FAQs

SPARK

What is SPARK (Sponsored Programs Administration and Research Kiosk)?  SPARK is a comprehensive “cradle to grave” software system for research administration, beginning with budget and proposal preparation and continuing to account close-out. SPARK will provide a set of tools and modules that make research administration easier and more efficient and eliminate the need for shadow systems or spreadsheets to build budgets, manage finances and project expenses. Currently UC Davis is implementing the Awards module.

Cayuse SP

General, Access and Login

  1. How do I establish a Role Manager for my unit? To establish a Role Manager or change Role Manager assignments, the unit head completes the Cayuse SP Role Delegation Authorization Form and submits it to ORCayuseHelp@ucdavis.edu with the Role Manager assignment request. In the body of the email, please include the name of the people to add or remove as a Role Manager and their email address.
  2. How do I obtain access to Cayuse SP or Cayuse 424? Is training required to obtain access to/ or submit proposals in Cayuse SP or Cayuse 424? You should be able to access Cayuse SP and Cayuse 424 with your Keberos. If you are unable to login, email ORCayuseHelp@ucdavis.edu and provide your Kerberos ID, UC Davis email address and employee ID. No training is required to access and/or submit proposals in Cayuse SP or Cayuse 424. However, Sponsored Programs offers many user guides and help materials on the Cayuse Training page and in-person training sessions and SDPS classes.
  3. What is the difference between SPARK and Cayuse SP? SPARK (Sponsored Programs Administration and Research Kiosk) is the portal for all electronic software applications. Cayuse SP is the research administration software.
  4. I receive an error message when attempting to login to Cayuse SP or 424. What do I do? If you are using Mozilla Firefox or Google Chrome, please clear your cache/browser history and try again. If you still cannot login, email ORCayuseHelp@ucdavis.edu and provide details of what you are experiencing. If possible, please also provide a screenshot. If you are not using Mozilla Firefox or Google Chrome, please try again in one of those browsers. If you still cannot login, email ORCayuseHelp@ucdavis.edu and provide details of what you are experiencing. If possible, please also provide a screenshot.
  5. Cayuse SP went down. It’s now back online, but I still cannot login. What should I do? First clear the Cookies/Cache in your browser. Then close and reopen the browser and try to login.
  6. I need to submit a proposal in Cayuse SP, but the Principal Investigator does not have a UC Davis appointment yet. The department may either (1) complete and process a Temporary Affiliate Form for the newly appointed individuals or (2) list the Department Chair as the Principal Investigator until the new individual is appointed.
  7. Why are no proposals appearing in Proposals in My Unit or no awards in Awards in My Unit? You need to obtain Proposal Data Access and/or Awards Data Access for the administering unit. Contact the Role Manager for your unit to request access. Instructions for identifying Role Managers and other assignments are available in the Handbook-Role-Managers and on the SPO YouTube Channel.
  8. How can I access a proposal not in my unit? Contact the Role Manager for the unit that is administering the proposal and request Proposal Data Access for that unit/department. Instructions for searching for department role assignments are available in the Handbook-Role-Managers and on the SPO YouTube Channel.
  9. Why are there Active Projects under My Awards and/or Awards in My Unit when I have no awards? Projects serve as the overarching “folder” in which proposals, awards and subawards/subcontracts are housed. Therefore, an award is not necessary for an Active Project to exist.
  10. How do I view the Role assignments for my or for another department/unit? Instructions for identifying Role Managers and other assignments are available in the Handbook-Role-Managers and on the SPO YouTube Channel.
  11. What do the various Cayuse SP Numbers mean and how to they relate to one another? Cayuse SP generates Project, Proposal, Award and Subaward Numbers. Each of these numbers is a unique identifier for that item. When a proposal is entered, Cayuse SP generates a Proposal Number. Once Sponsored Programs receives that Proposal, it is assigned to a Project Number. The Project Number is the “prime account” and links all associated Proposals, Awards and (outgoing) Subawards. While the Proposal Number is unique and does not correlate in terms of values to the Project Number, the Project Number is the base of the Award and Subaward Numbers.
  12. Is the proposal process mandatory, or can you go straight to creating the Award? Yes, the proposal process is mandatory. However, on occasion a proposal is not submitted through SPO before an award is received. In this case, the department administrator or PI will submit a brief proposal in Cayuse SP so the award may be processed.
  13. Do I still submit a Datasheet? The data sheet has been replaced by the Cayuse SP system and signature approvals will be electronic. We are no longer accepting data sheets.
  14. Does the historical data sheet information go anywhere and what happens after Cayuse SP is implemented? Yes, currently, the information goes into reports for the Vice Chancellor for Research.
  15. Is there a Conflict of Interest interface with Cayuse SP? No there is not, but details on filing Conflict of Interest disclosures may be found at: http://research.ucdavis.edu/policiescompliance/coi/.
  16. Can I submit my Financial Conflict of Interest (COI) disclosures in Cayuse SP? No. The COI system is different than Cayuse SP. Form 800, and other e-disclosures, are filed at: https://or-forms.ucdavis.edu.
  17. Does Cayuse SP integrate with NIH ASSIST? No, Cayuse SP does not support ASSIST. . If using ASSIST or any other electronic submission system, give your assigned Sponsored Programs analyst access to your application in the other system or upload all documents in Cayuse SP.
  18. How are personnel and their roles added to Cayuse SP? We are leveraging the HR System to create new persons and adding salary and appointment information. Employees, post-docs and students in HR Connect are imported into the system. Any additional student not on that list will need to be added manually. People that are not employees can be set up with an affiliate ID. Furthermore, the Role Manager for each unit has the ability to assign roles.
  19. Does the system have reporting functions? Yes, but these reports are not currently accurate. It is not recommended that users run reports on the Reporting tab. However, the lists available from the Proposal Dashboard are accurate and may be exported to Excel.

