad Institutinal Attachments tab t assist reviewers during internal review. T then create the Mdular budget; manually enter the required details in the Mdular Budget screen in rder t ppulate the mandatry frms. Yu must select the Mdular Budget ptin n the Budget Summary screen in rder fr Ceus t ppulate yur Mdular budget infrmatin n the Grants.gv PHS Mdular Budget Frm. Rsemary Hanln, Page - 67 Dcument date: March 1, 2010

68 L. Navigate t Mdular Budget Screen: 1. With a Final Ceus detailed budget marked Mdular n the Budget Summary screen, pen the Mdular Budget screen t sync the data fr Direct Csts, Cnsrtium F&A (subcntractrs), and Indirect Csts data fr the PHS frm. a. Select Mdular Budget n the Budget menu b. Select Sync with Detailed Budget c. Select OK when the cnfirmatin windw pens. Review the data defaulted in each f the Perid tabs. All the white-backgrund fields are editable: review each perid and adjust the amunts, if needed. It is especially imprtant t review in the Direct Cst less Cnsrtium F&A field t reflect the apprpriate number f $25,000 mdules Review each Rate Number rw, especially if Off campus rates are utilized in the budget, r if multiple Fiscal Year Rates are present fr a budget perid crssing Fiscal Years with varying maintained F&A rates. d. Select Save Rsemary Hanln, Page - 68 Dcument date: March 1, 2010

69 2. If yu have NOT prepared a detailed budget in Ceus, yu must manually enter the required csts in the Mdular Budget screen. (Yu must still check the Mdular ptin n the Budget Summary screen.) Fr Perid 1: a. Select Mdular Budget. b. Enter the Direct Cst less Cnsrtium F&A amunt. c. Enter Cnsrtium F&A csts (if any). d. Select Add Indirect Cst t create an entry line fr the Indirect Cst data. Enter Indirect Cst Type: MTDC, r as apprpriate fr yu institutin. Enter IDC Rate (%) field expressed as a percentage enter whle numbers. Enter IDC Base (frm yur nn-ceus Detailed budget). Enter Funds Requested ($). e. Select Save. f. Repeat entries as needed fr all remaining perids by clicking the Perid 2 tab, Perid 3 tab, etc. g. Review the Cumulative screen t cnfirm ttals. Rsemary Hanln, Page - 69 Dcument date: March 1, 2010

70 M. Navigate t Cst Sharing Distributin Lcal business practices shuld be maintained in this sectin. Select Cst Sharing Distributin frm the left Navigatin bar. If Cst Sharing cmmitments have been generated in the budget perids, the amunts will be displayed in the Ttal Cst Sharing Amunt panel. Use the Cst Sharing Distributin List panel t identify the surce(s) f funding supprt fr the cmmitment. The initial list will be generated with a line fr each fiscal year a cst sharing cmmitment exists, but additinal lines can be added t have multiple surces fr each fiscal year. Enter the Surce Accunt Cde fr each Fiscal Year Cmmitment. If needed, use Add Cst Sharing Distributin t generate a new entry line. Enter a Fiscal Year, Percent (ptinal), Amunt, and Surce Accunt Cde. Use Remve t delete an unnecessary entry line. Select Save As maintained with a single Surce Accunt entered fr each fiscal year. If yu have nt incurred cst sharing in yur budget, yu will receive a ntice instead f the distributin screen. Rsemary Hanln, Page - 70 Dcument date: March 1, 2010

71 N. Navigate t Under Recvery Distributin Lcal business practices shuld be maintained in this sectin. Select Under Recvery Distributin frm the left Navigatin bar. If Under Recvery cmmitments have been generated in the budget perids, the amunts will be displayed in the Under Recvery Amunt panel. Use the Under Recvery Distributin List panel t identify the surce(s) f funding supprt fr the cmmitment. The initial list will be generated with a line fr each fiscal year where a cmmitment exists, but additinal lines can be added t have multiple surces fr each fiscal year. Enter the Rates fr each Fiscal Year, Select On r Off Campus, Amunt, and Surce Accunt Cde. If there are n Off Campus expenses, remve thse lines frm the panel. If needed, use Add Under Recvery Distributin t generate a new entry line. Enter a Rate, Fiscal Year, On/Off Campus, Amunt, and Surce Accunt Cde. Use Remve t delete an unnecessary entry line. Select Save If yu did nt incur under-recvery in yur budget, yu will receive a ntice instead f the distributin screen. Rsemary Hanln, Page - 71 Dcument date: March 1, 2010

