RAS Job Aids: Table of Contents - Tufts Research Administration

GENERAL SUPPORT RASJobAids:TableofContents
0.1.1.0 0.2.0.0 0.3.0.0 0.4.0.0 0.4.1.0 0.5.0.0 0.6.0.0 0.7.0.0
0.8.0.0 1.1.0.0 1.2.0.0 Job Aid (bold formatting denotes essential reference sheets) General Outlook Rules for Notifications General Tips ADMIN
Admin General Tips Sponsored Research Systems User Support Request User Access Medusa Module Links Stack Trace Errors Access Proposals for Review Proposal and Transaction Decision Tree Proposal 1.0.1.0 When to Use Proposal Development 1.0.1.1 Proposal Workflows in Proposal Development 1.0.2.0 Search for a Proposal Proposal Search Fields 1.0.2.1 Proposal States/Statuses 1.0.3.0 Copy or Cancel a Proposal 1.0.4.0 Navigation Basics 1.0.4.1 User Settings and Workflow Preferences Create a New Proposal 1.1.0.1 Request a New Sponsor and/or Subcontractor ( & Sponsor/Org Types) 1.1.1.0 Summary of Proposal Types 1.1.1.1 Renewal/Competing Renewal 1.1.1.2 Resubmission of Revision – Administrative Supplement 1.1.1.3 Resubmission of Revision – Competing Supplement 1.1.1.4 Resubmission 1.1.1.5 Resubmission of Renewal 1.1.1.6 Revision – Administrative Supplement 1.1.1.7 Revision – Competing Supplement 1.1.1.8 Task Order 1.1.1.9 Transfer In 1.1.1.10 Pre‐Proposal 1.1.2.0 Activity Types PROPOSAL BASICS 1.2.1.0 Proposal Details 1.2.1.1 Set Original Institutional Proposal ID 1.2.1.2 Keywords 1.2.1.3 Location of Foreign Work 1.2.2.0 Connecting to S2S Opportunities Signing Officials Proposal Administrators General Lookup School Deans, Chairs, PIs Pre Award Post Award
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1.3.0.0 EXAMPLE
1.2.3.0 1.2.4.0 1.3.1.0 1.3.2.0 1.3.3.0 1.3.4.0 1.4.0.0 1.4.1.0 1.4.2.0 1.5.0.0 1.5.1.0 1.5.2.0 1.5.3.0 1.6.0.0 1.6.1.0 1.6.2.0 1.7.0.0 1.8. 0.0 1.8.1.0 1.2.2.1 1.2.2.2 1.2.2.3 1.2.2.4 1.2.2.5 1.2.2.6 1.2.3.1 1.2.3.2 1.3.2.1 1.3.2.2 1.3.3.1 1.8.1.1 2.1.1.0 2.1.2.0 2.1.3.0 2.2.1.0 2.1.0.1 2.1.0.2 2.1.0.3 2.1.2.1 2.2.0.1 2.2.0.2 2.1.0.0 2.2.0.0 Job Aid (bold formatting denotes essential reference sheets) S2S Opportunity Search S2S Opportunity Forms SF 424 Form Example Troubleshoot S2S Form Versions Troubleshoot PDF Preview Human Subjects Clinical Trials Form Sponsor and Program Info Set Anticipated Award Type Master Agreement Organizations and Locations KEY PERSONNEL Add Key Personnel Edit Key Personnel Add New Non‐Employees Key Person Effort Management (% Effort) Notify a PI to Certify Certify a Proposal Credit Allocation Compliance Compliance Types Compliance Links to S2S Forms Attached PDF Documents Prepare and Troubleshoot Attachments Embedded Attachments Attach User Attached Forms QUESTIONNAIRE Grants.gov S2S Questionnaire Proposal Questionnaires Set Access Privileges Enter Supplemental Info Supplemental Info Guide When to Identify Scope Account Budget Create or Edit a Budget Budget Actions and Links Menus Print Budget Budget Settings (and Manage Direct Costs) Periods & Totals Check Rates Budget Categories and Object Codes Synchronize Rates Assign Project Personnel (Salary & Settings) Add a To Be Named Contact Hourly Personnel Assign Personnel to Periods Signing Officials Proposal Administrators General Lookup School Deans, Chairs, PIs Pre Award Post Award
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2.3.0.0 EXAMPLE
EXAMPLE
2.2.2.0 2.3.1.0 2.3.2.0 2.4.0.0 2.4.1.0 2.5.0.0 2.5.1.0 2.5.2.0 2.5.3.0 2.5.4.0 2.6.1.0 EXAMPLE
2.6.2.0 EXAMPLE
2.7.0.0 2.8.0.0 2.8.1.0 2.9.0.0 2.10.0.0 2.2.1.1 2.2.1.2 2.2.1.3 2.2.1.4 2.2.2.1 2.5.2.1 2.6.1.1 2.6.2.1 3.4.0.0 3.5.0.0 3.6.0.0 3.7.0.0 3.1.1.0 3.1.2.0 3.2.1.0 3.2.2.0 3.3.1.0 3.2.1.1 4.1.0. 0 4. 2.0.0 4.1.1.0 4.1.2.0 3.1.0.0 3.2.0.0 EXAMPLE
EXAMPLE
3.3.0.0 Job Aid (bold formatting denotes essential reference sheets) Calculate Requested Salary & Fringe (example) Appointment Type Calculations (example) Changes in Base Pay (example) Enter Salary Cap Verify Personnel Costs Verify Personnel Details and Rates Assign Non‐Personnel Costs Verify Non‐Personnel Costs Single‐Point Entry Apply Costs to Later Periods Synchronize Updates to Budget SUBAWARD Add a Manual Subaward Upload a Subaward Troubleshoot Subaward PDFs Subcontract F&A When Tufts Is the Subaward Cost Sharing Calculate Cost Sharing (example) Unrecovered F&A Calculate Unrecovered F&A (example) Project Income Modular Budget Calculate a Modular Budget Budget Notes Budget Summary Proposal Hierarchy Proposal Hierarchy Overview Proposal Hierarchy Workflow Proposal Hierarchy Personnel Create a Parent Create a Multiple PI Proposal (example) Co‐PD/PI Setup Create a Scope Account Proposal (example) Link to a Parent Contributed Budget Form Un‐Link a Child Sync Child Updates to the Parent Submit a Parent for Review Hierarchy Budget Routing & Submission Data Validation Common Data Validations Business/Science Required Data (& Panels for Route & Pre‐Award Review) Routing Overview Signing Officials Proposal Administrators General Lookup School Deans, Chairs, PIs Pre Award Post Award
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4.3.0.0 4.4.0.0 4.5.0. 0 4.6.0.0 4.7.0.0 4.2.1.0 4.2.2.0 4.2.3.0 4.2.4.0 4.3.1.0 4.3.2.0 4.4.1.0 4.5.1.0 4.6.1.0 4.6.2.0 ADMIN
ADMIN
ADMIN
ADMIN
ADMIN
ADMIN
4.6.2.1 5.1.0.0 6.1.0.0 6.2.0.0 6.3.0.0 6.4.0.0 6.5.0.0 6.6.0.0 6.7.0.0 6.1.1.0 7.1.0.0 7.0.1.0 ADMIN
7.0.2.0 7.0.3.0 7.0.4.0 7.0.0.1 7.0.0.2 7.0.0.3 7.0.0.4 7.0.1.1 7.0.4.1 7.0.4.2 7.1.0.1 7.1.0.2 7.1.0.3 7.1.0.4 7.1.0.5 Job Aid (bold formatting denotes essential reference sheets) Shared Routing Approval Roles Routing Delegates Proposal Notifications Summary Review the Route Log Initiate a Routing Recall a Routing Ad Hoc Routing Review a Routed Proposal Approve or Return a Routing Return/Bypass a Routing Data Override Signing Official Proposal Review Submit a Proposal to Sponsor Submit to S2S/Grants.gov Update the RAS Submitter Change/Correct a Proposal Proposal Log Create a Proposal Log Institutional Proposal Create an Institutional Proposal Search for a Proposal Sponsor and Program Information Financials Contacts Custom Data Special Review Cost Distribution and Unrecovered F&A Award Pre‐Integration Award Management Checklist Post‐Integration Award Management Checklist Award Record Cleanup PeopleSoft_Integration_Logic Search for an Award Advanced Search for an Award Copy an Award Navigate an Award Close Out an Award Clear a Locked Award Terminate an Award Create/Edit an Award Sponsor IDs Details & Dates Scope Account Type Sponsor Panel Time & Money Panel Signing Officials Proposal Administrators General Lookup School Deans, Chairs, PIs Pre Award Post Award
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7.2.0.0 7.3.0.0 7.4.0.0 7.5.0.0 7.6.0.0 7.7.0.0 7.8.0.0 7.1.1.0 7.1.2.0 7.9.1.0 7.1.0.6 7.1.0.7 7.1.1.1 7.1.2.1 7.1.2.2 7.1.2.3 7.1.2.4 7.1.2.5 8.1.0.0 8.2.0.0 8.3.0.0 8.4.0.0 8.5.0.0 8.1.1.0 8.4.1.0 8.4.2.0 8.5.1.0 8.2.1.1 8.2.1.2 8.2.1.3 8.2.1.4 8.2.1.5 8.2.1.6 8.2.1.7 8.2.1.8 8.2.1.9 9.1.0.0 9.0.1.0 9.0.2.0 9.1.1.0 9.1.2.0 9.1.2.1 Job Aid (bold formatting denotes essential reference sheets) Subaward & Sponsor Templates Keywords & Countries Create/Modify a Child Award When to Create a Child Award Award Transaction Types Modification Add Attachment(s) Commenting in RAS Add Subaward Documentation Pre‐Award Key Personnel and Credit Split Commitments Rates Special Review Custom Data Payments, Reports, and Terms Award Actions Internal Sponsored Coordination Form Mapping Time & Money Create/Edit Time & Money Transaction Type Pairings Time & Money Transaction Types Deobligation Increment (Continuation) Internal Corrections No‐Cost Extension Reallocation Allocate Funds to Child Budget Period Change Transfer Out Re‐Budget Set Obligation Dates Navigate Time & Money Award Hierarchy Panel Transactions Panel Time & Money History Reading History Award Budget First Award Budget Transaction Award Scenario Tips Create New Award Budget Anticipated Out‐Year Budgets Manually Enter Award Budget Auto Calculate Function Signing Officials Proposal Administrators General Lookup School Deans, Chairs, PIs Pre Award Post Award
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9.2.1.0 9.2.2.0 9.3.2.0 9.4.2.0 9.2.1.1 9.2.2.1 Job Aid (bold formatting denotes essential reference sheets) Route/Submit Award Budget Return to Edit Award Notifications Summary 30‐, 60‐, 90‐Day Notifications Update Existing Award Budget PeopleSoft/ID Prefix Codes Signing Officials Proposal Administrators General Lookup School Deans, Chairs, PIs Pre Award Post Award
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Research
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General Reference
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RAS:OutlookRulesforNotifications
If you find you are receiving notifications in error, or just too many notifications, there are a few ways to troubleshoot and resolve: Notifications Received in Error: 1. Review the Proposal Notifications Summary and/or the Award Notifications Summary job aids to verify which roles should be receiving what notifications. If this doesn’t clarify the reason you are getting notified… 2. Check the Route Log (if you are getting a routing approval request, you may have been added to the route path). The Route Log is at the bottom of the Summary/Submit page of PD or on the Award Budget Tool page. If this is not the issue… 3. Check the Department ID (what RAS calls “Lead Unit”) of the record the notification is referencing. If the department assignment appears wrong, contact your department lead (either Pre‐Award, Post‐Award, or Research Administration) to submit a change request and remove your name. 4. If all else fails, contact either your Pre‐Award or Post‐Award support rep and they can submit a technical ticket if a change or additional troubleshooting is needed. Too Many Notifications: 1. If the issue is simply too many notifications cluttering your inbox, you can set up an Outlook (or other email application) rule to help sort the messages into a separate folder automatically. (Please be advised that if you do this, you will not always see the messages come in, so will need a means of periodically checking these emails—particularly those indicating required action.) 2. RAS Proposal and Award messages are prefaced in the Subject line of the email with either “FYI Only:” or “Action Needed:” (e.g. FYI Only: Proposal Recalled in RAS: {Proposal Title} or Action Needed: Please Approve {Proposal Title} in RAS‐Sponsor Deadline: {Date}) a. Select (click on) a message of the type for which you would like to create a rule. b. On the Home ribbon of Outlook, in the “Move” section, click the drop‐down menu for “Rules”  Create Rule. c. If you want ALL notifications directed to a single folder, select From kuali.coeus@tufts.edu. d. If you want ONLY FYI notification types moved, select Subject Contains and then delete all but “FYI Only:” content. e. Select Move the item to folder: and choose (or create) a folder to which Outlook should move the messages. f. If you wish to tack on additional actions (such as marking the item as ‘read’ once moved, click the Advanced Options… button and click through using ‘Next,’ selecting any additional desired actions. g. Click OK. V6.1, 022218
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RAS:GeneralTips
1.BestbrowserandothertricksforimprovedRASuse:
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Recommend Google Chrome browser or Mozilla Firefox with predictive search (see next page): Scroll mouse which supports improved scroll (eliminating a double‐scroll issue) in application. Internet Explorer is not well supported. 2.MovingtoofastwithinascreenmaycreateaStackTraceerror.
Moving more quickly than the screen refresh (e.g. trying to press a Save or Continue button when the screen has not finished loading may produce a Stack Trace error or other screen freeze, and the user may need to log back in. If error repeats, log steps, take screen shots (if possible) and report to ras‐
support@tufts.edu. 3.Thereisa200‐resultsearchmaximum.
When running a search, beware of the 200‐result max and filter more granularly, if necessary. 3.UseWildcardsearchesforFree‐TextEntrytypefields.
* matches zero or more non‐space characters; ? matches exactly one non‐space character For example: 
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*Kaplan search will allow you to display records with content “Adam Kaplan” Kaplan* search will allow you to display records with content “Kaplan, Adam” ?aplan* search will allow you to display record with content “Kaplan, Adam” 4.Select“ToBeDetermined”SponsortobypassProposalcreationselection.
If you require a sponsor be added via Administrator, select TBD option to continue working on proposal and simultaneously submit request to Sponsor assignment contact (Jordan Wilkinson). 5.Use“CopyProposal”ifyouneedtoedittheLeadUnit.
Since Lead Unit cannot be edited after proposal creation (due to its tie to other proposal data), you will need to recreate the proposal with a copy in order to edit its Lead Unit / Department. Remember to Cancel the old proposal if no longer needed. 6.Notesarepermanent;Commentscanbeedited:
Please be mindful that “Notes” cannot be deleted once saved. 7.Magnifyingglassicondoesnotitselfrunthesearch.
Instead, it opens up a separate Search dialog box. The associated Book icon shows detail only after a value is populated in the field; otherwise an error appears when you click it. Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2015 V6.1, 022218
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8.“TuftsGuest”wirelessnotcompatiblewithRASuse.
Appears to trigger routine credential errors with the application. Use Tufts Wireless or Tufts Secure instead. 9.Proposalmustbe“Closed”inRASbyoneuserbeforeanothercaneditit.
Most panels of RAS allow for user to select “Close” as an option at the bottom. 10.RemembertomanuallysyncRateswhenworkinginacopiedProposal.
When you copy a proposal from one campus to another and do not select the budget to go with it, the new copied proposal rates are fine. When you copy the proposal with its budget from one campus to another, the new proposal carries over the other campus rates. The user will need to click on 'Sync to current Institutional rates' button and that will reset the correct campus rates. 11.ApersonmusthaveaTuftsUTLNandhavebeensetupinRAStobe
providedaccess.
12.RASautomaticallysaveschangestotheproposalbetweenactions.
If you are navigating between tabs or panels, you do not NEED to save between clicks – the system will automatically save for you. However, it’s always a good practice to save routinely, just in case you encounter an error (which could result in not saving the last change). Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2015 V6.1, 022218
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Mozilla Firefox – Options: Google Chrome – Settings: Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2015 V6.1, 022218
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Admin
ADMIN
RAS: General Tips (Admin)
Award
1. Non-Finalized records don’t show up in Lookup except in Proposal Doc.
If you are looking for a non-final record, use “Doc Search” function for all other modules (IP/Award).
2. Award must be Finalized before versioning Time & Money.
Otherwise, changes made in new T&M transactions will not be saved to History.
3. Continuations: the Obligated Start/End Date will change based on period receiving funds.
4. If Award and Time & Money are not versioned together, reports will pair Time & Money
transaction with latest Award transaction type.
For example, if an “Internal Correction” is done to Time & Money, but the Award wasn’t re-versioned at
the same time, the Award may still show ‘New’ when it should show ‘Internal Correction.” Likewise, if
the Award is versioned but NOT the Time & Money, any Time & Money transactions that save as a result
of the Award versioning will show the new Award status (e.g. ‘Initial Transaction’).
Proposal Development (PD)
1. There are character limits for several fields (either in the system or in forms) that may
create issues if they exceed the limit:
• Department: 30 character limit for Grants.gov forms.
• Division: 30 character limit for Grants.gov forms.
• Performance Site ‘Organization’ Name: 60 character limit for S2S & KC validation.
This is important to keep in mind if you need to request corrections to any of these names from the RAS
System Administrators.
PD Budget
1. Budget Periods can only be autocalculated once using main screen buttons.
Ideally, finish entering all budget detail before autocalculating across periods. However, you can apply
corrections across periods through the Details button on a given line item.
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SponsoredResearchSystems:UserSupport
ForBusinessSupport(Policy,Process)
For any questions around how the system works, what various fields & panels do, how to manage a particular function of the system, or process, policy, or workflow questions: FIRST Refer to your Job Aids 
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(RAS) A comprehensive set of cheat‐sheets (1‐page, topic‐specific job aids) is easily accessible for your reference: https://ras.tufts.edu/ras_docs/RAS_Complete_Job_Aids.pdf. (Axiom) A comprehensive set of tip‐sheets (section‐specific job aids) is easily accessible for your reference: See Axiom > Reports > Tips Sheets THEN Contact your local support resources 
Call or email your department’s Associate Director (AD/Central Pre‐Award) should you have a question about how to use the PD system to perform a given task or secure routing approvals on your proposal. Contact Central Post‐
Award postaward@tufts.edu for questions on your Sponsored Program award. Call or email your Budget Center contact with business process questions in Axiom. ForTechnicalSupport
THEN Submit a TechConnect ticket. If working with your local business contact doesn’t solve your issue, you may need a technical expert. See below contact addresses for systems contacts, depending on which system you’re using: When to Contact Technical Support: Security access or changes; invalid calculations, blocking error screens, data inconsistencies with Data Warehouse reports; missing awards; data flow questions. System not functioning as designed (per job aids); other escalation NewSponsors/Subs
FIRST Contact Jordan Wilkinson (jordan.wilkinson@tufts.edu) if you need to get a Sponsor or Subcontractor added, use request templates available through the Researcher menu to format your request. Axiom Technical Support RAS Technical Support PeopleSoft Technical Support And associated reports And associated reports And associated reports Consult postaward@tufts.edu Contact axiom‐support@tufts.edu Contact ras‐support@tufts.edu (will be escalated as needed.)
 Identify the issue in the subject line with a reference to the specific Award, Proposal, or Grant number if applicable  Include screen shots or summary descriptions of steps taken for errors encountered with any pertinent detail.  Use for system‐related issues such as access, logins, browser, performance, error messages, etc.  If you notice a data consistency issue in Axiom, indicate what fields are different in Axiom and preferably include a reference to the source material identifying the difference.  Once a ticket is submitted in TechConnect, a systems analyst will review and respond promptly. Tickets may be reassigned to ensure they reach the appropriate department. V6.1, 022218
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RAS: Request User Access
General System Permissions
Department Access & Route Paths: When your department/school implemented RAS, a RAS
Gatekeeper was assigned (typically the School’s lead research administrator) to set up and maintain
roles and system access for each applicable department. Central Departments unaffiliated with a
specific discipline will also have an assigned Gatekeeper. All access requests must come from this RAS
Gatekeeper and will not be fulfilled until they are complete and so approved. Use the standard
Department Setup Authorization Form (accessible through the Researcher menu of RAS) to initiate a
new department. (If you wish to edit an existing department structure/setup, please request the latest
version to mark up and email from Laura.Lucas@tufts.edu).
New Users: If you are a new user to RAS or you need to request access on behalf of a colleague, please
take the following steps:
1. Go to the Researcher menu and open the link for “Request User Access.” A form will open with
instructions printed at the top.
2. Complete the fields in the provided form and follow its instructions. You must first email this
form to your assigned RAS Gatekeeper.
Existing Users: Take the same steps as above if your role (or a colleague’s role or department) has
changed and RAS access needs to be changed accordingly OR if you need to adjust the scope of your
permissions based on workload changes. RAS Gatekeeper approval is still required if expanded
permissions are being requested.
Specific Proposal Permissions
Please see the Set Access Privileges job aid for instruction on how to selectively add a user to any given
proposal. Note this feature is only available in the Proposal Development module. Either read-only
or full edit access may be granted by the proposal’s creator via the Access panel.
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RAS:MedusaModuleLinks
Medusa
Medusa is a feature of RAS that can be likened to the family tree for a proposal. It is used to view the relationship between connected Proposal Development (PD), Institutional Proposal (IP), and Award documents, and to navigate back and forth between them. When a PD document is finally approved by the Signing Official, RAS auto‐generates an entry in Medusa connecting the PD record to its newly associated IP number. Then, once an Award is linked to an IP, the Award is added as a new entry in the same family tree. When multiple proposals are submitted toward the same IP (e.g. change/corrected PD records) or multiple IPs are linked to the same Award, this will be visible in the document hierarchy via Medusa. To view the relationship(s) a proposal has with documents in other modules, click the Medusa link in either the Actions menu of your search results (any module) or via one of the tabs or menus at the top of the RAS screen (in PD this is the Links menu; in IP/Award, this is a separate tab called “Medusa”). Clicking Medusa loads a Proposal > Award, Award > Proposal relationship page. If a PD document is linked to an IP, it will be reflected in the Proposal > Award tab. When a new Award is linked to an existing IP, it is also connected to the IP’s associated documents and can be accessed from the Medusa screen. Any relationships defined by Medusa can be accessed from any one of the modules. The PD document(s) will be nested under the IP document. Clicking on the PD/IP document links will reveal key information about the respective document. Click the Open Proposal button to open the actual document. V6.1, 022218
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RAS: Stack Trace Errors (STEs)
Stack Trace Errors indicate that something went wrong (either with an action that was taken by the user,
or from a bug in the system). Some common reasons for receiving Stack Trace Errors include:
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•
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Working too fast in the system: especially in Award and IP modules, if you try to click a button
or other link prior to the full screen loading (all panels appearing), you may get an STE.
Trying to Sync in Proposal Hierarchy: even though this action should not generally cause STEs,
the Sync function in the Hierarchy links menu occasionally throws an STE.
Errors in Attachment file naming: if an added attachment has spaces instead of underscores,
the system may block the user from proceeding.
How to return to the Proposal
You cannot generally navigate out of an STE using the ‘back’ button of your browser. To get back to your
proposal, you will need to use the header navigation menus to search for and re-open your proposal.
If you know your Proposal Number: Click Researcher on the Main Menu and select Search Proposals.
Type your proposal number into the resulting Lookup screen and press Enter or click the Search button.
You should see your proposal appear (if saved) in the list that appears below the Lookup area. Click Edit
to return to your proposal.
If you don’t know your Proposal Number (or your Proposal did not appear from a Proposal search):
Click Doc Search in the User Toolbar. Type your UTLN in the “Initiator” field or other search criteria and
click Search. Click the Document ID link to return to the proposal.
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RAS:AccessProposalsforReview
To view (and/or approve) a proposal, follow these steps to access and navigate the Research Administration System (RAS): TologintoRAS:
Whether you are entering RAS through a link, URL, or email notification: 1. Log into RAS: https://ras.tufts.edu. 2. Enter your UTLN (username and password you use for logging onto your machine). A.ToloadtheproposalfromaCertificationrequestemailnotification:
Principal Investigators If you are the Principal Investigator (PI/Contact) on the proposal, you will receive an email notification when it’s time to certify. You may need to log in (section above) once you click a notification’s link. Either:  Click the first link that appears to be linked directly to the certification panel, where you will answer 5 questions (depending on the opportunity type) and click Certify Answers.  Click the second link that appears to be routed to the full proposal (so that you may first review all proposal content via the Summary/Submit panel tabs and THEN navigate to Key Personnel ‐> Personnel panel, expand the section with your (the PI/Contact) name, and click Proposal Person Certification to complete the answers here and Save to save your choices.  See “load the proposal from the home screen” instructions toward the end of this document. Then follow steps in bullet above. PI Certification Request email notification sample: Please certify the proposal by clicking [LINK]. Please note that in order to route and submit a proposal at Tufts University, the Principal Investigator must complete specific certifications, disclosures, and training. To access the complete proposal, and review prior to certification, click [LINK]. Proposal Details as follows: Document Number: 117423 Proposal Number: 6 Proposal Title: New grants.gov proposal TEST Principal Investigator: John Doe Lead Unit: H110001 ‐ Vitamins & Carcinogenesis Sponsor: 095339 ‐ National Institutes of Health Deadline Date: 07/16/2015 (continued)
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B.ToloadtheproposalfromanApprovalrequestemailnotification:
Local Admins, Managers, Department Reviewers (Chairs), School/Financial Reviewers, etc. If you are one of the route path approvers (for the proposal’s lead unit), you will receive an “Action Required:” email notification when it’s time to for your review/approval (once the recipient before you in the path has Approved). You may need to log in (section above) once you click a notification’s link. 1. Click the link that appears to be linked into the proposal’s Summary/Submit panel. From here, you can click through the blue tabs to review the details, including Personnel, Attachments, Budget Summary, etc. 2. Once you have completed your review, you can click either the Approve or Return buttons from this screen. ACTION REQUIRED: Approval Request email notification sample The following project (including a final budget and any associated forms and attachments, which may be in draft state up until submission) has routed for approval: New grants.gov proposal project Principal Investigator: Ben Kaplan Sponsor Due Date: 09/09/2017 Please go to [LINK] to review the proposal and provide your response by clicking on the Approve or Return buttons. Please direct any questions to the proposal's Principal Investigator (PI) or the contact associated with a given document in RAS. Thank you. Proposal Details as follows: Document Number: 933535 Proposal Number: 825 Proposal Title: New grants.gov proposal project Principal Investigator: Ben Kaplan Lead Unit: A480001 ‐ Computer Science Sponsor: 096206 ‐ Air Force Institute of Technology Deadline Date: 09/09/2017 Toloadtheproposalfromthehomescreen:
3. Click the Researcher menu (in the red banner, upper right corner of your screen) and select the option for Search Proposals. 4. Enter proposal number in the first search field and click Enter (or scroll and click Search at the bottom of the screen). 5. Scroll down to find the resulting proposal record displayed and click the view menu option in the far‐left column of the table to load the proposal. 6. The proposal will load. Click the Summary/Submit panel (the last option in the left‐hand navigation bar / gray section). 7. You can preview the whole application in the Summary view by toggling along the light blue menu tabs at the top (proposal summary, personnel, attachments, etc.) – this allows you to view everything, including opening up the attachments/science documents from this view. V6.1, 022218
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PROPOSAL TYPES
Proposal types were grouped together for compatibility with the Grants.gov S2S mechanism and continuity throughout the modules of RAS – workflows and reported data
As of September 2016
Yes
Does the proposal support a NEW research IDEA, SCOPE, or PROJECT (uniquely submitted to THIS funding opportunity)?
No
This maps to ‘New’ in SF424 R&R Form
NEW
Is it LINKED to an
EXISTING project?
No
Has the same ACTIVITY been PREVIOUSLY submitted through Tufts?
No
TRANSFER IN
Yes
REVISION – ADMINISTRATIVE SUPPLEMENT
Yes
Yes
This maps to ‘Renewal’ in SF424 R&R Form
RENEWAL
Is it OUTSIDE the approved budget period?
Yes
No
TASK ORDER
Yes
Is the new scope under a guiding MASTER AGREEMENT?
No
This maps to ‘Resubmission’ in SF424 R&R Form
Is this a RESUBMISSION of a Renewal?
RESUBMISSION OF RENEWAL
Yes
No
This maps to ‘Revision’ in SF424 R&R Form
REVISION – COMPETING SUPPLEMENT
Is additional FUNDING being supplied on an EXISTING scope?
No
Is this a RESUBMISSION of a Supplement (Revision)?
Yes
RESUB OF REV – COMPETING SUPPLEMENT
or
RESUB OF REV – ADMIN SUPPLEMENT
No
RESUBMISSION
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AWARD TRANSACTION TYPES
Transaction types were grouped together for continuity throughout the
modules of RAS – workflows and reported data
As of September 2016
Yes
PRE-AWARD
Yes
Is the
funding being awarded in
advance of the project start
date?
Is a NEW award
being created on the
associated proposal for the
FIRST time?
No
Is the award
ENDING?
Yes
CLOSE-OUT
No
No
TRANSFER-IN
NEW
No
No
Was the
proposal submitted through
TUFTS?
Are
ATTACHMENTS or ACCOUNT ID
being added to an existing
award?
Yes
No
Is the award for a
new scope of work?
Assumes either
money or data is
being changed on
the Award
Yes
ADD SUBAWARD(S)
ADD ATTACHMENT(S)
ADD ACCOUNT ID
Are the
changes due to internal
error?
Yes
INTERNAL
CORRECTION
NEW HOME ON
EXISTING AWARD
No
Yes
MODIFICATION
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TIME & MONEY TRANSACTION TYPES
Is the
transaction to fix an
internal error?
As of September 2016
Yes
Transaction types were grouped together for
continuity throughout the modules of RAS –
workflows and reported data
INTERNAL CORRECTION
No
Yes
Does
the Transaction involve
MONEY?
Select CLOSE-OUT in
Award Transaction Type
No
Yes
NEW
Yes
Is this
the FIRST time that money
is being ADDED to the
Award (at Tufts)?
Are the
budget dates
SHIFTING?
No
Is the project
ending?
No
Yes
Yes
Is $ moving
between a Parent/Child
(Scope) award or for Financial
management?
Yes
Select TERMINATION in
Award Status
TRANSFER-OUT
Did the
PI request the
change?
No
REBUDGET
Per
established
end date?
No
No
REALLOCATION
Yes
Is the money
being shifted between Direct &
Indirect Costs?
Yes
No
BUDGET PERIOD
CHANGE
NO COST
EXTENSION
No
DEOBLIGATION
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Yes
Is money
being REMOVED from
the award?
No
INCREMENT
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Research
Administration
System
Section
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1
Proposal Development
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PROPOSAL BASICS Back to TOC
RAS:WhentoUseProposalDevelopment
The Research Administration System (RAS) Proposal Development module should be used to facilitate proposal and budget development and internal approval for all sponsored research activities. This includes both Grants.gov and non‐Grants.gov applications and various proposal types (new, resubmission, renewal, supplement, transfer‐in, etc.) and activity types (i.e. research, training, etc.). See Proposal Workflows in PD job aid for specifics on the distinct flows for processing proposals in RAS. RAS Proposal Development will not be used for the following at this time: Pre‐Proposals, Internal Proposals, and Limited Submissions. Other modules of RAS, however, may be used in the interim to address the unique needs of these applications. The following are not supported via S2S in RAS (handle in RAS as non‐Grants.gov): 


