Tag Archives: SF424 Form Package

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Note: If you connect a SAGE Budget to your Grant Runner application when using the RR Detailed Budget, the system will automatically add periods and data to the RR Detailed Budget form. The form will become read-only, except for the link to add the Budget Justification attachment. In addition, a link to the Sponsor Budget Map page will appear on the left navigation menu. The Sponsor Budget Map shows how your SAGE Budget data flows into the RR Detailed Budget form.

The information on this page covers an application without a connected SAGE Budget.

Overview

A newly selected Detailed or Subaward Budget will not have any existing periods. You will need to add periods to the budget and then manually enter in the appropriate values for your budget.

For Subaward budgets, you also have the option of importing data from a Grants.gov PDF subaward form.

The steps to complete a budget period would be:

  • Create an initial budget period
  • Create additional periods either manually or by copying a previous budget period
  • Complete the sections of each budget period
  • Review the Cumulative Budget section

Create a Budget Period

On a new budget, there are no existing periods, so the page will indicate “No items exist” and provide a button to create periods. To begin adding budget periods, select the Add New Budget Period button.

detailed budget add new budget period button

The page will refresh and display a period summary table with headings and a row of data for the new budget period. Links to Expand All / Collapse All will appear above the heading row that can be used to fully display (or fully collapse) the accordion sections on the page.

detailed budget new period layout

The summary data for each period includes its Start and End Dates and major totals.

To the right of the totals, if there are any errors in the data for the period, the error icon (red circle with white exclamation point) will appear (see eGC1 and Grant Runner Errors and Warnings Summary for additional details).   Next is a Collapse link which will close the detailed part of the budget period leaving just the summary row displayed.

error icon with collapse and delete links

When collapsed, a link to Expand will appear in the row. Finally, the summary row includes a Delete link which will entirely remove the budget period.

error icon with expand and delete links

Budget Period Data

The first data fields within the Budget Period are the Budget Period Start and End Dates. The system will provide initial values for these fields based on the application start date and the assumption of a one-year period. The fields are editable if these assumptions do not fit your budget.

For full details on entering Personnel and completing other sections of the budget period, please view those help pages, linked below:

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Whenever the RR Detailed Budget is available for use, the RR Subaward Budget will appear in the Optional section on the navigation menu.

Note:  You can only use the Subaward Budget with the Detailed Budget, not with the Modular Budget.

Subaward Budget Summary Page

When you first open the Subaward Budget, you will see the Summary page. Once you add subawards, they will display here in a summarized form. You can open each subaward to display its budget details. You can add up to 30 subawards. If you are submitting an application with more than 30,you should convert the remaining budgets to PDF and include them as part of your Budget Justification attachment.

Be sure to carry the subaward totals over to the RR Detailed Budget form, into section F: Direct Costs. If you have connected a SAGE Budget to your application, the “sysc” process will take care of this.

subaward budget summary form

On a new Subaward form, you have the option of adding a subaward by manually entering the data or by importing a budget.

Note: you can only import a budget that uses the Grants.gov subaward PDF form.

create new subaward budget button and import subaward button

Create a New Subaward

When you click the Create New Subaward Budget button, the page will refresh to display the Subaward Budget Detail page on which you will manually enter your budget data.

At the right side of the page, you’ll see the “Show Form Errors” link and the Save and Print Page icons. Below is the Return to Subaward Budget Summary button which moves you from the Detail page back to the Summary page.

 

subaward budget detail page header

Subaward Budget Details Page

The Subaward Budget form, like the Detailed Budget form, includes four main sections. This help page covers the Project Information section, which differs from that of the Detailed Budget. For details on the other sections, click the links below.

Project Information Section

This section is where you enter basic information about the organization.

subaward budget detail page project information

Field Description
Organization Name Enter the name of the subaward organization. This value will display on the Subaward Budget Summary page in the summary row for the organization.
Organizational DUNS Enter the organization’s DUNS number. This number cannot be the same as the applicant organizational DUNS listed on the SF424 form.
Cognizant Federal Agency POC Enter the Point of Contact information for this subaward. This information is not required.
Budget Type For a subaward Budget, this is set by the system to Subaward/Consortium.
Project Start and End Dates This information is copied from the eGC1 Details page. You can change the values there as noted in the “i” instructions.

Import a Subaward Budget

From the summary page, you can add a subaward by importing it.

Note: you can only import a budget that uses the Grants.gov subaward PDF form. To be sure you are using the correct version of the form, use the link on the page.

When you click on the Import a Subaward Budget button, the attachment dialog will display.

subaward budget import dialog

Enter a description and browse for the file you want to import.  (The description will not display on the subaward budget page.)