72 O. Navigate t Prject Incme Review the spnsr prgram annuncement and spnsr guidelines fr specific instructins regarding the handling f Prject Incme in yur submissin. T enter Prject Incme in yur budget: 1. Select Prject Incme 2. Select Add Prject Incme. 3. Select the Perid frm the drp-dwn menu. 4. Enter the Incme funds. 5. Enter a Descriptin. 6. If yu need t enter a mre detailed descriptin f the Incme funds, select View t the right f the line item and enter yur cmments. 7. Select Remve t delete the entry. 8. Select Save. Repeat fr each perid with Prject Incme t reprt. Rsemary Hanln, Page - 72 Dcument date: March 1, 2010

73 P. Perfrm Budget Validatins New in release 4.4: COEUSQA-1573 Business Rule Validatins fr Prpsal Budgets. Ceus can nw prvide budget-specific validatin rules. Users can manually perfrm the validatins prir t finalizing their budgets but budget validatin rules will autmatically be run when a budget is marked Cmplete. If the budget fails the validatin rule, it cannt be marked Cmplete. The user will be presented with an errr ntice and be advised t return t the budget and fix the errr cnditin. See the Ceus Premium Applicatin Administratr Guide fr details n creating Budget Business Rules. The prpsal must have a budget, and the budget must be marked Final in rder t perfrm the Budget Business Rule Validatins! Budget Validatin Errrs: If a prpsal budget fails a validatin rule, a red errr ntice is presented t the user. The Department (unit) where the rule is applied appears in the alert text, as validatin rules can be applied at any level in the hierarchy. The text frm the validatin rule s User Message shuld be specific as the budget cannt be marked Cmplete until the budget can pass the validatin. If mre than ne budget validatin rule failed, all user messages will be presented with a red Errr heading. Budget Validatin Warnings: Validatin Warnings are presented under a blue validatin ntice. The Department (unit) where the rule is applied appears, as validatin rules can be applied at any level in the hierarchy. Warning messages d nt keep a budget frm being marked Cmplete. If mre than ne budget validatin warning was triggered, all user messages will be presented with a blue Warning heading. Rsemary Hanln, Page - 73 Dcument date: March 1, 2010

74 Q. Finalize Yur Budget Befre submitting a prpsal fr apprval ruting, yu must mark yur budget as Final and Cmplete. Navigate t the Budget Summary screen. Select the Final checkbx t mark this versin f the budget as Final. (Nte: this indicates that nly this versin f the budget will be transmitted t the spnsr.) Yu can als indicate this Final status n the Budget Versins screen. Select the Mdular Budget check bx if yu are submitting this budget as Mdular t NIH ONLY. Fr Mdular budget, yu must als select the INCLUDE checkbx n the PHS398 Mdular Budget frm n the Grants.gv screen t validate and transmit the mdular budget with yur prpsal. Select Cmplete frm the Budget Status drp-dwn menu. Select Save. Navigate t Return t Prpsal. Rsemary Hanln, Page - 74 Dcument date: March 1, 2010

75 13. Navigate t Uplad Attachments Select Uplad Attachments screen. There are three (3) areas where files can be upladed: Uplad Prpsal Attachments These dcuments r files are required as defined by the spnsr pprtunity instructins and their general submissin guidelines. A base list f types will always be presented. T display the types required fr Grants.gv submissins, an pprtunity must already have been selected in General Inf fr this prpsal. Uplad Persnnel Attachments Uplad Institutinal Attachments These are persn-specific files (bisketch, current & pending, etc.) Defined lcally by yur institutin s Ceus Administratr. TIP: Link yur prpsal t the spnsr pprtunity using the Grants.gv screen befre yu navigate t uplad attachments. Yu wn t be able t see and select mst f the frm-specific attachment types until yu link t an pprtunity. Fr Prpsal Attachments: Ceus will filter the narrative types and present nly thse relevant t yur submissin. Fr Grants.gv submissins, the types presented will nly be thse relevant t the frms used in the spnsr selected. Rsemary Hanln, Page - 75 Dcument date: March 1, 2010