Proposals and Budget

  1. In terms of the PI, what do they need to do? Since the data sheet has been phased out? The PI will need to access the system to certify and approve their proposals. Instructions are available in the Quick Start Guide for End-users.
  2. Can a department administrator complete the proposal on behalf of the PI, so the PI does not have to login to the system? Anyone can initiate a proposal for a PI. However, the PI will need to login to the Cayuse SP to approve/certify the proposal/certify the proposal for electronic submission.If the PI begins the proposal, he or she may grant edit access to a department administrator by adding that person to the Investigators/Research Team tab of the IPF with the role of Proposal Editor.
  3. Can someone other than the PI or the person that started a proposal edit that proposal? Anyone listed on the Investigator/Research Team tab may edit a Proposal that is in Unsubmitted status.
  4. Can more than one Primary Administrative Contact be listed on an Internal Processing Form (IPF)? Only one Primary Administrative Contact may be listed on the IPF. List the person Sponsored Programs should contact regarding the proposal. If someone other than the Primary Administrative Contact for the proposal should be included if the proposal is awarded, add a Note in the IPF that “x should be listed as the Primary Administrative Contact on the Project.”
  5. How do I submit a letter of intent (LOI) or pre-proposal to SPO for review? Submit a new Proposal/IPF in Cayuse SP as usual. Select  “Preliminary Proposal” as the proposal type; add only the lead Principal Investigator and any proposal editors to the Investigators/Research Team tab; complete the rest of the IPF to the best of your knowledge; and indicate in Submission Notes that a budget and/or budget justification is not required, if applicable. See the Handbook for Department Contract & Grant Staff, Principal Investigators and Approvers for more information.
  6. Many PIs answers to questions rarely change. Can it be auto filled if there have been no changes? Cayuse SP includes the capability to copy a proposal (Internal Processing Form). However, this function should not be used as it also copies SPO administration information from the previous proposal.
  7. How does the copy feature for proposals work? Cayuse SP includes the capability to copy a proposal (Internal Processing Form). However, this function should not be used as it also copies SPO administration information from the previous proposal.
  8. Is there a way to see an audit log to see who last touched the proposal? No, but you will see an audit trail as the proposal is routed, approved and awarded.
  9. What Proposal Type should I choose? View our Actions and Proposal Types table to determine the correct proposal type of a specific action.
  10. What is the purpose of “applied research” Activity Code? Applied research is work to advance a specific objective/application. A list of definitions of Activity Codes are available in the Cayuse SP Handbook for PIs, Department C&G Staff and Approvers.
  11. What is an Affiliated Unit? A unit that’s resources are being used for a project and/or that need to provide authorization of the proposal that does not have researchers participating as Key Personnel. For example: The Primate Center.
  12. What deadline to I select when my proposal is due on a Saturday, Sunday or holiday? Choose the business day prior to the deadline to ensure your proposal is review and approve.
  13. How do I remove an Affiliated Unit from a Proposal/IPF? Select the added Affiliated Unit. Uncheck the box next to the selected Affiliated Unit in the list, and the choose Select.
  14. How does Cayuse SP coordinate its submission process with Grants.Gov and FastLane/Research.gov? Cayuse SP is integrated with Cayuse 424. However, do not use the Pair with 424 functionality in Cayuse SP as this will overwrite permissions in Cayuse 424. Instead, enter “See 424 Proposal” in the Submission Notes section of the Cayuse SP proposal. Cayuse SP is not connected to FastLane/Research.gov in any way.
  15. If there are portions of the proposal that someone else completes, can I leave it partially completed and come back to it later? While in “unsubmitted” status, the proposal is accessible and can be edited/completed by anyone who has edit access to the proposal. To give someone edit access, add them to the Investigators/Research Team tab in the Proposal. If they are not Key Personnel, assign them the role of Proposal Editor or Other Participant – No Routing. All other roles will cause the person’s home unit to be included an Approving Unit. The proposal can be found by selecting the “unsubmitted” proposal tab from My Proposals.
  16. What do I do if the Sponsor is not listed on the Sponsor list? Select Miscellaneous Sponsors from the Sponsor list and type the Sponsor’s name and contact information in Submission Notes. You do not need to email the OR Cayuse Rapid Response Team.