NIH Multi‐Project (P grants): P01, P20, P30, P50 NIH Cooperative Agreements (U grants): U01, U13, U34, UC4, U54, UH2/UH3 National Community and Service Grants (submitted via eGRANTS.cns.gov) V6.1, 022218
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PROPOSAL BASICS Back to TOC
RAS:ProposalWorkflowsinPD
Grants.govsubmissions
Proposals formerly submitted directly through Grants.gov will now be submitted directly through a data System‐to‐System (S2S) transfer via RAS. A detailed budget is a prerequisite to routing (for internal approval), regardless of the level of detail required by the sponsor. Note: Research.gov/NSF applications are not included in the Grants.gov process at this time; submissions to go via FastLane (non‐Grants.gov). NIH “P” program proposals should also be treated as non‐Grants.gov and submitted through Assist. Prerequisitesforrouting:
1. A complete, detailed budget that is ‘Final’ – marked as Include for Submission 2. All required proposal fielded data completed (and validations satisfied) 3. All required attachment types for the opportunity saved to the record (even if draft) See subsequent Job Aids for on all screens and process for submissions. Non‐Grants.govsubmissions(includesNationalScienceFoundation/NSF)
Prerequisitesforrouting:
1. Same as 1 and 2 above AND 2. A blank PDF document attached with Internal Attachment Type of “Final PDF Application” Non‐Grants.govprocesshighlights
1. PI populates all proposal details via applicable channel (e.g., Proposal Central) outside of RAS. 2. In parallel with the PI’s work, the local administrator or PI populates the basic required proposal data in RAS, along with a complete detailed budget for the project and blank attachment. 3. The PI certifies the proposal (either directly or by local administrator request/notification). 4. Once certified, the proposal is routed in RAS for internal review. 5. Before the final approval (Pre‐Award), all final (but not yet submitted) details of the non‐
Grants.gov application are exported or saved to PDF by the PI and delivered to Pre‐Award. 6. If Pre‐Award has changes, the proposal is returned to the local administrator and PI for update. 7. If Pre‐Award has no changes, the proposal is uploaded to RAS as an Internal Attachment to replace original blank file, Approved in RAS, and submitted to Sponsor (externally or via S2S). 8. Pre‐Award sends notice to the PI that the proposal is also approved for external submission and the PI submits the proposal to the non‐Grants.gov sponsor/funding agency. V6.1, 022218
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PROPOSAL BASICS Back to TOC
RAS:SearchforaProposal
Search
A user can search for an existing proposal, final or draft version, using a number of criteria. Click the Research button at the top‐left of the RAS home screen, and select Search Proposal. Clicking the Researcher tab will present the user with actions that can be performed. Action
Create Proposal Proposals Enroute All My Proposals Create Proposal For S2S Opportunity Search Proposals Search Proposal Log Search Institutional Proposals Description
Initiates a new proposal Allows user to search for proposals that are routing for internal approval Scripted search that shows all proposals prepared by user Allows user to search for a Grants.gov application and initiate a proposal once an opportunity is selected Allows user to search for an existing proposals via Proposal Development lookup Allows user to search for existing Proposal Logs (not needed when using Proposal Dev) Allows user to search for proposals that have been submitted to the sponsor SearchCriteria
Selecting the Search Proposal link brings up the Proposal Development lookup—it displays various criteria that can be used to find a desired proposal. Specify the search criteria and click search; the system will retrieve and display appropriate results. Use additional criteria to refine the search. User can export the displayed results using any of the available formats. TIP: Use Lead Unit prefix (e.g., V*) to pull up all proposals for a given school TIP: Use Lead Unit prefix (e.g., V* for the Vet School) to pull up all proposals for a given school
(If you see no results, check your search criteria. It may be that you do not have access to the proposal; check with your department administrator.)
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PROPOSAL BASICS Back to TOC
RAS:ProposalSearchFields
SearchField
Proposal Number Proposal Type Proposal State Project Title Proposal Person Principal Investigator Aggregator Participant Initiator Username Sponsor Deadline Date (range) Sponsor Sponsor Name Include Subunits in Lead Unit Search Lead Unit Lead Unit Name Award ID Opportunity ID Hierarchy Status Description
Probably the most common search parameter, the proposal number (if known) allows the user to quickly bring up a single targeted proposal. Allows user to search for or narrow by any single Proposal Type. Allows user to search for or narrow by any combination of Proposal States (e.g. a combination of Approval Pending, In Progress, and Revisions Requested should bring up all active, not yet submitted proposals). Select multiple states at once by holding down the CTRL key while clicking. Frame any segment of the project’s title in asterisks (e.g. *Immunity*) to bring up all proposals containing that term or phrase. Note: identical titles may appear if a proposal was change/corrected or otherwise copied to create a new proposal document. Look up or enter the username (Tufts UTLN) of any Tufts employee to bring up all proposals in which s/he is in a Key Personnel role (e.g. PI, Co‐I, Key Person). Look up or enter the username (Tufts UTLN) of any Tufts employee to bring up all proposals in which s/he is the assigned Principal Investigator (PI/Contact). Look up or enter the username (Tufts UTLN) of any Tufts employee to bring up all proposals in which s/he is an assigned Aggregator (either by merit of being the proposal’s initiator, or through Access panel assignment). Look up or enter the username (Tufts UTLN) of any Tufts employee to bring up all proposals in which s/he is Proposal Person or Aggregator (see above). Look up or enter the username (Tufts UTLN) of any Tufts employee to bring up all proposals in which s/he is the proposal’s initiator/creator. Enter the begin and end dates for the range in which you would like to see results. Note that this parameter relies on data being populated in the Sponsor Deadline Date field in the Sponsor & Program Information panel. Look up or enter the Sponsor Code for proposals indicating that sponsor as the prime funding agency (e.g. 095339 for NIH). Look up or enter the name of the sponsor (alternative to above), using asterisks to frame a single aspect of the name to improve search success (e.g. *institute* for NIH, or, alternatively, click the magnifying glass Search icon to bring up a search window and type “NIH” in the Acronym field to search). Select this checkbox to pull in search results within the high level school or campus you selected in Lead Unit (below). Note that if you search more broadly than your permissions allow, you may see results without being able to access the proposals. Look up or enter the Lead Unit/Department to pull a list of proposals associated with that/those code(s). This is a comma delimited field where a user may search multiple departments at once (e.g. M530001,M333001). Frame any segment of the department name in asterisks (e.g. *Vet*) to bring up all proposals in a lead unit containing that text. DO NOT USE Enter an opportunity ID (typically these are Grants.gov federal IDs, but non‐Federal manually entered IDs may also be searched) to bring up results matching that ID. Select either Not in a Hierarchy, Parent, or Child to limit search results to either a hierarchy level or a non‐hierarchy list of proposals. V6.1, 022218
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PROPOSAL BASICS Back to TOC
RAS:ProposalStates(Statuses)
RAS assigns Proposal statuses, or “States,” depending on where a proposal is in its workflow path. You can select one or more of the states from the Proposal Search screen by holding down the CTRL key and clicking each state to include in the results. Field
In Progress Approval Pending Approved and Submitted Cancelled Revisions Requested Parent Proposal Submitted Approved, Submitted, and Change/Corrected Approval Pending – Submitted Document Error Occurred Approval Granted Approval Not Initiated – Submitted Approved Approved Post‐Submission Disapproved Disapproved Post‐Submission Description
The most common status during proposal development, indicating that work on the proposal is in progress and it has not yet been routed or submitted. The proposal has been submitted for internal review (route) but has NOT yet been finalized or submitted to S2S/Grants.gov by the Pre‐Award Signing Official. The proposal was Approved by the Pre‐Award Signing Official (and thereby Finalized for non‐Grants.gov proposals). This is almost always paired with S2S submission action for Grants.gov proposals. The proposal was cancelled by one of the proposal administrators. A status applied to the proposal when a member of the route path returns the routing, reverting the proposal to an editable state. A Child proposal’s associated Parent is Approved & Submitted A related change/correction was performed and submitted, and this (prior) proposal is no longer current. NOT USED BY TUFTS. The proposal was submitted to sponsor (Grants.gov) PRIOR to the final approval of the Pre‐Award Signing Official, and the final approval is still outstanding (not complete). There is an error in the document. Submit a Tech Support ticket.
NOT USED BY TUFTS.
NOT USED BY TUFTS.
NOT USED BY TUFTS.
NOT USED BY TUFTS.
NOT USED BY TUFTS.
NOT USED BY TUFTS.
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PROPOSAL BASICS Back to TOC
RAS:CopyorCancelaProposal
ProposalActions
RAS has a number of actions that can be taken to access/modify/submit a proposal. However, the system will only grant access to the document if the user has the appropriate access privileges. When searching for a proposal, available actions appear as shown below (see Search for a Proposal job aid). Action
View Description
Opens proposal in read‐only mode (access to a proposal is subject to user’s access privileges) Opens proposal in editable mode Opens the Copy Proposal window Click to display the relationship a proposal has with other KC documents Edit Copy Medusa CopyingaProposal
For proposals repurposing the majority of data fields (e.g. resubmissions), a user may choose to copy an existing proposal and thus duplicate data that is currently populated in the existing proposal. When copying a proposal, the system creates a new proposal is created in editable mode. Click Copy to initiate the copy proposal feature; the system will prompt the user to specify a Lead Unit, and to choose whether or not to include: budget versions, attachments, and questionnaires. After making the desired selections, click Copy to copy the proposal. CancelingandDeletingaProposal
NOTE: Cancel and Delete actions are irreversible and records cannot be retrieved. On the Summary/Submit tab, a user can Cancel or Delete a proposal. The Cancel action should be done to remove ALL proposals that will no longer be submitted from an Active status. A confirmation screen will be displayed prompting the user to confirm the action. Action
Cancel Proposal Delete Proposal Close Description
Puts proposal in Cancelled status; proposal still accessible in view‐only mode Deletes proposal; proposal cannot be accessed (most will not see this option) Exits proposal document; system loads home page Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2015 V6.1, 022218
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PROPOSAL
BASICS
Back to TOC
RAS: Navigation Basics
Navigating RAS
The RAS user interface uses horizontal and vertical tabs to classify data. In order to navigate through a
document, RAS uses the progressive navigation feature. The proposal footer has navigation buttons
that ‘save & continue’ to the next screen, or ‘back’ up to the previous screen in the progressive
navigation sequence. A user can override the progressive navigation by manually clicking on any of the
left navigation buttons.
Left Navigation menu
The left navigation menu is available for both the proposal and budget documents. It is a sequential flow
of data entry screens, some of which have nested sub-categories. However, the user can at any time
click on any tab/category to view or enter information pertinent to the section.
Figure 1: Proposal Document Menu
Figure 2: Budget Document Menu
Proposal Footer Navigation buttons
Figure 3: Proposal Footer Navigation Buttons
Action
Back
Save
Save and Continue
Close
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Description
Navigates to the previous screen on the left navigation menu
Saves any entered data and stays on the same screen
Saves any entered data and moves to the next screen on the left navigation menu
Closes and exits the proposal (required in order to allow other users to edit)
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PROPOSAL
BASICS
Back to TOC
RAS: User Settings & Workflow Preferences
Personalized user settings
Navigate to User [UTLN] in the User Toolbar and then select Preferences to customize your settings.
Field
Automatic Refresh Rate (while logged in)
Action List Page Size
Description
Set how frequently data should refresh
Set how many entries should appear on each
page in your Action List
Delegate Filter
NOT APPLICABLE FOR TUFTS
Primary Delegate Filter
NOT APPLICABLE FOR TUFTS
Fields Displayed In Action List (various)…
Select which columns to view in Action List
Document Route Status Colors for Actionlist Entries… Select background colors for proposal based on
proposal status
Receive Primary Delegate Emails
NOT APPLICABLE FOR TUFTS
Receive Secondary Delegate Emails
NOT APPLICABLE FOR TUFTS
Default Email Notifications
Recommend leaving as None to avoid duplicate
email notifications
Document Type Notifications
NOT APPLICABLE FOR TUFTS
Send Email Notifications For…
Identify if there are any Ad Hoc types for which
you do not want to receive emails
Click save to update your settings, or click reset to re-establish all default settings to your profile.
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PROPOSAL BASICS Back to TOC
RAS:CreateaNewProposal
CreateaProposal
Navigate to the Researcher menu. Click the Create Proposal link under Proposals header. You will see the following start screen to set up the basic elements of your proposal. All fields on this screen are required. Once you have made all your selections, click Save and Continue. Field
Description
*Proposal Type The type of proposal to be submitted. See Summary of Proposal Types job aid. *Lead Unit The department within which the proposal (and award) will be administered. Enhanced by predictive‐text functionality (you can start typing the lead unit’s name). *Note: Lead Unit informs other fields and values and cannot be changed without copying the proposal to create a new proposal. *Activity Type The purpose of the proposed activity (e.g., Research, Clinical Trial, etc.). *Project Dates The planned start and completion date of the project that represent all budget periods (must be maintained in the Proposal document if changed). *Project Title The title of the proposed project. *Note: RAS does not support special characters. *Sponsor The name of the agency sponsoring the project. Enhanced by predictive‐text functionality. *Note: if sponsor cannot be found, see the Request New Sponsor job aid and make an administrative request. While waiting for request to be processed, select ‘To Be Determined.’ Sponsor must be finalized and correct before route. V6.1, 022218
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PROPOSAL BASICS Back to TOC
RAS:RequestaNewSponsor/Subcontractor
*Request Form (to be emailed to RAC) can be located via the Researcher menu on the RAS homepage. RequestanewSponsoraddition
If you are confident the Sponsor you need is not available in RAS after typing in all known names and abbreviations for the organization in the Sponsor search fields, submit the following details via email (or Request New Sponsor email template*) to your department’s assigned Research Admin Coord (coordinator name is listed at the top of the form) to put in a new request. While you wait for the sponsor to be added, you can search and select *TBD* in the Create Proposal screen to add a placeholder sponsor and allow you to work on other proposal screens. RequestanewSubaward/Subcontractororganizationaddition
If you are confident the subcontractor you need is not available in RAS (via Organizations & Locations panel  Other Organizations tab and/or Budget  Subaward panel) after typing in all known names and abbreviations for the organization in the available search fields, submit the following details via email (or Request New Subcontractor email template*) to your department’s Research Admin Coord (coordinator name is listed at the top of the form). Specific fields needed are identified within the request forms themselves, prefaced by a red asterisk when required. V6.1, 022218
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PROPOSAL
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ADMIN
RAS: Sponsor Type Codes
Set the Sponsor Type for any new Sponsor addition from the following list:
Sponsor Type
Federal
State
Local Government
Private Profit
Private Non-Profit
Foreign Government
Foreign Private Profit
Foreign Private NonProfit
Foundations and
Associations
Description
An agency of the US government (i.e. the National Science Foundation or the
National Institutes of Health)
An agency of a US state’s government (i.e. the Massachusetts Department of
Public Health)
An agency of a US city’s or town’s government (i.e. Quincy’s Chamber of
Commerce)
A corporate entity within the US
A non-profit organization within the US that is not a foundation or
association (i.e. commodity boards, institutions of higher education, etc.)
An agency of another country’s government (federal, state and local)
A corporate entity within another country
A non-profit organization within another country that is not a foundation or
association (i.e. commodity boards, institutions of higher education, etc.)
A non-profit organization that provides funds to other organizations through
donations or grants
If you are unsure about which code is the appropriate value for a given sponsor, escalate the query to
Office of the Vice Provost for Research management prior to setting up the sponsor, or else update the
value in the Sponsor list as soon as the value is known.
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PROPOSAL
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ADMIN
RAS: Organization Type Codes
To set the Organization Type for an organization, click the Organization Type List Lookup magnifying
glass icon from any applicable search screen:
.
Execute a blind search (no values) to bring up the complete list of available Organization Type Codes.
Select one of the following values that best matches your organization:
Click return value to save your selection to the Organization Type lookup field.
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PROPOSAL BASICS Back to TOC
RAS:SummaryofProposalTypes
The Propsoal Type is used to identify a proposal’s work‐flow at Tufts and within the sponsoring agency. This value is assigned when creating the proposal using the Proposal Type menu. NOTE: These proposal types apply to both applications and sponsored agreements / contracts and all activity types. Most non‐New proposal types are initiated by creating a ‘copy’ of the original proposal and making edits/ additions since much of the content will persist from the original proposal. ProposalType
New Description
Used for all new proposals, generally representing new research or new sponsored activity. A (brief) proposal that gets submitted to the sponsor for selection to move forward with a complete proposal. Used if a proposal is reviewed and rejected by the sponsor and the investigator re‐submits the application with changes. Pre‐Proposal Resubmission Renewal (also known as competing renewal) Resubmission of Renewal Revision –Administrative Supplement Resub of Rev – Admin Supplement Revision – Competing Supplement Resub of Rev – Competing Supplement Task Order Transfer In Used when investigator applies for additional funding for a period subsequent to that provided by a current award. Proposed activity is often an extension or off‐shot of the activity supported by the current award. Used if the renewal application (above) is reviewed and rejected by the sponsor and the investigator re‐submits the application with changes. Used when investigator requests additional funds to complete work within the project’s approved scope of work. Used if the revision – administrative supplement (above) is reviewed and rejected by the sponsor and the investigator re‐
submits the application with changes. Used when investigator requests additional funds to expand the project’s approved scope of work (i.e. a new scope of work) within the current budget period. Undergoes review. Used if the revision – competing supplement (above) is reviewed and rejected by the sponsor and the investigator re‐
submits the application with changes. Used when an investigator requests funds for a project that is governed by an existing master (or umbrella) agreement. Used to document when an award transfers to Tufts from another institution. NewInst.Proposal?*
Yes Yes (if selected, full proposal should reference this IP as the original IP) Yes, but original IP should be referenced (though no previous Award exists) Yes, but original IP should be referenced Yes, but original IP should be referenced Yes, but original IP should be referenced; however, link new IP to original existing Award Yes, but original IP should be referenced Yes, but original IP should be referenced; treated as New Home on Existing Award record in Award Yes, but original IP should be referenced; treated as New Home on Existing Award record in Award Yes, but original IP (Master Agreement) s/b referenced; New Home on Existing Award record Yes *Change/Corrections (see job aid) carry whatever proposal type was originally used for the submission; same IP. Just‐In‐Time (JIT) proposal changes are managed within IP and not a separate PD submission or change/correction. Continuations/Increments, No‐Cost Extensions and other budget transactions do not currently get processed through Proposal Development, only Award. See Award Transaction Types. Internal Proposals and Pre‐Proposals are not currently managed through PD, only IP. NSF proposals and NIH Multi‐Project proposals do go through Proposal Development, but as non‐
Grants.gov submissions (no S2S connection) at this time. See When to Use Proposal Development job aid for more detail on what is processed inside RAS and whether to use the Grants.gov or non‐Grants.gov workflow. V6.1, 022218
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PROPOSAL
BASICS
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RAS: Renewal/Competing Renewal
A competing renewal, also known as a renewal, is used when an investigator wishes to continue
research on an already completed project and has to re-apply to the sponsor to grant an additional
period and associated funds.
Proposal Development module
Copy the previously awarded proposal and select Renewal for the Proposal Type (typically de-select the
option to copy budget). Search and select the Original Institutional Proposal ID that was issued by RAS
upon the very first submission of related content on the Proposal Details subpanel. Complete the rest of
the fields for the proposal, route internally, and submit the proposal to the Sponsor. Renewals will also
generate a new Tufts Institutional Proposal upon final approval.
Award module
Navigate to Central Admin. Click the Award
icon and create a new Award. Link the Renewal proposal to the
Award. Select New Home on Existing Award as the Award Transaction Type. Complete the fields to reflect the
details in the new Notice of Award. Check the terms and conditions on the new Award and make appropriate
changes to the Payments, Reports and Terms tab.
Custom Data tab
Go to the Custom Data tab and enter the original competitive segment's KC (RAS) Award ID in the 'Old
Home Account' field.
Comments, Notes & Attachments tab
Upload any applicable change documentation to the Comments, Notes & Attachments tab under the
respective attachment type.
Award Actions tab
Click
to finalize the award.
Time and Money document
Click the
button in the right hand corner of the Award tab, click the
button at
the bottom of the page, and select Transaction Type of New. See Create/Edit Time and Money job aid
for more detail.
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KEY PERSONNEL Back to TOC
RAS:EditKeyPersonnel
UpdatetheKeyPersonProfile
Once a senior/key person has been added to a proposal, regardless of the role, a row will appear in the Key Personnel panel for that individual. Click the left‐hand arrow to expand details and illuminate tabs to complete other key fields. The majority of fields in these tabs are standard contact details, but select key fields under Details and Organization tabs must be populated for certain proposal types in order to finalize, route, or submit.
OrganizationTabField
Proposal Person Role *eRA Commons User Name
(NIH applications only) *Email Address *Office Phone *Directory Title *Primary Title *Address (Line 1), City, County, Country, Postal Code (9‐digit for US), State Note: State should be left blank for non‐US countries. Effort OTHERTABS *Directory Department (non‐
employees only) Note: in Extended Details tab Degrees Note: in Extended Details tab Unit Details Description (validateifalreadypresent)
This role can be changed, if needed, from the Details tab An NIH‐specific ID for the PI/Contact and PI/Multiple roles. Required for NIH Submission. If not pre‐populated from Tufts LDAP.
If not pre‐populated from Tufts LDAP.
If not pre‐populated from Tufts LDAP.
The PI’s official title that will appear in the application. Note: Automatically fed in from LDAP system, but editable if needed. If not pre‐populated from Tufts LDAP. Note: this is often the source of validation errors, so be sure to complete in full. Fields within this section will feed to IP and Award modules, if populated.
For non‐employees, this field will pull into the Department area of the S2S forms for grants.gov submissions. If left blank, RAS will pull in the lead unit of the proposal instead. Not required, but S2S form will pull from this tab. Degree type can be overwritten in Extended Details fields, if needed. Use Extended Details tab Directory Department field for non‐employees.
Fields within the Extended Details, Degrees, or Unit Details tabs should be completed as appropriate for the funding opportunity. Additional units can be added if needed. Do not use the Person Training Details tab at this time – this will be used in the event that Tufts chooses to feed training data into RAS directly. See Proposal Person Certification job aid for detail on filling in the certification tab. EditingPersonneldata
To make permanent changes in the RAS Person Profile (the person data that feeds RAS when a key person is selected), users can update their profile data in LDAP (via Tufts.edu website). Data changes made in LDAP (other than name data) are fed nightly to the Person Profile in RAS. Users can also request (via ras‐support@tufts.edu) an edit that ONLY updates the RAS Person Profile (for example, a Primary Title change that is only relevant to RAS and not other systems), but note that any direct edit to the Person Profile will sever the nightly data refresh from LDAP going forward for that person. See Request to Edit Key Person (email) link accessible via the main Researcher menu of RAS. V6.1, 022218
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RAS: Resub of Rev – Competing Supplement
When a Resub of Rev – Competing Supplement type proposal is reviewed and rejected by a sponsor, the
applicant may opt to resubmit that proposal with certain changes made to improve the application’s
likelihood of approval.
Look up the previously submitted Revision – Competing Supplement application (proposal) and copy it
to create the resubmission application.
Any other information pertinent to a competing renewal should be included in the updated application.
See Revision – Competing Supplement job aid for detail on what to include for these application types.
Additionally, see Resubmission job aid for remaining steps to complete the resubmission process.
Proposal Development module
Copy the previously awarded proposal and select Resub of Rev – Competing Supplement for the
Proposal Type. Search and select the Original Institutional Proposal ID on the Proposal Details subpanel.
Complete the rest of the fields for the proposal, route internally, and submit the proposal to the
Sponsor. A Resubs of Rev – Competing Supplement will also generate a new Tufts Institutional Proposal
upon final approval, and this will be linked to a unique Award.
For Grants.gov applications, complete the Sponsor Proposal ID in Sponsor & Program Info, if needed.
Award module
Navigate to Central Admin. Click the Award
icon and create a new Award. Link the Resub of Rev –
Competing Supplement proposal to the Award. Select New Home on Existing Award as the Award Transaction
Type. Complete the fields to reflect the details in the new Notice of Award. Check the terms and conditions on
the new Award and make appropriate changes to the Payments, Reports and Terms tab.
Custom Data tab
Go to the Custom Data tab and enter the original competitive segment's KC (RAS) Award ID in the Old
Home Account field.
Comments, Notes & Attachments tab
Upload any applicable change documentation to the Comments, Notes & Attachments tab under the
respective attachment type.
Award Actions tab
Click
to finalize the Award.
Time and Money document
Click the
button in the right hand corner of the Award tab, click the
button at
the bottom of the page, and select Transaction Type of New. See Create/Edit Time and Money job aids
for more detail.
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RAS:Resubmission
When a proposal is reviewed and rejected by a sponsor, the applicant may opt to resubmit that proposal with certain changes made to improve the application’s likelihood of approval. ProposalDevelopmentmodule
Look up the previously submitted proposal and copy it to create the resubmission application (if you copy the budget but change the lead unit, be sure to Sync rates in the new proposal). Set the Proposal Type as Resubmission. New fields will appear in the Proposal Details panel. Enter the Original Institutional Proposal ID that was issued by RAS upon the very first submission of related content. In S2S Opportunity Search panel, leave ‘Submission Type’ as Application. For Grants.gov applications, complete the Sponsor Proposal ID in Sponsor & Program Info. Remove the Prev Grants.Gov Tracking ID from the Sponsor & Program Information panel and Save. Update any values in the application, attachments, or budget that are being changed to adjust the application to account for any feedback received from the sponsor or other issue identified with the application. Resubmissions should also generate a new Tufts Institutional Proposal upon final approval (above). Awardmodule
Navigate to Central Admin. Click the Award icon and create a new Award. Link the Resubmission proposal to the Award. Select New as the Award Transaction Type. Complete the fields to reflect the details in the new Notice of Award. Check the terms and conditions on the new Award and make appropriate changes to the Payments, Reports and Terms tab. Comments,Notes&Attachmentstab
Upload any applicable change documentation to the Comments, Notes & Attachments tab under the respective attachment type. AwardActionstab
Click to finalize the award. TimeandMoneydocument
Click the button in the right hand corner of the Award tab, click the button at the bottom of the page, and select Transaction Type of New. See Create/Edit Time and Money job aid. V6.1, 022218
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RAS: Resubmission of Renewal
When a Renewal type proposal is reviewed and rejected by a sponsor, the applicant may opt to
resubmit that proposal with certain changes made to improve the application’s likelihood of approval.
Look up the previously submitted Renewal application (proposal) and copy it to create the resubmission
application.
Any other information pertinent to a competing renewal should be included in the updated application.
See Competing Renewal job aid for detail on what to include for these application types. Additionally,
see Resubmission job aid for remaining steps to complete the resubmission process.
Proposal Development module
Copy the previously awarded proposal and select Resubmission of Renewal for the Proposal Type.
Search and select the Original Institutional Proposal ID that was issued by RAS upon the very first
submission of related content on the Proposal Details subpanel. Complete the rest of the fields for the
proposal, route internally, and submit the proposal to the Sponsor. Resubmissions of Renewals will also
generate a new Tufts Institutional Proposal upon final approval.
For Grants.gov applications, complete the Sponsor Proposal ID, if needed, in Sponsor & Program Info
Award module
Navigate to Central Admin. Click the Award
icon and create a new Award. Link the Resubmission of Renewal
proposal to the Award. Select New Home on Existing Award as the Award Transaction Type. Complete the fields
to reflect the details in the new Notice of Award. Check the terms and conditions on the new Award and make
appropriate changes to the Payments, Reports and Terms tab.
Custom Data tab
Go to the Custom Data tab and enter the original competitive segment's KC (RAS) Award ID in the 'Old
Home Account' field.
Comments, Notes & Attachments tab
Upload any applicable change documentation to the Comments, Notes & Attachments tab under the
respective attachment type.
Award Actions tab
Click
to finalize the award.
Time and Money document
Click the
button in the right hand corner of the Award tab, click the
button at
the bottom of the page, and select Transaction Type of New. (See Create/Edit Time and Money job aid
for more detail.)
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RAS: Revision – Administrative Supplement
A Revision (administrative supplement) is used to request additional funds to complete work within the project’s
approved scope of work. It begins with a new proposal in Proposal Development that gets submitted as an addon proposal to the originally submitted proposal. It generates its own separate Institutional Proposal upon
Approval, but any additional funds are tacked on to the existing Award and no new Awards are created for such
proposals.
Proposal Development module
Select Proposal Type of Revision – Administrative Supplement. Enter the Original Institutional Proposal number
(from the initial application) in the Sponsor & Program Information tab. Upon final approval, select the option to
create a new Institutional Proposal.
For Grants.gov applications, complete the Sponsor Proposal ID in Sponsor & Program Info, if needed.
Award module
Navigate to Central Admin, look up and open the existing Award. Click the
button at the bottom of the
page. Set the Award Transaction Type to Modification. Look up and link the Revision – Administrative
Supplement proposal to the existing Award (as a second linked proposal).
Award Actions tab
Click
to finalize the Award.
Time and Money document
Click the
button in the right hand corner of the Award Tab, click the
button at the
bottom of the page, and select Transaction Type of Increment. Complete the Time and Money document to
reflect the details of the Award or agreement. In Comments, enter a brief description of the current action on
the award/Time and Money document, including initials and specifics of the budget period & transaction. See
Create/Edit Time and Money job aid for more detail.
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RAS: Revision – Competing Supplement
A Revision (competing supplement) begins with a new proposal in Proposal Development that gets submitted as
an add-on proposal to the originally submitted proposal. It generates its own separate Institutional Proposal
upon Approval and a separate Award, but refers back to the original Award through the “Old Home Account”
field in the RAS Award module.
Proposal Development module
Select Proposal Type of Revision – Competing Supplement. Enter the Original Institutional Proposal ID that was
issued by RAS upon the very first submission of related content in the Proposal Details panel. Upon final
approval, select the option to create a new Institutional Proposal.
For Grants.gov applications, complete the Sponsor Proposal ID in Sponsor & Program Info, if needed.
Award module
Navigate to Central Admin. Click the Award
icon and create a new Award. Link the Revision – Competing
Supplement proposal to the Award. Select New Home on Existing Award as the Award Transaction Type.
Complete the fields to reflect the details in the new Supplemental Notice of Grant Award. Check the terms and
conditions on the new Award and make appropriate changes to the Payments, Reports and Terms tab.
Custom Data tab
Go to the Custom Data tab and enter the original competitive segment's KC (RAS) Award ID in the 'Old
Home Account' field.
Award Actions tab
Click
to finalize the Award.
Time and Money document
Click the
button in the right hand corner of the Award Tab, click the
button at the
bottom of the page, and select Transaction Type of New. Complete the Time and Money document to reflect
the details of the Supplemental Notice of Grant Award. In Comments, enter a brief description of the current
action on the award/Time and Money document, including initials and specifics of the budget period &
transaction. See Create/Edit Time and Money job aid for more detail.
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RAS: Task Order
In the event that a sponsor and Tufts execute a Master Agreement, any subsequent research projects
classified under the Master Agreement would be considered Task Orders.
Proposal Development module
Select Task Order as a Proposal Type and Sponsored Research Agreement (non-federal) or Contract
(federal) as an Anticipated Award Type in the Proposal Details panel of the Proposal Development
module. Search and select the Original Institutional Proposal ID that was issued by RAS upon the very
first submission of the Master Agreement on the Proposal Details subpanel. Complete the rest of the
fields for the proposal, route internally, and submit the proposal to the Sponsor (see Create a New
Proposal job aid). Task Orders will also generate a new Tufts Institutional Proposal upon final approval.
Award module
Navigate to Central Admin. Click the Award
icon and create a new Award. Link the Task Order proposal to
the Award. Select New Home on Existing Award as the Award Transaction Type. Complete the remaining Award
fields to reflect the details in the new Notice of Award. Check the terms and conditions on the new Award and
make appropriate changes to the Payments, Reports and Terms tab.
Custom Data tab
In order to associate a Task Order with a Master Agreement, there has to be an existing Master
Agreement Award. Go to the Custom Data tab and enter the master agreement's KC (RAS) Award ID in
the 'Old Home Account' field.
Comments, Notes & Attachments tab
Upload any applicable change documentation to the Comments, Notes & Attachments tab under the
respective attachment type.
Award Actions tab
Click
to finalize the award.
Time and Money document
Click the
button in the right hand corner of the Award tab, click the
button at
the bottom of the page, and select Transaction Type of New. (See Create/Edit Time and Money job aid
for more detail.)
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RAS: Transfer In
When a project transfers in to Tufts, along with the main Principal Investigator (PI) for the project work,
the proposal must be newly entered in Tufts systems – namely RAS: Proposal Development – and
carried through to Award.
Proposal Development module
In Proposal Development, the detail of the original application (even in cases where the application has
already been approved and/or awarded) must be entered into RAS by either the PI or local department
administrator. It must also be re-routed for internal approval as a Tufts-side commitment to the
remaining project budget and overall research.
Mark the Proposal Type of the transferred proposal as Transfer In during proposal creation. Follow the
standard process to complete required Proposal Development & Budget fields. Then follow the standard
process for internal approval routing.
If the proposal has not yet been submitted to the sponsoring agency, follow standard protocols for
submission to sponsor. However, if the proposal has already been submitted to the sponsor and
approved, it does not need to be re-sent via S2S feed to the Sponsor. Therefore, at the final stop of the
approval routing, assuming there are no required changes, the final approver clicks Approve to move
the Proposal into a final state and generate a corresponding Institutional Proposal record in RAS (see
Submit a Proposal to Sponsor job aid). To reduce the risk of the proposal being accidentally submitted to
S2S, un-link the opportunity in the S2S Opportunity Search panel and manually write out the opportunity
details instead in Sponsor & Program Info.
Award module
Navigate to Central Admin. Click the Award
icon and create a new Award. Link the Transfer In proposal to
the Award. Select Transfer In as the Award Transaction Type. Complete the remaining Award fields in as much
detail as possible (see Time and Money document section below).
Award Actions tab
Click
to finalize the Award.
Time and Money document
Click the
button in the right hand corner of the Award tab, click the
button at
the bottom of the page, and select Transaction Type of New. Use the Obligation Start Date to document
the beginning of each applicable budget period for which funding is received. (See Create/Edit Time and
Money job aid for more detail.)
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RAS:Pre‐Proposal
Some opportunities require a pre‐proposal to be submitted prior to a full proposal being submitted for funding consideration. If the pre‐proposal requires Pre‐Award Research Admin. (OVPR) approval, it must go through RAS as a non‐Grants.gov submission (do not link to S2S). Pre‐Proposals, however, have special workflow that ensures pre‐proposals stay linked to their eventual (if applicable) full application: 

Select Pre‐Proposal in the Proposal Type field during proposal create. Populate all required fields as you would a regular application (pre‐proposals still require a budget, PI certification, and a full internal routing). The final RAS approval of the pre‐proposal record will lead to the automatic generation of an associated Institutional Proposal record. Pre‐Proposals themselves never get awarded. IfSelectedforFullApplication:
FullApplicationthatresultedfromaPre‐ProposalthatrequiredPre‐Awardreview/approval:
 Copy (using the copy function in Proposal Development) the Pre‐Proposal record to create a new proposal. o By virtue of copying a pre‐proposal, the Original Institutional Proposal ID field will automatically default to the IP of your pre‐proposal and your Proposal Type will re‐set to “New.” In other words, copying a Pre‐Proposal record in PD will connect the New, full application to its associated Pre‐Proposal and automate the population of a new field in the full application called “Pre‐Proposal Previously Submitted” (ultimately fed to IP).  Review all proposal data to make sure everything is still accurate and supplement the record with all information and attachments needed to flesh out the full proposal for submission.  IF the application will be a Grants.gov / S2S submission, link the full application to the S2S opportunity in the S2S Opportunity Search panel and select the appropriate forms for inclusion.  Once the full application is submitted, the pre‐proposal’s status will automatically update to “Submitted for Full Application” *If creating the full application in IP, update Custom Data Pre‐Proposal Previously Submitted field to YES, but enter the Original IP ID (of the Preproposal) in Notes, & email the number to ras‐support@tufts.edu. FullApplicationthatresultedfromaPre‐ProposalthatdidnotrequirePre‐Awardreview/approval:
 Create a new proposal in Proposal Development 
Select “Yes” in the Pre‐Proposal Previously Submitted field in the Supplemental Info panel IfNotSelectedforFullApplication:


The pre‐proposal does not get copied and remains in a “Not Accepted for Full Application” status in Institutional Proposal. This will ensure that the work done to create and process the pre‐proposal is still counted, even if the full application never went through. A pre‐proposal not accepted should not be ‘copied’ to create another proposal in RAS. However, if this is necessary for some reason, user should make sure that the Supplemental Info panel field (Pre‐Proposal Previously Submitted) is set to “No” (it will default to Yes upon copy), and that the Original Institutional Proposal ID in the Proposal Basics panel is erased. V6.1, 022218
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RAS: Activity Types
Activity Types are used to define the purpose of the award. It is initially set in the Create Proposal
screen of Proposal Development when the user first sets up a new Proposal document.
Activity Type
Research
Training
Education
Fellowship
Service
Conference
Clinical Trial
Other
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Description
Research and scholarship activities include the rigorous inquiry, experiment or
investigation to increase the scholarly understanding of the involved discipline.
Research activities are properly classified as Sponsored Research if the research
activity is sponsored (funded) by an external organization, i.e. a federal, state,
or private organization or agency.
Sponsored award that funds the research training of undergraduates, graduates
or post-doctoral scholars.
Teaching activities which support curriculum development as well as
teaching/training activities (other than research training). Education includes:
Curriculum development projects; General support for the writing of textbooks
or reference books, video, or software to be used as instructional materials.
Fellowships are awards of financial support to individual named students or
postdoctoral scholars, or to Tufts on behalf of individual named students or
postdoctoral scholars.
Service contracts are those external funded agreements where the work
performed cannot be considered research. Tufts is providing a service or
deliverable.
Sponsored funding for hosting a scientific conference.
A clinical trial is a research study designed to test the safety and/or
effectiveness of drugs, devices, treatments, or preventive measures in humans.
Other sponsored activities include programs involving work other than
Instruction and Organized Research. Most projects in this category do not
directly involve students. Examples of Other Sponsored Activities include: travel
grants; support for projects pertaining to library collections, acquisitions,
bibliographies, or cataloging; etc.
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RAS:ProposalDetails
The purpose of the Proposal Basics section is to collect additional Proposal Details, S2S Opportunity Search information (if applicable), Sponsor & Program Information, and Organization and Location specifics. Through the Proposal document, click Save to save your work, or click Save and Continue to begin progressively navigating through the section screens. ProposalDetails
In this first panel, the majority of fields will carry over from the Create Proposal screen. The following additional fields will be open for entry, as applicable: Field*
Description
Originating Sponsor The original funding source agency for the overall application (used when Tufts is the sub‐recipient of funding from another institution, e.g. NIH); required when Anticipated Award Type = Subcontract Note: When Tufts is the sub‐recipient of funding from another institution, use the Sponsor field to identify that institution – the application will be treated as a non‐
Grants.gov proposal in RAS, regardless of the Originating Sponsor Award ID Conditionally activated field (for non‐New Proposal Types); TUFTS DOES NOT USE. Original Conditionally activated field (for non‐New/non‐Transfer In Proposal Types); field Institutional to document the original or very first Institutional Proposal (type = “New”) Proposal ID submitted for this thread of research (be it a new or existing scope of work); this field is also used to link together sequential submissions of the exact same proposal (e.g. change/corrections) Keywords A multi‐select list of terms to help classify the nature of proposed work for reporting tabulation To request new keywords, submit form / email to ras‐support@tufts.edu Location of Foreign A multi‐select list of countries and regions of the world that should be used to Work identify where project work will occur if external to the U.S.A. Note, this should NOT be used to designate an international sponsor as address and classification data within the Sponsor record will be used for such designations. *Note: Fields carried over from previous screen not repeated here. V6.1, 022218
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RAS: Set Original Institutional Proposal ID
Several Proposal Types and scenarios require the population of the Original Institutional Proposal ID (an
ID generated by RAS upon the first submission of the proposal).
The Original Institutional Proposal ID refers to the identifier of the very first proposal transmitted to the
sponsor relating to the same set of work. Typically, the proposal type for that submission would have
been “New.” It is very important to reference the very first proposal ID and not the most recent so that
the ID can ultimately be used to group ‘like’ work.
Proposal Types / Scenarios
Renewal
Resubmission
Resubmission of Renewal
Revision – Administrative Supplement
Resub of Rev – Admin Supplement
Revision – Competing Supplement
Resub of Rev – Competing Supplement
Task Order
(Any +) Change Correction (setting, not
Proposal Type)
What to Use for Original IP ID
The proposal ID of the first submission for which more
time/funding is being requested.
The proposal ID of the first attempt to submit.
The proposal ID of the first submission that led to the
Renewal that led to this Resubmission.
The proposal ID of the first submission being supplemented.
The proposal ID of the first submission that was revised and is
now being supplemented.
The proposal ID of the first submission for which additional
scope is being requested.
The proposal ID of the first submission that was revised for
added scope and is now being resubmitted.
The proposal ID of the Master Agreement under which this
task order falls.
The proposal ID of the proposal that was submitted and is
now being change/corrected. This value will be used to reversion the single IP record.
Where to find the Original Institutional Proposal ID
The original IP ID can be found in several places within RAS:
•
•
•
•
In the “Institutional Proposal ID” column of the Proposal Development search results grid when
you search on the original submitted proposal.
Via the Medusa link in the Actions column of the search results grid (for the original submitted
proposal).
Via the Medusa link within the originally submitted proposal (top-right links menu).
Via the search icon beside the Original Institutional Proposal ID field in Proposal Details on the
new proposal that has been created with one of the designations mentioned above. (Remember
to use asterisks (*) as wild-cards around your search terms since the search looks for exact
matches and will not return records with any variation in the search term(s).
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RAS:Keywords
Keywords are one of the best ways for Tufts University to collect information about the nature of the work being done here at Tufts, and help correlate that work to the overall research challenges of the University. Note: this data is used internally and is not transmitted through to Sponsors or external organizations. Keywords are selected based on prevalence of use within the research community at large and demand for up‐to‐date OVPR reporting, and have therefore been culled to a common set of fairly high‐level terms. If there are absolutely no available terms that reasonably represent your target of research (i.e., where a proposal is pioneering a new focus of research for Tufts), you can request a new Keyword that will be reviewed by OVPR and, if accepted, will be added downstream to your application (post‐
submission). KeywordManagement


At least one keyword should be used on EACH application through Proposal Development, added prior to the routing of the application. Once the proposal reaches the final stop of routing, Pre Award will review the terms applied to see if additional keywords might be appropriate. Editing“Keywords”afterProposalSubmission
You can add or edit keywords after the submission of the proposal, but this should be done in both IP and Award, if applicable, as these values will not sync between modules unless it’s in the proposal before being linked to a new Award. V6.1, 022218
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RAS:LocationofForeignWork
If your proposal is for work that will take place in another country (or countries), please document that country in the Location of Foreign Work field (initially available in Proposal Development, and flows through to IP/Award when linked). You may also select regions of work if the countries are unspecified or a complete set within a given region. Finally, a “TBD” option exists within this field’s picklist that should only be selected if the project is known to contain international work but the countries and regions are not yet identified or confirmed. WhentoUseLocationofForeignWork



DO use Location of Foreign Work to document countries where the work is done. (A foreign subcontractor may be a clue to this field being applicable, but not a guarantee – see below.) DO use Location of Foreign Work to document countries of international Participants/Trainees. DO NOT use Location of Foreign Work to document the country where a Sponsor or Subcontractor is based. (This data can be separately provisioned by looking at the Sponsor Type, Subcontractor, and Country field within the associated address record.) Editing“Location”afterProposalSubmission
You can add or edit international locations after the submission of the proposal, but this should be done in both IP and Award, if applicable, as these values will not sync between modules after the initial proposal is linked to a new Award. V6.1, 022218
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RAS:ConnectingtoS2SOpportunities
RAScannotconnecttoafederalopportunity
Verify you are adding the form to the User Attached Forms tab. User Attached Forms are Grants.gov ‘unstitched’ forms that have dedicated fields from which to read/pull data (and for which there are no listed Attachment types) are uploaded in S2S Opportunity Search ‐> User Attached Forms panel and tab. If you get the following error when trying to connect your application to a federal opportunity, you need to manually upload form(s) that are not automating appropriately through RAS. Error: Kuali Coeus is unable to transmit this proposal to Grants.gov since some of the required forms are not available. To submit via S2S, use the User Attached Forms panel to upload the missing mandatory forms prior to connecting to the opportunity. Missing Mandatory Forms List: PHSHumanSubjectsAndClinicalTrialsInfo. Use the User Attached Forms tab to upload the missing mandatory forms prior to connecting to the opportunity. Follow the steps below to properly upload the form(s): 1.
2.
3.
4.
5.
6.
7.
Follow the steps from Troubleshoot S2S Form Versions job aid Complete all required fields in the form(s) Upload the form(s) to the User Attached Forms tab Go back to the S2S Opportunity Search panel, search for the opportunity again, and link Verify the project dates of your proposal are within the opportunity’s opening and closing dates Verify the form(s) is ‘Included’ under the Forms tab and click Save Verify you have not ‘Selected’ any User Attached Forms in your PDF preview. (These forms should still be marked ‘Included’ for the submission, but should not be ‘Selected’ in the last column of the Forms tab during preview.) User Attached Forms may be individually previewed via the User Attached Forms tab. These forms will still feed the attached data through to Grants.gov You can also reference the following job aids under the Researcher menu in RAS for additional detail: See S2S Opportunity Search and S2S Opportunity Forms. V6.1, 022218
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RAS:S2SOpportunitySearch
SearchforaFederalNIHOpportunity
Select either Grants.gov in the Search Domain field. Then type the Opportunity ID (or CFDA Number) into the available field. Click Search. Click Select when your opportunity appears to link it to the proposal. If you know of a specific opportunity but cannot locate it through Opportunity Search, search Grants.gov for the opportunity and obtain ID directly from the website and enter that ID in the Opportunity ID field OR obtain the CFDA number directly from the website and enter it in the CFDA Number field. If you get an error when trying to connect your application to a federal opportunity, you may need to manually upload forms that are not automating appropriately through RAS: ErrorMessaginginS2SOpportunitySearches
If you see this error in the Opportunity Search screen: Kuali Coeus is unable to transmit this proposal to Grants.gov since some of the required forms
are not available. To submit via S2S, use the User Attached Forms panel to upload the missing
mandatory forms prior to connecting to the opportunity.
Missing Mandatory Forms List: SBIR_STTR_Information_1_1,AFRI_Project_Type,NIFA_Supplemental_Info_1_2 You cannot connect to the opportunity for submission until all form(s) identified as mandatory are either supplied automatically by the system or attached such that the data can be mined for submission. If the forms are not identified as ‘Available,’ you must manually attach them or you will not be able to link to the opportunity and submit to the sponsor (however, you can still work in other panels). Therefore, you must: 



Download the noted form from Grants.gov: http://www.grants.gov/web/grants/forms.html Complete all required fields. Upload the form(s) to the User Attached Forms tab. Search for the S2S Opportunity again. (If the mandatory form requirement is now met, the system should allow you to successfully link to your opportunity.) V6.1, 022218
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RAS: S2S Opportunity Forms
Forms tab
Navigate to Basics -> S2S Opportunity Search -> Forms.
Attach dynamic data forms here so they will
feed directly to Grants.gov database. See
Attach Documents job aid
Click “Select” and then “Select
All” to default check all available
forms for the PDF
Look up Opportunity
here by FOA number
If you get an error message when
generating the Preview PDF, you may have
outstanding Data Validations OR need to
uncheck forms you do not plan on
submitting if they were checked by default
Click “Create PDF” to generate a PREVIEW of your application and its forms (note that order
of the forms is unimportant, as data gets transmitted via S2S as fields (vs. forms package)
Column
Mandatory
Include
Description
Select
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Description
Must be submitted for the opportunity.
If form is mandatory AND available, defaults to “Included” and will be automatically
transferred via S2S data to Grants.gov upon submission. If the form is not mandatory,
but data is available, user can select this box to include the form in the submission.
Note that it is very important to mark Include for at least one budget form.
Available: Data entered by the user in RAS populates forms directly with no upload,
download, or attachments required.
Unavailable: Data entered by the user in RAS does not populate forms. If this form is
required, based on the type of project that is being proposed, it must be downloaded
from Grants.gov for population then uploaded to the User Attached Forms tab.
For forms marked as “Include,” allows user to force data into the form format to
preview how data will populate. Click Select All in the header drop-down to select
those eligible for preview. Not required for submission, but helpful for saving forms to
personal archive. Users should NOT attempt to Create PDFs from this view until
application screens have all been completed. If data is not yet entered, validation
errors will appear when the Create PDF button is clicked.
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PROPOSAL
BASICS
RAS: S2S PDF Export / Grants.gov Forms
From the Person record associated with
the individual who clicks the final “Approve”
and “Submit to S2S” buttons at the end of
the route path.
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RAS:TroubleshootS2SFormVersions
Wheretofindthecorrectversionofaformforafederalopportunity
1. Go to the S2S Opportunity Search panel and click on Forms tab 2. Verify the form name and version required for your opportunity 3. Go to Grants.gov to find the correct version for your opportunity: http://www.grants.gov/web/grants/forms.html 4. Search for the correct form by title, and mouse over the PDF label to see the version noted at the bottom left corner 5. Click on the PDF label and download the form to your desktop 6. Complete all required fields and upload to appropriate panel in RAS (User Attached Forms or Subaward) 7. If your form is listed under Grants.gov but the version is not the same as required for your opportunity, click on the FID label next to the form and this will bring you to an older version of the form required for your opportunity. Click Download PDF, and download, complete and upload the form to the User Attached Forms or Subaward panel You can also reference the following job aids under the Researcher menu in RAS for additional detail: See S2S Opportunity Search and S2S Opportunity Forms. V6.1, 022218
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RAS:TroubleshootPDFPreview(S2S)
RASwillnotallowtogenerateaPDFPreviewofthefullapplication
Verify you have not ‘Selected’ any ‘User Attached Forms’ in your PDF preview. (These forms should still be marked ‘Include’ for the submission, but should not be ‘Selected’ in the last column of the Forms tab during preview.) User Attached Forms may be individually previewed via the User Attached Forms tab of the S2S Opportunity Search panel. RASmis‐representsthePDFAttachmentsinPDFPreview
Verify you are adding the form to the correct Attachments, User Attached Form, or Subaward panel. 

