Reminder

Compliance protocols MUST be approved and linked in SeRA to a SPO project record prior to award acceptance. 

See ORA's Award Acceptance Resources for additional information.
Stanford
Office of Research Administration

Cayuse Institutional Profiles

Stanford’s Institutional Profile in Cayuse is maintained by OSR.  Please do NOT make any edits to this profile. 

If a department elects, on behalf of a subrecipient institution, to create and complete in Stanford’s Cayuse a subaward proposal as part of their prime proposal, then both an institutional profile will need to be created for the subrecipient institution as well as people profiles will need to be created for subrecipient key personnel within Stanford’s Cayuse.  The creating of subrecipient institutional and people profiles in Stanford’s Cayuse is NOT necessary if you will alternatively import a subaward proposal into your Stanford prime Cayuse proposal from 1) Adobe Workspace sub forms, 2) another Cayuse using institution, or 3) Subawards.com.

How to Create and/or Edit a Cayuse Institutional Profile

  1. From the Cayuse landing page click the Institutions tab. 
    Cayuse Institutions Tab
  2. Search to see if your subrecipient institution has already been added to Stanford’s Cayuse.
    1. Type in all or a portion of the subaward institution name in the Search field, and click Search.
    2. Users may also want to select Show All to view and quickly scroll through the existing list of institutions that have already been added to Stanford’s Cayuse to ensure your sub has not already been added under a variant of its name.
    3. If you do not see your subrecipient institution, click on the blue + Institution button. 
      Cayuse Institutions Lookup
  3. A Create Institutional Profile dialog box will open.  Enter the legal name of your subrecipient institution and click on Create New Profile. 
    Cayuse Create Institutional Profile Dialog Box
  1. For each subrecipient institutional profile, you will need to enter at least:
    1. The subrecipient institution’s UEI number.
    2. One named Indirect Cost Type with start date and rate. 
      Cayuse Create Institutional Profile
  1. From the Indirect Costs section:
    1. Select the green + New Type
    2. Enter a name for the rate.
    3. Click OK
Cayuse Create Institutional Indirect Cost Rate
  1. Enter at minimum
    1. Period Start Date for the IDC rate.  This can be today’s date or any date equal to or before the proposed start date of the project.
    2. The IDC Rate %
    3. Click on the blue save icon. 
    Cayuse Create Institutional Indirect Costs Rate

Optional

  • If you frequently work with a subrecipient institution, you may find it value-add completing additional fields within the Institutional Profile – Indirect Costs section to identify which budget categories are IDC excluded for this institution.  The benefit of doing this is the information will be saved and available for future budget calculations of subaward proposals you create for this subrecipient institution.  Alternatively, you can indicate IDC exclusions from within a subaward proposal.  However, if entered from within a proposal, they will NOT also be saved in the associated subrecipient institution profile. 
    Cayuse Create Institutional Indirect Costs Rate Details
  • If you will be utilizing the copy and escalate feature when completing your subrecipient institution’s budget, you can also enter and save escalation rates for specific budget categories in the Institutional Profile – Escalation Rates section.  You also can indicate escalation rates from within a subaward proposal.  However, if entered from within a proposal, it will NOT also be saved in the associated subrecipient institution profile.        
    Cayuse Create Institutional Escalation Rates

Need further Cayuse assistance? Please submit a HelpSU ticket to the SeRA Support Team   and a SeRA Support Analyst will contact you shortly.

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