  17. What unit should be listed as the Admin unit? The Admin unit is the department or unit that receives credit for the proposal.
  18. Who should be entered on the Investigators/Research Team tab of the Internal Processing Form? Key Personnel and those needing edit access should be listed on this tab, including those needing access to the associated award. The Lead Principal Investigator is required and defined as the lead investigator of the overall project. If the sponsor allows multiple Program Directors/Principal Investigator (PD/PIs), this would be the contact PI. The Principal Investigator role should only be selected if the sponsor allows multiple PIs. Other roles that may fall under this designation include Research Scientist, Research Specialist, Research Associate, or Scholar. Those needing edit access to the proposal but that are not Key Personnel should be given the Proposal Editor or Other Participant – No Routing role. Note that IPF creators should add themselves as a Proposal Editor or Other Participant – No Routing if they need access to the associated award. The IPF Approver of all units with people listed in any role other than Proposal Editor and Other Participant – No Routing will be required to authorize the proposal before it arrives in SPO. A list of Role Definitions is available in the Cayuse SP Handbook for PIs, Department C&G Staff and Approvers.
  19. What department/unit affiliation should be used for an investigator without an Academic appointment, such as UCDH Hospital employees? First check Research Contacts from the main Cayuse page to determine if the relevant unit/department has an IPF Approver established. If the Unit does have an IPF Approver established, use that unit for them investigator in question. If the unit does not have an IPF Approver established, use the Admin Unit of Proposal/IPF and upload a letter or email from the head of the unit of the investigator in question approving their effort on the proposal.
  20. The home department/unit listed for a Key Personnel member on the Investigators/Research Team tab of the Internal Processing Form is incorrect. Can this be corrected? Yes, you can change it for this proposal by selecting the appropriate home unit/department in that field. This can be changed for all future proposals by updating the user’s Professional Profile in Cayuse 424.
  21. Will Cayuse SP accept 0% in Sponsored Effort on the Investigators/Research Team tab of the Internal Processing Form? Yes, Cayuse SP will accept 0% in the Sponsored Effort field. However, you must manually enter “0.” (including the decimal) in the field and ensure it remains after tabbing out of that field.
  22. Can Key Personnel be changed after the Sponsored Programs review and approval? Key personnel may be changed. However, this change will require re-routing to the appropriate department IPF approvers (i.e.; Department Chair, Dean – if required) and review/approval by Sponsored Programs.
  23. How does SP calculate salary? Salary is calculated automatically through HR Connect. Salary information will updated to the latest information available in PPS twice per month. If you make changes to this in your Cayuse 424 professional profile, those changes will be overwrote to match the PPS system during the next update.
  24. What does “allocation of credit” mean? “Allocation of credit” is determined by the lead principal investigator to demonstrate the contribution of the lead principal investigator and co-investigators for a specific project. This data will be used for ad hoc reports from campus leadership regarding investigator productivity and contribution to campus research. These reports are often requested in the context such as retention, space allocation and invitations for panel discussion participation, etc. “Allocation of credit” must equal 100% across all Key Personnel on the Investigators/Research Team tab. If “allocation of credit” is not entered on the IPF received, Sponsored Programs will allocate the credit equally across the lead principal investigator and co-investigators.
  25. Is an internal budget required? A detailed internal budget is strongly encouraged even when not required by the sponsor. This aids Sponsored Programs in conducting a detailed and accurate review. This should be uploaded in the Proposal Attachments section. Select the document type of “Budget”. SPO encourages use of the OR Budget Templates.
  26. What document type should I select when uploading the budget spreadsheet or internal budget as a Proposal Attachment? For all submissions for SPO review, select the document type of “Budget”. Note that “Budget (UCD Health) should only be selected when submitting an industry-sponsored clinical trial protocol for review by the UC Davis Health Contracts Clinical Trials Contracts Office.