Attached documents that will be associated with forms are uploaded in the Attachments panel Attachments that are User Attached (Grants.gov ‘unstitched’ forms) are uploaded in the S2S Opportunity Search ‐> User Attached Forms panel and tab If your attachments of the first kind (Attachment panel of RAS) are rotated or not showing correctly in preview (i.e., one or more pages of your S2S PDF preview (when you Create PDF in S2S Opportunity Search ‐> Forms ‐> Select All) are not oriented or sized correctly for submission, which often happens with scanned letters or pages), you will need to check for the following: 1. Final format of your document should be saved as a flattened PDF with all spaces, quotes, parentheses and special characters removed from the file name; underscores “_” are okay o Open the PDF, click the File menu and select Print (to PDF), with any particular opportunity requirements selected in settings (i.e., 8‐1/2 x 11 letter page size). This will ensure the PDF is flattened (appropriately sized for submission and that there are no special features active (such as form fields, or oversized pages)) o Once re‐uploaded, re‐generate the PDF preview 2. If your pages are still mis‐oriented, perform the following: o Save the whole file as a Press‐Ready PDF o Once re‐uploaded, re‐generate the PDF preview 1
2
You can also reference the following job aids under the Researcher menu in RAS for additional detail: See Prepare and Troubleshoot Attachments. V6.1, 022218
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RAS:HumanSubjectsClinicalTrialForm
UploadingtheFormas“UserAttached”
The PHS Human Subjects and Clinical Trials Information (HSCT) form is used to collect information on human subjects research, clinical research, & clinical trials, including study population characteristics, protection and monitoring plans, and a protocol synopsis. This form consolidates human subjects, inclusion enrollment, and clinical trial information previously collected across multiple forms. This form is mandatory for most of the NIH opportunities using the Forms‐E package. Therefore, in order for RAS to pull in the federal opportunity using Forms‐E, first a completed HSCT form has to be uploaded to the User Attached Forms panel, and secondly the federal opportunity must be linked to your proposal. You can also follow the steps under Connect to S2S Opportunities job aid (see above within this document). Please follow the steps below based on your human subject criteria for your federal proposal submission: 

If your federal proposal submission does involve human subjects, perform the following steps to submit via S2S in RAS: 1. Follow the steps 3 – 5 from Troubleshoot S2S Form Versions job aid 2. Complete all required fields in the form 3. Upload the form to the User Attached Forms tab 4. Go back to the S2S Opportunity Search panel, search for the opportunity again, and link. 5. Verify the form is ‘Included’ under the Forms tab and click Save. This form can only be viewed from the User Attached Forms panel via the Action button 6. The Human Subject entry will still need to be added to the Compliance panel and complete responses to the S2S Grants.gov Questionnaire panel in order for the other associated form(s) (e.g. ‘Other Project Information Form’ and ‘Cover Page Supplement Form’) to be populated based on your Grants.gov opportunity If your federal proposal submission does NOT involve human subjects, perform the following steps to submit via S2S in RAS: 1. Follow the steps 3 – 5 from Troubleshoot S2S Form Versions job aid 2. Complete all required fields in the form with ‘No’ 3. Follow steps 3 – 5 directly from above Note: In Spring 2018, this form will be automatically generated and populated from the Human Subjects special review type in the Compliance panel, S2S Questionnaire, and the associated attachments added in the Attachments and Compliance panels. Additional information on how to fill out the HSCT form can be found in Grants.gov: https://grants.nih.gov/policy/clinical‐trials/new‐human‐subject‐clinical‐trial‐info‐form.htm V6.1, 022218
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RAS:Sponsor&ProgramInformation
The information collected in this panel is used throughout the entire life of the project, from proposal development and submission to award and award close‐out. Field
*Sponsor deadline Description
Enter the deadline identified by the sponsor for the submission. Or the deadline by when you plan to submit. (For contracts/agreements, this date should be the expected date of internal review completion, treating the draft contract as the Proposal – the final negotiated contract will be logged in Award.) Notice of Opportunity Identify whether the submission is solicited or unsolicited. Do not use the internal value at this time. Opportunity ID Enter the opportunity ID, if non‐Grants.gov opportunity. *Note: this field will be auto‐populated by the system if linked in S2S Opportunity Search. CFDA Number Enter the Catalog of Federal Domestic Assistance number, if applicable, associated with the opportunity. Subawards Check this box if the proposal includes subawards to other institutions. Number of Subawards Enter the numeral to show how many subawards are included. Sponsor Proposal ID Enter the proposal ID (if resubmission or revision) that the sponsor assigned to the proposal upon previous submission, if applicable. Maps to “Federal Identifier” field on SF424 form. *Research Category Select the category from drop‐down that best describes the research. *Anticipated Award Type Select the award type expected for the submission. See Set Anticipated Award Type job aid. Agency Routing Identifier Required for Federal resubmissions or renewals, unique identifier used by Federal sponsors for application review and tracking. Prev Grants.Gov Tracking ID Required for Grants.gov change/corrected application to ensure new proposal is connected to the original proposal in Grants.gov. Opportunity Title Enter the official title of the funding opportunity for non‐Grants.gov applications. *Note: this field will be auto‐populated if linked in S2S Opportunity Search. V6.1, 022218
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RAS:SetAnticipatedAwardType
The Anticipated Award Type is used to designate the mechanism of funding support for a sponsored project or activity. Each has a different contractual relationship between the sponsor and awardee. To enhance data collection and reporting, give care when selecting this value. If the mechanism is unknown at the time of application, select Grant. Field
Description
Grant Used when funds are provided to Tufts to carry out an approved project or activity, normally for the public good and there will be no substantial scientific or programmatic involvement from the sponsor. Contract Used when a Federal sponsor procures goods and services from Tufts and enters into a mutually binding legal relationship obligating both buyer (sponsor) and seller (Tufts). Subcontract Used when Tufts receives funds to conduct a portion of an approved project or activity under a Prime award made to another institution by the sponsor. Cooperative Used when funds are provided to Tufts to carry out an approved project or Agreement activity, normally for the public good and there will be substantial scientific or programmatic involvement from the sponsor. Research Service Used for work for hire vs research and may be subject to the Internal Revenue Agreement Service regulations concerning Unrelated Business Income Tax or Private Business Use. Attributes of these agreements include:  Project does not involve basic research and it is unlikely that faculty and/or staff will make a significant intellectual contribution that could lead to an invention or discovery  Faculty and/or staff are simply providing a service based on their expertise, e.g., testing, evaluation, interpretation, fabrication, use of specialized equipment  Peer‐reviewed publication unlikely  Presentation at scientific meeting unlikely Note: Task Orders for services are governed by a Research Service Agreement as opposed to a Master Agreement (see above). Sponsored Used when an industry sponsor (non‐Federal) provides funds to Tufts to further Research develop basic research discoveries that are of mutual interest. Agreement NO POST‐AWARD INVOLVEMENT Service Center Used when Tufts provides specific revenue‐generating services that support Agreement research to outside entities. Master Used when a sponsor plans on funding multiple project or activities or procuring Agreement multiple services at Tufts over a set period of time and executes a single contract to govern said work. Each project and activity is outlined in a separate addendum (i.e. Task Order) upon initiation. Award to Used when funds are provided to the Principal Investigator as opposed to the Individual University (a rare occurrence) V6.1, 022218
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RAS: Master Agreement
In the event that a sponsor plans on funding multiple projects or activities or procuring multiple services
at Tufts over a set period of time and executes a single contract to govern said work, a Master
Agreement proposal and corresponding Award should be created. Each subsequent project or activity is
outlined in a linked but separate addendum (i.e. Task Order) proposal/award upon initiation.
Proposal Development module
Select New as the Proposal Type and Master Agreement as the Anticipated Award Type in the Proposal
Details panel of the Proposal Development module. A budget must be created to satisfy the RAS data
validations, but the user can just create a new budget and complete it with no edits to result in a total of
$0 (since no budget is associated with a Master Agreement). Complete the rest of the proposal
document as required (see Create a New Proposal job aid). For subsequent projects/activities, please
see the Task Order job aid to add a Task Order to a Master Agreement.
Award module
Navigate to Central Admin. Click the Award
icon and create a new Award. Link the Master Agreement
proposal to the Award. Select New as the Award Transaction Type and complete the new award as required.
Complete the fields to reflect the details in the new Notice of Award. Check the terms and conditions on the
new award and make appropriate changes to the Payments, Reports and Terms tab.
Comments, Notes & Attachments tab
Upload any applicable documentation for the Master Agreement to the Comments, Notes &
Attachments tab under the respective attachment type.
Award Actions tab
Click
to finalize the award.
Time and Money document
No associated Time & Money document is required for a Master Agreement Award. Click the
button in the right hand corner of the Award tab, click the
button at the
bottom of the page, and select Transaction Type of New. Add a zero dollar transaction. (See
Create/Edit Time and Money job aid for more detail.)
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RAS:Organizations&Locations
This panel is used to collect address and contact information about organizations and locations involved with various aspects of the project. These fields fill various areas of the major Grants.gov S2S forms. Tab
Applicant Organization Performing Organization Performance Site Locations Other Organizations Description
The Pre‐Award Research Administration information for the primary campus (campus, not school) of the lead PI. As a result, this will only be Tufts Univ. Medford or Tufts Univ. Boston. (Grafton and SMFA are both under Boston’s pre‐
award offices). The specific school at Tufts that the lead PI will be conducting the work; i.e. School of Medicine, Fletcher School, Cummings School, etc. Use Select Different Organization and run a blank search (no data) to find the relevant School or Research Center at Tufts. Please keep in mind that more granularity can be added by entering Building Name/Rm Number in the Supplemental Info panel. Defined as “any subsequent performance sites AT TUFTS where the research itself is being performed”. In other words, this would be the school of a CoPI, or other schools where actual research will be taking place. Use Add Performance Site and run a blank search (no data) to find the relevant School or Research Center at Tufts. Please keep in mind that more granularity can be added via Facilities attachment. These are all of the SUBCONTRACTORS, anything NOT at Tufts University (external organizations/institutions); for example: Tufts Medical Center, Northeastern Univ, San Diego State, etc. May also include external performance sites. If you don’t see the needed name listed, submit a request via the corresponding Researcher menu form. After pulling in an organization from search, make sure the selected organization lists the legal address and click the ID link to verify it lists a DUNS number.* If either is missing or wrong, see Request New Sponsor/Subcontractor job aid and provide details for update. For “Other Organizations,” please only select results that have complete address detail associated. * Organizations with multiple addresses should list their legal address and its associated DUNS number. Multiple entries can be created when there are multiple DUNS numbers (separate university campuses, for example). V6.1, 022218
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KEY PERSONNEL Back to TOC
RAS:AddKeyPersonnel
The Key Personnel panels and tabs are where the user identifies researchers essential to completing the project, including the PI, Co‐Investigators, and other significant contributors, collaborators and consultants as applicable. *Note: For guidance specific to collaborative proposals (i.e., scope accounts), see Proposal Hierarchy Overview job aid and Collaborative Sponsored Projects Policy. AddPersonnel
Add senior/key personnel to the project one‐by‐one and assign them one of the following roles by button: clicking the RoleName
PI/Contact PI/Multiple Co‐Investigator Key Person Description
Used for the Principal Investigator (PI) who will serve as the contact for the sponsor. This individual will have the authority, responsibility, and accountability for leading and directing the project intellectually, logistically, administratively, and financially. Refer to PI Eligibility for Sponsored Projects Policy for specifics on who can serve in this role (may require PI Eligibility waiver). This role is responsible for certifying the application on behalf of themselves and all key personnel. *Note: All proposals require a PI/Contact. In the case of a Multiple‐ or Co‐PI application, one of the PIs must serve as the PI/Contact. The other PI(s) must serve as PI/Multiple. Used when there is more than one PI. Individuals assigned this role have the same responsibilities as the PI/Contact outlined above, but they will not serve as the contact for the sponsor and will not certify for the proposal. Used for individual(s) involved in the scientific development or execution of the project. For S2S sponsors other than NIH, this role translates into a Co‐PD/PI role on the S2S forms. *Note: This role traditionally does not have Access privileges in RAS, but can be granted such permissions on an ad hoc basis. Used for all other Senior/Key Persons that will be involved in the project, such as Other Significant Contributors, Collaborators, Consultants, Mentors, etc. For non‐
NIH S2S proposals that support Co‐PIs, use Key Person: Co‐Investigator to list any Co‐Is. SearchforPersonnel
Use any of the provided fields to search for senior/key personnel. Employee searches access the Tufts LDAP database; Non‐Employee contacts may need to be added if not already in Tufts’ Address Book (see Add New Contacts job aid). Note: Non‐
Use “Key Person” and a role employees cannot be description of “mentor” to added from the Budget document mentors.
panel, so must first be added here. Select from the resulting options and assign a role. V6.1, 022218
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RAS:EditKeyPersonnel
UpdatetheKeyPersonProfile
Once a senior/key person has been added to a proposal, regardless of the role, a row will appear in the Key Personnel panel for that individual. Click the left‐hand arrow to expand details and illuminate tabs to complete other key fields. The majority of fields in these tabs are standard contact details, but select key fields under Details and Organization tabs must be populated for certain proposal types in order to finalize, route, or submit.
OrganizationTabField
Proposal Person Role *eRA Commons User Name
(NIH applications only) *Email Address *Office Phone *Directory Title *Primary Title *Address (Line 1), City, County, Country, Postal Code (9‐digit for US), State Note: State should be left blank for non‐US countries. Effort OTHERTABS *Directory Department (non‐
employees only) Note: in Extended Details tab Degrees Note: in Extended Details tab Unit Details Description (validateifalreadypresent)
This role can be changed, if needed, from the Details tab An NIH‐specific ID for the PI/Contact and PI/Multiple roles. Required for NIH Submission. If not pre‐populated from Tufts LDAP.
If not pre‐populated from Tufts LDAP.
If not pre‐populated from Tufts LDAP.
The PI’s official title that will appear in the application. Note: Automatically fed in from LDAP system, but editable if needed. If not pre‐populated from Tufts LDAP. Note: this is often the source of validation errors, so be sure to complete in full. Fields within this section will feed to IP and Award modules, if populated.
For non‐employees, this field will pull into the Department area of the S2S forms for grants.gov submissions. If left blank, RAS will pull in the lead unit of the proposal instead. Not required, but S2S form will pull from this tab. Degree type can be overwritten in Extended Details fields, if needed. Use Extended Details tab Directory Department field for non‐employees.
Fields within the Extended Details, Degrees, or Unit Details tabs should be completed as appropriate for the funding opportunity. Additional units can be added if needed. Do not use the Person Training Details tab at this time – this will be used in the event that Tufts chooses to feed training data into RAS directly. See Proposal Person Certification job aid for detail on filling in the certification tab. EditingPersonneldata
To make permanent changes in the RAS Person Profile (the person data that feeds RAS when a key person is selected), users can update their profile data in LDAP (via Tufts.edu website). Data changes made in LDAP (other than name data) are fed nightly to the Person Profile in RAS. Users can also request (via ras‐support@tufts.edu) an edit that ONLY updates the RAS Person Profile (for example, a Primary Title change that is only relevant to RAS and not other systems), but note that any direct edit to the Person Profile will sever the nightly data refresh from LDAP going forward for that person. See Request to Edit Key Person (email) link accessible via the main Researcher menu of RAS. V6.1, 022218
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RAS: Add New Non-Employees
Tufts employees are automatically added to the system through LDAP (Tufts’ “white pages” feed). NonEmployees, however, are added and stored in a behind-the-scenes Address Book within RAS.
Add a Non-Employee to the Address Book
1. In the Key Personnel panel, select Add Key Person.
2. Select the Non-Employee radio button at the top of the search dialog.
3. Using wildcards (*) on either side of name terms, search for your contact. If your search comes
up with the appropriate contact, click Select on the left-hand side to bring that contact into your
proposal. You will then be presented with the standard project role selection options to assign a
role to your contact.
4. If your search comes up empty, click the Add New Address Book button at the top-right of the
window. This will bring you to a new form:
a. Type Add Contact into the Description field (the specific text does not matter here).
b. Scroll down and complete all key address fields including:
i.
ii.
iii.
iv.
v.
vi.
vii.
viii.
ix.
x.
xi.
Address 1 (must be a valid street address)
City
Country Code
County
Email Address
First Name
Last Name
Organization (if unknown, type None) (note: there is a 60 character limit)
Phone Number
Postal Code (must be 9 digits for USA)
State (if applicable)
Do not click any additional flags or boxes. Please be thorough with contact details, as users will
need administrative support to edit existing records, once those records are in the database.
5. Make sure to scroll down to the Add Address button and click that to Save your results, and do
not click the Close button at the very bottom or the Backspace key, or you may lose your work
and need to start over.
6. Once your address is added, you should be returned to the Search screen. Try searching for your
contact with wildcard characters again. If you do not immediately see the contact you just
added, try refreshing your browser and then adding the Key Person (with non-employee search).
This should refresh the database and make your new contact accessible from the address book.
7. If you wish to override the defaulted Lead Unit info (the base lead unit will match that of the
proposal), edit Division in the Organization tab and Directory Department in Ext. Details.
Add an eRA Commons User Name for an existing contact
If an existing user wishes to permanently add his or her eRA Commons User Name to a contact in the
database for future use, s/he should submit a ticket to ras-support@tufts.edu to request the update.
Please provide the user’s UTLN (username) and/or full contact details. Note: once the record is updated,
the new information will only display when a key person is newly added into a proposal going forward.
For records already containing that person, the person would need to be deleted and re-added for the
update to take effect.
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RAS:KeyPersonEffortManagement
ProposalDevelopment(PD)
% Effort is captured in two distinct places in the application. Currently, these two areas do not connect: 1) In the Key Personnel panel, Percentage Effort (in the Organization tab) is broken out into Y1 Total Effort, Y1 Academic Effort, Y1 Calendar Effort, Y1 Summer Effort to capture the relative amount of time this individual will devote to this project in Year 1 (captured as a % of total time) as compared to other activities. The Y1 Total % Effort should equal either the Calendar % Effort or a weighted average of Academic and Summer % effort: ((Academic * 3) + (Summer * 1))/4. (To refresh these values, re‐Include the Budget for Submission.) 2) In the Budget ‐> Assign Personnel to Periods panel, the % Effort that the individual is committing to the project in the respective budget period. InstitutionalProposal
If the application was created in PD, data from the Key Personnel panel will feed over into Summer Effort, Academic Year Effort, or Calendar Year Effort fields. If not, these values should be manually entered as percentages of overall activities (assuming a 35‐hour work‐week). SettingtheAppropriateEffortValue
Because aggregates of the proposed % effort are used in reporting against actual % effort to help researchers and the university to understand the time commitments of each PI, it is important to set accurate values on proposals and to reflect effort as a % of time as opposed to months. There should almost never be a $0 Institutional Base Salary in Project Personnel. When included, the Institutional Base Salary should ALWAYS reflect the full salary (based on FTE status) of the associated Key Person (only exception: Salary Cap). V6.1, 022218
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RAS:NotifyaPItoCertify
The PI/Contact is responsible at Tufts for certifying the proposal on behalf of the project team, even in cases where the project is to be led by a Multiple‐ or Co‐PI team of Tufts investigators. The Proposal Person Certification tab (in the Key Personnel panel) is a prerequisite to routing and must be completed in advance of routing (but after Hierarchy linking, on the Parent, if applicable). The local administrative contact cannot certify the proposal on behalf of the PI/Contact. The local administrative contact can only click the Notify button to send a notification to the PI/Contact, thereby requesting that s/he certify the proposal so it can be routed (see Proposal Certification for Sponsored Projects Policy). If this button does not appear initially, click Save at the bottom of the screen and it should appear beside the name of each Key Person. Note that this only works for Tufts personnel. Only click this button for the PI/Contact (Tufts personnel). PI/Contacts must select Certify or Yes on all applicable questions for the application to pass validation. All Proposals All Federal Sponsors All NIH All Hierarchies/ Collaborations Certifyvalidation
The PI/Contact will receive an email including links to the certification screen and will be presented with a series of 5 survey‐style questions to answer in order to complete certification. The PI/Contact must provide a valid response to each item in order for the proposal to be routed. Certificationcomplete
Once the PI/Contact completes certification, a notification will be distributed to the proposal’s aggregator (often the local administrator) to let him or her know. This communication helps the submitting party (if not the PI) know that this critical milestone has been met and serves as a prompt that the proposal is ready to be routed. V6.1, 022218
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RAS:CertifyaProposal(forPIs)
As the PI on a proposal (or the primary PI on a multi‐PI proposal), you will be notified by the proposal’s administrator to certify once the proposal entry is complete. You must certify on behalf of the entire Key Personnel before your proposal can route for internal review. STEP 1. Once the proposal is complete in RAS, the administrator will trigger an email notification to the PI, prompting an email with links to either the certification screen or the full proposal. Note: you may be prompted to log in with your Tufts credentials to proceed to the next step.
STEP 2. Alternatively, the second link brings you to the complete proposal in RAS; Click Open Proposal to enter a Summary view of all proposal panels before certifying. Joe Englishman
STEP 2. The first link will take you into a web view of RAS with five key questions for the PI to answer. The PI must select Certify responses for each question to enable the proposal to route. Some questions are specific to the opportunity and can be marked N/A if they do not apply. However, if the question requires a response for a particular submission type (e.g. Federal sponsor or originating sponsor, NIH, or collaboration/ hierarchy) , it must be answered with Certify for the certification to Complete. V6.1, 022218
Joe Englishman plehar0
Joe Englishman
Once in the Proposal, the PI can also access the Certification screen via the Key Personnel panel on the Proposal Person Certification tab under his/her name. STEP 3. The PI will click Certify Answers to save their certification to the proposal. © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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RAS: Credit Allocation
While not required, the Credit Allocation panel allows a user to assign percentages to each senior/key
person holding an investigator role to quantify their role in the project based on set categories,
including:
•
•
•
•
Recognition
Responsibility
Space
Financial
If the Credit Allocation panel is used, effort needs to sum to 100% in each column.
Note: Further detail on managing the data in this panel will be provided in upon further direction from
the Tufts Office of the Vice Provost of Research (OVPR).
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COMPLIANCE
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RAS: Compliance
The purpose of the Compliance panel is to identify and define special considerations associated with the
sponsored project, including the use of animals, humans, or potentially dangerous materials. The
presence of one or more of these conditions may indicate the need for certain types of attachments
(e.g. Inclusion of Children, etc.). This data is carried through to the Award record for the proposal.
Adding Compliance Entries
The user can add as many compliance entries as applicable to the project. Compliance types include:
•
•
•
•
•
•
Recombinant DNA
Human Subjects
Toxic/Hazardous Chemicals
Animal Use
Controlled Substances
Radioactive Materials
To add a new compliance type, navigate to the Compliance tab, click the Add compliance entry button,
and fill out the pertinent details in the resulting dialog box, if known. If no additional details are known,
select the Pending option. Then click Add Entry. See Compliance Type job aid for detail on how to
complete the box per compliance type.
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COMPLIANCE Back to TOC
RAS:ComplianceTypes
Use the below guidelines to complete the dialog box appropriately for the respective compliance type. ComplianceType
Human Subjects Animal Use Recombinant DNA Controlled Substances Radioactive Materials Toxic/Hazardous Chemicals Description
Research plans that propose the use of living human subjects, tissues or materials from living humans, or data on humans must be reviewed and approved or granted an exemption by the Institutional Review Board (IRB) before the research begins. This includes all research at Tufts regardless of funding source, whether conducted by members of the faculty, students, fellows, administrators or others, across all departments and campuses. At the proposal stage, IRB approval is not required. If the IRB protocol has already been submitted and approved, enter the “Protocol Number”, “Approval Date”, and “Expiration Date”. If the IRB protocol has already been deemed exempt or is expected to be exempt, enter the applicable “Exemption Category”. See here for current exemption categories and definitions. Research plans proposing the use of animals must be reviewed and approved by the Institutional Animal Care and Use Committee (IACUC) before research begins. This includes the use of animals at Tufts, off‐site laboratories, and by vendors. At the proposal stage, IACUC approval is not required. If the IACUC protocol has already been submitted and approved, enter the “Protocol Number”, “Approval Date”, and “Expiration Date”. If the proposal results in an award, an IACUC congruency letter must be submitted to Pre‐Award in addition to the approved protocol. All non‐exempt recombinant and synthetic nucleic acid molecules require review and approval from the Institutional Biosafety Committee (IBC) before research can begin. At the proposal stage, IBC approval is not required. If the Biohazardous Registration has already been submitted and approved, enter the “Protocol Number”, “Approval Date”, and “Expiration Date. Tufts requires that all individuals conducting activities with DEA controlled substances be registered with the DEA and comply with state and federal regulations regarding the acquisition, storage, use and disposal of those substances. At the proposal stage, DEA registration is not required. Click here for more information At the proposal stage, use of radioactive materials solely needs to be identified. Click here for more information. Under the OSHA‐required Tufts Chemical Hygiene Plan, many commonly used chemicals are considered highly toxic and/or reactive and require a registration form be submitted to Environmental Health & Office. At the proposal stage, use of toxic/hazardous chemicals solely needs to be identified. Click here for more information. V6.1, 022218
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COMPLIANCE
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Back to
to TOC
TOC
RAS: Compliance Links to S2S Forms
Pulled in from Applicant Organization Info
Pulled in from Applicant Organization Info
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ATTACHMENTS Back to TOC
RAS:AttachedPDFDocuments
In RAS, there are several different places where documents can be attached (Attachments, User Attached Form, or Subaward panel). 

Attached documents that will be associated with forms are uploaded in the Attachments panel. See Business/Science Required Data for more detail specific Attachment Types. Note: Attachments do not cleanly roll up to the Parent in Proposal Hierarchy, so should always be added to the Parent after a hierarchy is built. Attachments that are User Attached (Grants.gov ‘unstitched’ forms) are uploaded in the S2S Opportunity Search ‐> User Attached Forms panel and tab. Attachments of the first kind (Attachment panel of RAS) are as follows: Attachmentspanel(located on the left‐hand navigation with paperclip icon)
Select attachment types in all tabs of the Attachments panel may be pre‐requisites for routing, depending on the funding opportunity. Attachments must be uploaded in PDF format; the file name is not particular, but should contain “_” instead of spaces and no special characters (&, #, etc.). The Description field (to the right of Attachment) should only be used when required, and should also not contain special characters. While you can route ‘Incomplete’ attachments, attachments must be marked ‘Complete’ prior to Pre Award approval and submission. See Prepare and Troubleshoot Attachments for troubleshooting format. SubmittedtoGrants.gov(viaS2Sfeed):



The Proposal tab is used to store project‐level documents that are required by the opportunity. Project Summary, Narrative, etc. are attachment types you might find here. *Note: Size limit of 5MB. The Personnel tab is used to store personnel‐level attachments that are required by the opportunity. This tab also requires you to link the attachment to one of the project’s senior/key personnel (from the Key Personnel panel) upon upload. If no senior/key personnel have been added to the proposal yet, all attachments will default to the first person added. Biosketch is an attachment type you might find here. *Note: Size limit of 100KB. The Abstracts tab is where abstracts should be pasted in a text field that appears after selecting “Add Abstract.” These abstracts get labeled by the user with a category/type as they are added. *Note: Character limit of 49,000 characters per Abstract. NotSubmittedtoGrants.gov–Internal(Tufts)UseOnly

The Internal tab is used to store Tufts‐specific attachments that are not submitted via S2S feed. These documents may, in some cases, be required based on other responses in the application. PI Eligibility Waiver, Financial Interest Disclosure Form, etc. are attachment types you might find here. This is also where the final PDF of a non‐Grants.gov submission is uploaded by PreAward to complete the Proposal document. See When to Use Proposal Development job aid for non‐
Grants.gov attachment details. 
The Notes tab (like Abstracts) consists of free‐text comment box entry for typed narrative content. This area can be used to indicate special routing considerations for the proposal, as it can be seen/accessed in the Summary/Submit panel view during routing. Content added to this tab does not copy over in proposal copy (including change/corrections). *Note: Character limit of 49,000 characters per Note. V6.1, 022218
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ATTACHMENTS
Back to TOC
RAS: Prepare and Troubleshoot Attachments
•
•
Attachments that will be associated with forms are uploaded in the Attachments panel.
Attachments that are Grants.gov ‘unstitched’ forms that have dedicated fields from which to
read/pull data (and for which there are no listed Attachment types) are uploaded in S2S
Opportunity Search -> User Attached Forms panel and tab.
It is a best practice to save all final Attachments for your application in a single folder on your local drive
in final format (saved as flattened PDF – see below, and with all spaces and special characters removed –
underscores “_” are okay). This supports using the Upload & Add button in Attachments to quickly batch
add final attachments prior to routing or re-adding attachments, as needed, for change/corrections.
How to flatten the PDF
To ensure that the PDF is appropriately sized for
submission and that there are no special
features active (like form fields, or oversized
pages), open the PDF and then click the File
menu and select Print. From the options that
display, see screen shot (left).
How to solve rotated pages
If you encounter an issue where one or more
portrait pages of your S2S PDF preview (when
you Create PDF in S2S Opportunity Search ->
Forms -> Select All) appear horizontal (rotated
clockwise 90 degrees)…
This may be because of how the file scanned
to PDF or was otherwise saved to PDF. Often
occurs when the file size is greater than 8-1/2
x 11 or when there are form boxes or other
PDF features active in the file.
Solution: Try to flatten the offending file prior
to inclusion in the overall PDF (by either
Printing to PDF or other mechanism) OR Save
the whole file as a Press-Ready PDF (which
also seems to preserve the portrait orientation
for files inclined to rotate). Once uploaded, rerun the PDF. (Recommend doing this before
flattening the file (see above).)
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PROPOSAL BASICS Back to TOC
RAS:EmbeddedAttachments
EmbeddedAttachmentsinS2SForms
Some S2S forms allow for embedded attachments, such as the Subaward form. Those that are built into RAS (not User Attached) on the S2S Opportunity Search ‐> Forms panel pull all their embedded attachments from the Attachments panel of RAS, and simply need to have their attachments linked to the appropriate ‘Attachments Type’ to be pulled into the application along with the Included form. However, for attachments to User Attached or Subaward forms, it is important that the attachments meet the following criteria: 1. File names of embedded attachments should also never contain special characters, quotes, spaces and parentheses; underscores are okay 2. No two embedded attachments should share the exact same file name as each other. (For example, if you are uploading two subawards, each with a budget justification embedded, be sure to differentiate the Budget Justification file names with a unique prefix – i.e., UW_Budget_Justification and UCSD_Budget_Justification, so they do not get confused in the submission) V6.1, 022218
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PROPOSAL BASICS RAS:AttachUserAttachedForms
In RAS, there are several different places where documents can be attached (Attachments, User Attached Form, or Subaward panel). 

Attached documents that will be associated with forms are uploaded in the Attachments panel. Attachments that are User Attached (Grants.gov ‘unstitched’ forms) are uploaded in the S2S Opportunity Search ‐> User Attached Forms panel and tab. Note: User Attached Forms do not cleanly roll up to the Parent in Proposal Hierarchy, so should always be added to the Parent after a hierarchy is built. Attachments of the second kind (User Attached Forms) are as follows: Basicspanel‐>S2SOpportunitySearch‐>UserAttachedForms
Use the User Attached Forms panel only when you have forms that are required for a specific opportunity or if you receive an error when connecting your proposal to a federal opportunity, but are not automatically generated by the System‐to‐System (S2S) connection (“unstitched” Grants.gov forms), such as the Human Subject Compliance Type Form. These forms will appear as Available in the S2S Opportunity panel ‐> Forms tab when uploaded, but must be marked “Include” to be submitted with the application. These forms can ONLY be viewed from the User Attached Forms panel via the Action button. See S2S Opportunity Search and S2S Opportunity Forms for additional detail on this panel. V6.1, 022218
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QUESTIONNAIRE Back to TOC
RAS:Grants.govS2SQuestionnaire
If the proposal is being submitted to a Federal sponsor that uses Grants.gov for submission, the Grants.gov S2S Questionnaire must be completed to satisfy elements of the data feed. Navigate in the left‐hand panel to Questionnaire. On the Grants.gov tab, populate a response to each question. Save upon completion. A green ‘Complete’ status will then appear in the heading. If user selects Yes, s/he will be asked to search & select the former PD/PI. If the former PI is not in the Address Book, go back to Key Personnel to add. System will bring in the ID of the chosen person. If user selects Yes, they will be asked to search & select the former organization from the Organization table/records. If the organization is not listed, see Add New Contacts job aid. Renewals present additional required questions relating to inventions and patents. If user selects Yes to Human Subject Clinical Trial, s/he will also answer whether it is NIH‐defined The stem cells question requires information about the registered cell line(s), if applicable, including their associated NIH Registration Number (available at the provided link). If user selects Yes, s/he will also need to answer whether exemption has been authorized or and an impact statement has been performed.
Some questions require a brief explanation when a Yes response is provided.
If Yes, user defines what other agencies With a Yes response, countries and explanation must be identified.
User will provide the application state review date for a Yes response, and a reason selection from a drop‐down for a No response. V6.1, 022218
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QUESTIONNAIRE
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RAS: Proposal Questionnaires
The purpose of this panel is to capture Tufts-specific data that informs the routing path of the proposal.
Select the tabs Proposal Questions and Supplementary Proposal Questions and choose a response for
each of the required fields (marked with an asterisk *) and other optional fields, as appropriate.
Instruction - all teaching & training, except research training.
•
A Yes response will
cause additional fields
to appear for supplying
necessary detail.
IN1: Teaching & Training Activities
Organized & Sponsored Research Training - all research &
development that are separately budgeted & accounted for per
project, and research cost sharing.
•
•
•
•
SR1: Sponsored Research Activities (on campus)
SR2: Sponsored Research Activities (off campus)
ST1: Sponsored Training Activities (on campus)
ST2: Sponsored Training Activities (off campus)
Other Sponsored Activities - programs & projects financed by
Federal and non-Federal agencies and orgs that involve
performance of work other than instruction & organized
research.
•
•
•
•
•
SO1: Other Sponsored Activities (on campus)
SO2: Other Sponsored Activities (off campus)
TO1: Sponsored Training Other (on campus)
TO2: Sponsored Training Other (off campus)
IO1: Independent Operations - HNRCA research activity funded under the
cooperative agreement with USDA
•
NC2: Non-USDA Research - HNRCA research activity NOT funded under the
cooperative agreement with the USDA
•
ZZ1: Sponsored Student Aid Awards
The responses can be cleared using the Clear button
and the Print button saves the questionnaire form
to PDF for offline sharing, if desired.
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KEY PERSONNEL Back to TOC
RAS:SetAccessPrivileges
Any individual affiliated with a specific School can create proposals for that School’s respective departments (or, in RAS terminology, “Lead Units”). The individual that creates the proposal, by default, becomes the administrator (or, in RAS terminology, “Aggregator”) of the proposal. Certain roles like Department Local Research Administrators or Pre‐Award Signing Officials will have broader edit access by default within their approved portfolio, and will not require Access to be set at the individual proposal level. See Request User Access job aid. In order to provide similar (namely, edit) privileges to any other individuals who will be working to develop and route the proposal, the proposal creator needs to manually assign access privileges to those key persons. There are some use scenarios where an individual will not need to access the proposal in RAS, namely, Co‐Investigators or other senior/key persons such as Consultants, Other Significant Contributors, etc. These individuals will instead contribute to the proposal via emailed attachments that get uploaded by the PI or department research administrator in RAS. Similarly, participants external to Tufts will not be able to access RAS or its proposals. Permissions provided via the Access Panel are as follows (please apply caution re: sensitive data):  Aggregator access gives the user edit access to all aspects of the proposal, including Budget (also allows user to attach documents and/or route the proposal)  Viewer access gives the user read‐only access to all aspects of the proposal, including Budget  Narrative Writer access gives the user edit access to just the Attachments panel, including Budget Examples of when a proposal creator might want to assign Aggregator permissions beyond him/herself:  A Research Administrator created the proposal and the PI will be helping build the proposal  A representative from Corporate & Foundation Relations will be helping build the proposal  An individual who created proposal using Proposal Hierarchy creator would like to give permission to another individual help build one of the respective child proposal Proposals may only be edited PRIOR to routing. After the routing is initiated the proposal will become un‐editable. Science attachments however, can be replaced if edits / changes are required. Route path recipients, including Ad hoc additions to the routing, do not need to be provided special access privileges– they will be authorized by way of the routing itself to view and approve the proposal. However, they may need to enter the proposal via either their email notification or Action List. Proposals will not always appear in a search for users without general permissions to see the department’s records. See the Ad Hoc Routing job aid for further detail. V6.1, 022218
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SUPPLEMENTAL INFORMATION Back to TOC
RAS:EnterSupplementalInformation
The purpose of the Supplemental Information panel is to capture Tufts‐specific data that informs the routing path and is needed for reporting purposes. Navigate in the left‐hand panel to Supplemental Information. On the Supplemental Information tab, populate a response for all applicable questions. When you have completed your responses, click Save. See Supplemental Info Guide job aid for a detailed description of fields. V6.1, 022218
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SUPPLEMENTAL INFORMATION Back to TOC
RAS:SupplementalInformationGuide
Field
Building Name and Room Number *Character of Work (select one of three values) International Project? Country for International Project Pre‐Proposal Previously Submitted? Is this a Collaborative Proposal at Tufts? Collaborative Proposal Departments *PI Eligibility waiver? V6.1, 022218
Description
Enter the building name and room number where the proposed activity will take place. Lends additional granularity to the Performance Site Location. Applied Research: The objective is to gain knowledge or understanding to meet a specific, recognized need. Includes investigations to discover new scientific knowledge that has specific commercial objectives with respect to products, processes, or services. Basic Research: Any original investigation for the advancement of scientific knowledge without a specific commercial objective, the results of which are freely available to the general public. The objective is to gain more comprehensive knowledge or understanding of the subject without specific applications in mind. Although it may not have specific applications as its goal, it can be directed to fields of current or potential interest. Development: The systematic use of the knowledge or understanding gained from research directed toward the production of useful materials, devices, systems, or methods, including the design and development of prototypes and processes. This field should be changed to “Yes” if the project includes work that takes place in part or in full in a foreign country, or involves a foreign partner. If “Yes”, identify the country(ies) in the subsequent field. See above. If multiple, separate countries with a semicolon (i.e., Ghana; Ethiopia) Mark “Yes” if submitted a pre‐proposal prior to a full proposal being submitted for funding consideration. See Pre‐Proposal job aid for additional information. Mark “Yes” if more than one lead unit/department at Tufts are collaborating on the proposal. If the above question is marked “Yes,” identify the departments (by Dept IDs, separated with commas, e.g.: M540001,M000001) If “Yes”, upload a copy of the waiver in the “Attachments ‐ Internal” tab. © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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SUPPLEMENTAL INFORMATION Back to TOC
RAS:WhentoIdentifyScopeAccount
In Proposal Development, the applicant can identify the need for one or more scope accounts in the Supplemental Info panel of RAS. This field is used as a reminder to Post‐Award Research Administration, the Award processing team, to create nested Child accounts to store funding that needs to be separated due to a division of departments, rates, or other drivers. Please see Create Scope/Child Account job aid for specific examples of when scope accounts are used post‐Award. V6.1, 022218
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Research
Administration
System
Section
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Budget Module
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BUDGET
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RAS: Create/Edit a Budget
In RAS, the user may create multiple budgets or budget drafts, but ultimately only one budget can be
finalized and submitted with the proposal.
Create a Budget
Navigate to and click the Budget link in the left-hand navigation panel. Click the Add Budget icon to add
a new budget to the proposal. Fill in the blanks from the resulting dialog box:
A modular budget is used only for specific NIH funding opportunities. It is a budget that calculates the
direct cost amount per year and expresses these costs in modules of $25K and consortium F&A costs (if
any). Alternatively, the modular budget can be manually entered in modules of $25K and consortium
F&A costs (if any).
•
Select No if this is not needed for your project.
If a modular budget is needed, click Create Budget to enter the full suite of Budget document panels
(navigable via the left-hand navigation bar or by progressively clicking Save and Continue).
•
To return to the Proposal module at any time, click the Return to proposal icon in the top-left
corner of the screen:
Edit an existing Budget
To access and make changes to an existing budget, the budget must have an “incomplete” status—
neither marked as “Complete” nor “Identified for Submission” (the mark of a Final budget). In the
Proposal document, navigate to Budget in the left-hand navigation, and click the link for the budget you
wish to open and edit. A “Complete” or “Identified for Submission” action can be reversed, if needed,
via the “Actions” menu on each budget’s line item in this view.
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BUDGET Back to TOC
RAS:BudgetActions&LinksMenus
BudgetActionmenu
The Budget document provides a menu at the budget document level. The user can perform the following at this level: 




View the budget summary. Copy the budget. (Note, you cannot rename an existing budget, but you can edit a budget name during copy, so to create a version with the name you want, you can use the “Copy” function.) Print the budget. See Print Budget job aid. Mark your final budget version complete or incomplete prior to submission to the sponsor. Locks the budget from further edits when complete. Multiple budgets can be “Complete.” Mark your final budget version for submission (note that simply selecting this value does not assure the budget will be submitted via S2S for Grants.gov submissions – the user must also check the Include box in S2S Opportunity Forms sub‐panel). Only one budget can be marked. Budgetlinksmenu
Once the user opens the budget document, the top menu is shown for working with the budget. The user can perform the following at this level: 




Data Validation can be turned on/off for any errors that need to be completed prior to completing the budget. Budget Settings has numerous features. Some features are repeated in this screen as in the right navigation budget menu and the individual line items details sections. See Budget Settings job aid for further information. Summary provides a view of the budget summary Budget Versions provides the various versions of budgets if applicable Help provides a help guide of the various budget panels V6.1, 022218
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BUDGET
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RAS: Print Budget
There are various prepopulated budget reports that can be exported to PDF for both Grants.gov and
non-Grants.gov applications.
1. Go to the Budget Versions menu or the Budget panel from the main Proposal and click on
Action --> Print next to the budget you wish to print. A dialog box displays the various reports
available.
2. Click one or more radio buttons next to the desired report(s) under the ‘Print Budget
Comments’ and ‘Select’ columns. The ‘Print Budget Comments’ column will print the report with
the comments added via the Budget Settings panel, and the ‘Select’ column will print the same
report without the comments.
3. Click the Print button. Depending on how your machine is configured, another dialog box may
ask you to open or save the PDF file. The following table summarizes the budget report options:
Report
Budget Cost Share
Summary Report
(Budget Summary)
Budget Cumulative
Report (Cumulative
Budget Summary)
Budget Salary Report
(Salary Requested on
Proposal Budget)
Budget Summary
Report
Budget Summary Total
Report
Budget Total Report
Industrial Budget
Report (Industrial
Budget Summary)
Industrial Cumulative
Budget Report
(Cumulative Industrial
Budget)
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Description
Detailed expenses by cost element and budget period, including cost share.
Cumulative expenses by budget category, including detailed personnel costs
by cost element, unrecovered F&A, cost share, MTDC calculation, F&A
calculation and fringe calculation.
Detailed personnel costs by cost element and period, and high-level fringe
rate calculation.
Cumulative expenses by cost element.
Detailed expenses by cost element and budget period, including percent
effort and fringe rate per person, cost share and unrecovered F&A.
*This report should be included in the subaward package when Tufts is the
subaward.
Same as Budget Summary Total report but cumulative.
Detailed expenses by cost element and budget period organized by budget
category (one budget per budget period).
Detailed expenses by cost element and budget period (all budget periods on
one page).
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BUDGET
Back to TOC
Prerequisites:
• Budget Actions & Links Menus job aid
RAS: Budget Settings
The Budget Settings is located at the top of the budget document,
once the budget is opened. Click Apply Changes to save.
The following features are available:
Enter Total Direct Cost Limit to
force an update to the Total Base
Cost (in Non-Personnel Costs) to
the maximum sponsor allowance
for the period. See Synchronize
Updates to Budget job aid.
Change the budget to Complete
prior to submission to the
sponsor. Locks the budget from
further edits when complete.
Can select all budget costs to be updated to
either All On or All Off campus. By Default, the
budget allows for the input of both rate types.
Enter residual funds if applicable. Enter
the remaining amount from a previous
award if the proposal is a continuation
or renewal. Does not drive calculations
in the budget.
See Total Direct Cost Limit above.
Can select MTDC or TDC to set
the rate type for your budget.
See Unrecovered F&A job aid.
Can select MTDC or TDC.
See Check Rates job aid.
Can choose whether
to submit cost
sharing or not on the
S2S grants.gov form.
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Can select if the budget is Modular. (Or deselect, particularly if you are copying a
Modular budget but wish to make it nonmodular.) Note: Hierarchy Budgets (on
Parent records) will not automatically save
as Modular Budgets if the Children are
Modular. To save this setting, select in
Budget Settings, then Sync Modular Budget
in the Modular Panel to save.
Enter comments (if needed) to
differentiate between the different
versions of the budget. These
comments are only viewed by KC
users/reviewers and do not
appear on the S2S forms.
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BUDGET
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RAS: Manage Cost Limits
If the Sponsor sets a cost limit on the project, you can document this in various ways within the Budget
of your proposal. However, the fields available in RAS to house this information are not intended to
prevent the user from entering amounts. They are merely there to help you view and calculate the
budget’s goals.
Budget Settings
In the Budget Settings pop-up window (accessible via the Links menu): Enter Total Direct Cost Limit to
have the system recognize when the overall direct cost limit has been exceeded, similarly for the Total
Cost Limit. For example, if you enter $600,000 as your Total
Direct Cost Limit in Budget Settings (totaled for all periods),
but your Direct Cost total across four budget periods comes
in over that amount (see image), the user will get a warning
message when s/he saves:
Periods & Totals
You can also manually set and/or view your cost limits (either Direct or Total or both) via the
Periods & Totals panel of the Budget, which will allow you to see those limits broken out
across the periods of the overall project budget. This tool is typically used for viewing a
summary in order to manage any more detailed accommodations that may need to be made in the NonPersonnel section to avoid exceeding the limit.
Non-Personnel Costs
Click on the Details button for any given line item
within the Non-Personnel Costs panel and the user
will see options to Sync to Total Direct Cost Limit or Sync to Total Cost Limit.
The system continually compares the budget and its periods to any cost limit values entered in either
Budget Settings or Periods & Totals fields and flags warning messages when there is an incompatibility.
Then, as the user adds or edits individual non-personnel line
item costs, the following warning will display for any
inconsistencies. Clicking Yes will populate a reduced (up to the
limit) value into the Total Sponsor Cost field to help the user
assess the specific changes needed to bring the budget period
into line with the sponsor’s limit.
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BUDGET
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RAS: Periods & Totals
The Periods & Totals panel is a view of the detailed budget created that displays all of the detailed
expenses such as personnel costs, non-personnel costs, etc. This panel also allows the user to enter the
Cost Limit and Direct Cost Limit. See Synchronize Updates to Budget job aid for Cost Limit and Direct
Cost Limit definitions.
Note: RAS prorates partial budget periods
based on a number of months estimate
See Synchronize Rates job aid for the Recalculate with changes and the Reset to period defaults button
definitions.
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BUDGET Back to TOC
RAS:CheckRates
Rates in the Research Administration System (RAS) are Tufts Institutional Rates driven by the Lead Unit (department) and the Activity Type (e.g. Research, Clinical Trial, etc.) selected for the given proposal. CheckorChangetheRates
Navigate to the Rates link in the left‐hand navigation panel and you will see three tabs appear under the Rates heading: F&A, fringe benefits, and inflation. Verify that the rates look correct in each tab according to the Lead Unit and Activity Type selected when the proposal was created. If needed (for example, if the funding agency’s F&A rate is different than the Tufts F&A rate), change the rates by updating them in the Applicable Rate column. Any unrecovered F&A generated by a manual change to the rates in the Rates panel will appear in the Unrecovered F&A sub‐panel (under Institutional Commitments). Refresh All Rates and Reset to Default Rates will reset rates under the Applicable Rate fields to match existing Institute Rates, and recalculate the budget. Sync All Rates and Sync to Current Institutional Rates will sync all rates under Institute Rates and Applicable Rates with the current Institute Rates identified in the Parent Unit Hierarchy rate table. This will override the existing rates within both columns and cause recalculation of the budget. This action may be necessary when you have created a copy of another proposal and updated its Lead Unit, for example, thus requiring a sync of that Lead Unit’s rates to the table. See Synchronize Updates to Budget job aid. MultipleF&Arates
If the project involves multiple F&A rates, see Create a Multiple‐PI Proposal Hierarchy job aid. V6.1, 022218
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BUDGET Back to TOC
RAS:BudgetCategories&ObjectCodes
PERSONNEL NON‐PERSONNEL Personnel object codes control the fringe rates for each benefit category. If person in the budget will switch fringe rates within a given period, multiple object codes should be assigned for applicable date ranges to ensure accurate calculation. Below is the list of Personnel categories and corresponding object codes. Senior  Faculty ‐ Benefits Eligible Personnel  Faculty ‐ Part‐Time(can be used for Part time benefit or for bonus/incentive to full time faculty)  Joint Appointment –(Full‐
Time) Benefits Eligible  P/T Faculty ‐ Benefits Eligible–
(Full‐Time) Benefits Eligible  Faculty Supplemental ‐ Benefits Eligible (Medford Campus Only) Other  Staff – Benefits Eligible– (Full‐
Personnel Time) Benefits Eligible  Staff – Part‐Time Post‐doctoral  Post Doc – Benefits Eligible Non‐Personnel object codes control the F&A rates as well as identifying certain cost types as MTDC‐
exclusions so that they can be removed from F&A calculations, where appropriate. Below is the list of category types and categories available. Reference the Cost Object Codes Available in RAS excel sheet job aid located under the Researcher menu for the list of corresponding object codes. Graduate Students  Contract Student Academic Year – Non‐Benefits Eligible for Graduate Students (No Benefits)  Contract Student Summer ‐ Benefits Eligible for Graduate Students  Student Academic Year – Non‐
Benefits Eligible for Graduate Students (No Benefits)  Student Summer ‐ Benefits Eligible for Graduate Students Under‐
graduate Students  Contract Student Academic Year – Non‐Benefits Eligible for Undergraduate Students (No Benefits)  Contract Student Summer ‐ Benefits Eligible for Undergraduate Students  Student Academic Year – Non‐
Benefits Eligible for Undergraduate Students (No Benefits)  Student Summer ‐ Benefits Eligible for Undergraduate Students Equipment  Equipment Travel 