The system will import the data from the PDF and display the Subaward Details page with the data filled in. The budget periods will display as collapsed initially. However, the error icon (red circle with white exclamation point) will display next to a subaward’s Expand link if there is any missing required data in any of the periods.

Possible Common Import Error

  • In Section A (Senior/Key Persons), if the Personnel Role you entered on the Grants.gov form does not exactly match one of the choices in the drop-down menu, the system will not import that value.

Once you complete the import, you may edit any of the data values as needed.

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Budget Sync Feature Note: If you connect a SAGE Budget to your Grant Runner application when using the RR Detailed Budget, the system will automatically add periods and data to the RR Detailed Budget form. The form will become read-only, except for the link to add the Budget Justification attachment. In addition, a link to the Sponsor Budget Map page will appear on the left navigation menu. The Sponsor Budget Map shows how your SAGE Budget data flows into the RR Detailed Budget form.

Rounding Note: Because NIH wants the budget data in whole dollars, we recommend you select rounding to whole dollars.  If you don’t, you may see a very slight difference in some values.

The information on this page covers an application without a connected SAGE Budget.

Overview

The RR Detailed Budget can include up to 5 budget periods. Depending on the Grants.gov Opportunity ID chosen, the detailed budget may appear in the Mandatory Grant Runner Forms section of the left navigation menu or in the Optional Grant Runner Forms section. For some opportunities, both the RR Detailed Budget and the PHS398 Modular Budget form may appear in the Optional section on the navigation menu.

Be sure you fill in the appropriate form for your opportunity according to the sponsor instructions.  You may only include one budget form (modular or detailed) for a given submission to Grants.gov.  SAGE will give you an error message if you attempt to complete an application that contains both budget forms.

The Detailed Budget form includes four major sections.

This user guide article covers the Project Information section.

For details on the other sections, click the links below.

overview of detailed budget page

Project Information Section

This read-only section displays some general information about the Grant Runner application for reference purposes.

detailed budget project information section

Note:  the “i” instructions indicate where you can change some of the displayed data.

Field Description
Organization Name and Organizational DUNS This information is copied from the SF 424 form. If needed, the DUNS value can be changed there.
Cognizant Federal Agency POC The information for the Point of Contact is the same for all Grant Runner eGC1s at the UW.
Budget Type For a Detailed Budget, this is set by the system to Project.
Project Start and End Dates This information is copied from the eGC1 Details page. The values can be changed there.
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This optional form allows you to enter data about your modular budget. The Modular Grant application does not require a categorical breakdown of direct costs requested in the application; however, other requirements still apply. Review the application directions for specific modular instructions.

For more information about the use of Modular Budgets, view the NIH Modular Research Grant Applications page.

Project Information

  • The Project Start Date and End Date display for reference. You can change these values on the eGC1 Details page.
  • The Cognizant Agency and Indirect Cost Rate Agreement Date are the same for all Grant Runner applications. The system pre-populates the values.

Budget Periods

When you click Add New Budget Periods an accordion will open for you to enter the data for the period.

The system pre-populates the Start and End Dates based on your project dates. You can change the values.

For each budget period you will need to enter the following data:

  • A. Direct Costs
    • Direct Cost Less Consortium F&A ($)
    • Consortium F&A ($)
    • Total Direct Costs ($) are calculated for you

Budget Period Dates and Direct Costs

  • B. Indirect Costs
    • Indirect Cost Type Description (MTDC, TDC, or other)
    • Indirect Cost Rate (%) (minimum of 1% for NIH)
    • Indirect Cost Base ($)
    • Funds Requested are calculated for you

Indirect costs entry

If you need additional entries for Indirect Costs, use the Add New B. Indirect Costs button to create another data entry row.

  • Total Indirect Costs ($) are calculated for you
  • Total Direct and Indirect Costs ($) are calculated for you

See  GIM 13 Facilities and Administrative (F&A) Rates for more information.

You can click Collapse to close the accordion at any time.

The periods you entered will display on the page with dates and total values. The last row of the table will display the overall totals.

Budget Periods list

To Make Changes: Click on the Expand link to make changes to the data entered.
To Remove a Period: Use the Delete link to remove the period from the list.

Cumulative Budget

The system calculates the values for this section. You can expand the section accordion to review the values.

Budget Justification Attachments

The budget justification is an important section in any proposal. Use it to state why an item costs what it does, and to indicate how each item relates to the research plan. Be sure to provide sufficiently detailed information to address all sponsor concerns with respect to cost and need. In general, explanations should be more detailed for competing than for non-competing applications (Include project salary, percent effort, fringe benefits, travel, supplies, analyses, equipment, F&A rate and unallowable costs.)