  27. Can budget and submission notes be marked as private? A note’s access can be limited to unit approvers and administrators. The budget comment box is visible to anyone who has access to the proposal.
  28. How do I enter/indicate cost sharing on the Cayuse SP Budget form? Is anything else required? Instructions for entering cost sharing is available in the Cayuse SP Handbook for PIs, Department C&G Staff and Approvers. All cost sharing commitments must be indicated in a signed letter or email from the committing unit (if internal) or organization (if external) and uploaded in Proposal Attachments.
  29. Why is my modular budget from Cayuse 424 not showing? Do not use the pair with 424 functionality in SP. 
  30. Will Cayuse SP accept 0% for the F&A Rate? Yes. Cayuse SP does accept 0% for the F&A Rate. Enter 0% in the F&A Rate text field the bottom of the F&A Rate pop-up screen and select Change Rate. Do not enter an amount in the relevant Base for F&A field(s). Instead, include that amount in the Sponsor Direct Costs field.
  31. What is considered a nanomaterial for the purpose of the Regulatory Compliance tab of the Internal Processing Form? Nanomaterials refers to engineered nanoparticles/nanomaterials of any shape. See SafetyNet #132 for more information.
  32. What do I do if the Subcontractor is not listed on the Subcontractor list? Select Miscellaneous Sponsors from the Subcontractor list and type the Subcontractor’s name and contact information in Submission Notes. If you are also using Cayuse 424, ensure the subcontractor is listed as an institution in Cayuse 424. Instructions are available in the Handbook for Submitting a Proposal with Subawards. Email ORCayuseHelp@ucdavis.edu if the institution is not in Cayuse 424.
  33. What does selecting “yes” to give permission to make my abstract publically accessible mean? Marking “yes” allows anyone with access to the proposal to view the abstract and the abstract to be populated in the associated reports. Alternatively, if “no” is selected the abstract will not populate into reporting.
  34. Is there a size limitation on the abstract? The character limit is large and will allow more than one page of text.
  35. Do I need to upload the grant solicitation, request for proposals (RFP), etc.? Sponsored Programs must be provided the solicitation, etc. in order to review the proposal/application for compliance with the sponsor and program guidelines. If you have the solicitation downloaded, please upload it as a Proposal Attachment. If the solicitation is online, provide a link on the general tab of the Internal Processing Form (IPF).
  36. What happens when a proposal is submitted? Once a proposal is submitted, it will route for the necessary approvals and then to SPO for review. The proposal/internal processing form will no longer be editable except by Sponsored Programs
  37. Can the proposal/internal processing form be changed while in routing? The approving person can make changes on behalf of the initiator instead of returning it for revision. However, the initiator cannot make changes after a proposal has been routed unless the proposal is returned (rejected) by the unit/person the approval has been assigned to (this can be the Department Chair, Dean or SPO depending on where the proposal is in the routing process). Changes can be made to a returned proposal and then that proposal can resubmitted for routing.
  38. Is there a specific format I should use when uploading Proposal Attachments? It is best to create file names that clearly indicate what the file is. For example, an appropriate budget file title would be “Budget_Apple-NSF”. Also, do not use special characters.Including a comma, for example, may result in the attachment not being downloadable in some web browsers.
  39. Can the attachments be changed while in routing? The PI, proposal/internal processing form (IPF) creator and those listed on the Investigators/Research Team tab can upload attachments throughout the process. However, please inform your assigned Sponsored Programs analyst if anything is uploaded after the IPF has been assigned in Sponsored Programs. Sponsored Programs does not receive notification of uploaded documents or changes to IPFs.
  40. Why do I receive an error message when trying to view Proposal Attachments and no attachments are displaying? I know that documents were attached. This error may be encountered when a file/attachment name includes commas.If you are not using Mozilla FireFox, try accessing the Proposal Attachments from Mozilla FireFox. If this does not correct the issue, please email ORCayuseHelp@ucdavis.edu for further assistance.
  41. How do I upload attachments after a Proposal has been submitted for routing? Go to the Proposal Attachments tab, find the document on your computer and select “Next.”