Travel Travel – Foreign Stipends ‐ Participant/Trainee Support Cost Supplies ‐ Participant/Trainee Support Cost Travel ‐ Participant/Trainee Support Cost Tuition, Fees, & Insurance ‐ Participant/Trainee Support Cost 



Alterations and Renovations Consultants Equipment Service, Repair, or Rental Graduate Student and Post‐Doctoral Health Insurance (R&R Budget & Fellowship Supplement forms only) Graduate Student and Post‐Doctoral Health Insurance (Training Budget form only) Graduate Tuition (R&R Budget & Fellowship Supplemental forms only) Graduate Tuition (Training Budget form only) Other Publication Costs Stipends (Fellowship Supplemental form only) Subcontracts Supplies Participant/Trainee Support Costs Other Direct Costs 







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BUDGET
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RAS: Synchronize Rates
There are several buttons in the Budget module that force synchronizations into an entered budget.
Button
Description
Rates Panel: All Tabs
Sync All Rates
Institute Rates column
Looks at the project dates, activity type, lead unit,
(MTDC, TDC, Inflation, F&A) and budget settings data and refreshes all rates tabs
Applicable Rates column
to reflect current Tufts default rates for all budget
periods (same as Sync to Current Institutional Rates
but affects all tabs) Note: Once a Sync has been
activated, original rates cannot be restored without
manual edit to the Applicable Rate.
Refresh All Rates
Applicable Rates column
Re-sets edited Applicable Rates for all rates tabs to
match the Institute Rates column (same as Reset to
Default Rates but affects all tabs)
Rates Panel: Selected Tab Only
Sync to Current
Institute Rates column
Looks at the project dates and refreshes the selected
Institutional Rates (MTDC, TDC, Inflation, F&A) tab’s rates to reflect current Tufts default rates for
Applicable Rates column
all budget periods (same as Sync All Rates but at the
tab level) Note: Once a Sync has been activated,
original rates cannot be restored without manual
edit to the Applicable Rate.
Reset to Default
Applicable Rates column
Re-sets edited Applicable Rates for the selected tab
Rates
to match the Institute Rates column (same as
Refresh All Rates but at the tab level)
Modular Panel
Recalculate &
See Modular Budget job aid
Sync
Periods & Totals
Recalculate with
Refreshes Budget based on changes (most changes
Changes
are automatically refreshed during panel saves)
Reset to Period
Where user can update the budget periods when
Defaults
updated in the Proposal document
Non-Personnel Detail Window
Sync to Period
See Verify Non-Personnel Costs job aid and Manage Cost Limits job aid.
Direct Cost Limit
&
Sync to Period
Cost Limit
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Affects
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BUDGET Back to TOC
Prerequisites:  Check Rates job aid RAS:AssignProjectPersonnelCosts
Navigate to Budget in the left‐hand navigation. Then, in the Budget’s left‐hand navigation, click Personnel Costs to open up drill‐down options, including one for Project Personnel. Projectpersonnel
Senior/key personnel are automatically carried from the Proposal document’s Key Personnel panel to the budget. Click the Add Personnel button to add additional personnel participating in the proposed activity (unlike Proposal, you can add multiple people in one action through this control). You can manually delete any Key Personnel from the Budget only, if appropriate, using the trash can icon. For all personnel, click the Details button to define each individual’s base salary. Click Save Changes. Repeat this step for all personnel applicable to the requested funding. Detailswindow
Field
Job Code Appointment Type Salary Effective Date Base Salary Description
This field will not be used by Tufts University. (This field will be defaulted to zero and does not impact the salary calculation). Appointment Type will drive salary and fringe benefit calculations. The Appointment Type is what is used to divide the base salary into a monthly salary to be paid out over associated time periods (in Assign Personnel to Periods panel). Select from the available appointment types. See Appointment Type Calculations job aid for specifics on how to apply two or more fringe benefits to a person. *Most project personnel will have a single appointment type within a budget periods (even if fringe benefit types vary by season). But there are scenarios where a single individual will require two appointment types, including when a key person makes a different salary in the summer than s/he does in the academic months. This field defaults to the project start date as reflected in the Proposal document and should not be changed. Regardless of where this date falls in reference to July 1st (Tufts’ annual inflation date), the base salary will be initiated starting on this date. Enter the individual's institutional base salary. This will drive the salary calculation base.
Scheduledsalaryincreases
If a raise is expected mid‐budget period or in a future budget period, see Changes in Base Pay job aid. Do not click the Autocalculate Periods link in the header toolbar until all first period costs have been entered for both Personnel and Non‐Personnel. Checksalarybyperiod
Click the Salary by Period tab and click Recalculate. This will display totals including the inflation rates by each budget period for the personnel for reference only. Inflation will autocalculate if you then use one of the autocalculate periods functions. Duplicatingapersonentry
Amounts entered will populate the Base Salary for that particular individual on the RR Budget form There are instances where you may need to create two Budget personnel entries for the same employee – for example, if there are two distinct salaries or appointment types used at different times within the budget period. You do not need to duplicate a person entry if the base salary remains consistent and only the benefits vary within the period. See Assign Personnel to Periods job aid for more detail. V6.1, 022218
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BUDGET
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Prerequisites:
• Personnel Costs job aid
RAS: Add a To Be Named Contact
Sometimes a project has resources associated with the budget that have not yet been hired or identified
in detail. In order to appropriately account for them in the budget, the “To Be Named” option can be
used in the Personnel Costs section of the Proposal Development Budget module.
Once you have created your budget, go to the Personnel Costs panel and click Add Personnel.
Click the Search for drop down, and select To Be Named. Enter the count of the different roles that will
be applied to the project using the Quantity fields, and click on the Add TBN Personnel to Budget
button when finished.
Line items will appear for each individual and may be edited using the same controls as other Budget
personnel.
See Assign Project Personnel Costs job aid for completing the personnel section of the budget.
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BUDGET
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RAS: Hourly Personnel
If you are adding a person to your budget who is paid an hourly rate, you can use the Appointment Type
of 1 Month Duration (Use for Hourly Staff). This appointment type will ensure that the Base Salary you
identify will get allocated to the person’s budget for each month s/he is assigned across the budget
period in the Apply Personnel to Periods sub-panel.
Go into Personnel -> Personnel Costs.
Click Add Personnel.
Select the Appointment type 1 Month Duration (Use for Hourly Staff).
Populate the total monthly salary for that person.
Next, navigate to Personnel -> Assign Personnel to Periods (sub-panel).
Click the Assign Personnel button at the top-right.
Select the individual you just added to Personnel Costs.
Set the appropriate fringe benefit code for that person (you can check the fringe rates in the
Rates panel toward the top of the left-hand navigation).
9. Then, set the % Effort AND % Charged at 100.
1.
2.
3.
4.
5.
6.
7.
8.
For example…
If your temporary staff person is working $10/hour for 10 hours maximum/week over a period of two
months:
•
Appointment Type = 1 Month
Duration (Use for Hourly Staff)
•
Base Salary = $/hour x hours x 4
weeks (to get the monthly
salary) = 10 x 10 x 4 = $400
•
Start Date = first day of the first
month person is contributing
•
End Date = last day of the
second month person is
contributing
•
% Effort = 100
•
% Charged = 100
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The budget will calculate the two months of $400 monthly rate
as well as adding in the fringe rate associated with whatever
Object Code fringe benefit you selected.
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BUDGET
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Prerequisites:
• Assign Project Personnel Costs job aid
RAS: Assign Personnel to Periods
Assigning Personnel to Periods allows the user to identify the duration of work for each person on the
project and the associated fringe benefits for each distinct block of time during that period. Note: by
default, all personnel costs are added with on-campus rates; this can be edited in Details & Rates.
Click the Assign Personnel… button in the top-right corner to assign fringe benefits to each person. For
personnel with variable fringe benefits during different times of year, multiple line items may be
needed. See Appointment Type Calculations job aid for specifics on how to apply two or more fringe
benefit rates to a person.
Field
Person
Object Code
Name
Group
Start Date
End Date
% Effort
% Charged
Period Type
Description
Select the person to whom to assign a fringe benefit from the list of project personnel.
This field displays the fringe benefit cost elements (object codes) maintained by Tufts
University relevant to personnel expenses. Select from the available cost elements.
This field will not be used by Tufts.
This field defaults to the project start date entered on the Proposal document. Edit as
necessary for the applicable period.
This field defaults to the first budget period end date (based on the project end date
entered on the Proposal document). Edit as necessary for the applicable period.
Enter the percent effort the person will contribute to the project. The percent of work
hours spent on the project over the budget period, irrespective of appointment type.
Enter the percent effort that will be charged to the project. This field also drives the
salary calculation. *Note: Do not leave this field blank. If this field is empty, the system
will return 0.00 for Rate Cost and the effort is calculated as cost sharing, or if this field is
less than the % Effort field, the effort is calculated as cost sharing. The value entered in
this field cannot exceed the value entered in the % Effort field.
The field represents a list of period types for faculty appointments. Defaults to
Academic. The type will appear on certain budget forms but does not impact the
calculation. This field is not dependent on the appointment type selected.
Click the Assign to Period 1 button to save the work, or click the Cancel button to not save this work.
See Changes in Base Pay job aid for an example of how to fill in this panel for scheduled salary increases.
Verify cost details
Next, verify Cost Details for the person that has been added – see Verify Personnel Costs and Verify
Personnel Details and Rates job aid. Do not click the Autocalculate Periods link in the header toolbar
until all first period costs have been entered for both Personnel and Non-Personnel.
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Example
BUDGET
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RAS: Calculate Requested Salary & Fringe
Requested Salary is calculated by RAS taking into account the following variables:
•
•
Base Salary
Inflation Rate / Timing
•
Budget Periods (Start
and End date)
•
•
Appointment Type
% Charged
Example:
For a Base Salary of $100,000 a total budget period of 12 months, an appointment type of 12 months,
and % Charged of 80%, calculations would go as follows:
BUDGET PERIOD 1 (starting 5/1/15 and ending 4/30/16)
Inflation Period
(inflation rate is applied
on 7/1 each year)
5/1 – 6/30 (2 mo)
7/1 – 4/30 (10 mo)
Base Salary
$100,000
$103,000
* % Charged
$80,000
$82,400
/ Appt. Type
* Budget Period
/ Appt. Type
* Budget Period
$6666.67
$6866.67
(separated based on
inflation date)
$13,333.34
$68,666.67
$82,000.01
BUDGET PERIOD 2 (starting 5/1/16 and ending 4/30/17)
Inflation Period
(inflation rate is applied
on 7/1 each year)
5/1 – 6/30 (2 mo)
7/1 – 4/30 (10 mo)
Base Salary
$103,000
$106,090
* % Charged
$82,400
$82,872
$6866.67
$7072.67
(separated based on
inflation date)
$13,733.33
$70,726.67
$84,460.00
The Calculated Fringe gets calculated using the following formula:
Calculated Fringe = Fringe Rate of the selected Object Code (see Rates panel) * the Requested Salary
All the user needs to do is make sure that budget periods are broken out (into individual rows) by when
the fringe rates begin and end, and that the applicable object code is associated with each row. See
Appointment Type Calculations job aid for further detail.
Assuming Rates: 29.4 for FY15 (7/1/14-6/30/15); 29.1 for FY16 (7/1/15-6/30/16); 29.1 for FY17 (7/1/16-6/30/17)
BUDGET PERIOD 1 (starting 5/1/15 and ending 4/30/16)
Rate Period
(separated based on
fringe rate dates)
5/1 – 6/30 (2 mo)
7/1 – 4/30 (10 mo)
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Requested
Salary
$13,333.34
$68,666.67
*Associated
Fringe Rate
$3,920.00
$19,982.00
$23,902.00
BUDGET PERIOD 2 (starting 5/1/16 and ending 4/30/17)
Rate Period
(separated based on
fringe rate dates)
5/1 – 6/30 (2 mo)
7/1 – 4/30 (10 mo)
Requested
Salary
$13,733.33
$70,726.67
*Associated
Fringe Rate
$3,996.40
$20,581.46
$24,577.86
*However, in this case, since the fringe rate doesn’t change
between FY16 and FY17, you could also represent the calculation
in a single line for the full 12 month budget period 2.
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Example
BUDGET
Back to TOC
RAS: Appointment Type Calculations
There are three options for Appointment Type in RAS:
• 12 month duration (calendar appointment)
• 9 month duration (academic appointment)
• 3 month duration (summer appointment – rarely used)
• 1 month duration (hourly personnel)
Some people will need multiple fringe benefit rates assigned depending on their appointment type. For
instance, if the fringe rate changes for the person depending on the time of year:
•
•
Tufts academic year runs from September 1 to May 31 and
Tufts summer period runs from June 1 to August 31.
Example 1: The budget period is May 1, 2015 to April 30, 2016.
The Investigator on the project is on an academic appointment (of 9 months), therefore salary must be
divided into three periods as follows:
-
May 1 to May 31
June 1 to August 31
September 1 to April 30
First academic period (partial spring term)
Summer period (pre- and post-merit increase & rate update)
Second academic period (fall & partial spring term)
Assuming an Institutional Base Salary of $100,000.00, a % Effort of 100%, and a Charged % of 80% (this
example requires a cost-share on behalf of the institution):
Base
Salary
Charged to
Sponsor
1 Academ. Per.
(May 1-May 31)
2015
$100,000
$80,000
Summer Period
(June 1-Aug 31)
2015 Summer &
2016 Summer
$100,000
then
$103,000
(as of
July 1)
st
nd
2 Academ. Per.
(Sept 1-April 30)
2016
$103,000
(Base Salary x
% Charged)
Personnel Cost
(Accounting for
Appointment Type)
$80,000/9 (mo academic) * 1 (mo)
$8,888.88
$80,000
$80,000/9 (mo then
academic) * 1 (mo)
$82,400 (as $8,888.88
of July 1)
PLUS
$82,400/9 (mo academic) * 2 (mo)
$18,311.00
$82,400
$82,400/9 (mo academic) * 8 (mo)
$73,244.44
$109,333.33
Fringe
(Based on rates manually
selected by user)
29.4 (2015); 29.1 (2016)
17.7 (2015, Summer)
17.3 (2016, Summer)
Requested
Salary
(Direct Personnel
Cost)
$2,613.33
$11,502.22
$1,573.33
$3,167.80
$4,741.13
$10,462.22
$21,478.93
$31,941.15
$21,314.13
$94,558.58
$28,688.62
$138,001.96
* Fringe Rates are based on ‘on-campus’ rates for Medford campus (though rates are often shared across campuses)
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Back to TOC
BUDGET
Example
RAS: Changes in Base Pay
Scheduled salary increases
If a raise is expected mid-budget period or in a future budget period, add the person more than once to
the Assigned Personnel panel, each row with its respective base salary.
A
John Doe (PI)
B
John Doe (PI)
John Doe (PI)
Then, during the next step (Assign Personnel to Periods), divide the respective base salaries into the
appropriate sub-period rows. Then connect those rows to both the person name with the relevant
Salary Effective Date and to date ranges before or after the raise occurs, respectively (see example).
1
John Doe (PI)
3
John Doe (PI)
John Doe (PI)
2
Salary
increase
John Doe (PI)
In the example above, a salary increase is scheduled for John Doe on 10/1/16. The standard breakouts for fringe benefit rate are made in Assign Personnel to Periods and edited in the Details windows:
1.
2.
3.
Faculty – Benefits Eligible = applied to pre-Summer term months
Faculty Supplemental – Benefits Eligible (Medford Campus Only) = applied to Summer term months
Faculty – Benefits Eligible = applied to post-Summer term months
o 9/1/16 – 9/30/16 = the month prior to the salary increase gets associated with John Doe (A,
above, assuming the OLD salary of $200,000*) (new 3, above)
o 10/1/16 – 4/30/17 = the months after the salary increase get associated with the other listed
John Doe (B, above, assuming the NEW salary of $250,000) (4, above)
Because the salary increase is scheduled during the third sub-period outlined above, the user divides
that third period out into two separate rows, effectively creating a fourth sub-period.
*System will automatically calculate in any applicable inflation.
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BUDGET
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RAS: Enter Salary Cap
If the Sponsor for a given funding opportunity should set a salary cap that needs to be applied to select
personnel salaries within the Budget, use the Base Salary field to document the cap.
Navigate into the Budget module. Then navigate to the Personnel Costs panel, Project Personnel subpanel, and select Details. Enter the Salary Cap amount for the person under Base Salary.
Enter the Salary Cap
amount for the person
under Base Salary
To deactivate inflation
In order to ensure that inflation
doesn’t calculate for subsequent
periods of the budget, the user
needs to set up a version of the
object code against which to turn
off inflation.
This is done by going into Assign
Personnel to Periods, creating a
new group for the No Inflation
setting, and then turning off
inflation for that object code ‘version’ only via the Details & Rates link.
For Example: If the person’s
salary is $183,000 and the salary
cap is $150,000, you will
document the salary as $150,000
for all periods (by de-activating
the system-calculated inflation
rate) and manually calculate the
overage at $33,000, using
Budget Notes to capture the
additional funds owed by Tufts.
When FIRST Assign[ing]
Personnel to Periods, select
Create New Group to separate
out a salary cap ‘version’ of the
Object Code (that will avoid
applying salary cap conditions –
no inflation – to other personnel
sharing that object code)
Type in a proposal-specific
name for this new category
Jane Doe
John Brown
Click Details & Rates to unselect Apply Inflation; then
Apply to Later Periods, and Save Changes
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BUDGET
Prerequisites:
• Assign Personnel to Periods job aid
Back to TOC
RAS: Verify Personnel Costs
Once All personnel have been added to the budget and carried across budget periods, the user should
check to see that all costs and rates have factored into the calculations as expected. This will help you
identify if any critical detail is missing from your RAS budget.
Review the system calculated (based on user inputs) Requested Salary and Calculated Fringe columns
on the Assign Personnel to Periods panel for the initial period (Budget Period 1):
Field
Requested Salary
Calculated Fringe
Description
Automatically calculated value that represents the total salary requested for a
person. Derived from the base salary for that period per appointment type
selected multiplied by % Charged. This is the cost the sponsor will cover.
Automatically calculated value that represents the fringe requested for the
person. The calculated fringe is a percentage of the individual’s requested
salary, and is calculated based on the Rates configuration in the system. The
amount prepopulated would be the salary for that period multiplied by the
fringe rate selected in the applicable object code (for example, “Faculty –
Benefits Eligible”).
Then, click the Details button
and verify the following:
Field
Cost Sharing
Amount
Description
Automatically calculated when the % Charged is less than the % Effort
multiplied by the salary for that period (from fields above). The cost share will
be covered by Tufts University and will not be requested of the sponsor.
Unrecovered F&A
Amount
Automatically calculated when the Tufts University F&A rate is different from
the sponsor’s F&A rate (represented as the salary for that period multiplied by
the F&A rate). This field represents the F&A costs not covered by the sponsor.
If the F&A rate is different than the Tufts F&A rate, the user would need to
change the rate on the Rates tab. For example, Tufts is 65% overhead, and
sponsor is 20%; User will change the rate to 20% on the applicable rate field in
the Rates tab. See Check Rates job aid.
The user can also change the period dates, and % Effort
and % Charged fields for the period s/he is working in.
Once completed, click the Calculate and Save Changes.
Verify cost details
Next, verify Cost Details for the personnel added. See
Verify Personnel Details and Rates job aid.
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BUDGET
Prerequisites:
• Verify Personnel Costs job aid
Back to TOC
RAS: Verify Personnel Details & Rates
The personnel Details & Rates window allows the user to confirm and change detail about the personnel
line items once added that may impact the overall budget. Click the Details & Rates link to verify both
the General and Rates tabs:
General tab
Field
Budget Category
Notes
Group Description
# of Persons
Apply Inflation
On/Off
Submit Cost
Sharing On/Off
On/Off Campus
Description
This field defaults to the budget category assigned to position type maintained
by Tufts University (i.e. object codes). User can change to any of the available
budget category roles. The category will appear on certain budget forms but
does not impact the calculation.
This field is used to add any notes about this line item expense. All notes can be
consolidated to provide the user with a text document that can aid in preparing
the budget justification. See Budget Notes job aid.
This field is optional and will not be used.
This field defaults to zero and will not be used.
This field defaults to the maintained rate table for this cost element. User can
check or uncheck the box to change the status.
This field defaults to the maintained rate table for this cost element. User can
check or uncheck the box to change the status.
This field defaults to the maintained rate table for this cost element. User can
check or uncheck the box to change the status.
Rates tab
Field
Rate Class
Rates Type
Rate Cost
Rate Cost Sharing
Apply Rate On/Off
Description
This sub-panel is used to view and adjust F&A and fringe rate application (apply
on/off) to the selected cost element.
This sub-panel associates the type of rate used to view and adjust F&A and
fringe rate application (apply on/off) to the selected cost element.
This field prepopulates with the cost amount of the rate.
This field prepopulates with the cost sharing amount of the rate to be covered
by Tufts University.
This field allows the user to uncheck the box to un-apply based on the funding
agency’s specific requirements.
Click the Save Changes button to save and apply changes made to the General and/or Rates tab.
Click the Apply to Later Periods button to apply the changes to future budget periods, after the budget
periods have been generated. This feature allows the user to add or alter a line item to one budget
period in an already generated budget, and have the system populate the remaining budget periods
with the expense line. See Apply Costs to Later Periods job aid.
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BUDGET Back to TOC
RAS:AssignNon‐PersonnelCosts
Hint: If you don’t know where the detailed category falls within the list of category types, go directly to the Object Code Name field to see the full list. They will populate when you click Add… The Non‐Personnel Costs panel itemizes the non‐personnel costs for each budget period. It includes detailed costs organized into the following budget categories: Equipment, Travel, Participant Cost, etc. Note: by default, all non‐personnel costs are added with on‐campus rates; this can be edited in Details. Note: Subcontract costs do NOT get entered via the Non‐
Personnel panel; go to Subaward panel and click the Details button to enter costs.
To assign non‐personnel expenses, navigate the Budget document in the proposal’s left‐hand navigation and then drill down to Non‐Personnel Costs in the left‐
hand navigation of the Budget. Click the Assign Non‐Personnel icon in the top‐right. Field
Category Type Category Object Code Name Total Base Cost Quantity Description Description
This field allows the user to select the budget category type assigned to non‐
personnel cost elements maintained by Tufts University. This field allows the user to select the sub‐categories from within the above category types maintained by Tufts University. This field allows the user to select detailed, rate‐aligned codes from within the above budget categories maintained by Tufts University. This field is a manual entry and represents the base cost of the non‐personnel expense. This is the full amount to be requested of the sponsor, not the unit cost. If there is a cost sharing amount, enter the sponsor cost in this field and the cost sharing amount on the Cost Sharing tab ‐> Cost Sharing Amount field. See Verify Non‐
Personnel Costs job aid. This field is a manual entry and specifies the units required for this non‐personnel cost. This does not drive the non‐personnel cost calculation. This field is a manual entry and allows the user to further explain the non‐personnel cost. It is required for Equipment when S2S detailed budget forms are used (for Grants.gov applications), otherwise for reference only. Note: Select Category Type = Other Direct, Category = Supplies and Object Code Name = Other Minor Equipment < $5000, for equipment under $5K, instead of Capital Equipment Purchases >=$5000. Click the Add Non‐Personnel Item to 1 button to create a row for this item in the budget for Period 1. Repeat above steps for each non‐personnel item added to the budget. Next, verify cost details for the Non‐Personnel costs that have been added. See Verify Non‐Personnel Costs job aid. Do not click the Autocalculate Periods link in the header toolbar until all first period costs have been entered for both Personnel and Non‐Personnel. See Tufts Budgets for Sponsored Projects Policy. V6.1, 022218
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Prerequisites:
• Assign Non-Personnel Costs job aid
Back to TOC
RAS: Verify Non-Personnel Costs
In the Non-Personnel panel, click the Details button in the top-right corner to verify information in the
Details, Cost Sharing, and Rates tabs.
Details tab
Field
Start Date
End Date
Apply Inflation
On/Off
Submit Cost
Sharing On/Off
On/Off Campus
Description
This field defaults to the project start date entered on the Proposal document.
This field defaults to the first budget period end date (based on the project end
date entered on the Proposal document).
This field defaults to the maintained rate table for this cost element. User can
check or uncheck the box to change the status.
This field defaults to the maintained rate table for this cost element. User can
check (to display on Grants.gov form) or uncheck the box to change the status.
This field defaults to the maintained rate table for this cost element. User can
check or uncheck the box to change the status.
Cost Sharing tab
Field
Cost Sharing
Amount
Unrecovered F&A
Justification
Description
This field is manually entered by the user to show the amount that will be
covered by Tufts University and not the sponsor.
The Non-Personnel costs x Applicable F&A rate. Auto-calculated when Tufts
University’s F&A rate varies from the sponsor’s F&A (Applicable) rate. This
amount is not covered by the sponsor. See Check Rates job aid.
This field is manually entered by the user to provide notes about non-personnel
expenses. All the notes can be consolidated providing a text document that can
aid in preparing a budget justification. See Budget Notes job aid.
Rates tab
Field
Rate Class
Rates Type
Rate Cost
Rate Cost Sharing
Apply Rate On/Off
Description
This sub-panel is used to view and adjust the F&A rate application (applying
on/off) to the selected cost element).
This sub-panel associates the type of rate used to view and adjust F&A rate
application (applying on/off) to the selected line item).
This field prepopulates with the cost amount of the rate.
This field prepopulates with the cost sharing amount of the rate Tufts will cover
The user can uncheck the box to un-apply based on the sponsor’s requirements.
Button
Save & Apply to Other Periods
Sync to Period Direct Cost Limit
OR
Sync to Period Cost Limit
Description
See Apply Costs to Later Periods job aid.
These buttons push a calculation that flags the user when the
budget is over the cap set by the sponsor. This requires a manual
entry in the Periods & Totals screen by the user.
See Apply Costs to Later Periods job aid.
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BUDGET Back to TOC
RAS:SinglePointEntry
The Single Point Entry panel is a check‐point screen researcher staff can use to review and make adjustments to an active budget once the major line items have been added. The benefits of single‐point entry are that you can make edits to both personnel and non‐personnel line items in the same panel and view the impact to the overall budget as they happen in the budget summary grid at the top of the screen. It is especially useful for managing the details of non‐personnel line items. It can also be a helpful way to see the accounting codes associated with each cost. Select the Start/End dates and Object Code name for new costs along with the Total Base Cost to Add. The Single Point Entry panel is not for: 