76 Uplad Prpsal Attachment instructins: Select the Prpsal Attachment tab Select an Attachment Type frm the drp-dwn list (list varies by pprtunity selected) Enter a Descriptin (may be required fr sme narrative types r per the spnsr instructins) Select Brwse t find and uplad yur file. Save: Result: the file is added t List f Prpsal Attachments. Select Remve t delete the upladed file and attachment type Select View t pen the file in a new brwser windw Repeat fr all required Prpsal Narrative Attachment Types. Refer t yur spnsr pprtunity r general submissin guidelines fr required uplads. Rsemary Hanln, Page - 76 Dcument date: March 1, 2010

77 Refresh Prpsal Attachment instructins: Click n the File Name t generate the Uplad New File buttn. Navigate t the Uplad Narratives screen. Click n the Tab where the narrative was initially maintained. Lcate the narrative t be updated. Click n the narrative FILE NAME first cell in table NOT the View buttn. At the tp f the screen, The Uplad New File buttn appears (where the Brwse buttn appears in Mdify mde). Select Uplad New File, Brwse fr yur replacement file; select and save it t return t the Add Dcument screen. Save. NOTE: If a Narrative is refreshed while the prpsal is in Apprval In Prgress status; an message will be sent t all prpsal apprvers that a file has been updated (the mdule number will be identified). Rsemary Hanln, Page - 77 Dcument date: March 1, 2010

78 Uplad Persnnel Attachment instructins: Select the Persnnel Attachment tab Select an Attachment Type frm the drpdwn list Select the Persn relevant t the file being upladed. (List generated frm Investigatrs & Key Persns entries.) Enter a Descriptin (required) Select Brwse t find and uplad yur file Select Save Result: Persn and file added t List f Persnnel Attachments. Select Remve t delete the upladed file and attachment type Select View t pen the file in a new brwser windw Repeat fr all required Persnnel and Persnnel Narrative Attachment Types. Refer t yur spnsr pprtunity r general submissin guidelines fr required uplads. Rsemary Hanln, Page - 78 Dcument date: March 1, 2010

79 Lcally Maintained narratives Ceus Administratr maintenance required. Uplad Institutinal Attachment instructins: Select the Institutinal Attachment tab Select an Attachment Type frm the drp-dwn list Enter a Descriptin (Required) Select Brwse t find and uplad yur file Select Save Result: Persn and file added t List f Persnnel Attachments. Select Remve t delete the upladed file and attachment type Select View t pen the file in a new brwser windw Repeat fr all required Institutinal Attachments Types. Refer t yur institutinal plicy r submissin preparatin instructins fr required uplads. Rsemary Hanln, Page - 79 Dcument date: March 1, 2010