Subawards

  1. How do I submit a proposal with outgoing subawards? Please see the guidance in the Handbook for Submitting a Proposal with Subawards and on the SPO YouTube Channel.
  2. Has the Subaward area on the data sheet been replaced? Yes, this will be located in the Proposal Subrecipients tab.
  3. What do I do if the Subcontractor is not listed on the Subcontractor list? Select Miscellaneous Sponsors from the Subcontractor list and type the Subcontractor’s name and contact information in Submission Notes. If you are also using Cayuse 424, ensure the subcontractor is listed as an institution in Cayuse 424. Instructions are available in the Handbook for Submitting a Proposal with Subawards. Email ORCayuseHelp@ucdavis.edu if the institution is not in Cayuse 424.
  4. How do I submit a proposal as a Subaward institution (when UC Davis is the subawardee)? Submit the proposal as usual in Cayuse SP. The Sponsor should be listed as the institution to which UC Davis is submitting (the prime applicant). The Prime Sponsor should be listed as the sponsor to which the prime applicant is submitting. Instructions are available in the Handbook for Submitting a Proposal as a Subawardee Institution.
  5. How do I access an outgoing Subaward in Cayuse SP? Users listed as Personnel for the associated Award(s) and those with Award Data Access for the relevant Administering Unit have access to view any Subawards associated with the Project. To view the Subaward, go to the Cayuse SP Project and then the Subcontracts tab. Detailed instructions are available in the Handbook for Accessing Subawards, Handbook for Department Contract & Grant Staff, Principal Investigators and Approvers, Cayuse SP Interactive How-to Guide and SP Training Videos on the SPO YouTube page.

Awards

  1. How do I submit No Cost Extensions for existing awards? Because department and or dean approval is not necessary for No Cost Extensions, email the request to awards@ucdavis.edu with the relevant documentation and noting the Cayuse SP number or historical SPO number. Do not submit a new Internal Processing Form.
  2. How do I submit an After the Fact proposal for which I have received a Notice of Award? Submit the After the Fact proposal by creating a new Proposal in SP and following the modified instructions found in the Cayuse SP Handbook for PIs, Department C&G Staff and Approvers.
  3. Why are awards that were executed in July 2017 not displaying in My Awards or Awards in My Unit? All awards that were worked on by Sponsored Programs on or after July 1, 2017 are displaying in SP. However, this does not mean that all awards executed on or after July 1, 2017 are included in SP. If an award was fully executed in July 2017, but all work was by Sponsored Programs was conducted before July 1st that awards will not be included in SP.
  4. How are new accounts established for funded awards? Contracts and Grants Accounting (CGA) establishes new accounts. CGA is notified via a feed at 4:00 am each business day of awards made Active the prior business day.
  5. How do I change the Department Admin listed for an Award or on a Project in Cayuse SP? Complete the Cayuse Administrator Update Request and email it to ORCayuseHelp@ucdavis.edu. Changes will be made quarterly.
  6. What Proposal Type should I choose? View our Actions and Proposal Types table to determine the correct proposal type of a specific action

Advance Accounts

  1. How do I request an Advance Account? The Advance Account Request form is initiated from the Cayuse SP Proposal. Instructions are available in the Cayuse SP Handbook for PIs, Department C&G Staff and Approvers. Please note the following is required:
    • Sponsor contact
    • Department Account Number to be changed in the event the sponsor does not fund the project
    • Amount of request
    • Project period for requested funds
    • Justification for request
    • Completion of required compliance items
  2. Why am I receiving an error message that there are no designated approvers for a department/unitThis warning displays when there are no College/School level Pre-Award Spending Approvers for the administering unit of the proposal. No action is needed unless the unit code displayed in the warning is the unit code of the administering unit. If the unit code displayed is the administering unit, contact the Role Manager for that unit.
  3. How do I update the project dates on an Advance Account Request I submitted? Request that SPO update the request via email to awards@ucdavis.edu, if there is an award document from the sponsor, or to proposals@ucdavis.edu if there is not yet an award document from the sponsor.
  4. How do I check the status of an Advance Account? To check the status, go to the Proposal for which the account was request. Then go to the Advance Accounts tab. Following are the status definitions.
    • Submitted: Not yet assigned to a SPO analyst. This may be waiting the first authorization from the department and/or dean, if applicable.
    • Authorized: Authorized by the department and/or dean, if applicable, and assigned to an analyst in Sponsored Programs for review.
    • Funded: Approved (SPO will also email you when/if the request is approved.)
    • Deleted: Not approved or withdrawn.
    • Rejected: Rejected by the department and/or dean, if applicable.