Select Details to view, edit, and apply changes to future periods, as needed (just like in Non‐Personnel panel). Creating full budgets from scratch Editing personnel line items (including totals, effort, cost share, etc.) Editing overall budget rates For managing small variances to personnel budget, it may be preferable to navigate to the Assign Personnel to Periods screen and use the Summary link from the links toolbar to bring up the Summary dialog box (pop‐up) between each save to quickly assess the impact of each change. V6.1, 022218
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RAS: Apply Costs to Later Periods
Ideally, users should wait until all (Personnel and Non-Personnel) costs for the first period of the project
have been entered before carrying those costs over to other periods. This is because the system only
allows the user to take this general action once, and subsequent syncs must be done at the line item /
cost element level, one by one, if needed. (You can also delete all costs from future periods to reenable Autocalculate.) For period-specific costs (e.g. an Equipment charge that applies only to Period 2),
it may be most efficient to add this cost individually after Autocalculating Periods, to save time.
Apply all costs to future periods
Once all Personnel and Non-Personnel costs have been entered for Period 1, click the Autocalculate
Periods link in the top right of the screen. Note: It is a good idea to first click the Budget Summary link in
the header toolbar to spot-check Period 1 before clicking the Autocalculate button to verify all expenses
are correctly listed. Expenses are added to the budget’s subsequent years until the listed project end
date. The expenses will automatically be inflated by the fringe rates, F&A rates and inflation rates.
Apply individual costs to future periods
In the Budget -> Personnel Costs -> Assign Personnel to
Period panel:
Click the Details & Rates link. Click the Apply to Later Periods button
to generate this expense line to one or more future budget periods,
after the budget periods have been generated. This feature allows
the user to add or alter a line item to one budget period in an already
generated budget, and have the system update the remaining budget periods with the newly added or
altered expense line. Note: % Effort and % Charged edits will not carry through to other periods; to edit,
user must delete and re-add personnel in Project Personnel panel.
In the Budget -> Non-Personnel Costs panel:
Click the Details button. Edit, as needed, and then click Save & Apply to Other Periods. This button
carries an expense line to one or more future budget periods, after the budget periods have been
generated. This feature allows user to add or alter a line item to one budget period in an already
generated budget, and have the system update the remaining budget periods with the newly added or
altered expense line.
Not Recommended:
The Personnel Costs section allows the option of Calculate Current Period if the user toggles to Period 2,
Period 3, Period 4, etc. in tabs along the displayed panel. The only time users should use this feature is if
the Autocalculate Periods function (top) has already been applied (it can only be applied once) and the
user has made multiple changes to a section that need to be manually carried through from period to
period OR if a given cost should only be applied to particular future periods.
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BUDGET Back to TOC
RAS:SynchronizeUpdatestoBudget
Users may need to sync updates in the Budget document if certain types of changes are made mid‐
development that are not always automatically carried through. These may include: Scenario
Adding and removing personnel from the budget Updates to the Project Start and End date in the associated Proposal document Steps
Click the Sync from proposal button on the Project Personnel panel to match Proposal Key Personnel Click the Reset to period defaults button on the Period & Totals panel to match the budget dates to the proposal’s revised dates then click Sync All Rates (or see Synchronize Rates job aid for other options) to include all applicable fiscal year rates. Note: if you have already Autocalculate[d] Periods, you may need to apply individual line items to future periods if the project duration has expanded. Updates to Rates calculations if the In the Rates panel, click Sync All Rates to synchronize current Proposal/Budget document was institutional and applicable rates for Research F&A, Fringe, and copied Inflation tabs Updates to the Rates table (if Tufts Note: These rates links will only work if the applicable rates University’s (institute) rates have been were changed prior to creating the budget. See Synchronize updated since Budget document Rates job aid. creation) Updates to Rates calculations if the In the Rates panel, click Sync All Rates to synchronize current Proposal/Budget document was institutional and applicable rates for Research F&A, Fringe, and copied with a new Lead Unit selected Inflation tabs Requirement of the Sponsor is that Enter Direct Cost Limit directly in the Periods & Totals screen Direct Cost allowance is capped at a or via the Budget Settings window (from links menu). Navigate certain dollar amount; user needs to to Non‐Personnel Costs ‐> Details button and click the Sync to calculate the maximum base amount Period Direct Cost Limit button to update the Total Base Cost for each period and allocate to the maximum sponsor allowance for the period. If a non‐
accordingly across all items within that personnel item exceeds the sponsor allowance, a validation period will warn the user to refine the amount on this item. Enter remaining required funds in the Cost Sharing tab. Requirement of the Sponsor is that Enter Cost Limit directly in the Periods & Totals screen. Cost allowance is capped at a certain Navigate to Non‐Personnel Costs ‐> Details button and click dollar amount (inclusive of F&A); user the Sync to Period Cost Limit button to update the total to the needs to calculate the maximum base maximum sponsor allowance for the period. Enter remaining amount for each period and allocate required funds in the Cost Sharing tab. If a non‐personnel item accordingly across all items within that exceeds this amount, a validation will warn the user to refine period the amount on this item. Validation Error: “Budget rates are out Click Sync All Rates of sync”
Change to the selected department / Click Sync All Rates to update the Rates panel to reflect the lead unit during Copy (if budget is rates for the newly selected Lead Unit and selected Activity preserved/copied)
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RAS:AddaSubaward(manual) If you are working with a modular budget (S2S) or a non‐federal subaward, you may need to fill out details of the subaward manually. Click on the Autocalculate Periods before adding the subaward (if there are other budget line items in the budget). 1. Click Subawards sub‐panel. Click Add Subawards link, and fill in the following information: Field
Description
Organization Search for the name of the organization. Note that if the selected organization doesn’t have a DUNS number in the organization database, it will need to be added (via request to Jordan Wilkinson) before routing or submission. File Name Leave blank. Comments Enter comments about the subaward. 2. Click the Add Subaward button to add the above, or Cancel. 3. Click Details under Actions. 4. Enter the Direct Cost amounts and the F&A Cost amounts for each period and similarly for the Cost Sharing amounts (if applicable). Note: The subcontract's direct and indirect costs are counted as part of Tufts direct costs. For sponsors that use an MTDC base, Tufts indirect costs are then calculated up to $25K of the total direct subcontract amount (plus Tufts other direct costs). For sponsors that use a TDC base, Tufts indirect costs are then calculated on the total direct subcontract amount (plus Tufts other direct costs). 5. Click Save Changes. 6. Navigate to the Non‐Personnel Costs panel. Notice that the ‘Subcon Under/Over $25K’ object codes are populated based on the amounts entered in the Subaward panel. Navigate to the Budget Summary panel and notice the same. V6.1, 022218
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BUDGET Back to TOC
RAS:UploadaSubaward(PDFform)
Navigate to the Subawards panel in the left‐hand navigation for uploaded subawards only. Click on the Autocalculate Periods before adding the subaward (if there are other budget line items in the budget). The subaward screen gets populated by extracting the organization’s name and other applicable detail from the uploaded PDF. The project periods defined in the subaward must fall within the start and end dates of the project to be compatible for the form data to sync. The system will pull the budget data into the appropriate line items in each budget period, including determining the first $25,000 of F&A that the sponsor will pay. Click the Add Subaward link to upload the form (you must use the R&R Subaward budget form from Grants.gov), and fill in the following information in the resulting dialog box. Field
Organization File Name Description
Search for the name of the organization and select. Note that if the selected organization doesn’t have a DUNS number in the organization database, it will need to be added (via Pre Award Data Specialist request) before routing or submission. Upload a saved Grants.gov budget. Subaward budget form version must be the same as the one in the selected S2S Opportunity‐>Forms tab to be submitted with the proposal. Enter comments (if applicable) about the subaward. Comments Click Details under Actions to open Subaward Details dialog box. Click Save Changes if any changes were made, or else click No. Verify the details on the Period & Totals and Budget Summary sub‐panels. Click OK.
Note: The subcontract's direct and indirect costs are counted as part of Tufts direct costs. For sponsors that use an MTDC base, Tufts indirect costs are then calculated up to $25K of the total direct subcontract amount (plus Tufts other direct costs). For sponsors that use a TDC base, Tufts indirect costs are then calculated on the total direct subcontract amount (plus Tufts other direct costs). V6.1, 022218
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BUDGET Back to TOC
RAS:TroubleshootSubawardPDFs
RASdoesn’trecognize/previewtheuploadedSubawardPDFfile
If you get the following error (or cannot preview, or the Form Name and Namespace fields are blank in the subaward panel) after you have uploaded the subaward pdf file, you will need to search and link the correct subaward budget version for your opportunity. Error: Subaward budget form is missing, unreadable, or is an incorrect version for this opportunity 1. Follow the steps from Troubleshoot S2S Form Versions job aid 2. If your opportunity requires a specific subaward budget attachment such as 2
RR_SubawardBudget10_30_1_4 (10 year, 30 attachments, version 1.4), download the form from Grants.gov as noted in job aid listed in step 1 above 3. Once you open the form, click on the ‘Click here to extract the 10 Year R&R Subaward Budget Attachment’ button to open and save the correct 3
subaward form version 4
4. Save that extracted form, and complete the required fields, (verify the budget periods are the same as in your RAS budget), and upload the form to the corresponding organization in the Subaward budget panel 5. Once you upload the form, the Form Name and Namespace fields will populate and match the form version from your opportunity. If these fields are blank, the pdf did not load properly and you will need to follow steps above again 6. Once your form is uploaded correctly, go to the S2S Opportunity Search ‐> Forms tab to view the subaward file. Verify the form is ‘Included’ and ‘Select’ to view 5 Note: If you manually enter the subaward’s dollar amounts to the Subaward panel, there is no subaward file to view from the Forms tab, but the subaward’s total dollar amount will display as a line item on the R&R Budget form. You can also reference the following job aids under the Researcher menu in RAS for additional detail: See Upload a Subaward and Add a Manual Subaward. V6.1, 022218
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Back to TOC
RAS: Subaward F&A
After being entered in the Subaward panel of RAS, the subcontract is broken out into four different cost
types, which you can see upon Save in the Non-Personnel Costs panel. The Direct & Indirect costs of the
subcontract UNDER $25K and the remainder that is OVER $25K:
UNDER
OVER
PERIOD 1
3
Subaward DIRECT
4
Subaward F&A
(INDIRECT)
“Over” amounts are identified as MTDC
exclusions and are ineligible for F&A
1
2
Tufts F&A is calculated off any “Under”
amounts from the subaward.
Subaward DIRECT
Subaward F&A
(INDIRECT)
The money is first put into the ‘Under’ object code buckets in RAS until the amount of $25K is reached. If
this amount is not reached in Period 1, the ‘Over’ buckets stay at $0 and the remainder of $25K that is
left gets carried over into Period 2, and so forth.
UNDER
PERIOD 2
Subcon Over 25K
Subcon F&A Over
25K
Subcon Over 25K
Subcon F&A Over
25K
1
2
3
4
MTDC & TDC
OVER
MTDC exclusion
PERIOD 1
Subcon Under 25K
Subcon F&A Under
25K
Subcon Under 25K
Subcon F&A Under
25K
In cases where there is carryover of the 25K allowance for F&A calculation to a subsequent period,
remaining funds are fed first into the direct cost bucket and then the F&A bucket for that period until
the 25K is exhausted. For all periods after that point, the ‘Under’ values = $0.
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RAS:WhenTuftsIstheSubaward Subawards are treated as non‐Grants.gov proposals in RAS, regardless of the Originating Sponsor (i.e. NIH, USDA, Pfizer, etc.). Navigate through the panels as you traditionally would, but follow the fields highlighted below for this type of proposal. Note: The Subaward panels in the Budget document do not apply when Tufts is the subaward. 1. Basics panel:  Sponsor = Identify the institution that is giving Tufts the subaward (e.g. Boston University).  Originating Sponsor = Identify the original funding source agency for the overall application (e.g. NIH). Reference Proposal Details job aid.  Anticipated Award Type = Select Subcontract. See Set Anticipated Award Type job aid. 2. Attachments panel – Group the following attachments into a single file (a subaward package) and upload the file as Attachment Type = “Final PDF Application” under the Internal tab. Grouping these attachments in a single file will allow for more flexibility if additional files need to be added during the Routing process and will reduce overall user effort. Note: Additional types may be need depending on the opportunity.  Biosketch  Letter of Support  Facilities  Equipment  Budget – Complete the detailed budget. Note: Once the proposal is approved by the Signing Official, either a PDF export of the budget or an independent Excel version can be included in the subaward package but is not required. Reference Print Budget job aid.  Budget Justification  Letter of Intent/ Consortium Contractual Agreement 3. Once the proposal is routed to Pre‐Award, the Signing Official signs the Letter of Intent, then scans and uploads the final version to the Attachments panel, replacing the Final PDF Application file, and marks the attachment with Status = Complete. 4. Once the Signing Official clicks Approve , the Institutional Proposal is created automatically, and the Signing Official returns the subaward package to the proposal’s administrator to be sent on to the applicant institution. V6.1, 022218
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RAS: Institutional Commitments
The Institutional Commitments panel summarizes cost sharing and unrecovered F&A associated with the
project.
•
•
•
The Cost Sharing sub-panel is used to view any cost sharing committed in other panels of the budget
and distribute the cost share by dollar amount to specified source / account(s) at Tufts. See Cost
Sharing and Calculate Cost Sharing job aid.
The Unrecovered F&A sub-panel is used when a funding agency will not pay the applicable Tufts
University’s F&A rate. When this occurs, a different F&A rate is applied to the cost base being
utilized by the project. When a different rate, is applied, the system generates an amount of
unrecovered funds. See Unrecovered F&A and Unrecovered F&A Example job aid.
Clicking the Reset to Default link in either panel will reset any of the fields that were manually
entered in the cost sharing screen, and/or add any cost sharing line items that were removed. Note:
Prior to completing both sections, Total Unallocated amount located at the bottom of these screens
and source accounts need to be allocated to clear the validation.
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RAS:CostSharing
Cost Sharing is automatically generated in two ways in the Proposal Development module of RAS: 1. By varying the % Effort and % Charged (if % Charged is lower, this will generate cost share) 2. By setting up cost sharing on Non‐Personnel (via Details button ‐> Cost Share tab) items Navigate to the Budget module ‐> Institutional Commitments panel, click on the Cost Sharing sub‐
panel. The purpose of the Cost Sharing sub‐panel is to display cost shares (funds that will not be covered by the Sponsor) identified in Personnel and Non‐Personnel items and to allow the user to allocate source accounts for cost share funds. Click the Add Cost Sharing button to create additional rows for breaking funds out across multiple accounts. Click View Summary link to view the summary by period and cost sharing amount. Click View Subaward Cost Share link to open a window with information entered in the Subawards tab for each subaward uploaded and maintained in that screen. Each subaward will appear in a separate table, even if cost share amounts were only added in one. Use the information as a reference for distributing their portion appearing in the proposal’s cost share distribution list. Fields on the cost sharing screen are described as follows: Field
Period Description
This field defaults to the budget period(s) in which the cost share will be incurred, assigned, or allocated. This identifies the institutional fiscal year for which a rate is effective. Percentage This field allows the user to enter the percentage of the line item relevant to the associated source account. This entry is not required and will not perform any calculations; therefore, it is reference only in cases where a single cost share is divided across multiple accounts. Source Enter the appropriate label for the source of funds for each cost share line item: select one Account of the following for each row: Department, School, OVPR, Unrestricted Gift This field is prepopulated from the cost share amount for each period from the prime budget. User can also click in this field and type the dollar amount of cost share that is assigned to each fiscal year and funding source. *Note that if the amount is less than the total for the period, the difference will total in the Total Unallocated field at the bottom of the list. Unit If “Department” is selected under Source Account, use this field to specify from which department / DeptID the funds will be sourced. Reset to Default link will reset any of the fields that were manually entered in the cost sharing screen, and/or add any cost sharing line items that were removed. Amount Click on the trash can icon in the Actions column at the end of the period row. Note: Prior to completing this section, Total Unallocated amount located at the bottom of the screen needs to be allocated to clear the validation. V6.1, 022218
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Back to TOC
Example
RAS: Calculate Cost Sharing
The system divides Sponsor Cost vs. Cost Share based on allocated Cost Share identified at the line item
level within the budget. Once the totals are allocated into Sponsor v. Tufts budgets, the F&A (and Fringe,
if applicable) is applied to each total separately (based on project-specific rates).
Example: Assuming a 10% Cost Share for Tufts:
Total Sponsor Cost
– e.g. 90%
Cost-Share (what
Tufts pays) – e.g. 10%
Personnel
Fringe
$180,000
$52,380
Requested
Salary
$20,000
(29.1%)
NonTotal
Personnel (pre-F&A)
F&A
Total
$18,000
$250,380
(64%
assuming TDC)
$160,243.20
$410,623.20
$5,820
$2,000
$27,820
$17,804.80
(with F&A)
$45,624.80
How it gets allocated in each category
Personnel Costs: User specifies % Effort and a % Charged (in this case, 90% of the Percent Effort) for
each salaried person. Assuming 100% Effort, user populates 90 into % Charged. These percentages will
factor into the calculation for all budget periods when subsequent periods are calculated, summing the
Cost Sharing of Base Salary and its associated Fringe and F&A.
Non-Personnel Costs: For each non-personnel line item, user enters Total Sponsor Cost (90% of the
item cost) into the Total (Sponsor) Cost field and enters the remaining calculated 10% of the Total Cost
into the Cost Sharing amount tab/field. User must manually adjust this value for each subsequent
budget period after Autocalculat[ing] Periods to ensure the cost share is 10% of that budget period’s
total. F&A will be calculated off the provided amount, if applicable.
Overall Cost Sharing: Note: You cannot calculate an overall cost sharing percentage of the total
budget in RAS. This is intentional due Tufts requiring a detailed budget and ensuring those percentages
are appropriately documented at the line item level.
How it gets exposed to the sponsor:
By default, the “Submit Cost Sharing” box in the line item Details (Non-Personnel), Details & Rates
(Personnel), or Budget Settings windows will be un-checked, meaning they will not get automatically
shared with the sponsor on the R&R form (for Grants.gov submissions). However, you can check this box
in Budget Settings to ensure that the cost sharing amounts roll up into the Total Non-Federal Funds (for
federal sponsors) box on the SF 424 (R&R) form. This option should be used for either Mandatory Cost
Share or Voluntary Committed Cost Share scenarios if you are sharing that detail with the sponsor.
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RAS: Unrecovered F&A
In Budget -> Institutional Commitments, click on the Unrecovered F&A sub-panel to open the
Unrecovered F&A screen. Click the Add Unrecovered F&A link to enter the fiscal year, applicable rate,
source, amount, and on/off campus fields and enters a new row into this screen.
Click View Summary link to view the summary by period and amount.
Fields on the Unrecovered F&A screen are described as follows:
Field
Fiscal Year
Applicable
Rate
Campus
On/Off
Source
Account
Amount
Description
This field defaults to the fiscal year that the funds will be expended. Identifies the
institutional fiscal year for which a rate is effective.
This field defaults to the rate allowed by the sponsor and used in budget. In the
budget module, this is the rate that is automatically applied to object codes within
each budget version, where applicable.
This field indicates whether the activity is on or off campus.
This field allows the user to enter the funding source description which will provide the
funds for the unrecovered F&A amount. Type one of the following for each:
- Department
- School
- OVPR
- Unrestricted Gift
This field is prepopulated from the unrecovered F&A amount for each period from the
prime budget. User can also click in this field and type the dollar amount that is
assignable to each fiscal year and funding source.
*Note that if the amount is less than the total for the period, the difference will total in
the Total Unallocated field at the bottom of the list.
Reset to Default link will reset any of the fields that were manually entered in the unrecovered F&A
screen, and/or add any unrecovered F&A line items that were removed.
Click on the trash can icon in the Actions column at the end of the period row.
Note: Prior to completing this section, Total Unallocated amount located at the bottom of the screen
needs to be allocated to clear the validation.
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Example
RAS: Calculate Unrecovered F&A
When identifying Unrecovered F&A on a proposal
In the case where a sponsor will not pay the full F&A rate established by the institution, a different rate
will be applied to the cost base associated with the project (TDC or MTDC). When this happens the
system generates Unrecovered F&A, also known as under-recovered funds.
Enter rates in the
Applicable Rate
column
Enter the rate that applies to the proposal in the appropriate line items for respective Cost Base, Fiscal
Year, and On Campus combinations. Click Save at the bottom of the screen to commit the changes. After
adding all the cost categories to the budget, the system will calculate the F&A based on the Applicable
Rate in the Rates table. To view the Unrecovered F&A associated with the current project, Click Period &
Totals on the left navigation menu.
The system will display the under-recovered funds by budget period line item.
Distributing Unrecovered F&A
Click the Institutional Commitments panel on the left navigation menu. The system will automatically
load line items for Fiscal Year, Applicable Rate and On Campus
combinations but user can add more line items as necessary.
To add a line item, click Add Unrecovered F&A button; enter
the Fiscal Year, Applicable Rate, On Campus designation,
Source Account, and Amount details. Click Add.
To add distributions to automatically created line items, click
into the Source Account and Amount details fields and add allocations.
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BUDGET
Back to TOC
RAS: Project Income
The Project Income panel represents the gross income to be earned by Tufts University that is directly
generated by a sponsored project or earned as a result of an award. Click on the Add Income link to add
income.
Fields on this screen are described as follows:
Field
Budget Period
Description
This field allows the user to select from the available budget periods.
Description
This field allows user to enter a description of where the source of funds are coming
from.
Project
Income
This field allows user to enter the amount of income anticipated during the budget
period.
Click View Summary link to view the summary by period and amount.
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BUDGET
Back to TOC
RAS: Modular Budget
The Modular Budget panel (inside the Budget module) is used to document an incremental budget for
NIH opportunities. This option will display as a radio button upon new Budget creation for such
sponsors. The Modular panel displays the direct costs per year, expressed in modules of $25,000 (if any
consortium F&A costs), and variance in the number of modules requested from year to year (if any).
•
•
•
Select the Modular Budget radio button when creating the budget and complete steps for
creating a detailed budget (see the Create/Edit a Budget job aid). You can also set the Modular
Budget flag from the Budget Settings after a budget is created, but note that you must then go
to the Modular panel and Sync for this setting to save, especially on a Hierarchy budget.
Once complete, navigate to the Modular panel and click the Sync button to import data from
the already created detailed budget. See Calculate a Modular Budget for detail on how it works.
If the resulting F&A Base is not correct (rounded to the nearest 25K), manually edit by clicking
inside the Base F&A and F&A Rate fields to adjust and click Recalculate (the Add Rate button
can also be used to add a period row with an F&A rate to the table for the same result). Note
that currently, manually entered figures do not sync up from Child to Parent.
Click the Summary Overview button to view the overall summary.
If the Modular Budget and the Detailed Budget Total Sponsor/Requested Costs still do not match (when
rolled up in the SF 424 R&R Form, or if you are attempting to use Proposal Hierarchy for a modular
budget, please contact ras-support@tufts.edu for help. (Note that Detailed Budgets are not rounded to
the nearest dollar by default, so the Modular flag must be set in Budget Settings in order to ensure the
Modular and Detailed totals match in final submission forms). Note: The more granular line items in the
main, Detailed, itemized and summary budgets are used only for Tufts and do not get transmitted to the
funding agency, but are reviewed and approved internally during proposal routing.
Cost from Total Direct Cost and
Consortium F&A amounts plus the
Total F&A Costs for all periods.
Note that F&A Rate, F&A Base, Direct Cost Less Consortium F&A can be
manually overwritten, should the calculated budget exceed the cap or
should the default up-rounding conflict with the desired calculation.
The direct costs requested in the
detailed budget that are associated
with a subcontract’s F&A costs (if any).
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The direct costs from detailed budget, rounded
up to the next $25K, minus any direct costs that
are associated with a subcontract’s F&A.
Recalculate: Recalculate will update the Total
based on edits made to the 2 fields above
AND update the F&A section accordingly.
Sync: resets the Modular calculation. Both
buttons refresh calculations for all periods.
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SINGLE MODULAR PROPOSAL – SYSTEM CALCULATION
Assess Total Direct Costs
Subtract Subcon. F&A
A. Total Direct Costs (Detailed Budget) for entire project
B. Direct Cost LESS Consortium (Subcontract) F&A
SUBTRACT Subcontract F&A
Round to Nearest Upward Module
C. This total gives you # of Direct Cost Modules (increments of 25K)
ROUND to nearest 25K
$200,226
$235,402
Helps you decide whether you are within budget cap for NIH
$225,000 ADD back in Subcontract F&A
Calculate F&A
F. F&A Costs
(Modular Budget)
Exclude MTDC
MULTIPLY by F&A Rate
Add Subcon. F&A
E. Direct Cost Base
(Modular Budget)
$77,450
SUBTRACT MTDC
Exclusions
D. Total Direct Costs (Modular Budget)
$154,900
$260,176
ADD back in Total Direct Costs (Modular Budget) – D. MTDC Excluded Object Codes:
Combine F&A and Modular Total Direct
G. Modular Total Costs
$337,626
5158 Subcon Over $25K
5176 Subcon F&A Over $25K
xPT (all participant training except xPTFA)
5401 Capital Equipment Purchases ≥ $5000
5208 Graduate Tuition
5571 Rent – Space, Offices, etc.
7017 Capital Expenditure
Fellowships (no longer used)
Other Non MTDC Expenses (no longer used)
Participant Costs (no longer used)
Scholarships (no longer used)
This Example (Single Period): Total Direct Costs = $235,402
Subcontract Direct = $95,100; Subcontract F&A = $35,176
(Subcon. “Under” = $25K, Subcon. “Over” = $105,276)
MTDC Exclusions = $105,276
F&A = 50%
Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2015
HIERARCHY OR SPLIT/RATE MODULAR PROPOSAL – SYSTEM PERIOD CALCULATION
Assess Total Direct Costs
A. Total Direct Costs (Detailed Budget) for Parent Hierarchy Budget
A. Total Direct Costs Child 1 (minus MTDC exclusions) / Hierarchy Total Direct Costs (minus MTDC exclusions)
$400,000 (or 80% of $500,000)
A. Total Direct Costs Child 2 (minus MTDC exclusions) / Hierarchy Total Direct Costs (minus MTDC exclusions)
$100,000 (or 20% of $500,000)
If there is a Hierarchy, child ratios (that will determine amounts split by F&A rate) get assessed based on the % of Total Direct Costs (minus MTDC exclusions) contributed by each Child
SUBTRACT Subcontract F&A
(Hierarchy Budget)
$710,000
Establish Child F&A Ratios
Round to Nearest Upward Module
Subtract Subcon. F&A
B. Direct Cost LESS Consortium (Subcontract) F&A
ROUND to nearest 25K
$685,000
C. This total gives you # of Direct Cost Modules (increments of 25K)
Helps you decide whether you are within budget cap for NIH
$700,000
ADD back in Subcontract F&A
Calculate F&A
Exclude MTDC
Add Subcon. F&A
F. Child 1 F&A
F&A Base for Child 1 (80% of $515K) x its F&A Rate (.45)
MULTIPLY by F&A Rate
E. Direct Cost Base
(Modular Budget)
SUBTRACT MTDC
Exclusions
D. Total Direct Costs (Modular Budget)
$185,400 (or $412,000 x .45)
$515,000
F. Child 2 F&A $725,000
F&A Base for Child 2 (20% of $515K) x its F&A Rate (.55)
Combine F&A and Modular Total Direct
$56,650 (or $103,000 x .55)
MODULE OVERRIDES
If the user wishes to override the calculated module (Step C.) in either scenario, s/he can update the Direct Cost Less Consortium F&A field with the desired module amount and click Recalculate to force an update to the associated F&A section above.
F. F&A Total for Hierarchy
$242,050
ADD back in Total Direct Costs (Modular Budget) – D. G. Modular Total Costs
$967,050
MULTIPLE RATES OVER A SINGLE PERIOD
For proposals with variable F&A rates within a budget period (or, a budget period that spans two fiscal years with differing rates), the system will follow this same process of breaking the F&A calculation into two parts, but will establish the respective ratios of the two rows based on % of the budget period owned by each segment.
This Example (Single Period): CHILD 1
Total Direct Costs = $540,000
Subcontract Direct = $100,000; Subcontract F&A = $25,000 (Subcon. “Under” = $25K, Subcon. “Over” = $100K)
MTDC Exclusions = $140,000
F&A =45%
CHILD 2
Total Direct Costs = $170,000
Subcontract Direct = $0; Subcontract F&A = $0
MTDC Exclusions = $70,000
F&A = 55%
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BUDGET
Back to TOC
RAS: Budget Notes
The Budget Notes section of RAS provides an efficient way to consolidate individual notes and
justifications the user has entered for each budget line item. Use of this functionality is entirely optional
in RAS; however, it serves as a tool or outline to help the user draft a budget justification that may be a
requirement of the sponsoring agency (to be attached to the application via the Attachments screen).
Click Budget Notes panel.
Click Consolidate Expense Justifications link. The notes on the Personnel and Non-Personnel panels that
were manually entered will be pulled into Budget Notes and the notes are presented for each period.
jdoe01
Notes are consolidated for Period 1
and then repeated for all subsequent
periods unless edited here or in
Personnel and Non-Personnel.
The following screens show the various source fields for these notes:
Non-Personnel panel:
use Justification field
on the Details button
-> Cost Sharing tab
Personnel panel:
use Notes field on
the Details & Rates
link -> General tab
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BUDGET
Back to TOC
RAS: Budget Summary
The Budget Summary panel is a view only screen that displays all of the detail expenses such as the
personnel, non-personnel, etc. The summary displays budget category sections as they are added to the
budget details.
Click on the right-facing arrow to expand the category and see details.
Note: Calculated Direct Costs row will
always be $0.00 for Tufts (Personnel
and Non-Personnel) since Tufts does
not use its associated rates
Click Back button to navigate to the previous screen (Budget Notes).
Click Save button to save the budget.
Click Complete Budget button to mark this budget version as Complete. Similar to using the toolbar:
Budget Settings-> Budget Status = Complete, or Budget Versions-> Actions-> Complete Budget, both
options lock the budget from further edits. See Budget Actions & Links Menus job aid.
Select Budget for submission to sponsor
See Budget Actions & Links Menus job aid for instruction on how to then select a budget as the single
version you are submitting the sponsor (keeping in mind that you must also include the applicable
budget form from the S2S Opportunity panel – Forms tab, to include it in an S2S data submission).
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Research
Administration
System
Section
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Proposal Hierarchy
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PROPOSAL
HIERARCHY
Back to TOC
RAS: Proposal Hierarchy Overview
What is Proposal Hierarchy
Proposal Hierarchy is a functionality of RAS that allows for the aggregation of individual budgets and key
personnel from individual proposals (“Children”) into a single, synthesized proposal (the “Parent”). It
does NOT combine all elements of the proposal, however, so the majority of proposal (including all
attached files) needs to be managed from the Parent.
Note that a ‘Parent’ is simply a sum of the budgets and personnel of multiple Children (generated out of
an existing proposal’s basic data), and a regular proposal cannot be turned into a Parent.
Therefore, a user should not populate more fields than needed in the Child (Basics, Key Personnel,
Budget) prior to setting the hierarchy, as s/he will just need to repeat this work in the Parent.
When to use Proposal Hierarchy
Proposal Hierarchy is most commonly applied to two project scenarios at Tufts:
•
•
Scope Account Proposals: Where multiple projects (potentially with discrete budgets/F&A rates,
research and owners) on a master proposal and the parts need to be combined into a single
proposal for submission, tracking and award (with a single principal PI). Or, could also apply for a
complex F&A rate situation (e.g. foreign subcontractor with variable rate allowance)
Multiple PI Proposals: Where multiple separate projects (for example, two separate PIs working
on research that connects and will be ultimately submitted against a single opportunity) need to
be combined into a super project, recognizing the work of both PIs equally, for submission,
tracking and award.
PROPOSAL
BASICS
CHILD A
BUDGET
Inherits dates from Child A, but all children’s dates
need to fit within the overall time window of the
Parent AND, specifically, within one full period
of the Parent’s dates
KEY PERSONNEL
PROPOSAL
BASICS
PARENT
BUDGET
KEY PERSONNEL
PROPOSAL
BASICS
CHILD B
PI/Contact becomes
Co-Investigator unless
matching to PI/Contact
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CREDIT
ALLOCATION
COMPLIANCE
QUESTIONNAIRE
ACCESS
SUPPLEMENTAL
INFORMATION
BUDGET
KEY PERSONNEL
CERTIFICATION
SCIENCE DATA
INHERIT &
EDIT
ATTACHMENTS
Synchronize Updates -
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INPUT ON
PARENT
123
PROPOSAL
HIERARCHY
Back to TOC
RAS: Proposal Hierarchy Workflow
Hierarchy
Budget
In a proposal hierarchy, two (or more) budgets come
together to form a hierarchy budget.
The primary Child proposal must create the hierarchy.
This is because the basic data of the proposal
(department/lead unit, applicant organization, etc.)
carries over into the Parent record (which is the record
that will eventually be submitted to the sponsor).
Proposal 1
Proposal 2
Once the need for a hierarchy is confirmed,
the FIRST Child’s aggregator:
1. Solicits key data from any contributing Children.
Please see Contributed Budget Form job aid for an
optional Outlook/email form that can be used to collect information from contributing departments
and/or teams.
2. Sets up the complete hierarchy structure in RAS. Create one new proposal for each Child. The
Parent is created by cloning the first Child into a hierarchy, so a unique record does not get created
through the conventional process for the Parent. Once both Children are set up with Proposal
Basics, Key Personnel, and a Budget document, the proposals can be synced. See Create a Parent
and Link to a Parent job aids.
3. Gives Child record access to the contributing Children’s administrators. For each contributing
Child, add “Aggregator” permissions via the Access panel for anyone who needs to be able to edit
each respective Child. (This access may be updated after the proposal is linked.)
4. Creates the Hierarchy. Use the first Child to create the Hierarchy. See Create a Parent.
5. Links contributing Children into the Hierarchy. Once the Child budgets/records are complete, link
them to the newly created Parent proposal. See Link to a Parent.
6. Completes the Parent application. All other material effort takes place in the Parent proposal,
including managing Attachments, PI Certification, Compliance, Questionnaires & Supplemental Info,
Organization & Subaward info, and, of course, Routing.
7. Manages updates, as appropriate, via Sync All control & Routes/Submits Parent for Approval.
Prior to the routing process, the Parent should reference contributing Child input materials to assess
whether any special factors apply in the contributing Children that warrant ad hoc approvals, certain
Questionnaire responses, etc.
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Scope Account Simulations (using Proposal Hierarchy)
Individual Proposals
Single-PI Proposal
PI / Contact
PI / Contact
Then identify who will be the lead at each School/Center
Complete
Budget
Complete
Budget
Multi-PI Proposal
PI / Contact
Identify who will be the contact PI of the
project (in the eyes of the Sponsor)
PI / Contact
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Complete
Budget
Single-PI Proposal
Secondary and
Tertiary PI trade in
their ‘PI/Contact’
roles for ‘CoInvestigator’ roles
PI / Contact
CoInvestigator
Complete
Budget
PI / Contact
PI / Multiple
Complete
Budget
Hierarchy
RAS
Identify who will be the PI of the
project (in the eyes of the Sponsor)
PI / Contact
Back to TOC
Then identify the
other PI(s) –
Select ‘PI/
Multiple’ roles
for this
individual(s),
then add the
contact PI as the
‘PI/Contact’
CoInvestigator
Hierarchy
Budget
If there are any special considerations or additional
routing approvers for his/her Child, PI/Multiple
emails these to PI/Contact (outside of RAS)
RAS
Only one ‘PI/
Contact’ and one
‘PI/Multiple’ role (or
more, if applicable)
is preserved in the
Parent
Multi-PI Proposal
Only add
attachments into
Parent after
Hierarchy is built
PI / Contact
PI/Multiple
Attachment
1a
Attachment
1b
Attachment
1c
© Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
Attachment
1b
Hierarchy
Budget
Attachment
2b
Attachment
3b
125
PROPOSAL
HIERARCHY
Back to TOC
RAS: Create a Parent
To create a parent, you first need to determine which Child proposal will be the principal child.
Create or Edit a child proposal with the proper project dates, department, primary PI, Performing
Organization, and Performance Site Locations (including any Schools/Sites for additional Children) that
the parent proposal will inherit. See Create a New Proposal Document job aid for additional detail. The
new parent proposal is automatically built from the principal child record. Project dates must equate to
the full period of the Parent (and if the first Child only has costs in a portion of that period, it can be
reflected in the Budget).
Establish a Hierarchy
Select the Hierarchy link in top-right corner of Proposal document.
Create a New Parent Proposal
A dialog box appears that asks you to Link a proposal (the child) either to an existing parent OR to Create
a Hierarchy that creates a new parent. Since you are creating a NEW parent in this scenario, leave the
Link Proposal field blank. Then click Create Hierarchy. Sub-Budget is the only Hierarchy Budget Type.
After creating a hierarchy from this proposal, a parent proposal is created (you will be informed of the
new Parent proposal number in a blue background message at the top of the screen), and the original
proposal becomes a child, with some capabilities now locked (including routing). *Note: If your budget
does not have a ‘complete’ version yet, you will see a warning message on screen, and the system will
bring in the most recent budget available.
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PROPOSAL
HIERARCHY
Example
Prerequisite:
• Proposal Hierarchy Overview job aid
Back to TOC
RAS: Create a Multi-PI Proposal Hierarchy
As noted in the Proposal Hierarchy Overview job aid, a collaborative, multiple-PI proposal is a common
project scenario at Tufts. The following an example shows two Children and a Parent, but additional
Children can be added using the same logic, depending on the scope of the project.
Child 1: In this example, this is the Child proposal from which the Parent will inherit basic information
for a multiple PI account. The main panels/fields of inheritance are Proposal Basics, Budget, and Key
Personnel (along with Personnel type Attachments). See Proposal Hierarchy Overview and Create a
New Proposal job aids for further detail. The following is an example of the critical Child 1 Proposal
Details fields that the Parent will inherit:
Proposal
Type
Lead
Unit
Activity
Type
Project
Dates
New
Biology
Research
7/1/156/30/18
Project
Title
Sponsor
Child 1’s
Title
NIH
(can later be
edited in
Parent)
Opportunity
Number
PI/Contact
xx-x-xxx
John Doe
(if a Federal
opportunity)
F&A Rate
(per FY 16On campus)
56%
1. Select the PI/Contact for the PI for this child. See Child 2 below for PI/Multiple set up.
2. Create the complete and final budget for this sub-project (including any unique F&A rate).
3. Do not add attachments, certify the PI/Contact, or enter data in any other panels on the Child record
(these get populated in the Parent, since they do not roll up from the Child proposals). Note: MultiPIs do not need to certify for Tufts and project documents should be send to PI/Contact via email.
Follow steps in the Create a Parent job aid to create the parent from this child. The original proposal
becomes a Child and a new Parent record is generated through this action from Child 1’s data.
Child 2: Create a new Child from any department either in the same or a different school. The following
is an example of completing the Child 2 fields for a multiple PI account:
Proposal
Type
Lead
Unit
Activity
Type
Project
Dates
Project
Title
Spons
or
Should
match
Child 1
Vet
Clinical
Science
Conference
Must be
within
Parent date
range
Child 2’s
Title (will
Must
match
Child 1
not inherit)
Opportunity
Number
(if a Federal
opportunity)
Must match
Child 1
PI/Contact
Must match
Child 1 (Set PI as
F&A Rate
(FY 16-On
campus)
37%
“PI/Multiple” for
Child 2)
1. Set the PI/Contact as the same PI/Contact from the first Child. Use PI/Multiple to assign the PI for
this Child and add any other roles for other key personnel.
2. Follow steps #2-3 from above. Then, link Child 2 to the Parent. See Link to a Parent job aid and Sync
Child Updates to a Parent job aid. Note: Notice the Parent proposal will inherit the PI/Contact from
Child 1 as the PI/Contact and Child 2’s PI/Multiple as its PI/Multiple. (If Child 2 had a different
PI/Contact, that individual would roll into a Co-Investigator role on the Parent, which we don’t want
in this example – see Create a Single-PI Hierarchy Proposal job aid).
3. Ensure that any special considerations (e.g. Course Release, Special Capital Planning Considerations,
or other special review considerations) are communicated directly to the Parent proposal’s PI or
admin so that the PI/Contact on the Parent can include the necessary parties in Ad Hoc routing.
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PROPOSAL
HIERARCHY
Back to TOC
RAS: Co-PD/PI Setup
For collaborative, multiple-PI proposals that are non-NIH and use the role Co-PD/PI instead of
PI/Multiple, most of the same setups apply in respect to Proposal Hierarchy, aggregate budgets, etc.
However, the Key Personnel setup is slightly different.
1. Use the Principal Investigator field for the primary PI.
2. Use the Co-Investigator field for the secondary PI (the name will appear under Co-PD/PI in systemgenerated forms that are submitted to the funding agency).
3. If you have true ‘Co-Investigators’ on your project as well, use the Key Person role and specify CoInvestigator when prompted for additional detail.
Follow steps in the Create a Parent and other Hierarchy job aids to begin the hierarchy.
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Example
PROPOSAL
HIERARCHY
Prerequisite:
• Proposal Hierarchy Overview job aid
Back to TOC
RAS: Create a Single-PI Proposal Hierarchy
As noted in the Proposal Hierarchy Overview job aid, the Scope Account is a common project scenario
at Tufts. Setting up a scope account in RAS is straightforward and usually does not require a lot of data
entry for the contributing proposals. The following an example shows two Children and a Parent, but
additional Children can be added using the same logic, depending on the scope of the project.
Child 1: In this example, this is the Child proposal from which the Parent will inherit basic information
for a scope account. The main panels/fields of inheritance are Proposal Basics, Budget, and Key
Personnel. See Proposal Hierarchy Overview job aid for further detail on inheritance. Also see Create a
New Proposal job aid to create a proposal. The following is an example of the critical Child 1 Proposal
Details fields that the Parent will inherit:
Proposal
Type
Lead
Unit
Activity
Type
Project
Dates
New
Biology
Research
7/1/156/30/18
Project
Title
(can later
be edited in
Parent)
Child 1
Title
Sponsor
NIH
Opportunity
Number
(if a Federal
opportunity)
xx-x-xxx
PI/Contact
F&A Rate
(FY 16-On
campus)
John Doe
56%
1. Set the PI/Contact who will be the overall PI for the project on Child 1’s proposal. Use a different PI
for each contributing Child in this type of (single PI) scope account.
2. Create the budget for this department (e.g. Biology; auto populated with the 56% F&A rate).
3. Add only Personnel attachments (e.g. Biosketch).
4. Do not certify the PI/Contact, or enter data in any other panels on the Child record (these get
populated in the Parent, since they do not roll up from the Child proposals).
Follow steps in the Create a Parent job aid to create the parent from this child. The original proposal
becomes a Child and a new Parent record is generated through this action from Child 1’s data.
Child 2: Create a new Child from a different department either in the same or different school. See
Create New Proposal job aid to create a proposal. The following is an example of completing the Child 2
fields for a scope account:
Proposal
Type
Lead
Unit
Activity
Type
Project
Dates
Project
Title
Sponsor
Must
match
Child 1
Vet
Clinical
Science
Conference
Must be
within
Parent
date
range
Child 2
Title (will
Must
match
Child 1
(will not
inherit)
not
inherit)
Opportunity
Number
(if a Federal
opportunity)
Must match
Child 1
PI/Contact
David Clark
(will become
Co-I on
parent)
F&A
Rate
(FY 16On
campus)
37%
1. Follow steps #1-3 from above. Then, link Child 2 to the parent. See Link to a Parent job aid and Sync
Child Updates to a Parent job aid. Note: Since the PI is the same on both children in the above
example, the parent proposal will show the same PI as the PI/Contact role and the Co-I as the Co-I
role.
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PROPOSAL
HIERARCHY
Back to TOC
RAS: Link to a Parent
To link to an existing parent, you will be connecting a proposal to an existing Parent proposal ID. You
must be in the Proposal side (not Budget) of the system to link proposals in this manner.
Create/Edit the proposal you wish to turn into a subsequent Child with the proper project dates,
department, primary PI, etc. that the Parent proposal will inherit. The Sponsor and project dates of
secondary Children must match exactly those of the original Child.
What gets inherited
The following data will roll up from the ancillary (non-primary) Child to the Parent:
•
•
Key Personnel (with the exception of the PI/Contact, which will be converted to Co-Investigator
on the Parent since there is already a PI/Contact on the record from the first child*)
Budget (the budget of the child is threaded at the detail level into the parent’s hierarchy budget)
*For a multi-PI proposal, use the first Child record’s PI/Contact on your proposal and your PI’s name as
the PI/Multiple. This will cause the parent to inherit your PI as its PI/Multiple.
Select the Hierarchy link in top-right corner of Proposal document.
Link a Child to an existing Parent
A dialog box appears that asks you to Link a proposal (the child) either to an existing parent OR to Create
a Hierarchy that creates a brand new parent. Since you are linking to an EXISTING parent, enter the
number of the existing Parent proposal in the Link Proposal field or use the magnifying glass to search.
Then click Link this Child to a Parent. Always select Sub-Budget as the Hierarchy Budget Type.
Create the link
from the Child
•
Create the link
from the Parent
Note: You cannot link a Child proposal to a record that is not already a Parent. If you attempt to
do so, an error message will appear informing you that the proposal is not a hierarchy parent.
After creating a hierarchy from this proposal, a Parent proposal is created, and the original proposal
becomes a Child, with some capabilities now locked (including routing).
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PROPOSAL
HIERARCHY
Back to TOC
RAS: Contributed Budget Form
The following form is available via the Researcher menu of RAS as an Outlook template, but can be used
either as a direct request form for the contributing Child administrators/PIs to submit advance setup
information to the parent OR as an informal discussion checklist to ensure sufficient early questions are
asked to make the appropriate hierarchy decision for the record.
As a Contributing dept./team, submitting the answers to these questions in advance helps ensure:
•
•
The inclusion of essential ad hoc approvers for your department who might not otherwise be
included in the Parent’s route path
Correct F&A rates for your department populating into the budget template for your proposal.
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PROPOSAL
HIERARCHY
Back to TOC
RAS: Unlink a Child
If you need to unlink a Child from its Parent proposal, you must do this from the child record. Note: You
cannot un-link all Child proposals from a hierarchy once it has been created – one Child must stay
connected to the Parent at all times.
Search for the child proposal and click Edit. Your child record should have a (C) suffix in the header
toolbar hyperlink, indicating that it is a Child. Click the
dialog box:
link to bring up the Hierarchy
Select Unlink Hierarchy to unlink the child from its current parent. Note that you may always relink the
child to the parent, if needed.
You should see the following message now displayed on your proposal and the Hierarchy link no longer
carries a (C) suffix:
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PROPOSAL
HIERARCHY
Back to TOC
RAS: Sync Child Updates to the Parent
Generally, it is recommended that users make updates primarily to the Parent record after a Proposal
Hierarchy has been established, since only specific proposal elements can be synced from the Parent,
depending on which Child record you are editing.
Changes to the Primary & Ancillary Child
However, there are instances where it is appropriate to make changes to the Child and sync them up
from the Parent prior to routing.
•
•
Project date changes – if you are making changes to the dates of the Children, this will affect
their respective budgets and should be made at the Child level (to both the proposal side
“Basics” and Budget “Sync to Periods”) and then synced up from the Parent.
(However, note that updates to the Primary Child dates must be universal across all associated
Children and, when synced, will update the Parent dates—if this is not intended you may need to
edit the Parent again.)
Budget changes – since the budgets are threaded together at the Parent level, it’s important to
sync any changes you make at the Child level up from the Parent so that the Hierarchy budget
will be accurate. You must save changes at the Child level before the changes will be available to
feed into the Parent record. Also, you must sync Budget changes from somewhere in the Budget
module FROM the Parent.
Sync Changes
Click the Hierarchy (P) button on the Parent record’s header toolbar to sync all Child records’ data to the
Parent. A Hierarchy dialog box appears. Do not populate anything in the two fields, but instead click
Sync All without populating any data. Updates from all Child records will load.
From Hierarchy (P)
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PROPOSAL
HIERARCHY
Back to TOC
RAS: Submit a Parent for Review
Before you submit a Parent proposal (containing data from two or more contributing Child proposals),
you must make sure you have done the following:
•
•
•
•
•
•
Received confirmation from those contributing proposal leads that their proposal is ready for
import into the Hierarchy (or else received all synchronized data)
Understood any Course Release requirements in the ancillary Child proposal work and added
identified additional department contacts as Ad Hoc reviewers as necessary
Linked both your initial Child record and your contributing Child records into a Parent
Verified all combined material in the Parent proposal for the final application (incl. Attachments)
Attached placeholder documents for all Attachment types (see Attach Documents job aid) and
entered Abstract and Comment fields in Attachments as necessary
Certified the Parent proposal for the entire project team, including all Multiple PIs
Routing a Proposal Hierarchy record
The routing path of a proposal hierarchy record is based on the Lead Unit assigned to the Parent, which
is the lead unit of the first contributing principal Child record. This means that all department-level
contacts will be automatically included in the routing (even your Department Chair and Financial
Reviewer if details of your Budget and Supplemental data require it – see Routing Overview job aid).
Note: Child records cannot be independently routed for approvals prior to linking to a Parent.
If the ancillary Child records have special considerations
In cases where the ancillary child records (those beyond the first child) have special considerations
including Course Release, Cost Sharing, Reduced F&A, Capital Planning Considerations and/or other
special review considerations, you will need to manually add their associated department escalation
contacts (namely: Department Chair and Financial Reviewer) to the Access panel for the Parent proposal
(to give them Approver access) AND as Ad Hoc reviewers from the Summary/Submit screen with
instructions to review specific areas of the proposal. This Ad Hoc approval request will occur at the point
it is requested during the course of the routing. A separate Hierarchy form may be transmitted to the
Parent proposal’s aggregator to convey any special considerations for the Children.
See Set Access Privileges job aid for additional detail on how to manage Access permissions.
See Ad Hoc Routing job aid for additional detail on how to add Ad Hoc reviewers.
Note: Everyone on the routing path for the parent will have view & approve access for all
elements/screens of the Parent and Child proposals, including the detailed Budgets.
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PROPOSAL
HIERARCHY
Back to TOC
RAS: Hierarchy Budget
When multiple Child proposals are linked together under a shared Parent, their budgets will be
combined together in such a way that you can drill-down within categories and object codes to see the
details of each project’s personnel and non-personnel costs and their associated rates and totals.
Note: when you link a Sub-Budget to a Parent, if there is no
Final budget on the Child, the system will display a warning
message that it has pulled in the most recent draft budget.
Reviewing a Hierarchy Budget
When reviewing a Hierarchy budget from the Parent record,
you can either access the Parent proposal’s Budget Summary
from the corresponding Summary View link, or you can go
into the Hierarchy tab and drill down to either the Parent
budget (combined) or any of the Child budgets (individual), as
shown to the left. Click the
button beside Budget
Summary to expand each row and see the specific line items
for that proposal. This is also where you can see summarized
totals, like Cost Share that may be extremely relevant to your
review:
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Back to TOC
RAS: Changes After Hierarchy Is Set
Once a proposal has been linked into a Hierarchy in RAS, certain items are locked down in the Parent or
otherwise limited for further editing. These include:
•
•
Key Personnel (you can delete, but not add new personnel)
Budget (the budget is read-only except for select functions)
Therefore, changes to the Budget and/or Key Personnel after the hierarchy is linked must be made in
the Child.
However, once a Child proposal is linked to a Parent, you must notify the administrator of the Parent
proposal when and if you need to make an update, since updates can only be Synced from the Parent.
The sync function brings in updates from all associated Child proposal, so the Parent’s aggregator may
define a specific timeline for updates to most efficiently manage version control.
All updates to Attachments/Science and changes to special conditions surrounding the proposal should
be communicated independently to the Parent proposal’s PI and/or administrator before the Parent
proposal is scheduled to be routed (ideally 5-10 business days prior to the Sponsor deadline).
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Research
Administration
System
Section
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Routing & Submission
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ROUTING &
SUBMISSION
Back to TOC
RAS: Data Validation
Passing data validation is a prerequisite for routing and submission. Throughout the development of a
proposal, users can utilize the Data Validation feature to ensure all required fields are populated. Data
Validation checks against both sponsor and Tufts University requirements. *Please note that Data
Validation can be activated separately from both the Proposal and the Budget side of Proposal
Development and will display granular errors for each module separately.
By default, the Data Validation function is turned off in the header toolbar, but the user can activate it at
any time to flag missing fielded data screen-by-screen as s/he completes the proposal.
Turning Data Validation On
Select the Data Validation link in the header toolbar.
In the resulting dialog box, click the red button to Turn On. This action will color the button green and
display a list of errors or blank fields that require action before route or submission to the sponsor. The
user may decide to turn off these validations at any time which, in turn, will remove pop-up errors from
displaying as s/he works on the proposal and moves from screen to screen.
Note that validations
often tend to stem
from Key Personnel
address details and
missing Attachments,
even if the ‘Fix It”
button points you to
the S2S forms.
Warnings vs. Errors
Errors will prevent the proposal from routing or being submitted to sponsor whereas Warnings are only
there to caution user of a possible issue and may be ignored if non-critical for the proposal /opportunity.
Validations at Submission
Upon submission (to route or to sponsor), Errors will display for the user (even if Data Validation is
turned off) and will require resolution before submission can be completed.
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ROUTING & SUBMISSION Back to TOC
RAS:CommonDataValidations
See Data Validation job aid for information on how to turn on your data validations in RAS. Note that sometimes the area/section indicated in RAS and/or the fix link provided do not directly link to the place where the user can fix the error. Please see ‘How to Fix’ below for specifics. Note that some data blanks will trigger multiple single errors, which will all resolve at once when the fix is made and saved. Area Section Description How to Fix Attachments Internal Attachments PI Eligibility Waiver is required. Attachments Proposal Attachments Research Strategy attachment is required for Research Plan. Attachments Proposal Attachments The Narrative proposal attachment is required for this form. Attachments Proposal Attachments The ProjectSummary proposal attachment is required for this form. Attachments Proposal Attachments Each investigator and key person must have a BioSketch. Upload the PDF on the Personnel Attachment panel, with “BIOSKETCH” as the attachment type. Error displays if you have selected that a PI Eligibility is required in Supplemental Info panel. To fix, navigate to Attachments panel, Internal Attachments tab, and Add a PI_Eligibility_Waiver PDF for the appropriate person to the proposal. Grants.gov error. Error displays if you have linked to an opportunity that requires a Research Strategy document attached. To fix, navigate to Attachments panel, Proposal Attachments tab, and Add a Research Strategy PDF to the proposal. Grants.gov error. Error displays if you have linked to an opportunity that requires a Narrative document attached. To fix, navigate to Attachments panel, Proposal Attachments tab, and Add a Narrative PDF to the proposal. Grants.gov error. Error displays if you have linked to an opportunity that requires a Project Summary document attached. To fix, navigate to Attachments panel, Proposal Attachments tab, and Add a Project Summary PDF to the proposal. This may appear as an error or a warning, depending on the personnel who have been added to the proposal. All Grants.gov opportunities require a biosketch for the PI/Contact (primary PI) at minimum and most also require a Biosketch of all other Key Personnel. Attachments Budget V6.1, 022218
Add Budget You must have an attachment PHS_ResTrainingPlan_PILeadershipPlan or RHS_ResearchPlan_MultiplePILeadershipP
lan with the proposal. Please attach the PHS_ResTrainingPlan_PILeadershipPlan or PHS_ResearchPlan_MultiplePILeadershipP
lan in Abstracts and Attachments window. A final budget is required. If no budget has been added OR if you have added a budget and not yet marked it Complete, you may see this error. The budget must be marked “Complete” ‐ either via the Action buttons at the bottom of any Budget screen, the Budget © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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Area Section Description Budget Proposal [Proposal #] does not have a budget. Budget
Institutional Commitments Budget You must clear audit errors before changing status to complete. Please go to validation panel to check audit errors. Budget You must mark a budget for submission. Budget Subawards The subaward organization [organization name] does not have a DUNS number assigned. Please contact an admin to have a DUNS number added. Key Personnel Key Personnel On behalf of yourself and all senior key persons affiliated with Tufts University, please review your application and return to the Questionnaire to certify the proposal. The proposal cannot be routed until this certification is complete. The investigators are not all certified. Please certify [PI’s name]. Organization and Location Performing Organization A performing organization must be specified. Performance Site Locations Personnel At least one performance site is required. A PD/PI is required, please add a Principal Investigator to the proposal Personnel Organization Address line 1 is required for [Key Person] V6.1, 022218
How to Fix Settings link, or the Budget line item in the Budget panel of the Proposal document – before route. Warning, but must be fixed before routing. Navigate to the Budget panel of the Proposal document and click the Add button to add a new budget. Source Account must be populated in Cost Sharing and/or Unrecovered F&A sub‐panels This error displays when you attempt to Complete the Budget. If not already in the Budget document, click the link from Proposal ‐> Budget to enter the budget and then click Data Validation link to see outstanding validation errors to fix prior to attempting to Complete the Budget. Navigate to the Budget panel of the Proposal document. Click on the Actions drop‐down list to the right of the Budget link. Click the appropriate Budget as “Include for Submission” once final. Confirm the DUNS number for your subcontractor organization (or, determine that you will not have one in time for the application submission). Put in an administrative request to your assigned RAS data specialist to update the organization with the provided DUNS number or a placeholder DUNS. Once final (or close‐to‐final) data is entered in the proposal, notify the PI to certify via Key Personnel panel. Once final (or close‐to‐final) data is entered in the proposal, notify the PI to certify via Key Personnel panel. Navigate to Basics ‐> Organization and Location and click the Performing Organization tab. Click “Select Different Organization” and run a search without entering any values to see a list of available Tufts sites for your primary performing organization entry. NO LONGER A REQUIRED FIELD – ERROR SHOULD NOT APPEAR. Grants.gov error. Navigate to Key Personnel panel and add a PI/Contact to the project. Expand the appropriate profile in the Key Personnel panel and click the Organization tab. Update the Address line 1 field. (Note that you can update all address data for Tufts users for future auto‐fill by requesting an update to the Person table via ras‐support@tufts.edu. © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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Area Section Description Personnel Organization City is required for [Key Person] Personnel Organization Personnel Organization Personnel Details Personnel
Organization Personnel Organization Personnel Organization Personnel Personnel Unit Details Questionnaire Questionnaire V6.1, 022218
How to Fix Expand the appropriate profile in the Key Personnel panel and click the Organization tab. Update the City field. County is required for [Key Person] Expand the appropriate profile in the Key Personnel panel and click the Organization tab. Update the County field. Directory Title is required for [Key Person] Expand the appropriate profile in the Key Personnel panel and click the Organization tab. Update the Directory Title field. eRA Commons User Name is missing for Navigate to Key Personnel and expand [Key Person]. the relevant profile. In the Details tab, manually add the eRA Commons username for the individual (NIH opportunities). If you wish to add the username for use on future applications, submit the person’s name and the associated username to ras‐
support@tufts.edu for update to the tables. Postal Code for [Key Person] must be a full This validation only appears for U.S nine‐digit code addresses. Expand the appropriate profile in the Key Personnel panel and click the Organization tab. Update the Postal Code field. Postal Code is required for [Key Person] Expand the appropriate profile in the Key Personnel panel and click the Organization tab. Update the Postal Code field. State is required for [Key Person] This validation only appears for U.S. addresses. Expand the appropriate profile in the Key Personnel panel and click the Organization tab. Update the State field. There is no Principal Investigator selected. Go to Key Personnel and Add a Please enter a Principal Investigator. PI/Contact to your proposal. There can only be one PI/Contact on any proposal in RAS and it must be a Tufts employee. There must be at least one unit associated Navigate to the Key Personnel panel and with an Investigator (PI & Co‐Is.) Please then the Unit Details tab. Add a lead unit add a Unit. (default to the lead unit of the proposal) for all Key Personnel without one. In the case of non‐employees, please also update the “Division” field in the Organization tab to reflect the division/school of the person’s home institution, and the Directory Department field under Extended Details to reflect their home institution department. Please answer the Environmental Impact Grants.gov error. Go to Questionnaire question for this form within the and update the environmental Questions tab. question(s) in the Grants.gov S2S Opportunity Questionnaire. Please answer the Historic Designation Grants.gov error. Go to Questionnaire question for this form within the and update the historic designation Questions tab. © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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Area Section Questionnaire Questionnaire Questionnaire Proposal Questions S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity V6.1, 022218
Description How to Fix question(s) in the Grants.gov S2S Opportunity Questionnaire. Please answer the International Activities Grants.gov error. Go to Questionnaire question for this form within the and update the international activity Questions tab. question(s) in the Grants.gov S2S Opportunity Questionnaire. Please answer the Proprietary Information Grants.gov error. Go to Questionnaire question for this form within the and update the proprietary information Questions tab. question(s) in the Grants.gov S2S Opportunity Questionnaire. You must complete the Questionnaire If any required question from the “Proposal Questions.” Proposal Questions form is left blank, you will see this error. Navigate to the Questionnaire panel and click the Proposal Questions tab. Complete the form. /GrantApplication/Forms/PerformanceSit
Navigate to Organization and Location e_2_0/OtherSite/CongressionalDistrictPro sub‐panel (under Basics panel). Click the gramProject is not valid in Other Organizations tab. Set a PerformanceSite_2_0 Congressional District (format ###, e.g. MA‐002) for the organization(s). /GrantApplication/Forms/PerformanceSit
Grants.gov error. Navigate to Key e_2_0/PrimarySite/Address/City is not Personnel panel and update the Address valid in PerformanceSite_2_0 data in Organization tab for all key personnel. /GrantApplication/Forms/PerformanceSit
Grants.gov error. To fix this, contact your e_2_0/PrimarySite/Address/Country is RAS data specialist to request an update not valid in PerformanceSite_2_0 to the linked Address Book for Country. /GrantApplication/Forms/PerformanceSit
Grants.gov error. Navigate to Key e_2_0/PrimarySite/Address/Street1 is not Personnel panel and update the Address valid in PerformanceSite_2_0 data in Organization tab for all key personnel. /GrantApplication/Forms/PerformanceSit
Grants.gov error. Navigate to e_2_0/PrimarySite/CongressionalDistrictP Organization and Location sub‐panel rogramProject is not valid in under Basics panel and update PerformanceSite_2_0 Congressional District (if n/a, use 00‐000) /GrantApplication/Forms/PHS398_Resear
Grants.gov error. Need to add the chPlan_3_0/ResearchPlanAttachments/A PHS_ResearchPlan_ResearchStrategy ppendix is not valid in attachment in Proposal Attachments PHS398_ResearchPlan_3_0 /GrantApplication/Forms/PHS398_Resear
Grants.gov error. Need to add the chTrainingProgramPlan_3_0/ResearchTrai PHS_ResTrainingPlan_ProgramPlan ningProgramPlanAttachments/ProgressR attachment in Proposal Attachments eport is not valid in PHS398_ResearchTrainingProgramPlan_3
_0 /GrantApplication/Forms/PHS398_Resear
Grants.gov error. Need to add the chTrainingProgramPlan_3_0/ResearchTrai PHS_ResTrainingPlan_ProgramPlan ningProgramPlanAttachments is not valid attachment in Proposal Attachments in PHS398_ResearchTrainingProgramPlan_3
_0 /GrantApplication/Forms/PHS398_CoverP Grants.gov error. Update Grants.gov S2S ageSupplement_2_0/DisclosurePermissio questionnaire in Questionnaire panel. If n is not valid in needed, go to Attachments and attach PHS398_CoverPageSupplement_2_0‐V2.0 the Cover Page supplement document. /GrantApplication/Forms/PHS398_CoverP Grants.gov error. Verify you have added ageSupplement_2_0/PDPI/PDPIName is a PI/Contact in Key Personnel. Update © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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Area Section Description How to Fix not valid in PHS398_CoverPageSupplement_2_0‐V2.0 Grants.gov S2S questionnaire in Questionnaire panel. If needed, go to Attachments and attach the Cover Page supplement document. Grants.gov error. If responded Yes to the question ‘Does this project involve activities outside of the United States or partnerships with international collaborators?’ and completed the ‘Briefly explain’ field, you have entered over the allowable character limit (55 characters). Please re‐enter with a shorter explanation. Grants.gov error. Go to Questionnaire and update the Stem Cells questions in the Grants.gov S2S Opportunity Questionnaire. Grants.gov error. Appears when you have selected RR_Budget_1_3 for inclusion in S2S Opportunity Search ‐> Forms panels. To fix, navigate to Attachments panel and attach a Budget Justification PDF. Grants.gov error. Usually refers to either a missing Budget Justification or the wrong Attachment Type selected in the Attachments panel (in this case, requires the 10YR version of the form). Grants.gov error. Appears at random. Please report this to ras‐
support@tufts.edu if you receive this error. Grants.gov error. Navigate to Key Personnel panel and update the Address data (Street 1) in Organization tab for the PI/Contact. Grants.gov error. Navigate to Key Personnel panel and update the Address data (City) in Organization tab for the PI/Contact. Grants.gov error. Update Address fields in Key Personnel panel, Organization tab for the PI/Contact. Questionnaire Grants.gov S2S Questionnaire /GrantApplication/Forms/RR_OtherProjec
tInfo_1_3/InternationalActivities/Internat
ionalActivitiesExplanation is not valid in RR_OtherProjectInfo_1_3‐V1.3 S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity /GrantApplication/Forms/PHS398_CoverP
ageSupplement_2_0/StemCells is not valid in PHS398_CoverPageSupplement_2_0‐V2.0 /GrantApplication/Forms/RR_Budget_1_3
/BudgetJustificationAttachment is not valid in RR_Budget_1_3 S2S Opportunity Search Opportunity /GrantApplication/Forms/RR_Budget10_1
_4/BudgetJustificationAttachment is not valid in RR_Budget10_1_4 S2S Opportunity Search Opportunity /GrantApplication/Forms/RR_Budget_1_3
/BudgetYear/IndirectCosts/IndirectCost/C
ostType is not valid in RR_Budget_1_3 S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity /GrantApplication/Forms/RR_KeyPersonE
xpanded_2_0/PDPI/Profile/Address/Stree
t1 is not valid in RR_KeyPersonExpanded_2_0 /GrantApplication/Forms/RR_KeyPersonE
xpanded_2_0/PDPI/Profile/Address/City is not valid in RR_KeyPersonExpanded_2_0 /GrantApplication/Forms/RR_KeyPersonE
xpanded_2_0/PDPI/Profile/Address/Coun
try is not valid in RR_KeyPersonExpanded_2_0 /GrantApplication/Forms/RR_KeyPersonE
xpanded_2_0/PDPI/Profile/Phone is not valid in RR_KeyPersonExpanded_2_0 S2S Opportunity Search Opportunity /GrantApplication/Forms/RR_SF424_2_0/
ApplicantInfo/ContactPersonInfo/Name/F
irstName is not valid in RR_SF424_2_0‐
V2.0 S2S Opportunity Search Opportunity /GrantApplication/Forms/RR_SF424_2_0/
ApplicantInfo/ContactPersonInfo/Name/L
astName is not valid in RR_SF424_2_0‐
V2.0 V6.1, 022218
Grants.gov error. Navigate to Key Personnel panel and update the Address data (Phone) in Organization tab for the PI/Contact. Grants.gov error. Grants.gov error. Make an administrative request to ras‐
support@tufts.edu to add the Pre‐Award Signing Official as the Grants.gov contact for the department and check address fields. Grants.gov error. Make an administrative request to ras‐support@tufts.edu to add the Pre‐Award Signing Official as the © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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Area Section S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity S2S Opportunity Search Opportunity V6.1, 022218
Description How to Fix Grants.gov contact for the department and check address fields. /GrantApplication/Forms/RR_SF424_2_0/ Grants.gov error. Make an administrative ApplicantInfo/ContactPersonInfo/Title is request to ras‐support@tufts.edu to add the Pre‐Award Signing Official as the not valid in RR_SF424_2_0‐V2.0 Grants.gov contact for the department and check address fields. /GrantApplication/Forms/RR_SF424_2_0/ Grants.gov error. Make an administrative ApplicantInfo/ContactPersonInfo/Address request to ras‐support@tufts.edu to add /Street1 is not valid in RR_SF424_2_0‐
the Pre‐Award Signing Official as the V2.0 Grants.gov contact for the department and check address fields. /GrantApplication/Forms/RR_SF424_2_0/ Grants.gov error. Make an administrative ApplicantInfo/ContactPersonInfo/Address request to ras‐support@tufts.edu to add the Pre‐Award Signing Official as the /City is not valid in RR_SF424_2_0‐V2.0 Grants.gov contact for the department and check address fields. /GrantApplication/Forms/RR_SF424_2_0/ Grants.gov error. Make an administrative ApplicantInfo/ContactPersonInfo/Address request to ras‐support@tufts.edu to add /Country is not valid in RR_SF424_2_0‐
the Pre‐Award Signing Official as the V2.0 Grants.gov contact for the department and check address fields. /GrantApplication/Forms/RR_SF424_2_0/ Grants.gov error. Make an administrative ApplicantInfo/ContactPersonInfo/Phone request to ras‐support@tufts.edu to add is not valid in RR_SF424_2_0‐V2.0 the Pre‐Award Signing Official as the Grants.gov contact for the department and check address fields. /GrantApplication/Forms/RR_SF424_2_0/ Grants.gov error. Answer the other ApplicationType/isOtherAgencySubmissio
agency question in the Grants.gov S2S n is not valid in RR_SF424_2_0‐V2.0 Opportunity tab in the Questionnaire panel. /GrantApplication/Forms/RR_SF424_2_0/ Grants.gov error. Update Address fields PDPIContactInfo is not valid in in Key Personnel panel, Organization tab RR_SF424_2_0‐V2.0 for the PI/Contact. /GrantApplication/Forms/RR_SF424_2_0/ Grants.gov error. Update Address fields PDPIContactInfo/Address/City is not valid in Key Personnel panel, Organization tab in RR_SF424_2_0‐V2.0 for the PI/Contact. /GrantApplication/Forms/RR_SF424_2_0/ Grants.gov error. Update Address fields PDPIContactInfo/Address/Country is not in Key Personnel panel, Organization tab valid in RR_SF424_2_0‐V2.0 for the PI/Contact. /GrantApplication/Forms/RR_SF424_2_0/ Grants.gov error. Update Address fields PDPIContactInfo/Phone is not valid in in Key Personnel panel, Organization tab RR_SF424_2_0‐V2.0 for the PI/Contact. /GrantApplication/Forms/RR_SF424_2_0/ Grants.gov error. Answer all required StateReview/StateReviewCodeType is not questions in the Grants.gov S2S valid in RR_SF424_2_0‐V2.0 Opportunity tab in the Questionnaire panel. Subaward Budget has not been uploaded Typically appears when user is in the Budget Actions tab. attempting to ‘Include’ the Subaward R&R Budget form in S2S Opportunity Search but no PDF R&R Form has been attached in the Subaward panel of the Budget. To fix, either upload the Subaward form(s), or, if manually entered, de‐select the subaward budget for inclusion (line items will still feed into main budget). © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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Area Section Description How to Fix Sponsor & Program Info Anticipated Award Type is required. Sponsor & Program Info Opportunity Title is required. Sponsor & Program Info Research Category is required. Sponsor & Program Info Sponsor deadline date is in the past, relative to the current date. Sponsor & Program Info Sponsor deadline has not been entered. Supplemental Information Supplemental Information Other Information Other Information Character of Work is a required field. Navigate to Sponsor & Program Information and populate a value in the Anticipated Award Type field. Type in the Opportunity Title for non‐S2S proposals. If this did not populate for an S2S linked proposal, unlink and re‐link the opportunity to refresh. Navigate to Sponsor & Program Information and populate a value in the Research Category field. Warning (not required to fix). If appropriate, go to Sponsor & Program Info and update the date field to a future date. Warning (not required). Navigate to Sponsor & Program Information and populate a value in the Sponsor Deadline field, if applicable. Go to Supplemental Info panel and select value for Character of Work. Go to Supplemental Info panel and select value for Scope Account? Scope account does not include the Parent – only the contributing children (e.g. if 3 children combined to form 1 parent, scopes = 3). This error means that the user has selected the Subaward Budget R&R form in S2S opportunity search for PDF preview and/or submission, but this action requires an uploaded subaward budget (and not a manually entered one). Scope Account? is a required field. Subaward Budget has not been uploaded in the Budget Actions tab V6.1, 022218
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ROUTING & SUBMISSION Back to TOC
RAS:Business/ScienceRequiredDataforPre‐Award’s5‐DayReview
In accordance with the Office of the Vice Provost for Research’s for 5 day rule for proposal submission, the business pieces of an application must be finalized and sent to Pre‐Award Research Administration (OVPR) 5 business days before the application deadline and the science pieces of the application must be finalized and sent to the Pre‐Award Signing Official 2 business days before the application deadline. To comply with this policy, the below must occur in RAS at the corresponding time points. 
5 business days before the application deadline, proposal will be ‘locked down’ (proposal freezes at route start): o all data fields (panels, sub‐panels and tabs) must be populated o all business attachments must be finalized, uploaded in the Attachments panel and marked “COMPLETE” o all science attachments must be identified and a placeholder must be created for each in the Attachments panel o the PI must certify the proposal o routing must be initiated, and department‐ and school‐level review (if required) via the route path must be completed  Of note, once a proposal is routed in RAS the data entered in the panels, sub‐panels, and tabs are locked‐down and cannot be edited and only attachments with designated placeholders can be updated / replaced. If data needs to be edited or a new attachment type needs to be added after routing is initiated, the proposal will need to be re‐routed.  2 business days before the application deadline: o all science attachments must be finalized, uploaded in the Attachments panel and marked “FINAL” A high‐level summary of all of the data fields and attachments (by panel, sub‐panel, and tab) is shown below. The science pieces are identified by red text. PANEL
Basics SUB‐PANELS (ifany) 
Proposal Details S2S Opportunity Search (only if Grants.gov submission) Sponsor & Program Information Organization & Location V6.1, 022218
TABS (ifany)
*Opportunity *Forms (‘Include’ if submitting) *User Attached Forms *Applicant Organization (defaults) *Performing Organization (primary work location at Tufts) © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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PANEL
SUB‐PANELS(ifany)
Key Personnel Key Personnel Compliance Attachments (only a sub‐set of these may be required – please refer to the funding opportunity announcement for specific requirements) V6.1, 022218
TABS(ifany)
*Performance Site Locations (additional work locations at Tufts) *Other Organizations (subcontractors) *Details *Organization (address/title) *Extended Details *Degrees *Unit Details (if missing) *Person Training Details *Proposal Person Certification *Proposal (All Sponsors)  Equipment  Budget Justification  Other  Personal Data  Facilities  NSF Data Management Plan  Subaward Budget  Table of Contents  Supplementary Documentation  Bibliography  Narrative  Project Summary *Proposal (NIH – “PHS”)  Personnel Justification  Consortium Personnel Justification  Additional Narrative  Consortium Contractual Arrangements  Letters of Support  Resource Sharing Plans  Additional Performance Site Data  Other Explanatory Information © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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PANEL
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SUB‐PANELS(ifany)
TABS(ifany)
 Pre‐Application  Cover Letter  Introduction to Application  Specific Aims  Progress Report Publication List  Protection of Human Subjects  Inclusion of Women & Minorities  Inclusion of Children  Vertebrate Animals  Select Agent Research  Appendix *Personnel  Biosketch  Budget Details^  Current & Pending Support  Other  Statement of Commitment *Abstracts (select Sponsors)  Project Summary  Technical Abstract  Layman Abstract  Labs (NSF)  Clinical (NSF)  Animal (NSF)  Computer (NSF)  Office (NSF)  Other Facilities (NSF)  Equipment (NSF)  Other Resources (NSF)  Suggested Reviewers (NSF)  Publications (NSF)  Reviewers Not to Include © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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PANEL
SUB‐PANELS(ifany)
Questionnaire Budget Personnel Costs Non‐Personnel Costs Project Income (if applicable) Modular (if applicable) *Cost Sharing *Unrecovered F&A Budget Notes *Other Information *Organizational Information Subawards (if applicable) Institutional Commitments Access (use only to add personnel as viewers or editors of the proposal, i.e. “Aggregator” role Supplemental Information TABS(ifany)
 Deviation Authorization (NSF)  Areas Affected (NSF)  Relevance (NSF) *Internal  NIH Person Certification for PI/Multiple^  PI Eligibility Waiver  HNRCA Letter of Intent  Financial Interest Disclosure Form  Final PDF Application (non‐Grants.gov)  Limited Submission Eligibility  Other Subcontract Documents^ *Notes (free entry) *Grants.gov S2S Questionnaire (if applicable) *Proposal Questions *Supplementary Proposal Questions V6.1, 022218
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ROUTING & SUBMISSION Back to TOC
RAS:RoutingOverview
RoutingOrder
At Tufts, the sequence of participants in the route is set up by department and is dependent on certain conditions. Upon initial setup in the system, each department selects the required approvers (and backups) for each ‘role’ in the sequence: 1.
2.
3.
4.
5.
6.
(Department) Local Administrator (Department) Manager Conditional Recipient: Department Reviewer (often the Department Chair) Conditional Recipient: School/Financial Reviewer (often the Dean or his/her delegate) Central Portfolio Manager (Boston‐only) Central Administrator (Pre‐Award Signing Official) Roles 3 & 4 are required to review the proposal only if any of the following conditions are present: Course Release, Cost Sharing, Reduced F&A, Special Capital Planning Considerations (e.g. Space), and/or Other Special Considerations (as identified by the PI). RoutingTimeline
Routing must be completed five business days before the application deadline, or targeted submission date for unsolicited proposals. There should be a clear understanding amongst the review team that quick turnarounds are needed to ensure that the submission deadline can be met because routing recipients will get initial prompts, but not after‐the‐fact reminders to complete their review. RoutingNotifications
Routing recipients will receive an email notification when it is their ‘turn’ to review and approve the proposal. Notifications are triggered when the route is initiated; approved by any participant; returned by any participant; and when the proposal is approved by Pre‐Award & submitted to the sponsor. Note that if the PI or Multi‐PIs belong to a different department than the proposal, additional contacts for those departments may be notified about actions on a proposal’s route, but cannot view the proposal. RoutingRules
In order for a proposal to route, a single, final budget must be completed and identified for submission using the Budget document. All data fields in the Proposal must also be completed along with required proposal Attachments (see Internal Approval for Sponsored Projects Policy). All data fields will be locked during routing, but Attachments can be replaced if marked Incomplete prior to route. For complex, hierarchical proposals, the Parent record routes after all Child proposals are linked to it, and the routing sequence will include all standard approvers for the Parent proposal’s Lead Unit. Ad Hoc recipients may get added for special approvals external to that department (see Internal Approval for Sponsored Projects Policy and Collaborative Sponsored Projects Policy). AddinganAdHocRoutingRecipient
An ‘Ad Hoc’ routing recipient is an individual with a Tufts UTLN and RAS access who needs to be added to the route for a specific proposal. The user can identify during the Ad Hoc setup process whether the recipient is required to Approve the routing or whether s/he will just see the proposal FYI. V6.1, 022218
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Proposal Routing
Routing Rules – RAS Proposal Development*
a) Certification Request: Manually triggered request to complete Person Certification data
b) Proposal Certification Complete: Update that PI Certification has been completed
c) Approval Request: Sequential notification when routing hits each stop on the path; includes sponsor deadline
d) Proposal Approved: Notification to DA/PI roles when special approvals are secured
e) Proposal Rejected: Notification to DA/PI roles when special approvals are denied
f) All Attachments Complete: Notice to DA/Pre-Award once all attachments are final to trigger submission/next steps
g) Proposal Submitted (to team): Automatic notification to the team confirming a proposal has been submitted
2
PI
Develop Science
PI Certification(s)
5
Dept. Contact
(Local Admin and/or Manager)
Proposal is Created
In RAS
Complete / Edit
Proposal Details
in RAS (formerly
Cord. Form)
1
NOTIFICATIONS (a. Certification Request;
b. Proposal Certification Complete)
3
NOTIFICATION (d. Proposal Approved)
Develop
Budget/
Business
in RAS Attach Science
Documents (can
be draft)
8
7
Validate and
Review / Request
PI Certifications
Submit for
Routing
(or re-routing if
necessary)
Yes
Approve?
6
4
Attach Final
Science
New Space, Course
Release, Reduced F&A,
and/or CostSharing?
TEAM NOTIFICATION (c. Approval Req.)
No
Yes
NOTIFICATION (e. Proposal Rejected)
Chair
TEAM NOTIFICATION (c. Approval Req.)
Review Proposal
Summary
Yes
Approve?
TEAM NOTIFICATION (c. Approval Req.)
NOTIFICATION (f. All Attachments Complete)
No
Dean /
Financial Reviewer
No
TEAM NOTIFICATION (g. Proposal Submitted)
Review Proposal
Summary
Approve?
TEAM NOTIFICATION (c. Approval Req.)
No
10
OVPR
9
Yes
Yes
Review Proposal
Details
Approve?
Yes
Submit to
Sponsor
No
V6.1, 022218
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RAS:SharedRoutingApprovalRoles
Whentoidentifysharedroutingapprovers
Shared role approvers need to be assigned at the Department level in advance during department set up in RAS (these can be edited administratively if roles change over time) for any member of the department routing path. This setup is most useful when two individuals will be sharing a workload for a given department and need visibility & approval notifications on the same set of proposals. See Routing Overview job aid for a complete list of routing roles. For simple delegations (e.g. for vacation coverage), routing Delegates may be more appropriate (see Routing Delegates job aid). Approvers will not be included in routing or associated notifications unless they have been added prior to the internal routing & approval process. If an approver is needed after a routing has been initiated, any additional reviewer will need to be added as an Ad Hoc recipient, and since this does not replace the original reviewer, the team should work with their Pre‐Award Signing Official to bypass the standard route path recipient in a one‐off workflow. See Ad Hoc Routing & Bypass a Routing (Admin) job aids. Howitworks
To create a share within a single routing approval role, the system administrator assigns two individuals to the same routing role for each applicable department. When the proposal is submitted for routing, both participants sharing a role will receive a routing notification at the same time, but only one will be required to approve to move the routing along. The name of the person who approves will display in the Actions Taken panel of the Route Log window (accessed by clicking Route Log from the bottom of the Summary/Submit panel), and the pending action disappears from the second person’s Action List in RAS. Example of how the Route Log appears (left) with multiple users assigned to the same routing role. V6.1, 022218
In this example, the “Tufts Manager” role is shared by two RAS Power Users © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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RAS:RoutingDelegates
If you have been set up as a ‘delegate’ for another individual on your department’s standard route path, this means that you have the system‐enabled ability to log in as yourself but approve a stop in the routing on that person’s behalf. You will not receive an emailed notification when this happens. Rather, you will need to know that you are covering an individual and check your Action List in the User Toolbar, filtering for “All Secondary Delegations” or the individual’s name to quickly narrow the outstanding tasks. Action List
Smith, Joe
Smith, Joe Choosing ‘All Secondary Delegations’ or a specific individual’s name from the ‘Choose Secondary Delegation’ menu will narrow results to those for which you have an outstanding delegation action. 1. Click the show button in the left‐most column to expand a proposal action request. 2. Click the ‘this link’ hyperlink in the content part of the expanded action and then click Open Proposal to enter the RAS record that is available for your approval. 3. You should be brought to the Summary/Submit panel of RAS where you will see a blue Approve and white Return button, among other action menu commands. 4. Select either Approve or Return to take the appropriate action on behalf of the person for whom you are the delegate. The system records your approval, recognizing that it is on behalf of the person officially identified in the route path. 5. The original approver will no longer have the option to Approve, but will still be able to Return the proposal until it is final approved/submitted. V6.1, 022218
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RAS:ProposalNotificationsSummary
Notifications are message alerts that land in two places:  Your Tufts email, if you are a routing recipient or have been directly notified by a user  Your RAS Action List (the requested linked ‘action’ associated with the alert above) Notification
Description
GoesTo
FYI Only: New Proposal Created in RAS (10394) FYI Only: (10397) New CFR‐
Relevant Proposal Created CERTIFICATION Action Needed: Please Sign/Certify Your Proposal (10367) FYI Only: Certification Complete in RAS (10365) ROUTING FYI Only: New CFR‐Relevant Proposal Routed (10398) Action Needed: Please Approve [Title] in RAS (w/ Deadline) (10369) ‐‐Similar for Ad Hoc‐‐ FYI Only: Proposal Recalled in RAS (10383) FYI Only: New Route Path Approval Executed in RAS (10371) Action Needed: Proposal Returned (Rejected) in RAS (10370) Triggered by the creation of a new proposal in the system (sent to roles within lead unit of proposal and PI, if different). Triggered when a CFR relevant (corporation & foundation) proposal is first created in RAS (CFR = Read‐only). Manager
Pre‐Award (Signing) CFR Mailbox
Triggered by manual selection of the Notify button to prompt the PI/Contact to certify the proposal. PI/Contact (once Aggregator clicks ‘Notify’) Triggered when the PI completes proposal certification
Aggregator
PI/Contact Triggered when a CFR relevant (corporation & foundation) proposal is routed for internal review (CFR = Read‐only). Cascading notification that is triggered when the proposal administrator initiates route (by clicking Submit for Review) – Includes the sponsor deadline in the subject line. CFR Mailbox
Each member in the department route path, sequentially Notification that goes to the active approver on the route Current Action List path if the proposal is recalled. member(s) on the routing Triggered each time a member of the department routing Aggregator sequence clicks the Approve button Does not trigger for Manager (Dept. Contact) change/corrections. Pre‐Award (Signing) When any member of the routing sequence clicks the Aggregator Return button, indicating a stop to the routing so the Manager (Dept. Contact) reason for return can be investigated and resolved; once Pre‐Award (Signing) proposal is returned, all fields are re‐opened for edit, including Budget. Does not trigger if Signing Official turns off 2nd routing. FYI Only: All Attachments When all Attachments are marked Complete, indicating that Aggregator
Manager Complete in RAS (10372) the proposal is ready for Pre‐Award approval and Pre‐Award (Signing) potentially submission Does not trigger if Signing Official turns off 2nd routing or for change/corrections. FYI Only: Final Attachments Once all attachments are marked complete during routing, Aggregator
Marked Incomplete in RAS this notification is triggered if any proposal editor updates Pre‐Award (Signing) (10391) an attachment’s status from “Complete” to “Incomplete.” Does not trigger if Signing Official turns off 2nd routing or for change/corrections. FYI Only: Proposal When Pre‐Award clicks the Approve button to process the PI/Contact
Approved by Pre‐Award final application in RAS; also indicates the proposal has been Aggregator (10128) submitted to the Sponsor (via RAS or some other Manager mechanism) Does not trigger for change/corrections.  “Aggregator” = Proposal creator or otherwise explicitly permissioned contact on the proposal  “Manager” = Route path role for the department contact who sees all proposals during route Users can set up email ‘rules’ to move ‘FYI’ messages to a separate email folder if only used for reference. However, please do not move Action Needed emails, as they require quick response. V6.1, 022218
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ROUTING & SUBMISSION Back to TOC
RAS:ReviewtheRouteLog
The Route Log is a summary panel accessible through the Summary/Submit screen displaying the routing recipients who have been identified for ReviewingtheRouteLogpriortotherouting
Just prior to submitting the proposal for internal review / route, it’s a good idea to check the Route Log for two key reasons: 

