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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.

Cayuse Outgoing Subawards

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When a Stanford Cayuse proposal includes subawards and requires the use of the R&R SUBAWARD BUDGET ATTACHMENT(S) form, there are several ways to complete this.

  1. Importing a Cayuse Subaward Proposal from another "Cayusing" Institution

  2. Importing Adobe Workspace Sub Forms

  3. Importing a Subawards.com Proposal

  4. Creating and Completing a Subaward Proposal in Stanford's Cayuse on behalf of a Subrecipient 

How to Import a Cayuse Subaward Proposal from another "Cayusing" Institution

Fellow "Cayusing" institutions can create a standalone subaward proposal within their institution's Cayuse, export it as a .cayuse file, and send via email to Stanford. We can then import the .cayuse subaward proposal file into Stanford's prime proposal. 

List of Peer Institutions that use Cayuse Proposals (S2S)

  1. Request from the subrecipient institution that they prepare a standalone subaward proposal, export it in a .cayuse file format, and email it you.  Save the file somewhere convenient on your computer or shared drive. 
  2. From SeRA navigate to Cayuse Proposals
SeRA Navigate Drop Down Menu_Cayuse Proposals
  1. Select the prime proposal you are developing. 
    Cayuse Proposals Landing Page Select Proposal
  1. From within your prime proposal, on the left-hand navigation panel, click on the check box next to the RR Subaward Budget Attachment form to include the form with your submission.  Click into the form.
  2. Click on the Import Subaward button from within the R&R SUBAWARD BUDGET ATTACHMENT(S) form. 
    Cayuse RR Subaward Budget Form
  1. An Import Subaward dialog box will open.
    1. Select a name for the subaward.
    2. Browse and select the .cayuse subaward proposal file you received from the subrecipient and saved.
    3. Click the Import button. 
      Cayuse Import Subaward Dialog Box
  1. A Link in Subaward Proposal dialog box will open.  Review the budget periods of the prime and subaward.  Click Link in Subaward (or Cancel if you need to make additional modifications before import). 
    Cayuse Link Subaward
  1. A Importing Key Persons and Performance Site data dialog box will open.  Allow for any data to completely load, and click Finish
    Cayuse Importing Key Persons and Performance Site
  1. The subaward proposal will open and be linked to your prime proposal.  You can now edit both the prime and sub proposals as needed.

How to Import Adobe Workspace/Grants.gov Sub forms

Institutions that do not use Cayuse can from within their Grants.gov account create and download the Workspace Adobe sub forms being used by the relevant federal opportunity # and send the PDF to Stanford for upload/importing into Stanford’s prime Cayuse proposal. 

  1. Request from the subrecipient institution they complete and email the relevant Grants.gov downloadable Adobe subaward budget form being used by the federal opportunity # to which you are applying in addition to any other required application components i.e. subaward Key Personnel Biosketches etc.
    • To identify which Grants.gov subaward budget form is being used by your opportunity #:
      1. Navigate to the Cayuse Opportunities tab.
      2. Look up the opportunity # to which you are applying.
      3. Click on the “i” icon next to the relevant opportunity #.  An Opportunity Details dialogue box will open.  Under Forms you will see which forms are supported by this opportunity including which sub budget form. 
        Cayuse Opportunity Details
  1. Upon receipt of the files from the subrecipient save the file(s) somewhere convenient on your computer or shared drive.
  2. Follow steps 2-9 of the above for importing a sub proposal to your Stanford prime Cayuse proposal.
  3. Upload any other required subaward application components i.e. subaward Key Personnel Biosketches etc.

Importing Adobe PDF Subaward Budget Forms Notes

  • Calculated Totals - Cayuse imports all budget data except calculated totals. Line items and their amounts are imported and then Cayuse calculates totals.
  • Attachments - Cayuse can import most attachments found in Adobe PDF forms, such as a subaward budget justification.  However, budget overflow attachments for Additional Senior Key Persons and Additional Equipment are not imported the same way. Instead, items for those overflow attachments must be entered in the budget form within Cayuse so the application can perform operations on that data, including calculating totals and generating the necessary overflow attachments for you. For this reason, Senior Key Persons and/or Equipment that is to appear in an overflow attachment must be entered manually in Cayuse.

How to Import a Subawards.com Proposal

Institutions that do not use Cayuse have the option to create subaward proposals for importing into Cayuse proposals at http://subawards.com free of charge.  Subawards.com has robust customer support and resources to respond to questions a subrecipient may have.

  1. Request your subrecipient institution to go to http://subawards.com to initiate, complete, and export a standalone subaward proposal in the .cayuse file format.
  2. Request your subrecipient institution send their standalone subaward proposal .cayuse file to you via email.  Save the file somewhere convenient on your computer or shared drive.
  3. Follow steps 2-9 of the above for importing a sub proposal to your Stanford prime Cayuse proposal.

How to Create and Complete a Subaward Proposal within Stanford’s Cayuse on behalf of a Subrecipient

In addition to being able to import subaward proposals, Stanford Cayuse users can also create subaward proposals on behalf of subrecipients from within a Stanford prime Cayuse proposal. 

To facilitate the creation of a subaward proposals within Cayuse, it is best if there is already an institutional profile for the subrecipient institution and people profiles for the subrecipient institution Key Persons in Stanford’s Cayuse.  Users can create and edit these through the People and Institutions tabs in Cayuse.  At a minimum, the subrecipient institutional profile should have the legal subrecipient Organization Name, their UEI, and at least one named IDC Rate with a start date established for the rate.

  1. From SeRA at https://sera.stanford.edu navigate to Cayuse Proposals
SeRA Navigate Drop Down Menu_Cayuse Proposals
  1. Select the prime proposal you are developing. 
    Cayuse Proposals Landing Page Select Proposal
  1. From within your prime proposal, on the left-hand navigation panel, click on the check box next to the RR Subaward Budget Attachment form to include the form with your submission.  Click into the form.
  2. Click on the Create Subaward button from within the R&R SUBAWARD BUDGET ATTACHMENT(S) form. 
    Cayuse RR Subaward Budget Form Create Subaward
  1. A Create New Subaward dialog box will open
    1. Enter a name for the subaward proposal
    2. Select the subrecipient institution from the dropdown menu.  If you do not see your subrecipient institution, navigate to the Institutions tab at the top of the page and create an institutional profile for the subrecipient. 
      • At a minimum, you must enter in a subrecipient institutional profile the legal Organization Name, a UEI number, and one named IDC Rate with a start date established for the rate.
    3. Select the default IDC rate.  Cayuse proposals can support multiple IDC rates, so if your sub need multiple rates for your proposal select the one you will use the most here.  You can add the additional rates from within the budget pages of the proposal
    4. The number of budget periods will default to match your prime proposal
    5. Enter the sponsor due date
    6. Click Create Subaward 
      Cayuse Create a New Subaward Dialog Box
  1. Your newly created sub proposal will open to the first page of the sub budget form.  Complete the sub budget pages and any other required sub forms such as the RR Performance Sites and RR Key Persons forms.  Please note, different opportunities require different forms, so please read your program guidelines carefully to ensure you complete all the mandatory forms and provide all the requisite information for your subs. 
    Cayuse Sub Proposal

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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