You can add attachments for Personnel Justification, Consortium Justification and Additional Narrative Justification. Consult your sponsor instructions to determine which of these you might want to add.

In the Consortium Justification, list the individuals and/or organizations with whom you have (or will) make consortium or contractual arrangements, the percent of effort of key personnel and their role on the project, and indicate whether the collaborating organization is foreign or domestic. If you propose a contract/consortium arrangement, include a letter of commitment or intent.

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You must include this form in your application.

1. Human Subjects

human subjects section

Are Human Subjects Involved?

If the planned research activities will involve human subjects at any time during the proposed project at any performance site, click Yes. Otherwise, click No.

Note: If you answer Yes to the Human Subjects and then later change it to No, a warning message will display. The message says “Warning: Changing value from Yes to No will delete all the information in the Human Subjects and Clinical trial Information Form. Click OK to continue?”  When you can click OK, the Human Subjects and Clinical Trial form will switch to the short version, and any data you entered will be cleared. When you click Cancel, no changes will occur.

If you answered Yes, an additional question (described below) and the Human Subject Assurance Number will display.

Is the Project Exempt from Federal Regulations?

Select Yes or No, as appropriate.

  • If Yes, indicate one or more applicable Exemption Numbers (E1 – E8). See the Code of Federal Regulations for more details.
  • If No, the IRB review question will display.

Is the IRB review Pending?

If the Institutional Review Board (IRB) review is pending, click Yes. Otherwise, click No and use the IRB Approval Date field to enter the latest IRB approval date.

Human Subject Assurance Number

This value displays you selected Yes for the “Are Human Subject Involved?” question. The Assurance Number is pre-populated with the University of Washington institutional number (00006878) for all applications.

2. Vertebrate Animals

Note: The generation of custom antibodies constitutes an activity involving vertebrate animals.

Vertebrate Animals section

Are Vertebrate Animals Used?

If you have planned activities involving vertebrate animals at any time during the proposed project at any performance site, click Yes. Otherwise, click No.

If you answered Yes, an additional question (described below) and the Animal Welfare Assurance Number will display.

Is the IACUC review Pending?

Because the Office of Animal Welfare will not review this application during the submission process, always click Yes.

Animal Welfare Assurance Number

This value displays if you selected Yes for the “Are Vertebrate Animals Used?” question. The Assurance Number is pre-populated with the University of Washington institutional number (A36464-01) for all applications.

3. Proprietary Information

Is proprietary/privileged information included in the application?

Only include information such as patentable ideas, trade secrets, privileged or confidential commercial or financial information, the disclosure of which may harm the applicant, in applications when it is necessary to convey an understanding of the proposed project.

If the application includes such information, check Yes.

4. Environmental Impact

Environmental Impact section

Does this project have an Actual or Potential Impact – positive or negative – on the environment?

If you click Yes, provide an explanation and answer the additional question.

Note: Unless a specific Funding Opportunity Announcement (FOA) indicates that the National Environmental Policy Act (NEPA) applies, applicants should click No.

Environmental Impact Explanation

This information is required if you answered Yes to the initial question.

If this project has an actual or potential impact on the environment, has an exemption been authorized or an environmental assessment (EA) or environmental impact statement (EIS) been performed?

If you click Yes, provide an explanation for the exemption.

Environmental Exemption Explanation

This information is required if you answered Yes to the previous question.

5. Historic Designation

Is the research performance site designated, or eligible to be designated as a historic place?

If true, click Yes. Otherwise, click No.

Historic Designation Explanation

This information is required if you answered Yes to the previous question.

6. International Activities

Does this project involve activities outside the U.S. or partnership with International Collaborators?

If true, click Yes. Otherwise, click No.

Note:Applicants to NIH and other PHS agencies must click Yes if the applicant organization is a foreign institution or if the project includes a foreign component. For a definition of a foreign component, see the “Definitions” section of the NIH Supplemental Instructions Part III: Policies, Assurances, Definitions, and Other Information.

Identify Countries

List the countries involved.

Optional Explanation

Provide any additional information you feel is appropriate.

Attachments

Use the corresponding links to add each attachment. Follow the formatting and length specifications in the sponsor’s instructions for each specific attachment. All attachments must be PDFs. For general information about managing Grant Runner attachments, see eGC1 and Grant Runner Attachments.