To validate that all the necessary routing recipients have been included through their lead unit / department roles on the approval path, and To ensure that the escalation roles (Department Reviewer and School/Financial Reviewer) have been included if appropriate for the proposal (see Routing Overview job aid for conditions). If any additional key approvers are needed for the particular project, they can be added using the Ad Hoc routing function just prior to routing and they will be added to the routing sequence. If the default approvers for the lead unit do not appear complete, please contact your Pre‐Award Signing Official to request an update. ReviewingtheRouteLogduringtherouting
Additionally, the route log can be helpful to: 

Check on the status of the routing at any given point upon entry into the proposal, and View any annotations added by approvers during the routing (this is particularly valuable if bypass approvals have been executed on a second routing after initial Return/rejection). V6.1, 022218
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Back to TOC
RAS: Initiate a Routing
After all pre-requests for routing have been met, the proposal is ready to be ‘locked down’ and routed
for internal approval. Remember to Close the proposal so that other contributors can access and edit.
Initiate a Routing
Navigate to the Summary/Submit panel of the Proposal document.
You will see several buttons at the bottom of the screen, including options to:
Routing Action
Submit for Review
Ad Hoc Recipients
View Route Log
More Actions
Ad Hoc Action
FYI
Acknowledge
Approve
Complete
V6.1, 022218
Description
Initiates the route, sending the complete module (proposal and final
budget) into the routing sequence.
Opens a dialog box that allows the user to add personnel to the routing
sequence for this proposal with associated direction for their response
(see Ad Hoc Actions below).
Displays detail of the routing path for this proposal, including all default
department and ad hoc recipients and their review type.
For select administrators, there will be additional options available under
this menu (see applicable Admin job aids).
Sends a notification to recipient with:
No required action; allows View privileges.
Requirement to acknowledge; allows View privileges.
Requirement to approve; allows View privileges.
Do not use. Does not yet provide valuable function.
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ROUTING & SUBMISSION Back to TOC
RAS:RecallaRouting
Recall
A user may choose to recall a proposal that has been routed for internal approval but has not yet been approved/returned, or submitted to the sponsor. After the proposal is submitted for route, the user can use the Recall button on the Summary/Submit tab. Note that only the user who recalls the routing can re‐route the proposal for review. Return
Clicking the Recall button will prompt the user to confirm the recall, and provide a reason for the recall. After providing a reason for the recall, click OK. Action
Cancel
OK
Description
Cancels the recall. Returns user to previous page (Summary/Submit). Recalls the proposal. System displays a success message. The system will load a success message, and return the user to the Summary/Submit panel with an option to Submit for Review (internal route). See System Notifications Summary job aid for additional detail on the notification triggered for a recall. After making desired/required changes the user will submit the updated proposal for internal approval. V6.1, 022218
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RAS:AdHocRouting
Adhocrouting
Ad hoc routing is a function used to add recipients to a specific proposal’s route path beyond the standard department approvers. Note that including additional route path participants does not eliminate the need for the original route path approvers to participate and Approve for the proposal. On the Summary/Submit tab, click the Ad hoc Recipients button either before or during the routing. Return
Clicking the Ad Hoc Recipients button will bring up an option to define custom routing requirements. Search for the required contact in the Person/Name field of the first section, then specify the required action in the Action Requested field, and click Add. Adhocorder
Multiple custom rows can be added, as needed.  Adhocbeforerouting: If Ad hoc recipients are added to the path before the routing is initiated, they will be added as the first stop of the route path upon Submit for Review. Any specific line item can be deleted before the proposal is submitted to route.  Adhocduringrouting: The ad hoc reviewer will be added to the route path in the next “stop” available. Therefore, if you are on the route path and would like to add someone to approve before or after you in the sequence, you must Ad hoc to them before you click Approve. Since you are the next person in the route cue, you will be the first to receive an email notification. o To have the Ad Hoc Recipient approve before you: Since the Ad hoc approver won’t receive a system notification, notify the approver to check their Action list to access the Approval screen and complete his/her review. This process should be used if/when Signing Officials need to add an Ad hoc approver prior to their final Approval. o To have the Ad Hoc Recipient approve after you: In this case you can Approve, and the ad hoc recipient will receive the next notification. ActionRequested
Description
FYI (For Your Information) ACKNOWLEDGE APPROVE No user action required but FYI stays in Action List until FYI is selected on the line item. FYI request does not interrupt normal routing workflow/approvals. Action required and task is satisfied when recipient opens Action List and selects
Acknowledge on the line item. Acknowledge request is sent immediately when Ad Hoc is created and does not interrupt normal routing workflow/approvals but prevents proposal finalization until acknowledged by recipient. Approval is required; task is satisfied when user opens the proposal, [reviews], and selects the Approve button in the Summary/Submit view. V6.1, 022218
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RAS:ReviewaRoutedProposal
When a routing recipient receives an email notification that a proposal has been routed for his/her review, the provided link will open a Summary view of the proposal, organized in tabs that correspond to the respective panels of the proposal (including a Budget Summary). See Routing Overview job aid for detail on how the route path is set. Title
Title STEP 1. Click the link in the email’s Jane Smith body to review the proposal. Title Title Jane Smith Jane Smith STEP 2. Click Open Proposal to enter the Summary/Submit panel of RAS where approvals are managed. From the panel of RAS that opens, a reviewer can toggle across
tabs to see all content that has been entered in the proposal, including Budget. Note that these tab views are read‐only. STEP 2. Click Open Proposal to enter into RAS. To add recipients, see Ad Hoc Routing job aid prior to clicking Approve Title
Jane Smith
STEP 3. Click the Approve button and then click Close to approve the proposal and trigger it to be sent to the next reviewer. OR, click the Return button if changes (beyond updates to the Science) are required, and the proposal will discontinue route and be returned to the proposal’s administrator and/or PI for update. View Route Log to see who is on the route path. To indicate areas where the Chair and/or Dean in the route path may want to particularly focus, namely:  Any special review notes in Attachments ‐> Notes tab  Course Release and/or Special Capital Planning via Questionnaire  Cost Share and Unrecovered F&A via Budget Summary Return
See Routing Overview job aid for detail on who receives the proposal routing under what conditions. V6.1, 022218
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RAS:ApproveorReturnaRouting
See Review a Routed Proposal job aid. Once you have reviewed all tabs of the Summary/Submit screen, you will either Approve or Return the route. ApproveaRouting
Select the Approve button to verify your approval of the routing. Approving the routing will trigger the route to move to the next approver in the routing sequence (see Routing Overview job aid). Keep in mind that minor edits (such as slight updates to the proposal title) can be managed at the last routing stop by the Pre‐Award Signing Official, so such suggestions can always be conveyed outside of RAS, if needed. Return
ReturnaRouting
Select the Return button and enter the Return Reason in the resulting dialog box. Upon returning the proposal to its initiator, the routing sequence will terminate, and the system will return the proposal to the local administrator/manager and PI for resolution, and will require a re‐route to continue the path to submission. n A document that summarizes or supports the reason for return can be attached. Click OK to complete the Return action on the routing. Upon return, the local administrator, manager, and/or PI will need to make the necessary fixes and re‐initiate the routing. If the final approver on the route path (the Pre‐Award Signing Official) returns a proposal at the last stop, s/he will have the option to Return the proposal without requiring a re‐route if the changes needed are sufficiently trivial (see Return/Bypass a Routing job aid for Signing Officials). V6.1, 022218
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ADMIN RAS:Return/BypassaRouting
There may be cases where the routing is returned at the final stop (Signing Official) for reasons that do not warrant a full re‐route. For example, if a minor adjustment was made to the budget, key personnel, or other data/attachments that is not expected to influence the outcome of existing approvals, the Pre‐
Award Signing Official may decide a re‐route is not appropriate. If this decision is made, the Signing Official has two options: 

S/he can Return the routing, but select to Skip a second routing once a fix is made OR S/he can approve on behalf of individual members on the route path (with Super User permissions) Skippingthe2ndRouting
Upon return by the Signing Official, a dialog box will appear including the standard Return Reason field and a new, Subsequent Routing Options field: Skip intermediate approvers on re‐
submission. If checked, this box will cause the proposal to route directly to the Signing Official the next time it is Submit[ted] for Review (upon edit) and no Return notification will go to the team. Return See System Notifications Summary job aid for additional detail on notifications triggered during a regular route sequence vs. an abbreviated route sequence described here. SuperUserProxyApproval
Navigate to the Super User Actions panel (under Summary/Submit) – only select users will have access. Click the checkbox next to the APPROVE action for the next approver in the routing and then click Take Selected Actions. Do not click “Approve” or “Disapprove” here. Enter an Annotation of “[SECOND ROUTING: Reason for bypass] on behalf of: [Person being bypassed]” Note the Proposal # (for search) and log out and back into KC for each subsequent Approval.
Select checkbox, then click Take Selected Actions Upon clicking Take Selected Actions, a Superuser Approval email will be transmitted to standard Approval recipients on the route path. If the user encounters multiple names in this panel, it is most likely the approver and his/her delegate. User should only need to approve for one. IMPORTANT NOTE: As the final recipient of the routing, the Pre‐Award Signing Official should not bypass his or her own approval in this screen (that will put the proposal into a locked, un‐editable state). V6.1, 022218
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ADMIN RAS:DataOverride
The central administration contact (Pre‐Award Signing Official) is the last stop on the Proposal routing path before submission to sponsor, and in many cases, a proposal may make its way to the final approval stop with a very minor error in the general proposal data. Rather than Return the proposal and force either a re‐route of the proposal or manually bypass the approvers on such a re‐route, the Pre‐Award Signing Official has the permissions to perform a Data Override in the system—correcting minor details that might be important for the overall submission to sponsor. The following fields may be corrected in RAS: Proposal Development using Data Override: 





CFDA Number Notice of Opportunity Proposal Type Research Category Sponsor Deadline Date Title Additionally, attachments in the Attachments panel can be overwritten in the system prior to the final Pre‐Award Signing Official approval. For other types of changes, the proposal will need to be Returned (in order to open Proposal fields for edit) and either re‐routed for approval or administratively bypassed. See Bypass a Routing job aid. V6.1, 022218
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Back to TOC
ADMIN ROUTING & SUBMISSION RAS:SigningOfficialProposalReview
ProposalBasics:
 Ensure at least one Keyword is included and Location of Foreign Work is accurately populated (if any).  Other Organizations: verify each entry has a DUNS and Congressional District (00‐000 if N/A) S2SOpportunitySearchPanel(Grants.govsubmissionsonly)
 Verify that all appropriate Forms for the opportunity are selected for “Inclusion” (review Grants.gov package to confirm all required forms), especially necessary budget forms  Generate the S2S PDF Preview and review all fields and documents (order does not matter) o If the rotation of any pages in the PDF looks inaccurate, navigate to the Attachments panel to make sure PDFs have been flattened, which should secure the orientation of the page o Page size should not be A4, should be 8‐1/2 x 11  Check to make sure any forms not marked “Available” in S2S Opportunity Search have been attached in the User Attached Forms panel, if needed  Verify that any User Attached Forms are indeed dynamic (and not flattened, so data will feed)  Verify that NSF opportunities have NOT been S2S linked (should be treated as non‐Grants.gov in RAS) KeyPersonnel
 Verify that the eRA Commons Username(s) are present, unique and accurate (for NIH proposals)  Verify that all Key Personnel are in the appropriate listed roles, especially in Hierarchy Parents (since 2nd Child PIs will automatically convert to Co‐Investigator roles in the Parent until changed) CompliancePanel
 If additional data is not available for the identified compliance protocol(s), make sure the status is set to “Pending” (to avoid eRA Commons error) Attachments
 Make sure all attachments have been marked ‘Complete’ prior to submission, there is no outstanding science, and that no placeholders have been accidentally left in the application  Review attachments against system data validations (see Common Data Validations) and opportunity package to ensure everything required has been included (and no spaces/spec. characters are used)  For Proposal Hierarchy, ensure that all attachments have been added to the Parent proposal (and not left at the Child level, which does not sync up)  Ensure all attachments pair correctly with their description (no special characters in either name or desc) Budget
 Check for voluntary Cost Share in Budget Justification or other budget‐related documents  For Proposal Hierarchy, check the Budget Settings, especially for Modular submissions, to ensure all values are accurate, and re‐sync the Modular budget prior to completion, if necessary  If Subawards are present on the application, check that 1) the Subaward R&R Budget has been “included” on the S2S Forms panel of the proposal if needed (usually for all non‐modular S2S), 2) any uploaded Subaward PDF form versions match the version the opportunity and S2S panel require, and 3) any attachments within the uploaded Subaward PDFs (e.g. budget justifications) are named uniquely (duplicates will cause errors) Summary/Submit
 Review the Route Log to ensure that all necessary approvers are set up to approve or have approved the routing, especially for Proposal Hierarchy proposals; ad hoc if necessary  Make sure to click “Approve” BEFORE “Submit to S2S” – the latter button will be available for Grants.gov submissions only (this is important for reporting and final communication timing to the team/PI) V6.1, 022218
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ROUTING & SUBMISSION Back to TOC
ADMIN RAS:SubmitaProposaltoSponsor
Proposalsubmission
After all the routing recipients have approved the proposal, the Pre‐Award Signing Official clicks the Approve button to finalize the proposal and generate a corresponding Institutional Proposal record. The system will display a notification window prompting the user to notify contacts that a proposal has been submitted. User will have the ability to add other contacts to the notification list by clicking the Add More Recipients button. Aggregator notification will be sent to the local administrator or PI managing the proposal Unit Administrator notification will be sent to all standard routing approvers Choose contact from Role, Employee, or Non‐Employee and add contact as desired. After adding contacts, click Send Notifications—they will be sent to the respective contacts and the proposal will move to “Approved and Submitted” status. Action
Send Notifications Add More Recipients Cancel Description
Sends notification emails to the specified contacts/recipients Click to add other contacts that need to be informed upon proposal submission Exits Notifications set‐up screen InstitutionalProposalcreation
The final Pre‐Award Approval and/or “Submit to Sponsor” action will create an Institutional Proposal document. The connected Institutional Proposal ID will be displayed in a resulting message on‐screen and you can later find it via Medusa as well. Also see related Submit to S2S (Grants.gov) job aid. V6.1, 022218
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ROUTING & SUBMISSION Back to TOC
ADMIN RAS:SubmittoS2S(Grants.gov)
Proposalsubmission
For Grants.gov submissions, follow all steps identified in Submit a Proposal to Sponsor job aid. After clicking Approve, immediately take the additional step of clicking the Submit to S2S button, which is the command that transmits RAS data to Grants.gov via the necessary forms for the opportunity. Button
Approve Submit to S2S Description
At the final stop in the routing path (Pre‐Award Signing Official), selecting this button creates an Institutional Proposal and approves the Proposal document (which, in turn, finalizes the associated IP document) At any point in the routing (available only to those with permissions and only on linked Grants.gov opportunities), selecting this button creates an Institutional Proposal (if not already created) and is the only button that transmits proposal data to Grants.gov for Federal submission. Note: if the submitting user accidentally navigates away from the Summary/Submit screen after clicking “Approve,” s/he may lose access to the Submit to S2S button. In this case, navigate to the doc search menu button at the top of the screen, search for the proposal there, and navigate to the Summary/Submit panel again – the Submit to S2S button should re‐appear. Receiptofsubmission Once the proposal has been submitted to Grants.gov, the submitting user should receive an email acknowledgment of receipt from Grants.gov specifying the Grants.gov Tracking ID for the proposal. This ID may be needed later in case of Change/Correction or other non‐New Proposal Type submission process. See Change/Correct a Proposal job aid. V6.1, 022218
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ROUTING & SUBMISSION Back to TOC
ADMIN RAS:UpdatetheRASSubmitter
If there are personnel changes within the Central Office that impact the Pre‐Award Signing Official assigned to a given lead unit/department, this change needs to be submitted as soon as possible to the Director of Pre‐Award. NOTE: All Pre‐Award contact changes are now centrally routed through the Director of Pre‐Award to ensure standard update procedures are followed consistently to help avoid system errors. The Director will supply a work ticket to make this change. This is a very important step, since Pre‐Award Signing Official names pull into Grants.gov forms for federal submissions and if the tables in RAS are not updated when the submission is done, the wrong name will populate to the form. Please supply the following information in your request: 