Routing, Approval and Workflow

  1. Will my Proposal/Internal Processing Form be reviewed without department chair and dean approval (if applicable)? No. Department chair(s) and applicable deans, when required, must authorize the Proposal/Internal Processing Form before Sponsored Programs can assign the Proposal/Internal Processing Form for review.
  2. Do the proposal approvals have to be done in sequence, or can the approvals be done simultaneously, for example, if there are multiple departments? Simultaneous approvals are possible depending on how the routing is defined and if the user (approver) wants to flag the approvals to be done in sequence or parallel. However, the Admin Unit must always approve first. Furthermore, any parent unit listed must be listed after the “child” unit. Instructions are available in the Cayuse SP Handbook for PIs, Department C&G Staff and Approvers.
  3. Is there an FYI or acknowledge approver? Yes, a user can be given access as an editor or viewer by the person initiating the proposal.
  4. Can an approver (Department Chair or Dean) establish delegates to review and approve proposals in his or her absence? Cayuse SP does not allow users to establish delegates. However, the assigned Role Manager for that unit may give others the appropriate access at any time. It is strongly recommended that at least two approvers be established for each unit.
  5. What happens if there is a personnel change to a Dean or Department Chair? The new Department Chair or Dean will need to be given approver access. There is a Role Manager in each department with responsibility of making such changes. SPO will not make changes to approvers.
  6. If an Internal Processing Form (IPF) Approver is changed after a proposal has been submitted for routing, will the new IPF Approver be able to view and approve or reject the proposal? Yes, the new IPF Approver should be able to review and approve or reject the proposal within 10 minutes of the change being made.
  7. Will Sponsored Programs begin a proposal review before all IPF Approvers have authorized the Proposal/IPF? No. The IPF/Proposal will not route to Sponsored Programs for review until IPF Approvals from the administering unit, units with Key Personnel involved in the proposal and the Dean’s Office, if applicable, have been obtained.
  8. How is Contracts and Grants Accounting (CGA) notified of new awards? CGA receives a report every morning at 4:00 am of new awards.
  9. What should I do if my Internal Processing Form (IPF)/Proposal is “stuck in routing?” First review the Units and Authorizing Person(s) listed on the Approvals tab. The status of each authorization is listed under Authorizing Decision. If a line under Authorizing Person(s) is blank or lists “OR Cayuse Help”, the proposal will not route to Sponsored Programs. Email ORCayuseHelp@ucdavis.edu with the Lead Principal Investigator’s name and Proposal Number. Then identify the correct unit to be used instead of the one listed on that same line, make the correction on the IPF and proceed as instructed by the Cayuse Help Desk.