7. Project Summary/Abstract

This must contain a summary of the proposed activity suitable for dissemination to the public. It should be a self-contained description of the project and should contain a statement of objectives and the methods to be employed. It should be informative to other persons working in the same or related fields and insofar as possible understandable to a scientifically or technically literate lay reader. This Summary must not include any proprietary/confidential information.

8. Project Narrative

For NIH and other PHS agencies applications, using no more than two or three sentences, describe the relevance of this research to public health. In this section, be succinct and use plain language that a general, lay audience can understand.

9. Bibliography/References Cited

Provide a bibliography of any references cited in the Project Narrative. You must complete this section for submissions to NIH and other PHS agencies unless the FOA states otherwise.

10. Facilities & Other Resources

This information is used to assess the capability of the organizational resources available to perform the effort proposed. Identify the facilities you expect to use (Laboratory, Animal, Computer, Office, Clinical and Other). You must complete this section for submissions to NIH and other PHS agencies unless the FOA states otherwise. You do not need to use any special form as the attachment.

 11. Equipment

List major items of equipment already available for this project and, if appropriate, identify location and pertinent capabilities.

 12. Other Attachments

Attach a file only to provide any other project information not provided above or in accordance with the announcement and/or agency-specific instruction.

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This form page is for listing all sites, up to a total of 300 sites.

Primary Project/Performance Site

This data is pre-populated for all Grant Runner applications. The DUNS number is editable so you can modify it if necessary (for example, the UW Department of Education uses a different DUNS number). Check with your OSP administrator before changing this data.

The congressional district for Seattle and Bothell campuses (WA-007) is pre-populated. If the application or project is not being completed in King County, then you should update this value when the application is prepared.

Other Sites

Use this section to include additional performance sites. Start by clicking on the Add New Other Sites button. In the expanded accordion, enter the appropriate information.

The following fields are editable:

  • Organization Name (required)
  • Street 1 (required)
  • Street 2
  • City (required)
  • County / Parish
  • Country (required)
  • State (required) if the Country is the United States; Province otherwise
  • ZIP / Postal Code (required if the Country is the United States)
  • Congressional District (required)

Congressional District Notes

  • For Seattle and Bothell campuses the value is WA-007. If the applicant or project is not being completed in King County, then update this data accordingly.
  • Other valid values are a state abbreviation plus “ALL” (such as WA-ALL) or “US-ALL”.
  • If you select a country other than the United States, the system will change the value to 00-000 (zero, not the letter O) and make it read-only. This is to follow NIH requirements.

You can click the Collapse link at any time to close the accordion.

Each site you have added will display in a table on the page, with a few pieces of data to easily identify it.

other performance sites list

To Make Changes: Click on the Expand link to review or make changes to the data entered.

To Remove a Site: Use the Delete link to remove the site from the list.

Maximum Number of Sites

Currently, the maximum number of sites (primary plus other) is 300. If you have entered that many, and need to document more, you can use the section at the bottom of the page that displays once you reach the maximum.  Click the Add Attachment link to upload an attachment listing the additional locations. For general attachment information, see eGC1 and Grant Runner Attachments.

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This form page is for listing the PD/PI and up to 99 Senior/Key Persons.

Project Director/Principal Investigator

The basic data for the PD/PI is populated for the person you selected in the Wizard. If you need to change the PI or edit some of the information, go to the eGC1’s PI, Personnel, & Organizations page.

If the PI for the eGC1 is different than the PI for the Grant Runner application, use the Application PI role type on the eGC1’s PI, Personnel, & Organizations page.  The Application PI’s information will then populate the Key Person Expanded form.

If the directory data is incorrect, please ask the PD/PI to log in to Workday to make any necessary changes.

The following table describes the editable fields for the PD/PI.

Field Description
Credential, e.g. agency login Enter the eRA Commons login for the PD/PI. This is a mandatory field for NIH submissions.
Degree Type Enter the highest academic or professional degree earned or other credentials (for example, RN) for the Principal Investigator.
Degree Year Enter the year the highest degree or other credential was obtained.
Biographical Sketch Provide a biographical sketch for PD/PI, being sure to format it as described in the sponsor application instructions. For general attachment information, see eGC1 and Grant Runner Attachments.
Current and Pending Support Note: Unless otherwise required in a specific FOA, do not include this attachment for NIH and other PHS agency submissions. This information is no longer required at the time of application submission.

Attach a list of all current and pending support for the PD/PI (even if they receive no salary support from the project(s)) for ongoing projects and pending applications. Be sure to format it as described in the sponsor application instructions.

Senior / Key Person Profiles

Use this section to include the additional researchers on the project. For each researcher, you will need to add the same information as for the PD/PI.