Lead Unit / Department RAS Lead Unit ID, if known Old Pre‐Award Signing Official New Pre‐Award Signing Official Campus (Boston, Medford, Grafton) This will force an update to the background tables that store the Pre‐Award Signing Official for Grants.gov form population, and those that control the route path for the department. V6.1, 022218
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ROUTING &
SUBMISSION
Back to TOC
RAS: Change/Correct a Proposal
When to perform this action
The change/correction process should be used after a proposal is submitted to the sponsor when either
the submitting party (Tufts individual) or the Sponsor’s receiving system identifies a data/validation
error within the application (usually something that will not allow the application to move forward for
sponsor review). In other words, this is the change process that takes place before the application is
viewed in entirety for formal approval / award by the funding agency.
Actions needed
To perform a change/correction:
•
•
Search for the Proposal ID of the proposal originally submitted to find the proposal to change.
Use this record to create a proposal copy (see Proposal Actions job aid); preserve budget, etc.
•
•
•
In Proposal Details, select Change/Correction
box & Save.
Enter the Original Institutional Proposal ID that was created for the record upon submission .
In the Sponsor & Program Information panel, verify or else enter the Grants.gov Tracking ID (or
other Agency Routing ID) assigned to the proposal upon initial sponsor receipt, if applicable.
Update any values in the application, attachments, or budget that are being changed to correct
the application.
Finally, re-Complete and re-Include for Submission the appropriate Budget, check to make sure
all appropriate forms are marked ‘Include’ in the S2S Opportunity Search – Forms panel, and
that all Attachments are marked ‘Complete.’
Run Data Validation to confirm all required fields are complete.
•
•
•
Important: Change/Corrections do not require a complete re-route; nor do they require a recertification by the PI. However, the proposal will need to be re-Submit[ted] for Review and will go
directly to the Signing Official to Approve and re-Submit to S2S, if appropriate.
Upon ‘Approve’ action, RAS will update/version the original Institutional Proposal record to avoid
double-counting your submission to the sponsor in reports, and will preserve the unchanged data in
your application. Below is a visual depiction of the Change/Correction process:
If Grants.gov or Research.gov...
Proposal
Completed in RAS
Proposal Rejected
by Grants.gov /
Research.gov (email
delivered to PI)
Copy to create new
proposal in PD
using original PD
and IP as template
Put Grants.gov
Tracking ID in Prev.
Grants.Gov Tracking
ID field in PD
Re-route proposal
with necessary
changes (and
offline detail as
needed)
Proposal Rejected by eRA Commons
(email delivered to PI)
If Non-Grants.gov...
Application
Submitted in RAS
Grants.gov or
Research.gov
DATA
VALIDATIONS
eRA Commons,
FastLane, etc.
DATA
VALIDATIONS
Non-Grants.gov
Sponsor
DATA
VALIDATIONS
Proposal Rejected
by (Non-Grants.gov)
Sponsor
Copy to create new
proposal in PD
using original PD
and IP as template
Pre-Award can withdraw
through eRA Commons
upon Grants.gov receipt.
Application Submitted outside of RAS
V6.1, 022218
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Research
Administration
System
Section
V6.1, 022218
5
Proposal Log
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PROPOSAL
LOG
Back to TOC
RAS: Create a Proposal Log
Navigate to Central Admin, Click the Proposal Log
add icon.
Proposal Log
Enter the Proposal Log details.
Field
1) Proposal Log Type
2) Proposal Type
3) OPD Involvement
4) Title
5) Principal Investigator
6) Lead Unit
7) Sponsor
8) Sponsor Name
9) Comments
10) Deadline Date
11) Deadline Time
Description
Defaults to Permanent - Note: This never needs to be changed
Select the appropriate proposal type (i.e. New, Resubmission, Renewal)
Check this field if proposal will require OPD involvement
Enter the title of the proposal
Search and return value of the PI on the proposal
Search and return value of the department responsible for the administration
of the award
Search and return value for the agency or organization providing support for
the award
Auto-populates when sponsor is returned in 7 above
Enter notes associated with the proposal log
Enter the date the proposal submission is due, if available
Enter the time the proposal submission is due, if available
Upload any documentation associated with the proposal in the Notes and Attachments panel.
Click
V6.1, 022218
to approve the changes to the Time and Money document
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Research
Administration
System
Section
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6
Institutional Proposal
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INSTITUTIONAL PROPOSAL Back to TOC
RAS:CreateanInstitutionalProposal
Navigate to Central Admin, Click the add Institutional Proposal icon under the Pre‐Award section. Search and select the corresponding Proposal Log Note: This step is not necessary if a Proposal Development document precedes the Institutional Proposal; in that case an Institutional Proposal is created automatically upon approving the PD document. InstitutionalProposalTab
A.
Enter the Institutional Proposal details. Field
1) Proposal Type 2) Project Title 3) Status* 4) Activity Type Description
Prepopulates from Proposal Log Prepopulates from Proposal Log Defaults to Pending (see Proposal Statuses job aid) Select the purpose of the proposal (i.e Research, Conference, Training) *Note that special statuses exist for Pre‐Proposals – “Not Accepted for Full Application” and “Submitted for Full Application” NotesandAttachments
Attachments can be attached to the Notes and Attachments panel of the Institutional Proposal module. The following describes which types of documents to attach as free form text (reference the Add Attachment job aid for further detail on the attachment definitions): Attachments(enterasfreeformtext)
Internal Sponsored Coordination Form Copy of full proposal as submitted to funding agency (use when proposal was created via the Institutional Proposal module) Communications Program Announcement InstitutionalProposalActionstab
Click to finalize the proposal. V6.1, 022218
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Institutional Proposal Back to TOC
RAS:ProposalStatuses
Each proposal has a a status in RAS, identifiying its current state. The statuses are as follows: Field
Pending Funded Not Funded Withdrawn Canceled Accepted for Full Application (not yet in use) Not Accepted for Full Application* Submitted for Full Application* Description
Proposal submitted to Sponsor, not yet known whether it will be funded Sponsor has committed to fund the proposal Sponsor has declined to fund the proposal PI withdraws proposal post‐submission to the Sponsor Soft delete Proposal is selected from within a pool of proposals to submit a full application (Note: accepted Pre‐Proposals are always submitted so bypass this status value) Pre‐proposal is not selected by Sponsor to submit a full application Proposal submitted to Sponsor after pre‐proposal being selected by Sponsor for full application *For pre‐proposals only V6.1, 022218
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INSTITUTIONAL PROPOSAL Back to TOC
RAS:SearchforaProposal
Navigate to Central Admin. Click the Award icon. Specify search criteria for a proposal. Field
1) Proposal Lookup Description
Opens proposal lookup; use the search criteria to find desired proposal  Do not execute blind searches  Use wild card characters (i.e asterisks *, percent signs % ) Field
1) Institutional Proposal Number 2) Proposal Type 3) Status 4) Sponsor ID 5) Legacy ID 6) Proposal Create Date From 7) Proposal Create Date To 8) Account ID 9) Project Title 10) Lead Unit 11) Lead Unit Name 12) Investigator Description
Search the assigned Institutional Proposal number (note: this differs from IDs assigned by other RAS modules) Search by the proposal type (e.g. New, Resubmission, etc.) Search by the status of the proposal Search by the sponsor Look up the ID assigned to the proposal in the legacy system Set the starting parameter for a proposal create date search (see below
Set the ending parameter for a proposal create date search (see above)
Search by the identifier assigned by PeopleSoft (Tufts’ grants number) Search by the project title (use wildcards) Search by the proposal’s associated department ID Search by the proposal’s associated department (use wildcards) Search the name of the PI on the proposal (use wildcards) V6.1, 022218
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INSTITUTIONAL
PROPOSAL
Back to TOC
RAS: Sponsor & Program Information
If the proposal was developed in the Proposal Development module, most of the information in this tab
will be populated from its screens.
Enter Sponsor and Program Information
Field
1) Sponsor ID
2) Originating Sponsor ID
Description
Search and return the external entity providing funds to the university
Search and return the root sponsor of the project, in case of a subaward to
Tufts
3) Sponsor Deadline Date
Enter the date the proposal is due to the sponsor, if not prepopulated
(if applicable)
4) Sponsor Deadline Type
Select the expected kind of submission deadline for proposals (if applicable)
5) Subawards
Check if the proposal includes subawards
6) CFDA Number
Enter CFDA number for all federal awards, pass-throughs, and cooperative
agreements. Note: Federal contracts are not expected to have a CFDA
number.
7) Risk Level
Select the risk level of the institution on the subaward (if applicable)
8) Sponsor Proposal ID
Enter the unique identifier defined by the sponsor for the proposal
9) Research Category
Select the Research category that classifies the science (NSF Science code)
Note: Completing this field is necessary for all research awards.
10) Sponsor Deadline Time Prepopulates from the Proposal Log, if it was filled out (if applicable)
11) Notice of Opportunity Indicate if proposal submission was solicited or unsolicited (if applicable)
12) Anticipated Award Type Enter the type of funding instrument expected to be associated with the
award
13) Opportunity
Enter the opportunity number, if proposal submission was solicited
14) Number of Subawards Enter the number of total subawards associated with this proposal, if
applicable
V6.1, 022218
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INSTITUTIONAL
PROPOSAL
Back to TOC
RAS: Financials
If the proposal was developed in the Proposal Development module, most of the information in this tab
will be populated from its screens, namely the Budget.
Enter Financial Information
Field
1) Account ID
2) Multi-Account Proposal
3) F&A Rate
4) F&A Base
5) Requested Start Date (Initial)
6) Requested End Date (Initial)
7) Total Direct Cost (Initial)
8) F&A Cost (Initial)
9) Requested Start Date (Total)
10) Requested End Date (Total)
11) Total Direct Cost (Total)
12) F&A Cost (Total)
V6.1, 022218
Description
Leave blank
Check if proposal is a multi-account proposal (if applicable)
Enter the F&A rate applicable to this proposal
Select the F&A base that applies to this proposal
Enter the proposed start date for the initial period
Enter the proposed end date for the initial period
Enter the total amount of direct costs for the initial period
Enter the total amount of F&A costs for the initial period
Enter the proposed start date for the total period
Enter the proposed end date for the total period
Enter the total amount of direct costs for the total period
Enter the total amount of F&A costs for the total period
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INSTITUTIONAL
PROPOSAL
Back to TOC
RAS: Contacts
If the proposal was developed in the Proposal Development module, most of the information in this tab
will be populated from its screens.
Enter contact / key personnel information
Field
1) Account ID
2) Multi-Account Proposal
3) F&A Rate
4) F&A Base
5) Requested Start Date (Initial)
6) Requested End Date (Initial)
7) Total Direct Cost (Initial)
8) F&A Cost (Initial)
9) Requested Start Date (Total)
10) Requested End Date (Total)
11) Total Direct Cost (Total)
12) F&A Cost (Total)
V6.1, 022218
Description
Leave blank
Check if proposal is a multi-account proposal (if applicable)
Enter the F&A rate applicable to this proposal
Select the F&A base that applies to this proposal
Enter the proposed start date for the initial period
Enter the proposed end date for the initial period
Enter the total amount of direct costs for the initial period
Enter the total amount of F&A costs for the initial period
Enter the proposed start date for the total period
Enter the proposed end date for the total period
Enter the total amount of direct costs for the total period
Enter the total amount of F&A costs for the total period
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INSTITUTIONAL
PROPOSAL
Back to TOC
RAS: Custom Data
If the proposal was developed in the Proposal Development module, most of the information in this tab
will be populated from its screens.
Enter custom data
Field
1) Pre-proposal Status
2) Building Name
3) Room Number
4) Character of Work
5) Is this Research an
International Project?
6) Country for
International Project
7) Legacy Proposal ID
V6.1, 022218
Description
Search and return value “Yes” if Institutional Proposal is in Pre-proposal state
Type to add specific building research will be performed
Type to add specific room assignment where research will be performed
Search and return value of character of work (i.e. Applied, Basic, Development)
Search and return value “Yes” if research will be performed at an international
location
Type to add Country
Type to add a legacy proposal ID
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INSTITUTIONAL
PROPOSAL
Back to TOC
RAS: Special Review
If the proposal was developed in the Proposal Development module, most of the information in this tab
will be populated from its screens.
Enter special review data
Field
1) Type
2) Approval Status
3) Application Date
4) Approval Date
5) Comments
V6.1, 022218
Description
Select the protocol from the drop-down list
Select the appropriate Approval status
Enter the date the protocol was submitted for approval
Enter the date the protocol was approved
Enter notes applicable to the special review item.
Click Add.
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INSTITUTIONAL
PROPOSAL
Back to TOC
RAS: Cost Distribution & Unrecovered F&A
If the proposal was developed in the Proposal Development module, most of the information in this tab
will be populated from its screens, namely the Budget.
Enter cost sharing detail
Field
1) Project Period
2) Cost Share Type
3) Percentage
4) Source Account
5) Amount
6) Comments
Description
Enter the period to which the cost share applies
Select the cost-sharing type from the drop-down list.
Enter the cost share percentage
Specify the source account for the cost share
Enter the dollar amount committed to this cost share type
Click Add
Add comments associated with the cost sharing
Enter unrecovered F&A detail
Field
1) Fiscal Year
2) F&A Rate Type
3) Applicable Rate
4) On Campus Contract
5) Source Account
6) Amount
7) Comments
Description
Enter the fiscal year
Select the appropriate base
Enter the applicable F&A rate
Uncheck if rates apply to off campus work
Specify the source account for the unrecovered F&A
Enter the dollar amount of unrecovered F&A
Click Add
Add comments associated with the unrecovered F&A
Note: On the Institutional Proposal Actions tab, click
Proposal document.
V6.1, 022218
to approve the changes to the Institutional
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Research
Administration
System
Section
V6.1, 022218
7
Award Module
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AWARD Back to TOC
RAS:Pre‐IntegrationAwardMgmtChecklist
Sponsor
Sponsor sends Notice of Award to Pre‐Award contact Pre‐Award
Create Award document in RAS (Award module) Link the new Award to the associated submitted Proposal (Institutional Proposal module) Attach NOA document to the Award record (and the ISCF* for non‐PD proposals only); if a non‐PD proposal, please indicate this in General Comments Complete as much data as possible/known in the record Leave notes/comments (with user/date info) for Post‐Award if there are unknowns on the NOA Finalize Award Notify Post‐Award and PI/Department of the assigned RAS IP/Award numbers; Post‐Award will complete Time & Money data for new awards and ongoing financial transactions on existing awards Post‐Award
Open and review all details of the award, including IDs, award structure (hierarchy/segments/scopes), terms (against contract/notice), sponsor details, DeptID/PI, etc. Edit to make changes, as needed. Do not populate PeopleSoft prefix field. Finalize Award once hierarchy is confirmed (this must ALWAYS be done before T&M updates are made) Open Time & Money and log initial (or latest) transaction from the NOA/Amendment – Start/End dates should be the OBLIGATED dates of the affected period for each transaction. If all money is initially included on the Parent award, it will need to be reallocated (Obl/Antic) to the scoped awards, as appropriate, from the Parent’s T&M panel. See Create/Edit Time & Money job aid for more detail. Finalize Time & Money Go into PeopleSoft and find or create the applicable Grant, per standard process. If assigning a new Grant, assign the grant to the trees, and populate all information in accordance with what was entered into RAS Award Ongoing: Manage any NOA updates or financial transactions in the Award/Time & Money module; attach any Progress Reports (from the PI) and/or additional Award documents (i.e., notices, amendments, subcontracts, etc. from the Sponsor, PI, or Post‐Award) into the Award and corresponding PeopleSoft records Ongoing: Manage additional tasks (e.g. Billing) in PeopleSoft for the Award, as appropriate * ISCF = Internal Sponsored Coordination Form ** Child/Scope accounts are set up in the Award module by nesting a Child (0002, 0003, 0004, etc.) under a Primary Award (0001) record. The Award only counts once toward the Primary Award’s department (Award counts), but the funds will be uniquely reflected under the applicable department (incurring the costs) in RAS reporting. Any new funding sources (e.g. Competing Supplement, Renewal, Task Order) established for existing awards will be treated as “New Home[s] on Existing Award” transactions and will carry different Award records/IDs (with a custom data link to the original Award). V6.1, 022218
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AWARD Back to TOC
RAS:Post‐IntegrationAwardMgmtChecklist
Sponsor
Sponsor sends Notice of Award to Pre‐Award contact Pre‐AwardResearchAdministration
Create Award document in RAS (Award module) Link the new Award to the associated submitted Proposal (Institutional Proposal module) Attach NOA document to the Award record (and the ISCF* for non‐PD proposals only); if a non‐
PD proposal, please indicate this in General Comments Complete as much data as possible in the record – DO NOT FINALIZE THE AWARD Leave notes/comments (with user/date info) for Post‐Award if there are unknowns on the NOA Notify Post‐Award and PI/Department of the assigned RAS IP/Award numbers Post‐AwardResearchAdministration
Open and review all details of the award, including IDs, hierarchy/scopes, terms, etc. Make changes, as needed Finalize Award (this must ALWAYS be done before T&M updates are made) Open Time & Money and log initial (or latest) transaction from the NOA – Start/End dates should be the OBLIGATED dates of the affected period for each transaction. If all money is initially included on the Parent award, it will need to be reallocated to the scoped awards, as appropriate. Finalize Time & Money IF an Award Budget transaction is needed, create or update Award Budget module and route for update/approval (this will feed updates through to PeopleSoft and automatically deliver INOA to the team) (Grant Account ID will be fed back in nightly update to RAS Award) IF no Award Budget transaction is needed, option to manually Send the INOA out to the team to deliver any specific updates – please include dated/initialed note in General Comments surrounding what specifically has changed Ongoing: Manage any NOA updates or financial transactions in the Award/Time & Money module and feed those updates through the Award Budget tool at each transaction Ongoing: Manage additional tasks (e.g. Billing) in PeopleSoft for the Award, as appropriate; attach any Progress Reports (from the PI) and/or additional Award documents (i.e., notices, amendments, subcontracts, etc. from the Sponsor, PI, or Post‐Award) into the Award record Send any subsequent documentation from the Sponsor/PI to Pre‐Award for attaching into the Award * ISCF = Internal Sponsored Coordination Form ** Child/Scope accounts are set up in the Award module by nesting a Child (0002, 0003, 0004, etc.) under a Primary Award (0001) record. The Award only counts once toward the Primary Award’s department (Award counts), but the funds will be uniquely reflected under the applicable department (incurring the costs) in RAS reporting. Any new funding sources (e.g. Competing Supplement, Renewal, Task Order) established for existing awards will be treated as “New Home[s] on Existing Award” transactions and will carry different Award records/IDs (with a custom data link to the original Award). V6.1, 022218
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AWARD BUDGET Back to TOC
RAS:AwardRecordCleanup
Please see the following tips for optimal RAS Award and T&M record cleanup and Award Budget actions: IDs:
1. The Grant Account ID in RAS should be unique on every granular Award (parent & child), and should not be repeated in other Awards. A new validation checks for this upon finalize. 2. The KC Award ID (12‐characters) should always be unique to the Grant (Grant Panel in PeopleSoft). A new validation checks for this upon finalize. 3. The KC Family ID (12‐characters) should always map to the main Award for the Funding Source (this, for example, could be the ‐00002 if the ‐00002 was used to house the ‘create unique funding source’ Year 2 account for an Award in RAS). Award:
1.
2.
3.
4.
5.
Project Start/End Date: Award Project Dates (and Project End in T&M) should match across all members of an Award Family. This is true regardless of whether or not multiple funding sources are mapped to the same Award family. Create Unique Funding Source Flag: If you find this flag is un‐editable when in edit mode, it may be because there already exists a Grant Account ID. This is because once an Award processes an Award Budget Tool transaction, the hierarchy relationship to PeopleSoft is already sealed. However, if you’re editing an Award ahead of that first transaction, you can get the field to be editable by temporarily removing the Grant Account ID and saving the record. Once you’ve edited the flag, you can then replace the ID. Award Data Verification: Check all integration affected fields (see RAS‐PS Integration Logic job aid) before processing the Award Budget on existing Grants to confirm data matches and won’t get falsely overwritten. Award Status: Flip‐over for more re: Award Budget Close‐Out status transactions. Finalizing Award/T&M: i. Remember to always Finalize the Award before editing/finalizing T&M and before submitting the Award Budget—even when you are not making specific changes to the Award (this is because certain new data validations are required on existing records that might cause the Award Budget transaction to fail if left blank). ii. If you get an error relating to a Pending Version of an Award existing that is preventing you from editing Time & Money or saving other records, use the Award Search with the “Saved” radio button selected for the Family ID*. This should expose exactly which family record was left in a Pending status and you can then open, edit, and finalize that record to resolve the issue. V6.1, 022218
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Time&Money–Money&Dates:
1. Batch Transactions (multiple years funding at once) should only be logged as a single transaction if all money comes in from the sponsor as a lump sum (via NOA). Otherwise, each year of funding should be marked with its discrete dates as separate transactions in T&M. 2. Obligation Start Date: Time & Money transactions should always use the Start Date of the incoming money for the applicable budget period/year. 3. Anticipated Funding: Each Child award should house its own anticipated funding. 4. Nested Child Dates (as well as Parent dates) must be added for any transactions in T&M involving the Child account. Always expand the family when updating T&M to view and edit the dates of both Parent and Children for hierarchy awards. If money is moving from Parent to Child, the Child’s same obligation start/end dates should also be reflected on the Parent’s dates row. AwardBudgetTool:
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Please always check key data like your DeptID, Contact PI, latest Obligation End Date, Project End date, Status, and Obligated/Anticipated Dollars in RAS against the PeopleSoft records prior to processing a first transaction. This should have been cleaned up prior to integration, but is an important double‐check to avoid errors or overwriting data. Always submit the Parent of a family FIRST, even if you are not processing money changes on the Parent, unless the Grant linked to the Parent is closed. Remember that you cannot process a Close‐Out status change transaction UNTIL AFTER the final $ transaction has been processed to account for all remaining anticipated dollars. The status change transaction will close the grant, and closed grants will not allow for budget journal changes. When processing negative amounts in an existing pre‐integration grant, please first check to make sure there’s enough ‘give’ in the existing budget journal amounts for the line item codes you are reducing before processing the transaction. Final Budget Review: Please check to make sure the LRA did NOT remove the OBLINPS line item once it has been set up by Post Award. It is deliberately vague, as it represents a grouped set of budget transactions already processed outside the Award Budget Tool that should not be re‐
processed. These budget periods do not need to be further itemized. F&A/Fringe Codes: Please check to make sure the LRA did NOT add individual line item codes for F&A or Fringe (beyond the default added gray row codes). If the rows appear un‐editable when other rows are editable, make sure you have turned off the Auto‐Calculate checkbox. V6.1, 022218
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RAS:PeopleSoftIntegrationLogic
EXISTINGAWARDS/GRANTS(CREATEDPRE‐INTEGRATION)
The following fields will update from RAS Award to PeopleSoft upon every Award Budget transaction: 
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Award Status (updates “Active” Grants only; affects “Award Advance” and “Freeze Grant” flags) Create Unique Funding Source (should mirror structure of grant setup) Sponsor Award ID [when Award Type = Subcontract] (feeds to Subaward Recipient # field) Scope Account Type (should always be ‘Main’ for 00001 Awards) File Destruction Date Purchase Order # Obligated End Date [last Scope transaction] Project End Date (00001) (should be the same for ALL members of the same Award Family) Obligated [Scope/Award] Total [to date] Anticipated [Family] Total [exempting split‐off FSes] Obligated [Family] Total (to date) [exempting split‐off FSes] Report Type (If SF294 and/or SF295 are checked on the Invoice & Payment panel for Reports, checks the “Subcontracting Plan” box) [Report] Frequency AWARDS/GRANTSCREATEDPOST‐INTEGRATION
All fields initiated in RAS will push updates to their corresponding PeopleSoft fields for Awards & Grants created Post‐Integration. (You can check to see if a given Grant was created post‐integration at the bottom of the PeopleSoft Grant panel screen.) If Obligation End date doesn’t match T&M, will require back‐end update by System Admin
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RAS:SearchforanAward
Navigate to Central Admin. Click the Award icon. Field
Description
1) Awards Lookup Opens award lookup; use the search criteria to find desired award Specify search criteria for an Award:  Do not execute blind searches  Use wild card characters (i.e asterisks *, percent signs % )  Similar search criteria is provided for Proposal Log and Institutional Proposal searches. Field
Award ID Sponsor Award ID (Grant) Account ID Award Status Sponsor ID Award Title Investigator Lead Unit Lead Unit Name Document Status Search Button V6.1, 022218
Description
Search by award ID Search by Sponsor Award ID, if available Search by Account ID, if available (this is the PeopleSoft Grant ID) Search an Award status Search by Sponsor Search by Award title Search by Investigator Search by lead unit on the award. Note: Enter the first letter of the school’s lead unit number to see all records under the associated departments under that school.
V% or V* Search by the name of the lead unit Select “Final” for only finalized Awards; “Saved” brings up pending/saved awards Always hit the search button © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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ADMIN RAS:AdvancedSearchforanAward
In addition to the main Search (see Search for an Award job aid), doc search can be used to access different search parameters:
Field
Description
1) Detailed Search Detailed search offers more options for specifying search criteria Note: Document search defaults to basic search 2) Superuser Search Search for documents on which superuser actions can be performed. Note: Only users with appropriate role can take special actions on the documents retrieved 3) Clear Saved Searche Deletes recent and saved searches 4) Name this search Enter a name for the current search. Note: Naming a search records the search under Named search. The search can be re‐run by clicking the named search Open desired award from the list of returned results: V6.1, 022218
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Or, use doc search to access different search parameters:
Field
Description
1) Detailed Search
Detailed search offers more options for specifying search criteria
Note: Document search defaults to basic search
2) Superuser Search
Search for documents on which superuser actions can be performed.
Note: Only users with appropriate role can take special actions on the documents
retrieved
3) Clear Saved Searche Deletes recent and saved searches
4) Name this search Enter a name for the current search.
Note: Naming a search records the search under Named search.
The search can be re-run by clicking the named search
Open desired award from the list of returned results:
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RAS:CopyanAward
There are multiple ways to copy an Award in the Research Administration System (RAS). Awardlookup
Search for an existing award and copy the award to lift the existing data into a new document. Copy or to create a new award from an existing award. AwardActions/Hierarchytab
Or, select open instead, and copy the award from the Award Actions or Hierarchy Actions tab. 
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Copy as New (to create a new award on the same level as the original) Copy as Child Of (to create a nested award within the original). See Create/Modify a Child Award for completing the Child record. NOTE: Award should be finalized before creating cloned children to ensure all Award‐side data copies over to the new record. Copy “new” to create a new award from an existing award Return value of the respective award. new 
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If you wish to create a new, separate Parent: Under the “Award Copy” header, select new next Copy or copy as “child of” to create a to “Copy as” and then click the Copy button to the far right new award from an existing award as a If you wish to create a direct child to the Parent: child (or nested) record. Return value Under the “Award Copy” header, select child of and then choose the ‐00001 selection from the “Child of” menu, and of the respective award. then click the Copy button to the far right If you wish to create a child of another Child (grandchild to the Parent): Under the “Award Copy” header, select child of and then select from the associated menu the child record underneath which you’d like the new record to appear, and then click the Copy button to the far right If you wish to create a Child WITHOUT copying over ANY characteristics of its Parent, you can use the New Child header/section. At this time, it is not recommended to use this section for copies, as you can do this in the section above. V6.1, 022218
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RAS:NavigateanAward
Navigate to Central Admin. Click the Award
the Award tab. icon to look up an existing award. Click Open. Award opens to NavigatingtheAwarddocument
Field
1) PI 2) Lead Unit 3) Sponsor Name 4) Document ID: Status Description
Indicates the PI on the award Indicates the lead unit on the award Indicates the sponsor on the award KC Internal document identifier for this specific version of the award Status indicates the state of the award document Note: Editing the award causes KC to give the award another Document ID 5) Award ID: Account Indicates the RAS Award ID and the Grant Account ID (if available) 6) Last Update Indicates the user who last modified the document and the time of occurrence 7) Tabs Award document tabs (classifications of information on the award document) ‐ Award (general data, IDs, status, & summary information for award) ‐ Contacts (all key personnel on award and DeptID contacts) ‐ Commitments (cost share, unrecovered F&A, etc.) ‐ Budget Versions – DO NOT USE ‐ Payment, Reports & Terms (area for listing required reports or terms associated with the notice of award – standard values available); all records require at least one report overall and at least one term value per category) ‐ Special Review (compliance/protocols) ‐ Custom Data (area for additional Tufts‐specific information) ‐ Comments, Notes & Attachments (area for all standard attachments and topic‐specific comments – various options available – that pull to INOA form) ‐ Award Actions (tab where actions like creating a scope, manually sending the INOA, or finalizing the award take place) ‐ Medusa (the ‘family tree’ for the RAS system IDs linked to the Award) 8) Panels Award document panels (classifications of information on the award document)
that group the information into logical sections 9) Time and Money Click to go to the Time and Money document (note that the Award must be Finalized in “Award Actions” tab before new transactions can be saved in Time & Money module) 10) Expand/Collapse All Expand/Collapse all panels on a specific tab V6.1, 022218
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RAS:CloseOut/CloseanAward
Navigate to Central Admin. Click the icon. Select and Return Value of the desired existing award. Awardtab
Click the button at the bottom of the page. Enter the details and attach change and close‐out documentation in the Comments, Notes & Attachments tab. Details&Datespanel
Field
Description
1) Transaction Type Select Close‐Out 2) Comments Enter a description of the current action on the award 3) Award Status Select Close‐Out in Progress Follow up with various offices to verify submission of required technical and financial reports. Do NOT change Award Status to Closed until after you have completed all financial transactions through the Award Budget Tool. Time&Moneymodule
Update Time & Money to zero out/deobligate residual Anticipated funds, if appropriate. (If funds will be moved to a new segment of funding/award, deobligate them on the first Award and re‐obligate them in the separate Award document for the “New Home on Existing” Award. If you do not yet have the new Award, document all amounts in the Term Closeout panel of the current segment’s Parent Custom Data tab. Recommended T&M Transaction Type = Deobligation. AwardBudgettool
Process the financial part of the close‐out transaction through the Award Budget tool. If no routing to the department is needed, bypass department review and Approve for transfer to Peoplesoft. Check to make sure all Award Hierarchy members are also similarly reconciled to $0 as appropriate. Then, go back to the RAS Award document and set an Award Status of Closed (no change to T&M). Rebudget a $0 transaction through the Award Budget Tool. This will force a closed/inactive status on the associated grant(s) in PeopleSoft. Field
3) Award Status Description
Select Closed AwardActionstab
Click to finalize the award. V6.1, 022218
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RAS:Cleara“PessimisticLock”
Users may encounter a locked message in Award if the prior user has not since “Closed” the record.
To remove own lock, navigate to Central Admin. Click KC Pessimistic Lock.
From the resulting window, search for the locked records, and delete the lock.
Field
1) Generated Time from 2) Delete Description
Limits the displayed result to the inputted criteria. The delete action removes the lock from the award. After finalizing a document, always click the close button to exit the document. Clicking the close button will bring up the confirmation page below. V6.1, 022218
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RAS:TerminateanAward
When an award is terminated by the sponsor, the Award Status is used to document the Termination and the award may be closed out at the same time as that status is changed. (This is almost always in tandem with award close‐out.) Awardmodule
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Open the Award. Update the Award Status to “Termination.” Update the Award Transaction Type to “Close‐Out.” Update the Project End Date, if applicable. Finalize the Award. TimeandMoneydocument
If there are money changes on the Award, you will also need to edit Time & Money. 1. Open Time & Money. 2. Update the Time & Money Transaction Type to whatever is appropriate for the award – if the money is being removed, use “Deobligation.” See Deobligation job aid for further details. 3. Update the Project Start/End dates associated with the deobligation of funds (generally a single, and likely truncated, project period only) and enter the amounts for the deobligation per standard process. 4. Finalize Time & Money. AwardBudgetTool
Process the transaction through the Award Budget tool, approve, and finalize to deliver update through to PeopleSoft and inactivate the associated grant(s). V6.1, 022218
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AWARD RAS:Create/EditanAward
CreateanAwardfromanexistingProposal
Enter the details and budget dates of the award for Time & Money. Navigate to the Central Admin menu; Click the Add award icon. Link the funding proposal to a new award. Note: The Institutional Proposal must be in a ‘FINAL’ state to be linked to an Award in RAS. At any time, EDIT an award by scrolling to the bottom of the open Award and selecting Edit. (Remember to re‐Finalize the Award in Award Actions before closing.) IMPORTANT: Every award, including all created scopes, should be linked to an Institutional Proposal (even if that’s the same Institutional Proposal as the Parent award and/or associated children/scopes). If a child award is NOT linked to an Institutional Proposal, its data may not show up correctly in Award reporting. AwardTabFundingProposalspanel
Field
Description
1) Institutional Proposal Number Using the search icon, look up the funding proposal associated with the award. Return Value of the appropriate proposal 2) Add Add the proposal to the award in order to link it to this award Note:LinkinganInstitutionalProposaltoanAwardwillprepopulateanumberoffieldsontheawarddocument.
AwardTabOtherPanels…
Proceed to subsequent job aids on:  Award – Details & Dates Panel  Award – Sponsor Panel  Award – Time & Money Panel  Award ‐ Subawards and Sponsor Template Panels  Award – Keywords and Countries Panels V6.1, 022218
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RAS:SponsorAwardIDs
What to Enter in RAS Award (Blue Section) Federal Private Various, per Opportunity N/A, Leave blank CFDA # (automatically populats when submitted S2S via PD)
Sponsor Originating Sponsor (Prime) Sponsor Award ID Sponsor (direct organization sending funds) Should be the lowest level agency of the sponsor (e.g. UHHS ‐> NIH ‐> NIA)
Prime Sponsor if Tufts is Subrecipient
Sponsor if Tufts is Recipient Sponsor (direct organization sending funds) Sponsor Award ID if Tufts is Recipient
Enter the Fed Grant/Other # Most sponsors will provide: [Reporting Agency‐Sponsor Award ID] [AgencyID‐Category‐AgencyCode] Sponsor Award ID if Tufts is Recipient
If sponsors do not provide a unique Award ID, use: [SponsorName‐PILastname‐Year] Examples: Bradley‐Schulz‐2017 Bradley‐Falscraft‐2017 Examples: DLL‐123456 or HUC‐16‐C‐39051 Originating Sponsor Award ID Originating Sponsor Award ID if Tufts is Subrecipient PMS Doc Number (Document ID) Do not standardize – should be exact per NOA. Enter the exact ID provided by the Federal sponsor (may match [Originating] Sponsor Award ID) Purchase Order # Purchase Order # identified on NOA FAIN ID Funding Source Originating Sponsor if Tufts is Subrecipient
Sponsor if Tufts is Recipient Originating Sponsor Award ID if Tufts is Subrecipient Examples: W911NF‐16‐C‐0060 (Federal ID) N/A, Leave blank [Proposal Type + Mechanism + Agency Serial + Sponsor Award ID + Year + Agency Code] Examples: 1‐P30‐DLL‐123456‐02‐A1 (DHHS/NIH typically provides full format)
Examples: POXXXX
USDA only – enter value provided on NOA Purchase Order # identified on NOA Examples: POXXXX N/A, Leave blank What will populate in PeopleSoft post‐system integration
This gets generated in PeopleSoft based on This gets generated in PeopleSoft based on Blocking Code + Unique (generated) ID Blocking Code + Unique (generated) ID Blocking Code Examples: HS (for DHHS/NIH/NIHD) (SU – (Federal Subcontract); MFD – (Misc Federal); FR – (Foreign); MA – (Mass.); PV – (Private); PV6 – (Private Sub.); STAT – (Other States); HH6 – (Fellowships/Training) Examples: PV3456 Use Examples: ARM048 (Parent) or MFD {Grant} Account ID Reporting Agency Autogenerated per Funding Source include 9 for Scopes
Autogenerated per Funding Source
Examples: ARM048 (Parent); ARM948 (Scope); ARM949 (Scope); ARM950 (Scope) Examples: PV3456 (Parent); PV9456 (Scope); PV9457 (Scope) Various (per Federal Sponsor) PV (will automate based on value selected for Sponsor)
Agency/Sponsor Various (per Federal Sponsor) (will automate based on value selected for Sponsor) Subaward Recipient # Various, per NOA if Tufts is Subrecipient (will automate Sponsor Type will feed Private Corporation or Private Foundation values
Various, per NOA if Tufts is Subrecipient (automate based on Award Type = Subcontract and Sponsor Award ID)
based on Award Type = Sub and Sponsor Award ID)
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RAS:Award–Details&Dates
AwardTabDetails&Datespanel
Much of the data in this panel pulls in from preceding modules: Proposal Development (if used) and Institutional Proposal (IP). However, some fields are unique and required for feeding information through to Tufts’ financial systems. Required fields are marked with an asterisk. Enter the details and notice date of the first award
from the Notice of Grant Award (NOA) document. Field
(Award) Transaction Type Notice Date Comments Description
The Transaction type that describes the current action (i.e. New, Modification) being taken on the Award – see Award Transaction Types and/or Transaction Type Pairings job aids for more information The date listed on the Notice of Grant Award
A brief description of the current action on the award (it is very helpful to include dated and initialed comments here specifying exactly what is being changed in the transaction for lookup/research purposes) Institution–sub‐section
Award ID Also known as the “KC Award ID” the 12‐character ID generated by the RAS system for the Award (all awards within a ‘family’/segment will share the first six digits) Award Status
Active or Close‐Out in Progress status causes (or preserve) 'Active' status on associated Grant Account; Closed, Canceled, Terminated or Transferred Out status causes 'Inactive' status in PeopleSoft (meaning closed or done); Preaward/Advance status causes 'Active' status with 'Advance' flag checked in PeopleSoft; Pending/Future status with no obligated funds causes 'Active' but 'Freeze Grant' status. Award Type Select the funding instrument for the award (i.e. Grant, Contract) – see Set Anticipated Award Type job aid (section 1) for complete list/definitions Version
Automated value that indicates how many times the Award has been finalized
Activity Type Defines the purpose of the award (i.e. Research, Conference, Training) – see Activity Types job aid (section 1) for complete list/definitions (Grant) Account Leave this field blank upon Award creation – it will be auto‐populated once the associated PeopleSoft record is ID generated; maps to the Grant ID and should always be 1:1 for each 12‐character Award ID. PeopleSoft Grant The two or three digit prefix (e.g. “PV,” “DOD,” “HE,” “MFD,” etc.) that informs PeopleSoft which prefix to use Prefix
in Funding Source code & Grant Account ID creation. This value must be accurate at the point of Award Budget creation to avoid error in PS record creation. Scope Account Defaults to “Main” for all ‐00001 Awards; for all scope awards, defines the type of scope that is being created Type
in RAS (and subsequent reason for unique Grant creation) Create Unique Use this field with caution. By default, this will be selected on all ‐00001 Awards. When selected, will force the Funding Source
creation of a unique Funding Source in PeopleSoft if one doesn’t already exist. When left blank, the unique award will simply force the creation of a unique nested Grant in the same Funding Source as the Parent award. Fund Detail Type THIS MAY BE MOVED UNDER PAYMENT, REPORTS, TERMS SECTION – Feeds Fund Detail field in PS File Destruction Automatically set to 4 years after project end date. Indicates when any associated archived paperwork is Date
scheduled to be purged. May be manually overwritten. Lead Unit ID The department responsible for the administration of the award (required) – if not editable from main Award panel, can be edited in the ‘Contacts’ tab under the PI/Contact’s name Award Title The official, full submitted title of the project/award
Short Title
Houses a 30‐character version of the Award Title that can be manually re‐written. This value will feed the Grant Description field in PeopleSoft V6.1, 022218
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RAS:ScopeAccountType
The Scope Account Type field is used in post‐award reporting to describe the reason for having a partitioned award and corresponding grant account. It is used to provide a more comprehensive picture of the financial management of a given Award. Value
Ancillary Costs Collaboration/Variable F&A Rts G to P Conversion
Main New Sponsor Award ID On/Off Campus F&A Rates Other Participant Support Costs PI Change Program Income Program Project Core Subcontract Unique Out‐Year Accounting Description
Used to partition funds for ancillary costs (adjacent to the main project costs) Used to partition funds when multiple departments/PIs are collaborating on a project within a single Award Used to partition funds on a single project when the sponsor changes from G‐Pooled funds to P‐Pooled funds (NIH) Used on “Parent” (00001) Awards only – defines when the noted award is not a ‘scope’ at all Used to create a unique account when the Sponsor changes the Sponsor Award ID mid‐project Used to partition funds into separate accounts for on and off campus F&A (these are often partitioned in budgets as early as the Proposal Development stage) Select this value for Child records if no other value in this list applies Used to partition funds spent on participant support (may be Grandchild Awards for unique out‐year accounting) Used to partition funds into a separate account when a PI changes during the project period Used to partition funds for program income Used to group funds for a project core within a larger program project Used to partition funds for a subcontract Used for split funding sources, where Child Awards are being created to document a new out‐
year for accounting purposes (as required by sponsor) OR for split grants, where the funding source stays the same but unique grants are required for each out‐year of the project V6.1, 022218
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RAS:Award–SponsorPanel
AwardTabSponsorpanel
Some of the data in this panel may pull in from preceding modules; however, it should be checked carefully. Required fields are marked with an asterisk. Field
Sponsor Originating Sponsor Sponsor Award ID Originating Sponsor Award ID Subagency 1 and Subagency 2
Modification ID Research Category (NSF Science Code) FAIN ID Federal Award Year Purchase Order #
CFDA Number PMS Report Number
Description
The direct sponsor/agency providing funds to Tufts
If Tufts = Subaward: The entity that is originally funding the project, or, the “Prime” agency; If Tufts ≠ Subaward: Defaults to same value as (direct) Sponsor The Sponsor‐defined Award number – see Sponsor Award IDs job aid for direction on how to create (when needed) these and distinguish different ID types If Tufts = Subaward: The FEDERAL Sponsor‐defined Award number If Tufts ≠ Subaward: Defaults to same value as (direct) Sponsor Award ID If additional sub‐agencies are sponsoring the activity (beyond the main Sponsor), list these in the two available fields (i.e., when multiple federal agencies are co‐sponsoring a project) Note: only DOD and DHHS sub‐agencies are currently valid selections
the sponsor‐defined number for modification; used if a contract has been revised
Select the research category of this award; required for all “Research” awards ID that is unique within the Federal agency, and required for each financial assistance award to assist recipients in correctly reporting subawards (FAIN may be used by Pre Award to do FFATA reporting on) The Fiscal Year (YYYY format) of the federal award (based on Project Start) The Purchase Order number, if applicable
The CFDA Number on the award; required for all federal award, Cooperative Agreements This value is ONLY available for FEDERAL (originating) sponsors based on their associated Fund Detail / Payment Basis value (in Payments tab) LOC‐USAID; LOC‐
CNCS #6P03P; LOC‐CNCS Other #A1510P1; LOC ‐ USDA PMS 6J33P – 1259; LOC ‐ USDA PMS 4T92P – 1260; LOC – DOE; LOC‐ED; LOC – EPA; LOC – DHHS; LOC‐
NASA; LOC‐NEH; LOC‐NSF; typically takes the DocID (from NOA) w/ ’08’ in front of it. Advancement Construction
Third Party Payer Flag that identifies the Award as pertinent to Advancement, so they will be copied on INOA (triggers “Advancement” flag on the Grants panel of PS). Identifies the Award as a Construction‐related Award Select when the agency paying Tufts will be different than the direct Sponsor V6.1, 022218
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RAS:Award–Time&MoneyPanel
AwardTabTime&Moneypanel
This panel primarily summarizes data held in the Award’s (and nested scope Awards’) Time & Money module. Most values represent information specific to the granular award (including award prefix), e.g., if you are reviewing the ‐00001 record, the values will reflect data specific to the Parent record itself, non‐inclusive of its scopes. However, a new ‘Family’ section has been created to display summary totals for the family (all of the 6‐
digit award’s scopes combined), and the Project Start/End date of the parent can be assumed to match the Project Start/End date of the overall family and should be consistent throughout. Field Project Start Date Project End Date Obligation Start Date Obligation End Date Federal Award Date Execution Date Anticipated Direct Obligated Direct Anticipated F&A Obligated F&A Anticipated Total Obligated Total Node Description Family Anticipated Direct Family Obligated Direct Family Anticipated F&A Family Obligated F&A Family Anticipated Total Family Obligated Total Description
The start date of the overall project/award as confirmed by the Sponsor (consistent value for all Awards within the family—00001, 00002, 00003, 00004, etc.) The end date of the overall project/award as confirmed by the Sponsor (consistent value for all Awards within the family—00001, 00002, 00003, 00004, etc.) The first start date of obligated funds for the open (‐0000X) award
The latest end date of obligated funds for the open (‐0000X) award
The date when the Federal award is signed by the authorized official of Federal awarding (MMDDYYYY)