Statuses

  1. How can I view that status of a proposal? To view the status of a proposal, go to the My Proposals tab (if you are the initiator) or the Proposals in My Unit tab (if you are not the initiator and have the appropriate access). Filter the list by selecting Unsubmitted Proposals or Submitted Proposals.
  2. A proposal indicates it has been funded. Does this mean the associated award has been processed? The proposal status automatically changes to Funded when an associated award has been received or is forthcoming. Open the award (from the My Awards tab) to check the status.
  3. How can I view the status of an award? Instructions for viewing that status of an Award are available in the Quick Start Guide for Accessing Awards.
  4. How do I view the status of a subaward? Instructions for viewing the status of a Subaward are available in the Handbook for Accessing Subawards.
  5. How do I check the status of an Advance Account? To check the status, go to the Proposal for which the account was request. Then go to the Advance Accounts tab. The status will be listed as Authorized when/if it is approved. The primary contact will also be notified by SPO via email.
  6. What do the various statuses in Cayuse SP mean? See the relevant table below.
    Proposal Status Definition
    Unsubmitted Not submitted for routing
    Dept Approval in Process Pending IPF approvals; submitted for routing
    Admin Office in Process Received by SPO but not assigned
    PS Review Under review by Proposals Analyst
    CS Review Under review by Awards Analyst
    Proposal Approved Proposal approved for submission to sponsor
    Reopened Proposal was rejected by an IPF approver and may need revision
    Submitted to Sponsor Proposal has been submitted to the sponsor
    Withdrawn Proposal withdrawn by the Principal Investigator
    Not Funded Proposal not funded by the sponsor or the IPF was submitted for a letter of intent or pre-proposal that was invited by the sponsor to submit a full proposal
    JIT Request Received SPO or Principal Investigator received a JIT request from the sponsor
    JIT Request Approved SPO has approved the JIT information provided by the Principal Investigator /department
    JIT Request Unsubmitted The Principal Investigator decided not to submit JIT information
    Funded Notice of Award received by the sponsor (This does not mean the award has been executed)
    Award Status Definition
    Pending The award is not fully executed
    Active The award has been fully executed and routed to Contracts and Grants Accounting
    Suspended The sponsor was requested to negotiate the award but no response has been received
    Closed (Work Complete) Award is complete or terminated if reporting designation is Active/Obligated; Award was suspended by Sponsored Programs is reporting designation is: Pending/Anticipated
    Subaward Status Definition
    (Awaiting) Admin Dept Action is required by the Principal Investigator /department
    (Awaiting) Award Mgr/Analyst Action is required by the Award Analyst
    (Awaiting) Subcontractor Action is required by the Subcontractor/Subawardee
    Fully Executed The Subaward/Subcontract is fully executed and has been sent to CGA

Cayuse 424

  1. I receive an error message when attempting to login to https://ucdavis.cayuse424.com. What do I do? If you are using Mozilla Firefox or Google Chrome, please clear your cache/browser history and try again. If you still cannot login, email ORCayuseHelp@ucdavis.edu and provide details of what you are experiencing. If possible, please also provide a screenshot. If you are not using Mozilla Firefox or Google Chrome, please try again in one of those browsers. If you still cannot login, email ORCayuseHelp@ucdavis.edu and provide details of what you are experiencing. If possible, please also provide a screenshot.
  2. How can I grant access to someone else to be able to edit my Cayuse 424 Professional Profile? Others can update the Professional Profiles if the faculty member has given you permission on his/her 424 Professional Profile. To grant access to another person, add them in the permissions section of your Professional Profile.Detailed instructions are available in the Cayuse 424 – Setting up your professional profile guide. 
  3. The opportunity I want to apply to is not in Cayuse 424, and Cayuse 424 is not able to download the opportunity. How can I get the needed opportunity imported into Cayuse 424? This is likely occurring because the program opportunity was recently release. Call the Cayuse Help Center at 1-877-689-3661 and request the opportunity be added.
  4. I am applying for an NIH supplement to an existing NIH grant. How do I determine which opportunity in Cayuse 424 to select? Unless directly instructed otherwise by the relevant program officer, select the supplement package that matches the existing/parent grant type. For example, if the existing/parent grant is an R01, select the supplement package for research- FORMS-E-ADMINSUPP-RESEARCH.
  5. How do I upload a non-PDF attachment to my Cayuse 424 proposal? Only system administrators and Sponsored Programs analyst may upload non-PDF attachments to include in proposal submission to the sponsor. Provide the necessary document for upload the assigned Sponsored Programs analyst.
  6. How do I submit a proposal with outgoing subawards? Please see the guidance in the Handbook for Submitting a Proposal with Subawards.
  7. How do I submit a proposal as a Subaward institution (when UC Davis is the subawardee)? In Cayuse 424, go to the Proposals tab. Then select Create Proposal. Select Research Subaward Proposal from the list. After the proposal is approved by SPO, export the file and email it to the prime applicant.
  8. Either the Principal Investigator or someone else on the Approval and Routing chain approved the proposal in Cayuse 424, but a change is needed. How do I reopen the proposal for revision? The person(s) that approved the proposal first needs to retract their approval. This is done by re-selecting the check box. After retracting the approval, go the Permissions tab and select the “Write” access checkbox for anyone other than the Principal Investigator. Contact ORCayuseHelp@udavis.edu if assistance is needed.