Cleaning Cayuse RecordsWorking Together for a Clean Cayuse

Documents you need before you start

• Budget• Budget justification• Narrative• Cost share (if available)• Conflict of interest

(if not available, you will need to upload upon receipt)• Proposal (if not submitted through Cayuse)• Sub-recipient documents (if applicable and if not submitted

through Cayuse)• Award document (if funded)

Who’s Who?

Prime Funder / Prime Sponsor(where the $$ starts)

gives $$ to

Prime Recipient

gives part of the $$ to

Sub-recipient

Click “Summary” on the left

Proposal title

Formats:• Most proposals: [PILastname]-[PrimeFunder]-[SubmissionDate]

Cookston-NIH-02/25/14• If another institution is the prime recipient and we are a sub:

[PILastname]-[PrimeFunder]-[PrimeRecipient]-[SubmissionDate]Cookston-NIH-UCB-02/25/14

• Preliminary proposal: [PILastname]-[PrimeFunder]-Prelim-[SubmissionDate]Cookston-NIH-Prelim-02/25/14

Proposals submitted through Cayuse with subs:• If SFSU is the prime recipient and we have subs, begin title of each sub “sub-[SubRecipient]-”

sub-UCB-Cookston-NIH-02/25/14

Commonly used

Proposal status

If proposal is… Use…currently being worked on – Incompletesubmitted – Submittedawarded – Awarded

(append award number to proposal title “[ProposalTitle]-0000000-Y#-of-#”)

will discuss in award data and “new money” training

not funded – Not Fundedwithdrawn by PI – Abandoned

Proposals submitted through Cayuse with subs:sub-recipient records when SFSU is the prime recipient,

Use Exported(This prevents double-counting of dollars)

Commonly used

Submission date

When blank, enter the sponsor deadline (unless field is greyed out)

Submitted by

Enter your name in this format: Lastname, Firstname (unless field is greyed out)

Investigator data

If Division is blank, enter as show below:Academic AffairsAdministration & FinanceColl. Liberal & Creative ArtsCollege of BusinessCollege of EducationCollege of Ethnic StudiesColl. Health & Social SciencesColl. Science & EngineeringStudent Affairs

If Department is blank, enter according to the “Department & Division/College List.”

Conflict of Interest & Cost Share

Conflict of interest – if not available, upload upon receiptCost Share – if available

Sponsor data

Proposal type:• Federal• State• Industry (for profit)• Foundation (non profit)• Other (must enter either “local gov’t” or “international”)

Who we submit to

• If we are the prime recipient, this information will be about the prime funding agency, for example, NIH.

• If we are a sub-recipient, this information will be about the prime recipient,for example, UC Berkeley

Project data

Type of Agency (Prime Funder):• Federal• State• Industry (for profit)• Foundation (non profit)• Other (must enter either “local gov’t” or “international”)

Actual proposal title at time of submission

If we are a sub-recipient, who is Prime Funder?

All fields refer to the Prime Funder

Compliance data

Budget data

Complete all fields based on final submitted proposal budget. Do not use dollar amounts from PI Checklist. If Preliminary, enter $1 in Direct Cost Field.

If proposal was not submitted through Cayuse,combine dollar amounts from multiple years into Period 1

Award data (if proposal was funded)

All fields are mandatory and the following needs to happen:• Proposal status need to be reflected as awarded • award document must be uploaded• append award number to “[ProposalTitle]-0000000-Y#-of-#”

If proposal was not submitted through Cayuse,combine dollar amounts from multiple years into Period 1

Only if whole award was not provided upfront and will receive in subsequent years.

If it is a supplement / amendment with additional funding, create new record to capture new money.

Click “Documents” on the left

Upload these documents:

• Budget• Budget justification• Narrative• Cost share (if available)• Conflict of interest

(if not available, upload upon receipt• Proposal (if not submitted through

Cayuse)• Sub-recipient documents , if applicable

and if not submitted through Cayuse)• Award document (if funded)

You’re done with this proposal!