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

Tracking & ReviewTracking & Review

Attaching Documents, Proposal Review,

and Submission

Office of Grant & Contract Services17 January 2012

Table of Contents

• Attaching Documents– Attachment Checklist– How To Attach Documents– Viewing Proposals in PDF Format

• Proposal Review & Submission– Requirements for Internal Review– PI Tracking of Submission Status– Reviewing Tracking Information

• Cayuse 424 Support

How To Attach Documents &

How To View Proposals in PDF Format

Attaching DocumentsAttaching Documents

Attachment Checklist

• All required attachments should be un-encrypted PDFs.• The PDFs should also be flat – not active – or they cannot be

opened as an attachment. – Flat PDF: Flat PDF: a PDF that has no form fields, comments, or other interactive

elements.– Active PDF: Active PDF: a PDF that has form fields, generated barcodes, electronic

signatures, or Flash files.

How To Attach Documents

1. Go to the appropriate page on the form set (i.e., Key PersonsKey Persons page) and select the icon next to the name of the person you wish to upload a document for.

2. Locate attachment point (e.g., Current & Pending Support).

3. Click Add AttachmentAdd Attachment.1. The Upload AttachmentUpload Attachment window

enables you to attach the PDF and the source (MS Word, Excel, etc.) files.

2. It is good practice to upload both versions. Then the source file is easily found by anyone working on the proposal should the document require editing at a later time.

4. Click BrowseBrowse.

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How To Attach Documents

5. Locate the PDF version of the file you wish to attach.

6. Click OpenOpen.7. Repeat for source file (Word).

8. The files have been uploaded when you see PDF and SRC in blue:

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Viewing Proposals in PDF Format

•You can generate a PDF to see how your proposal looks at any time.

1. Click the icon at the top right hand side of the proposal.

2. Check all appropriate sections. You can select as many or as few sections as desired.

3. Click Generate PDFGenerate PDF.• Cayuse424 will generate a

PDF of all selected sections.• Save or print the generated

PDF version if you wish.

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Assessing the Readiness of Your Submittal, Tracking Your Submittal, & Reviewing the

Information

Proposal Review & Proposal Review & SubmissionSubmission

Requirements for Internal Review

• For NAU internal review, the following documents must be completed and attached to the “Documents” tab prior to routing:– Cayuse “Summary” and OGCS “Supplemental PAF”– Disclosure of Interest (COI) forms for PI, Co-PI(s), and

other senior personnel– PI/CO-PI and Senior/Key Personnel List for SFI

Disclosure– Other forms as applicable: cost share approvals/

documentation, F&A waiver, PI eligibility, etc.


• For proposals submitted to Grants.Gov Grants.Gov through Cayusethrough Cayuse, you must have…– Completed all required SF424 forms including

required attachments (e.g., summary, proposal, budget justification, biosketches, etc.)

– Passed all funding agency, funding opportunity, Grants.gov, and Cayuse validations

– Set up the internal routing chain


• For proposals routed for internal approvals routed for internal approvals through Cayuse, but submitted through but submitted through another mechanismanother mechanism (e.g., sponsor’s web portal, by mail, etc.) you must have …– Attached a copy of the final proposal – Attached a copy of the final budget– Set up the internal routing chain

• Once the proposal has been approved internally, it is submitted according to sponsor instructions.

• The Cayuse file will not include documentation of submission.

PI Tracking of Submission Status

• For proposals submitted through CayuseFor proposals submitted through Cayuse, a Grants.gov tracking number is generated showing the date and time of submission and the name of the submitter:

• OGCS will receive a series of emails from Grants.gov and the federal funding agency indicating the status of the submission.

• Receipt by Grants.Gov does not mean acceptance Receipt by Grants.Gov does not mean acceptance by the Sponsorby the Sponsor. Continue to review the proposal’s status until you receive confirmation that it has been accepted by the agency.

Reviewing Tracking Information

• For Cayuse/ Grants.Gov For Cayuse/ Grants.Gov submissionssubmissions, the Electronic Submission page contains:– Proposal Details.– Proposal Submission History.– Electronic Submission information.

• Once the proposal is open, click the icon located in the upper right hand of the Cayuse window.

• Click the icon next to Proposal Proposal Submission HistorySubmission History for submission status.

• Click the Grants.gov Tracking Grants.gov Tracking Number Number hyperlink to view current status of proposal.– A recently submitted proposal may

read “The agency has retrieved the proposal from the S2S portal.”

– An older proposal may read “S2S portal has purged this submission from its system,” especially if the due date is past and the opportunity is no longer available.

Cayuse Support

• For Help With Cayuse 424, You May…– Contact OGCS via email ([email protected]) or call us

at extension 4880.– Refer to the Training Materials on the OGCS website:

http://www.research.nau.edu/funding/ogcs/index.aspx

– Go to the Cayuse Support website:http://support.cayuse.com