To Add a Person

  • Click on the Add New Senior/Key Person Profiles button.
    • UW Personnel: In the expanded accordion, you can use the Look Up Person in UW Directory button to easily populate the majority of the fields for any UW employee. You can modify the information as needed.
    • Non-UW Personnel: You will need to enter at least all of the required data for any non-UW researcher.
  • Project Role: If you select “Other Professional” or “Other (Specify)” for the Project Role, you must complete the Other Project Role Category field. If the person will be an additional PD/PI, NIH requires the Multiple PD/PI Leadership Plan attachment (on the Research Plan form). Also, see Multiple PIs for additional information about providing assurances. Roles are:
    • PD/PI
    • Co-PD/PI
    • Faculty
    • Post Doctoral
    • Post Doctoral Associate
    • Postdoctoral Scholar
    • Other Professional
    • Graduate Student
    • Undergraduate Student
    • Technician
    • Consultant
    • Co-Investigator
    • Other (Specify)
  • Add a Biographical Sketch (required) and Current & Pending Support (optional) attachments as appropriate for each researcher. For general attachment information, see eGC1 and Grant Runner Attachments
  • Click the Collapse link (top or bottom) to close the accordion for this person

You can click Cancel at any time to exit the process of adding a person.

Each person you have added will display in a table on the page, with a few pieces of data to easily identify them. The following image shows an example entry.

Key persons list

To Make Changes: Click on the Expand link on the right to view the details and make any changes to the data entered.

To Remove a Person: Use the Delete link on the far right to remove the person from the list.

Add Researchers Above the Maximum Number

Currently, the maximum number of researchers (PD/PI plus all others) is 100. If you have entered that many but still need to document more, you can use the section at the bottom of the page that displays once you reach the maximum.   Add an attachment for each additional person.

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You must include this NIH form with your application. For descriptions of the attachments, see the specific instructions for your opportunity and OSP’s Grants.gov page.

Use the corresponding links to add each attachment. Follow the formatting and length specifications in the sponsor’s instructions for each specific attachment. All attachments must be PDFs. For general information about managing Grant Runner attachments, see eGC1 and Grant Runner Attachments.

Grant Runner File Names: All Grant Runner attachment names must be unique across all forms. The NIH allows file names that contain alpha-numeric characters, hyphens (-), and underscores (_), followed by a single period (.) and the extension “pdf” in lowercase. NIH does not allow spaces in the file name.

Introduction

1.  Introduction to Application (for RESUBMISSION or REVISIONS only)

Note: This will only display for the appropriate application types.

Research Plan Section

2.  Specific Aims

The NIH requires the Specific Aims attachment unless otherwise specified in the Funding Opportunity Announcement.

3.  Research Strategy

Required for all applications.

4.  Progress Report Publication List

List the titles and complete references to all appropriate publications, manuscripts accepted for publication, patents, and other printed materials that have resulted from the project since it was last reviewed competitively. For applications with an SF424 Type of Application of “Renewal”, this attachment is required.

Other Research Plan Section

5.  Vertebrate Animals

Complete this section if you answered Yes to the question Are Vertebrate Animals Used? on the R&R Other Project Information Form.

6.  Select Agent Research

Select agents are hazardous biological agents and toxins which DHHS or USDA have identified as having the potential to pose a severe threat to public health and safety, to animal and plant health, or to animal and plant products. The CDC and the Animal APHIS Select Agent Programs jointly maintain a list of these agents at http://www.selectagents.gov/.

7.  Multiple PD/PI Leadership Plan

For applications designating multiple PD/PIs, you must include a leadership plan.

8.  Consortium/Contractual Arrangements

Explain the programmatic, fiscal, and administrative arrangements to be made between the applicant organization and the consortium organization(s).

9.  Letters of Support

Provide all appropriate letters of support, including any letters necessary to demonstrate the support of consortium participants and collaborators such as Senior/Key Personnel and Other Significant Contributors included in the grant application.

10.  Resource Sharing Plan(s)

NIH considers the sharing of unique research resources developed through NIH-sponsored research an important means to enhance the value and further the advancement of the research. When you have developed resources with NIH funds and published the associated research findings or provided them to NIH, it is important that the resources are readily available for research purposes to qualified individuals within the scientific community.

11.  Authentication of Key Biological and/or Chemical Resources

Not required.

Appendix

12.  Appendix

According to OSP, you should only add an appendix if it is specifically called for in the instructions. Otherwise, it may affect your submission.

You can upload one or more PDF documents (maximum of 10) to satisfy the sponsor requirements for this section.