80 14. Navigate t Institutinal Validatins Lcally Maintained Rules Select Validate t check yur prpsal against any validatin rules which will help yu verify that yur prpsal is cmplete and ready t be submitted fr apprval. Review any messages that appear and verify that apprpriate files have been upladed, questins answered, investigatrs certified, etc. Several categries f validatins may be prcessed n yur prpsal: Ceus Prpsal Validatins: Several fundamental items must be cmpleted t rute yur applicatin, such as: Answering all the Yes/N Questins Certifying all the Investigatrs Cmpleting Mandatry Questinnaires Marking a budget Final and Cmplete Any lcally-defined business rules applicable t yur institute s rules and regulatins. Ceus Budget Validatins: Yur lcal Ceus Administratr may have created Budget-specific business rules. These budget validatin rules will be prcessed during this Validatin. Grants.gv Submissin Validatins: If yur applicatin is t be submitted electrnically via Grants.gv and yu ve selected and saved a valid pprtunity, the s2s validatin check will als be perfrmed. Examples include: Missing a Budget (such as nt selecting Mdular n the Budget Summary) Missing Narrative uplads fr mandatry frms (such as Bisketches fr RR Key Persn frm) Missing ecmmns User ID fr NIH submissins Make any crrectins, additins, r changes as required and then perfrm the validatin again. Once yu pass the validatins, yu are ready t submit yur applicatin fr apprval ruting. 15. Navigate t Submit fr Apprval Select Submit fr Apprval when the prpsal is cmplete (i.e., checked and validated) t begin ruting fr internal apprval. The prpsal must be cmplete fr this prcess t begin. If it is nt, Ceus will alert yu t the nncmpliant sectins (i.e. Yes/N Questins unanswered, budget nt marked final, etc.) Befre yu try t submit: Finalize yur prpsal: Mark yur budget as Final and Cmplete n the Budget Summary screen Navigate t the Grants.gv screen and select Validate; Respnd t any errrs displayed make the necessary crrectins. Return t the Grants.gv screen and Validate again. Repeat until the Validatins Successful message is displayed. Make sure that yu Certified all the Investigatrs. Rsemary Hanln, Page - 80 Dcument date: March 1, 2010

81 16. Navigate t Print Select Print t pen the print ptins screen Spnsr Frm Packages are fr paper submittals Select Shw r Hide t expand the available frms Select All t check all the frms available in the displayed grup; Nne t deselect; r select individual frms. Grants.gv are the Grants.gv frms fr s2s submissins (marked t Include n the Grants.gv windw). Select Shw r Hide t expand the available frms Select All t check all the frms available in the displayed grup; Nne t deselect; r select individual frms. Select Print Selected t print. A new brwser windw will pen t display yur PDF dcument. Rsemary Hanln, Page - 81 Dcument date: March 1, 2010

82 17. Navigate t Cpy Prpsal Cpying an existing prpsal is especially useful fr preparing a Grants.gv Change/Crrected, r fr updating and resubmitting a similar wrk t the same r anther spnsr: Frm My Prpsals r Search Find the prpsal yu want t cpy Yu must have the Aggregatr Rle in rder t cpy all Narratives and Budget. Select the prpsal title t pen the prpsal Select Cpy frm the left navigatin bar If yu are authrized t create prpsals in mre than ne Unit, yu will be prmpted t select a Lead Unit. When the next screen appears: Select t cpy Budget Click the checkbx if yu wish t cpy budget details. Once selected, chse t cpy all budget versins r nly the budget versin marked as Final. Nte: if yu select Final Only, and n budget marked as final, n budget will be cpied t yur new prpsal. Select t cpy Narratives (if apprpriate mst f these files will need t be replaced fr all but Change/Crrected applicatins). When the Cpy Prpsal ptin includes Cpy Narratives, Ceus will cpy all the attachment types and upladed files. These cpied attachment types will nly be valid fr re-use as a system-t-system (s2s) submissin if the cpied prpsal links t the same r similar Grants.gv pprtunity. If the user navigates t Uplad Attachments, all f the cpied types even Grants.gv pprtunity specific - can be viewed and maintained prir t linking the newly cpied prpsal t a valid Grants.gv pprtunity. Yur Cpied Prpsal will be created and appear n My Prpsals screen the highest prpsal number n yur list. Return t My Prpsals t pen the cpied prpsal. Update yur Cpied Prpsal elements! 1. Adjust the start and end dates t meet yur new submissin requirements, if necessary. 2. Link t the Grants.gv pprtunity and frms (the CFDA and/r Funding Opprtunity Number inf will cpy, but yu still need t cmplete the link. 3. Verify that any cpied narrative types are still apprpriate. 4. Adjust the budget perid bundaries t reflect the new dates. 5. Review the rate tables, syncing the rates if necessary. When Cpied Prpsal Narratives require special attentin: Fr example: NIH mdified their research plan narrative requirements fr submissins after January 25, Therefre, a cpy f an NIH R01-style prpsal submitted prir January 25, will cntain all the narrative types used in the previus submissin several f these types have been retired and replaced by a single narrative. When the valid Grants.gv pprtunity is linked, the user shuld review the current spnsr requirements and add the required narrative type fr the new submissin. While the extra (cpied) narrative types & files wn t be transmitted t the spnsr, it is advised that the user delete the narratives that are n lnger relevant t avid cnfusing the internal reviewers. Rsemary Hanln, Page - 82 Dcument date: March 1, 2010

83 18. Navigate t Send Ntificatins frm yur prpsal. Navigate t Select Add Emplyee t search the Ceus Persn table HR data. Select Add Nn Emplyee t search the Rldex. Select Add Rle t select a pre-defined apprver n yur Ruting Map. Selected persn(s) will be inserted n t the T: line t receive yur message Enter a subject in the Subject line field prvided. Enter a message in the text bx prvided. Select Send. Ceus will send an ntificatin t the recipient(s). Rsemary Hanln, Page - 83 Dcument date: March 1, 2010

84 19. Navigate t Add New Rldex Entry The Ceus Rldex is used t maintain cntact and rganizatin infrmatin fr peple yu want t include in yur prpsals that are nt part f yur institutin. Whenever yu search fr nn-persnnel, yu search in the Rldex. Cllabratrs frm ther universities r research rganizatins, cnsultants, new hires that have been identified but nt yet added t yur persnnel database are just a few examples f persns that wuld need t fund in the Rldex. Once a Ceus rldex entry has been created, it stays in the database and is available fr quick and easy entry in any prpsal. Navigate t Add New Rldex Entry Enter the required fields The fllwing fields must be present fr use in Grants.gv submissins. Once Rldex entries are created, they are available t ALL Ceus users s even if yur submissin is NOT Grants.gv, please fill in all these fields. ONLY use letters (uppercase/lwercase A-Z, a-z), numbers (0-9), hyphens (-) and underscre (_). Special characters like an umlaut ü) will cause an errr in transmissin t Grants.gv. Even spaces between characters can cause prblems fr spnsrs retrieving files frm a successful Grants.gv submissin! Name (Last and First), Address (street address n the first line; ther lines are ptinal), City State Pstal Cde Cuntry Phne, Select Save After saving, yu ll be prvided with the new Rldex ID: Yu must have authrizatin frm yur Ceus Administratr t create Rldex entries. Either cntact yur administratr t grant yu the Rldex Maintainer rle, r ask yur lcal Ceus Help-desk t create the Rldex entry fr yu. Rsemary Hanln, Page - 84 Dcument date: March 1, 2010

85 20. Navigate t Shw Apprval Ruting (available after submitted fr apprval) Lcate the submitted Ceus prpsal in My Prpsals Select Apprval Ruting The ruting path fr the prpsal is displayed, with the apprval status displayed. Select Shw t expand the apprval bx Select Hide t minimize the apprval bx Select Hierarchy t see the Apprval Map Hierarchy view. Select Hide Legend t hide the panel f legend icns. Rsemary Hanln, Page - 85 Dcument date: March 1, 2010

86 21. Check n the Grants.Gv Submissin Details status: Lcate the submitted Ceus prpsal in My Prpsals Select Grants.gv Select Refresh frm ptins at the bttm f this screen t update the data Items n this screen: Received Date: Last Mdified Date: Submissin Status: Grants Tracking Id: Agency Tracking Id: Ntes: Attachments: This is timestamp fr yur submittal being prcessed int Grants.gv. This displays the mst recent refresh timestamp. Ceus refreshes submittals n an nging basis until the submissin prcess is cmplete. Users can refresh manually. Data prvided back by Grants.gv. Nt all spnsr supply data back via Grants.gv. The Grants.gv tracking number Agency-assigned tracking number nt all agencies prvide data back via Grants.gv. Infrmatin prvided by Grants.gv. List f all upladed dcuments submitted. Rsemary Hanln, Page - 86 Dcument date: March 1, 2010