Use for CONTRACTS/AGREEMENTS: The date when an award agreement or contract requiring both parties’ signatures is formalized The expected/future direct cost funds anticipated for the open (‐0000X) award, including already obligated amounts The total of all obligated direct funds for the open (‐0000X) award TO DATE The expected/future indirect cost funds anticipated for the open (‐0000X) award, including already obligated amounts The total of all obligated indirect funds for the open (‐0000X) award TO DATE The total expected/future funds anticipated for the open (‐0000X) award, including already obligated amounts The total of all obligated direct AND indirect funds for the open (‐0000X) award TO DATE – should match Anticipated Total at close‐out The description identified for the award, specifically useful as a reference for scoped/child awards The expected/future direct cost funds anticipated for all awards nested under the 6‐digit award ID, including already obligated amounts The total of all obligated direct funds for all awards nested under the 6‐digit award ID TO DATE
The expected/future indirect cost funds anticipated for all awards nested under the 6‐digit award ID,
including already obligated amounts The total of all obligated indirect funds for all awards nested under the 6‐digit award ID TO DATE
The total expected/future funds anticipated for all awards nested under the 6‐digit award ID, including already obligated amounts The total of all obligated direct AND indirect funds for all awards nested under the 6‐digit award ID TO DATE – should match Anticipated Total at close‐out V6.1, 022218
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RAS:Award–Subaward&SponsorTemplates
AwardTabSubawardspanel
Subaward data does NOT CURRENTLY IMPORT from associated Proposal Development data (since it is not also stored in Institutional Proposal) so needs to be re‐entered with actual confirmed subawardee information at the time of Award. If Tufts is the Subaward, do not enter details in this section. Instead, select “Subcontract” as the Award Type in Details & Dates panel. Field Number of subawards on this award? Organization Name Execution Date Amount Description
Indicates how many subawards are involved in the project (should match # of entries in Approved Subawards section) The name of the Subaward organization/institution
The date of the agreement with the subcontractor/subawardee
The amount reflected in the agreement with the subcontractor/subawardee Click Add after populating the entries for each organization in the top, “Add:” row to save the entry down into the Approved Subawards list. AwardTabSponsorTemplatepanel
This panel is no longer actively used on new Awards. Please see detail below for how to find data from legacy awards: Field Sponsor Template Code Description
NO LONGER USED. Where a template was applied to automatically select Terms & Conditions values and/or report entries in the past, you will find the associated data either mapped to new available Terms in the Payments, Reports & Terms tab OR detailed in the Comments, Notes & Attachments tab under Terms & Conditions Comments: V6.1, 022218
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RAS:Award–Keywords&Countries
AwardTabKeywordspanel
Keywords pull in from subsequent linked modules with as many keywords as have been selected there. Click the search icon to select new Keywords to add to the Award, if needed. Or, use the delete selected control to remove inaccurate keywords from the Award. AwardTabLocationofForeignWorkpanel
Location of Foreign work pulls through from subsequent modules of RAS. Please use the job aid Location of Foreign Work for more information on how to appropriately use this field. V6.1, 022218
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RAS:Create/ModifyaChildAward
Child awards are used to add multiple contributing sources to the same account, or to represent account hierarchy to match scope account setup in Post‐Award Research Administration (OVPR). See When to Create a Scope Account job aid. CopytocreateaChildaward:
See Copy an Award job aid to create the initial Child record (as a copy from the Parent). Note: All child/scope awards should be linked to either the same Institutional Proposal record as the Parent (if unchanged) or the applicable new proposal (i.e., if the funds for an Administrative Supplement are being scoped). 
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Parent awards end with XX‐00001; Child awards end with XX‐00002, ‐00003, etc. (these increase sequentially by 1 as you create more Children on the same Parent award). Complete the new Child award as required. Coming Soon: you will soon be able to ‘sync’ demographic (award‐side) data from the Parent to keep edited information up‐to‐date in associated children. ModifyaChildaward:
For each Child Award document: 
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Change any of the information on the child account as needed (i.e., PI/Contact, DeptID, etc.). Update the Account ID with the new scope number from the INOA. Link the Proposal to each child account if more than one child. Complete the Node Description field on the Details & Dates panel –Time and Money subpanel (e.g. Child 1, Child 2, etc.) to identify the child awards. Note: The PV number from the Account ID field on the child award document will carry over to the KC award number, so it is not required to repeat the PV number in the node description. Finalize each child account’s Award document in Award Actions. Note: Perform the same steps for each child and finalize the award for each child. In the Time and Money Document: 
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Go to and Edit the Time and Money document and apply any necessary changes for the child accounts. Finalize the Time and Money document once. V6.1, 022218
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RAS:WhentoCreateaChildAward
In the Award Module of RAS, the applicant can identify the need for one or more scope accounts by establishing a Child account(s), nested under a related Parent. Note: this is entirely separate from the ‘Parent/Child’ relationship managed through Proposal Development’s proposal hierarchy feature. Proposal Hierarchy simply allows for the capture of separate budgets that fuse into a final submitted hierarchy budget. Child accounts in Award, on the other hand, create separate account ‘homes’ for the awarded funds. WhentocreateaChild/ScopeaccountinRAS(Awardmodule):
 For a broad‐scope project (e.g. Program Project or Cooperative Agreement, with multiple components), the Award must be broken down into scopes for each main activity. This can be true at the Grandchild level; i.e. if an out‐year has its own Child record scopes within that year.  When both the On and Off‐campus rates are applied to a project, the Award must be broken down into multiple accounts.  When there are multiple schools or campuses at Tufts with different F&A rates (this is typically captured with Hierarchy budgets in RAS Proposal Development), the associated Award must be broken down into scopes for each school.  When there is a multi‐PI award (both PIs from Tufts), a scope account must be created for each PI (or approved Co‐Investigator).  When there is a PI Change (but no separate/new Award issued).  Post‐Award may additionally create the following accounting‐related scopes:  Sometimes, when there is program income or collected interest for a project, a scope account must be created to house the income.  Sometimes a scope (Child) Award is created to segregate funds in a holding account for later distribution and linking to an active proposal.  When an annual financial report is required.  When there’s a change in financial reporting requirements (FFR).  When a ‘G to P Conversion’ takes place where one or more out‐years need to be partitioned into a separate account (and funding source).  When there are Participant Support costs (non‐Personnel expenses; e.g. Training for NSF), those costs must be captured in separate scope accounts. This likely won’t be known at the point of Award creation, so may require a modification and money reallocation mid‐Award to separate the funds. NewHomeonExistingAward(newAward)
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Revision – Competing Supplement 
Renewal (Competing) – if there’s a 5 at the beginning of the NIH Sponsor Award ID, this indicates a new competitive segment 
Task Order 
Resub of Rev – Compet. Suppl. 
Resub of Renewal 
PI Change (if separate Award issued)  [Document original segment of work KC Award ID (12‐digits) in Old Home Account
REQUIRED FIELDS:
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Old Home Account ScopeAccountinAward(newChild)
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Unique Out‐Year Accounting (also applies to some P, U, T, and KL grants with split funding source reqs) 
Program Income 
Collaboration/Variable F&A Rts 
Subcontract 
Ancillary Costs 
On/Off Campus F&A Rates 
Participant Support Costs 
G to P Conversion  PI Change
REQUIRED FIELDS: 
Is this a Collaborative Proposal at Tufts? 
Lead Unit (department) 
PI/Contact V6.1, 022218
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1
2
SPLIT SEGMENTS
3
CREATE SCOPES
Award to be reconciled
Award to be reconciled
A
B
A
C
Structure Awards
B
Maps to (in PS):
A
A
C
B
Structure Awards
Y11‐15
Y6‐10
OLD HOME ACCOUNT = 12‐digit KC Award ID of 1st Segment
B
Maps to (in PS):
C
4
A
SIMPLE, MULTI‐YEAR
Maps to (in PS):
B
C
D
A
Structure Awards
B
D
C
Create T&M rows for EACH budget period transaction
Maps to (in PS):
A
5
A
A
Structure Awards
B
UNIQUE OUT‐YR ACCT (SPLIT FS)
Award to be reconciled
Award to be reconciled
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(HS to HH)
D
Structure Awards (New Home on Existing Awards)
Y1‐5
G to P SPLIT
Award to be reconciled
Maps to (in PS):
C
A
B
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UNIQUE OUT‐YR ACCT (1 FS)
Award to be reconciled
A
B
Structure Awards
6
Maps to (in PS):
8
Actual Dates
Award to be reconciled
Structure Awards
Reconcile T&M to align the RAS Award with the PS Grant dates
Maps to (in PS):
C
B
D
DOLLAR CHANGE
Award to be reconciled
( _________________ )
Award to be reconciled
A Actual D
Amounts
Structure Awards
DATE ADJUSTMENT
D
C
Same as “Create Scopes”
A
7
B
C
9 = other
Structure Awards
Manage an Internal Correction in T&M to correct amounts (each Budget Period date range)
Maps to (in PS):
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Maps to (in PS):
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RAS:AwardTransactionTypes
AwardTransactionType
Add Attachment(s), Add Subaward(s), Add Account ID Close‐Out Internal Correction Modification New New Home on Existing Award Pre‐Award Transfer In Definition
Used when uploading pertinent award documents or communication, including Just‐in‐Time materials. Used when the award has ended – final award transaction (also used for Transfer‐Outs and Terminations). Used to correct a mistake on an Award record. Used if the sponsor makes a change to an award (either awards or revokes funds) OR if key elements of an award are changing (title, project dates, PI, etc.) Used for all new awards. Used to link associated awards that need distinct Award records for management and or reporting purposes (Renewals, Revision – Competitive Supplements, Task Orders, Resubmission of Renewals and Resubmission of Revision – Competitive Supplements). Note: associated Award records are linked through the ‘Old Home Account’ field in Custom data tab. Used when funds are awarded in advance of the project start date. Used when an award first transfers to Tufts from another institution. V6.1, 022218
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RAS:Modification
Modification is the most commonly used Award Transaction Type and is the term used to describe one of the following transaction types in the RAS Award module: 
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Amendment Continuation Converted (Legacy) Record (if not new) De‐Obligation Increment Internal Correction (if a funding itemization) No‐Cost Extension Reallocation (movement of money between family awards) It represents a transaction where a deliberate change is being made to the Award document that is driven by the Sponsor. It is distinct from “Internal Correction,” which is only used to classify transactions created to correct mistakes to the values in Award and Time & Money. See Transaction Type Pairings job aid for further detail on how to match this transaction type with assorted transactions in the linked Time & Money document. V6.1, 022218
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RAS:AddAttachment(s)
If the only edit you need to make to an existing Award is to upload relevant attachments to the RAS record, select Add Attachment as the Award Transaction Type. Comments,Notes&Attachmentstab
Upload the attachments to Comments, Notes & Attachments tab using respective attachment type. The following is the naming convention for the file name: KC #_PI Last Name_Type of File_Sponsor_Date_Version (**see Subcontract below). The following describes which attachment type to use based on scenario: BusinessCase
AttachmentType
Pertinent communication with department / PI, Pre‐Award, Post‐Award, and or Communications the funding agency Award notice or agreement from the funding agency Sponsor Notice of Award/Agreement Internal Notice of Award (INOA) from Post‐Award Internal Notice of Award Funding agency updates to the award notice or agreement (represents a Amendment & change to the award, including subsequent year funding) Modification Rebudget Form submitted to Pre‐Award to seek prior approval from the Revised Budget Request funding agency for budget changes or redistribute funds between direct and Form indirect costs No‐Cost Extension Request Form submitted to Pre‐Award to extend the No‐Cost Extension approved end date to allow more time to complete the project Request **Subcontract awards or amendments (file name to include name of institution Subcontracts/Subawards
and amendment number where applicable) e.g. KC #_PI Last Name_Subcontract to Name of Institution_Date_Version Single scanned copy of documents in paper award record (only use when Converted Award converting paper record to an electronic record in RAS) Record Letter from department to Pre‐Award requesting that the PI be granted PI PI Eligibility eligibility Funding opportunity announcement to which the proposal was submitted (also Program Announcement known as a request for application or request for proposal) Detailed budget for a proposal that was not created in PD Detailed Budget Cost sharing documentation for a proposal that was not created in PD Cost Share Documentation of internal approval for a proposal that was not created in PD Internal Sponsored Coordination Form Sponsor plans on funding multiple project or activities or procuring multiple Master Agreement services at Tufts over a set period of time and executes a single contract to govern said work When other above types do not pertain Other AwardActionstab
Click to finalize the award. TimeandMoneydocument
No corresponding action is required in Time & Money for this Award Transaction Type. V6.1, 022218
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RAS:CommentinginRAS
When commenting in RAS, it’s helpful to include key identifying data for the comment, including the date of the comment and the initials of the commenter in the following format, prefacing the comment: [MM/DD/YYYY] – [INITIALS]: [Comment Content] Award
The following Post‐Award credentials may be found in active RAS Award records: Last Altomari Chiofolo Gelzinis Grasso Guerrier Healy Hurney LeBrun Markogiannakis Pendenza Pineo Whall First Virginia Christopher Elizabeth Dawn Thaisha Michael Douglas Valerie Mathilda Rosa Deena Kelley Initials VKA CJC EKG DMG TAG MDH DCH VML MVM RBP DMS or DMP KMW The following Pre‐Award credentials may be found in active RAS Award records: Last Gaffny McGeary Gardner Donnaghey Milby Wilkinson Zhu‐Raymond Laake Cook Golosovker Smith Smith Lamberti First Shauna Katie Barb Colleen Brandon Jordan Karen Vicki Kristin Alison Emelia Constance Katherine Initials SG KM BG CG BM JW KZR VL CK AG ES CS KL V6.1, 022218
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RAS:AddSubawardDocuments
If you are simply adding Subaward documentation to an existing Award. If you are doing this as part of a new Award setup or in conjunction with other changes, you can use a more generalized transaction type. Awardmodule
Navigate to Central Admin. Search Awards to look up the relevant Award. Select Add Subaward(s) as the Award Transaction Type and upload the attachments to Comments, Notes & Attachments tab under the Subcontracts/Subawards Attachment Type. AwardActionstab
Click to finalize the award. TimeandMoneydocument
No corresponding action is required in Time & Money for this Award‐level transaction. V6.1, 022218
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RAS:Pre/Advance-Award
When funds are awarded in advance of the project start date, the very first transaction when the Award is first created should be Pre‐Award. Only once the project start date has passed should the Award be saved again with a New Award Transaction Type. The purpose of a Pre‐Award is that it is used for pre‐award spending. PIs may have the opportunity to initiate a sponsored research project and begin incurring associated expenses prior to institutional acceptance of an award. Note: Tufts will allow for a ninety day spending window from a pre‐award expense account that are committed funds from the sponsor and authorize to spend from those funds within ninety days prior to the project start date. The Pre‐Award Research Administration team will work with the PI/Department Administrator to determine a pre‐award authorization amount tied to a specific award. The Post‐Award RA team will then set up the funds committed for pre‐award spending in the PeopleSoft financial system. This can be the whole award for smaller awards (less than $75k) or an amount determined by negotiations between the school‘s Budget Finance Office (BFO), Pre‐Award, PI/Department Administrator and Post‐Award for bigger awards. Awardmodule
Navigate to Central Admin. Click the Award icon and create a new award. Link the associated proposal to the award. Select Pre‐Award as the Award Transaction Type and complete the new award as required. Set the Award Status to Preaward/Advance. Complete the fields to reflect the details in the new Notice of Award. Check the terms and conditions on the new Award and make appropriate changes to the Payments, Reports and Terms tab. AwardActionstab
Click to finalize the Award. TimeandMoneydocument
Click the button in the right hand corner of the Award tab, click the button at the bottom of the page, and select Transaction Type of New. (See Create/Edit Time and Money job aid for more detail.) V6.1, 022218
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RAS:KeyPersonnelandCreditSplit
Note:LinkinganInstitutionalProposaltoanAwardwillprepopulateanumberoffieldsontheaward
document.
AwardTabKeyPersonnelandCreditSplitpanel
Enter the contact (PI, CO‐PI, CO‐I) details associated with the award. Field
1) Employee User Name 2) Project Role 3) Add 4) Lead Unit 5) Unit Name 6) Add Description
The PI is prepopulated from the Institutional Proposal. To change/add another Investigator. Search and Return Value of the appropriate investigator. Enter the role of the person in the Employee User Name field (PI/Co‐I/Key Person). When a Key Person role is designated, a specific Project Role must be provided. Note: An award can only have one PI. Click Add. After adding a contact, you can delete them, if necessary, and add a new one.
Use the radio button of lead unit to change the department administering the award. You must associate the PI/Contact with a lead unit. The Lead Unit is prepopulated from the Institutional Proposal. Search and Return Value for the desired unit. Note: It is possible to change the overall Lead Unit/Department associated with the Award, but this must be done through the Key Personnel tab/panels. Look up and add the new Lead Unit (DeptID) under Unit Details and select the Lead Unit radio button. Click Add. After adding a Lead Unit, you can delete it, if necessary, and add a new one. V6.1, 022218
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RAS:Commitments
Note:LinkinganInstitutionalProposaltoanAwardwillprepopulateanumberoffieldsontheaward
document,includingdocumentedunrecoveredF&AandCostSharing.
Enter Commitment details associated with the award. CostSharingpanel
Field
Description
1) Type 2) Project Period 3) Commitment Amount Select the cost‐sharing Type from the drop‐down list
Enter the Project Period to which the cost share applies
Enter the dollar amount committed to this cost share type; click Add Ratespanel
If Unrecovered F&A was identified in the PD Proposal, it will feed through to this panel in Award: Enter Rates associated with the award. Field
Description
1) Rate 2) Type 3) Fiscal Year 4) Start Date 5) Campus Enter the F&A rate Select the appropriate F&A base
Enter the year to which the F&A Rate applies
Auto‐populated if Fiscal year is defined
Enter the location of the proposed work (i.e On/Off campus); click Add PreawardAuthorizationspanel
Use this panel to document authorized amounts for pre‐
award/advance accounts use, including the effective date and differentiation between sponsor‐ and Tufts‐
authorized funds. V6.1, 022218
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RAS:Rates
Note:LinkinganInstitutionalProposaltoanAwardwillprepopulateanumberoffieldsontheaward
document.
CommitmentstabCostSharingpanel
Enter Rates associated with the award. Field
1) Rate 2) Type 3) Fiscal Year 4) Start Date 5) Campus Description
Enter the F&A rate Select the appropriate F&A base Enter the year to which the F&A Rate applies Auto‐populated if Fiscal year is defined Enter the location of the proposed work (i.e On/Off campus); click Add V6.1, 022218
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RAS:SpecialReview
Note:LinkinganInstitutionalProposaltoanAwardwillprepopulateanumberoffieldsontheaward
document.
Enter Special CommitmentstabSpecialReviewpanel
Review details. Field
1) Type 2) Approval Status 3) Application Date 4) Approval Date 5) Comments Description
Select the protocol from the drop‐down list Select the appropriate Approval Status Enter the date the protocol was submitted for approval Enter the date the protocol was approved Enter notes applicable to the special review item; click Add V6.1, 022218
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RAS:CustomData
Only complete this Tab if applicable to the award, otherwise leave it blank. Enter Custom Data details associated with the award. Note:LinkinganInstitutionalProposaltoanAwardprepopulatesa
numberoffieldsontheawarddocument. AwardRelationshipspanel
Field
Description
1) Prior Competitive Segment Search and return value for the prior segment of the competing renewal Search and return value for the parent award of the previous year 2) Old Home Account Note: Applies to continuations which require segregation of funds Generalpanel
Field
3) Institution for Collaboratively Linked Award 4) Program Income Type 5) Classified Research Description
Search & return value for the Institution with which Tufts is collaborating Search & return value for the type of Program Income Search & return value “Yes” if project is categorized as classified Other
Information
panel
Field
Building Name Room Number Character of Work Is Foreign Exchange Award Exchange Rate Collaborative Proposal Departments A21 Code Is this a Collaborative proposal at Tufts? Legacy Award ID (prior to RAS) Is a PI Eligibility waiver required for this proposal’s PI? V6.1, 022218
Description
The specific building in which the research will be performed The specific room number in which the research will be performed The character of work or the HERD reporting code (select from Basic Research, Applied Research or Development) Whether the award is foreign exchange The exchange rate for the applicable country Internal departments involved in the research in collaboration with the primary/lead PI and department The code describing the mechanism of the opportunity/research Yes/No question indicating a collaboration or multi‐PI, multi‐department project at Tufts The Award ID taken from Tufts’ legacy Award management system Defines whether or not a PI Eligibility waiver will be required to qualify the principal investigator © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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TermCloseoutpanel
Term Closeout data should be managed on the PARENT (‐00001) only and carryover transactions between Parent and Child(ren) should be documented in Time & Money. The following pertain to scenarios where money is either retained or carried into another account at the end of SEGMENT of funding. Field
Unobligated Balance at Close‐Out Description (definitionstocomeinthisnewpanel)
The dollar amount remaining at the end of the award (only required on the Parent – 00001) Residual Balance (Fixed Price Only) Used to document remaining funds allowed to be retained by the University at the end the Award (sometimes applicable for private or foundation grants) Carryover Requested Y/N field indicating whether Tufts has requested carryover (important to document whether or not carryover was requested for future reference) Carryover Amount Requested The dollar amount (unobligated balance) that Tufts is requesting to carry over at the end of the current segment to a future year; Should match the requested amount on paperwork Carryover Amount Granted The actual dollar amount that the sponsor approved for carryover per request paperwork submitted by Tufts Carryover Destination (12‐digit KC ID) (to come) The KC 12‐digit number to where the actual funds were moved after approval has been received Residual Transfer DeptID Direct (to come) If residual balance is split between 2 DeptIDs, the DeptId # (i.e., M53045X) to where the portion of residual balance representing the direct cost was moved Residual Transfer DeptID Indirect (to come) If residual balance is split between 2 DeptIDs, the DeptId # (i.e., M53045X) to where the portion of residual balance representing the F&A/indirect cost was moved V6.1, 022218
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RAS:Payment,ReportsandTerms
Payment,Reports,andTermstabReportspanel
Requires at least one report. Field
1) Report Type 2) Frequency 3) Frequency Base 4) OSP File Copy 5) Due Date Description
If using a sponsor template, the predefined terms will be populated in this section. To add/edit the report: Select the report type from the drop‐down list. Select the frequency; how often it should be submitted Select the baseline upon which the frequency is calculated Select the copy of report documents retained and filed Enter the hard date when the report will be due Payment,reports,andTermstabTermspanel
Field
1) Terms Description
If using a sponsor template, the predefined terms will be populated in this section. To add/edit the report: Show, Search, Select and Return Selected term Note: At least one term must be defined for each term class. Please see the Award Terms & Conditions job aid for a complete list of available terms and how to apply them. You can also use the codes on this cheat‐sheet to directly add terms after clicking Show. V6.1, 022218
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RAS:AwardActions
AwardActionstab
Click to finalize the award. Finalizing the award is a pre‐requisite for finding the award again in a standard Award search, and also allows transactions to be captured in the included Time & Money module. When making updates to the Time & Money document over time (as continuations come in or other award changes take place) it is also important to re‐version the Award document (go into Award, click “Edit,” enter a Transaction Type for the action (see Award Transaction Type and Transaction Type Pairings job aids), and then enter Time & Money). This ensures that the Award and Time & Money documents, when paired together in reports, present an accurate description of what happened during the update action. Managingmistakes
Of course, sometimes mistakes are made during the entry of an Award or its associated Time & Money document. Because RAS is a transaction‐based system, there are very specific protocols that need to be followed when making corrections—especially to Time & Money—to ensure that totals appear correctly when reports are generated off system‐entered data. See Internal Corrections job aid for specific instruction on making corrections. See Time & Money job aids for detail on completing the Time & Money document. V6.1, 022218
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RAS:InternalSponsoredCoordinationFormMapping
List Personnel and their roles in the RAS PD Key Personnel panel. Title, School, and Department automatically populate. (Effort gets captured in the Budget.) The Route path will capture review(er)s and time stamps, including any ad hoc recipients. Compliance panel tracks protocol entries. Escalation factors, like Course Release and Special Capital Planning are tracked in Questionnaire, and PI Eligibility Waiver and involved Offices are covered in Supplemental Info. Salary Cap is managed through object codes in the budget. Department (Lead Unit) and Activity Type define the rates that will be used in the Budget. Proposal Title, Type, Sponsor, and Project Dates are all captured in the setup screen. Originating Sponsor & Keywords: Proposal Basics. Work Site: Performing Organization & Performance Site Location(s). Building Name/Number, Character of Work (Supplemental Info). V6.1, 022218
Effort is indicated when adding personnel to the budget. Anticipated Award Type & Research Category and any IDs used to link the proposal to a previous submission: Sponsor & Program Info.
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Cost Share and Unrecovered F&A are additional escalation factors, tracked in the Budget. Scope accounts are only identified in PD if Proposal Hierarchy is used for multi‐
departments or rates. A complete detailed budget is tracked in the various panels of the Budget module. Periods are calculated across separate tabs. 220
Proposal disclosures are currently managed through a ‘Certification’ completed by the PI for each proposal prior to internal review.
Actual dates of training completion are managed outside of the RAS system (COI tracking). Proposal approvals are managed through the route path (although the PI ‘certifies,’ (see above) instead of e‐signing at route). Co‐Investigators are not required to sign and route paths are standard by department. Select roles are ‘escalation’ roles only, and only appear on the route path when certain factors are identified (see prior page). The Pre‐Award Signing Official is always the final stop on the route path and ‘finalizes’ the proposal with their proposal, which automatically generates an associated Institutional Proposal record. For Federal proposals, the Signing Official then Submits to S2S to electronically transmit all proposal data to Grants.gov.
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Research
Administration
System
Section
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Time & Money
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RAS:Create/EditTimeandMoney
TimeandMoneytab
button in the right hand corner of the Award Tab to enter Time & Money. Click the AwardHierarchypanel
Note: Before filling in detail for a Time & Money transaction, refer to Section 8 of RAS job aids. Field Transaction Type Code Notice Date Comments Go To Description Obligated Start Obligated End Project End Oblg. Direct Oblg. F&A Oblg. Total Ant. Direct Ant. F&A Ant. Total Description Select the Transaction Type Code that describes the current action (i.e. New, Increment). See Time and Money Transaction Types job aid Enter date listed on the Notice of Grant Award. Note: For modifications, enter date on the change notification Enter a brief description of the current action on the Award Time & Money Document Toggle between parent and child nodes, where applicable Description of the Node (e.g. Parent or the Child); often left blank if there is only a Parent Award Enter effective date of the current budget period – see Set Obligation Dates job aid Enter end date of the current budget period – see Set Obligation Dates job aid Defines the end of the overall project (and budget) duration The funds (direct amount) received from the sponsor to date – in Parent/Child scenario, the Parent includes the Family Obligated Direct amount The funds (indirect amount) received from the sponsor to date – in Parent/Child scenario, the Parent includes the Family Obligated F&A amount The total funds received from the sponsor to date – in Parent/Child scenario, the Parent includes the Family Obligated Total amount. Note – this will not always align to the Obligated Start/End dates to the left that are entered to mark transaction periods, since it’s a cumulative value. Project‐level cumulative direct costs anticipating to receive for the duration of the project – in Parent/Child scenario, the Parent includes the Family Ant. Direct amount. Field is automatically updated at each transaction and will subtract any newly obligated funds, once finalized. Project‐level cumulative indirect costs anticipating to receive for the duration of the project – in Parent/Child scenario, the Parent includes the Family Ant. F&A amount. Field is automatically updated at each transaction and will subtract any newly obligated funds, once finalized Project‐level cumulative total costs anticipating to receive for the duration of the project – in Parent/Child scenario, the Parent includes the Family Ant. Total amount:  if equal to the Oblg. Total cost, indicates that all funding has been received  if less than the Oblg. Total cost, indicates there is remaining funding on the award  if more than the Oblg. Total cost, data validation error V6.1, 022218
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Transactionspanel
Field Comments Source Award Destination Award Obligated Direct Change Obligated F&A Change Anticipated Direct Change Anticipated F&A Change Description Enter brief description Select External for funds coming from sponsor. Note: Select the award number to reallocate/de‐obligate money from a specific award. Select award number to assign funds to a specific award Note: Select the External to return funds to a sponsor Note: Select the award number to reallocate money to a specific award. Enter the change in direct costs for this transaction. (RAS only allows positive amounts) Enter the change in indirect costs for this transaction. (RAS only allows positive amounts) Enter the total anticipated change in direct costs for the entire project. Note: Leave this field blank unless there is a change that affects the total project costs. Enter the total anticipated change in indirect costs for the entire project. Note: Leave this field blank unless there is a change that affects the total project costs. Enter the projected dates and amounts for what are the out‐years of the project. Direct/F&AFundsDistributionpanel(ifapplicable)
Field Start Date End Date Direct Cost F&A Cost Add Description Enter projected start date for subsequent budget period Enter projected end date for subsequent budget period Enter projected direct costs for subsequent budget period Enter projected indirect costs for subsequent budget period Click Add. (repeated steps 1‐4 for all anticipated years) Click Recalculate for Totals. Click Click V6.1, 022218
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RAS:TransactionTypePairings
BusinessCase
Pre‐Award (funds are awarded in advance of the project start date) *New Award AwardTransactionType
Pre‐Award New Subsequent Years (i.e. Continuation) – Modification *Resubmission Year 1– New Subsequent Years (i.e. Continuation) – Modification *Carryforward (moving money from one segment Modification of work to another) *Continuation/Increment (Year 2 of a 5 year Modification project is awarded) *Renewal (additional funds are requested for a Year 1 (of the new project period) – New Home on subsequent period to that which is already Existing Award awarded, undergoes competitive review) Subsequent Years – Modification *Resubmission of Renewal Year 1 – New Home on Existing Award Subsequent Years (i.e. Continuation) – Modification Revision – Competing Supplement (additional Year 1 – New Home on Existing Award funds are requested to expand the scope of an Subsequent Years (i.e. Continuation) – Modification existing award, undergoes competitive review) Revision – Administrative Supplement (additional Modification funds are requested to complete the approved scope of work on an existing award, does not undergoes competitive review) Resubmission of Revision – Competing Year 1 – New Home on Existing Award Supplement Subsequent Years (i.e. Continuation) – Modification Resubmission of Revision – Administrative Modification Supplement Master Agreement or Service Center Agreement New Task Order Year 1 – New Home on Existing Award V6.1, 022218
T&MTransactionType
New New Subsequent Years (i.e. Continuation) – Increment Year 1 – New Subsequent Years (i.e. Continuation) – Increment Carryforward Increment Year 1 (of the new competitive period) – New Subsequent Years – Increment Year 1 – New Subsequent Years (i.e. Continuation) – Increment Year 1 – New Subsequent Years (i.e. Continuation) – Increment Increment Year 1 – New Subsequent Years (i.e. Continuation) – Increment Increment New (does NOT get an Award Budget/PS record) Year 1 – New © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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Budget Period Change (sponsor changes the dates of the approved budget period) De‐Obligation (sponsor takes away money that was previously awarded) Rebudget (redistribution of direct & indirect costs only) No‐Cost Extension (sponsor extends the approved end date to allow more time to complete the project) Close Out (award reaches the end of its project period) Termination (sponsor ends the award earlier than anticipated) Transfer In (award moves from another institution to Tufts) Transfer Out (award moves from Tufts to another institution) Award Documentation & Communication (uploading pertinent award documents or communication) Key elements of an award are changing (title, project dates, PI, etc.) Pre‐Proposal PI Change Subsequent Years (i.e. Continuation) – Modification Modification Subsequent Years (i.e. Continuation) – Increment Modification De‐Obligation Modification Re‐Budget Modification No‐Cost Extension Close Out (with Award Status of “Closed”) N/A unless funds are being returned to the sponsor (De‐Obligation) N/A unless funds are being returned to the sponsor (De‐Obligation) Close Out (with Award Status of “Termination”) Budget Period Change Transfer In New Close Out Transfer‐Out Add Attachments, Add Subawards, Add Grant Account ID N/A Modification N/A None (Pre‐Proposals do not get awarded) None (Pre‐Proposals do not get awarded) Modification (no Award Change) (with scope Reallocation (moving remaining money to new Child) created) New (add money removed from previous award) New Home on Existing Award (if new Award) Internal Corrections (data entry errors) Internal Correction Internal Correction *Will require parent‐child relationship if: 1) there are annual financial reporting requirements; 2) there are separate financial reporting requirements for distinct portions of the award (i.e. G to P conversion); or 3) the project involves more than one school at Tufts is participating in the project and the funds are split amongst the participating schools (i.e. a Collaborative Proposal). If the need for the parent‐child relationship is identified after the award is created, use “Reallocation” as the T&M Transaction Type to distribute funds from the parent award to the child award(s). V6.1, 022218
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RAS: Time & Money Transaction Types
Time & Money
Transaction Type
Budget Period
Change
Carryforward
Deobligation
Increment
Internal
Correction
New
Description (requires versioning of Award side document first)
Used when the sponsor changes the dates of the approved budget period.
DO NOT USE.
Used when the sponsor takes away money that was previously awarded.
Used when the sponsor add money to an award.
Used to rectify data entry errors.
Used for the FIRST Time & Money transaction on an award after the automatic
zero ‘initial transaction’ – used with all starting Award Transaction Types.
No-Cost Extension Used when the sponsor extends the approved end date to allow more time to
complete the project.
Reallocation
Used when a scope relationship is identified after the award record is created and
funds need to be distributed between the parent and child award(s).
Rebudget
Used when funds are redistributed between direct and indirect costs.
Transfer-Out
Used when award moves from Tufts to another institution.
*Every edit to Time & Money creates a new history transaction when finalized.
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RAS: Deobligation
Navigate to Central Admin. Click the Award
icon to look up an existing award. Once you open the award, click
the
button at the bottom of the page.
Enter a description of the current action.
Award tab
Enter the details and notice date of the award from the Change documentation
Select Transaction Type = Modification
Upload any applicable change documentation to the Comments, Notes & Attachments tab under the
respective attachment type.
Award Actions tab
Click
to finalize the award.
Time and Money document
Click
in the right hand corner of the Award Tab, then
button at the bottom of the
page. Select Transaction Type of Deobligation. (See Create/Edit Time and Money job aids for more detail.)
Important: De-obligation transactions
generally occur on the same budget period
(obligated start/end dates) as the funds you
are de-obligating were brought in.
Field
Description
1) Transaction Type Select Deobligation
2) Comments
Enter a brief description of the current action on the award/Time and Money
Document, including initials and specifics of the budget period & transaction
Field
Comments
Source Award
Destination Award
Obligated Direct Change
Obligated F&A Change
Anticipated Direct Change
Anticipated F&A Change
Add
Click
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Description
Enter a brief description of the current transaction (i.e. deobligation)
Select Award Number for current award
Note: You can de-obligate at parent and/or child level
Select External
Enter the dollar amount of direct costs being removed.
Enter the dollar amount of indirect costs being removed.
Amount of net change in direct costs expected over the life of the award
Amount of net change in indirect costs expected over the life of the award
Click the Add button to commit the transaction
to approve the changes to the Time and Money document.
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RAS: Increment (Continuation)
Navigate to Central Admin. Click the Award
Field
1) Transaction Type
2) Notice Date
3) Comments
icon to look up an existing award, open & then click
.
Description
Select Modification
Enter the date on the new Notice of Grant Award
Enter a brief description of the current action on the Time and Money Document
Upload any applicable change documentation to the Comments, Notes & Attachments tab under the
respective attachment type.
Award Actions tab
Click
to finalize the award.
Time and Money document
Click the
button in the right hand corner of the Award Tab.
Once you open the T&M document, click the
Field
Transaction Type Code
Notice Date
Comments
Obligation Start
Obligation End
Field
Comments
Source Award
Destination Award
Obligated Direct Change
Obligated F&A Change
Anticipated Direct Change
Anticipated F&A Change
Add
Note: Click
V6.1, 022218
button at the bottom of the page.
Description
Select Increment
Enter the date on the new Notice of Grant Award
Enter a brief description of the current action on the Time and Money Document
Depends on scenario. See Set Obligation Dates job aid.
Depends on scenario. See Set Obligation Dates job aid.
Description
Enter a brief description of the current transaction (i.e. Increment) and
descriptive associated detail
Select External
Select Award Number for current award
Enter the direct costs committed for new budget period
Enter the indirect costs committed for new budget period
Enter the total anticipated change in direct costs for the entire project.
Note: Leave this field blank unless there is a change that affects the total
project costs.
Enter the total anticipated change in indirect costs for the entire project.
Note: Leave this field blank unless there is a change that affects the total
project costs.
Click the Add button to commit the transaction
to approve the changes to the Time and Money document.
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RAS: Process Internal Corrections
Whenever a user makes an internal correction in Time & Money, it is critical that a clear comment/explanation is provided in the transaction
Comment fields. Please be sure to include the affected budget period, the reason for the change, the initials of the person making the
corrections, and any other pertinent information when logging corrective transactions in RAS.
General Data Cleanup Principles
•
•
•
•
•
•
•
1
You only need to version the Award document once if you are only making internal corrections to the Time & Money document.
Need to make sure you finalize transactions in Time & Money after each Fiscal Year’s data is edited.
However, you can make consecutive corrections within a single fiscal year (e.g. de-obligation and re-obligation) before finalizing.
Transaction rows need to already exist in the system in order for a back-end data update to be made.
Transaction rows cannot be deleted out of RAS without breaking existing logic.
Financial amounts cannot be edited on the back end but dates and values (like comments) can be edited.
If transaction rows with the appropriate transaction type do NOT already exist, they need to be created manually in RAS.
Data Issue
How to Make Live Corrections (in RAS)
Need to correct
an amount (add or
subtract funds) for a
single existing
transaction in an
existing budget period
Go into Award  Edit
Select Award Transaction Type of “Internal Correction”
Go into Time & Money  Edit
Select T&M Transaction Type of “Internal Correction”
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If funds for the budget period are too high:
• De-obligate the extra funds for the SAME budget
period of the original transaction. Repeat (and
finalize in between) for any other affected budget
period*.
If the funds for the budget period are too low:
• Obligate additional funds to make up the difference
for the budget period of the original transaction.
Repeat (and finalize in between) for any other
affected budget period*).
How to Resolve on Back End
(legacy – admins only)
Per General Principles above, dollar amount
changes/edits cannot be done via back-end
spreadsheet due to surrounding logic in RAS that
would break when values are manually changed.
Dollar amounts must be edited via process to
the left.
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Data Issue
How to Make Live Corrections (in RAS)
2
Need to make edits to a
given budget
period’s dates on an
existing transaction
3
Need to edit BOTH the
funds AND the budget
period dates of an
existing transaction
4
Need to change the
comment for a
transaction
Go into Award  Edit
Select Award Transaction Type of “Internal Correction”
Go into Time & Money  Edit
Select T&M Transaction Type of “Internal Correction”
• De-obligate all the funds for the existing (wrong)
budget period’s* dates.
• Re-obligate that same amount (or the applicable
portion) to the appropriate budget period* dates
and repeat for subsequent budget periods, as
needed.
Go into Award  Edit
Select Award Transaction Type of “Internal Correction”
Go into Time & Money  Edit
Select T&M Transaction Type of “Internal Correction”
• De-obligate all the funds for the existing (wrong)
budget period’s* dates. Adjust funds as appropriate.
• Re-obligate the appropriate amounts to the
appropriate budget period* dates and repeat for
subsequent budget periods, as needed.
You can edit transaction level comments prior to finalization
by clicking the comment field to the left of the transaction
amounts, even if you have already added them.
Once you have finalized, however, comments can only be
edited via back-end bulk administrative updates (right).
Most annotations can be made in the comments of
subsequent transactions, where needed, to limit back-end
update requests, since these are complex and should only be
done in emergencies.
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How to Resolve on Back End
(legacy – admins only)
Developer can make these edits on the backend, if needed. Provide a spreadsheet with
existing transaction detail and updates
highlighted in red text. Include:
• Award
• Transaction ID
• Changed Dates (we will assume the
transaction date/FY to set based on
provided/updated dates)
Per General Principles above, dollar amount
changes/edits cannot be done via back-end
spreadsheet due to surrounding logic in RAS that
would break when values are manually changed.
Dollar amounts must be edited via process to
the left.
Developer can make these edits on the backend, if needed. Provide a spreadsheet with
existing transaction detail and updates
highlighted in red text. Include:
• Award
• Transaction ID
• Changed Dates (we will assume the
transaction date/FY to set based on
provided/updated dates)
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Data Issue
How to Make Live Corrections (in RAS)
5
Need to create a new
transaction for a missed
action (e.g., a
continuation that wasn’t
logged when it came in
or a delayed award
notice)
6
Need to do
multiple clean-up
transactions against the
same Award
7
Need to correct a
previously corrected
transaction (dates are
wrong)
Go into Award  Edit
Select Award Transaction Type (varies, per specifics of
scenario – See Award Transaction Types job aid)
Go into Time & Money  Edit
Select T&M Transaction Type (varies, per specifics of
scenario – See T&M Transaction Types job aid)
Log the transaction just as you would any new transaction,
but with transaction types appropriate to the action you are
taking (as opposed to Internal Correction).
See specific user entry steps above (depending on the type
of data being cleaned up).
• Assuming all transactions are “internal corrections,”
edit the Award document only once and update
Time & Money document multiple times, finalizing
before making changes to a new budget period*.
Go into Award  Edit
Select Award Transaction Type of “Internal Correction”
Go into Time & Money  Edit
Select T&M Transaction Type of “Internal Correction”
• De-obligate any money that is not correct for its
given budget period, finalize Time & Money, and
then re-obligate that money to the correct budget
period*.
V6.1, 022218
How to Resolve on Back End
(legacy – admins only)
This cannot be resolved on the back end, as no
existing transaction row exists in the database to
edit. Must be done via manual process (left).
See various data clean up types above.
If only the dates were wrong in an internal
correction row that was otherwise correct,
solution listed in item #2 above can be applied
here to the internal correction row itself.
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8
Data Issue
How to Make Live Corrections (in RAS)
Need to correct a
previously corrected
transaction (totals are
wrong)
Example:
Original “New” transactions were wrong:
($10,000 for FY12 and should have been $15,000)
($5,000 for FY13 and should have been $8,000)
How to Resolve on Back End
(legacy – admins only)
See above (#1); Transaction cleanups of this kind
need to be managed manually. Also, cannot
remove transactions out of the history without
breaking RAS’s logic.
Internal Correction done in FY15 to add $8K for the whole
award for FY15, but SHOULD have added $5,000 for FY12
and $3,000 for FY13.
9
Need to edit details on
the Award document
ONLY
V6.1, 022218
How to fix:
• De-obligate $8,000 for FY15. Finalize T&M.
• Re-obligate $5,000 for FY12. Finalize T&M.
• Re-obligate $3,000 for FY13. Finalize T&M.
Use Obligated Start/End dates for each transaction to
identify the appropriate FY/budget period* prior to “Add.”
Go into Award  Edit
Select Award Transaction Type of “Internal Correction”
N/A
Make edits* and then finalize Award. No edit to Time &
Money is required and that document will remain final.
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Data Issue
10 Need to update the
Fiscal Year appearing for
a given budget period in
the resulting reports
How to Make Live Corrections (in RAS)
How to Resolve on Back End
(legacy – admins only)
This type of change cannot currently be done in the live RAS Note: This action is already being done as part of
system. While RAS will always log the transaction date that
other back-end updates at this time (fiscal year
the transaction work was physically done in the system in
is being set based on the Obligated Start date
background data tables, there is an open decision about how provided in the update).
to translate the available data to an assumed fiscal year in
reporting.
However, for manual transactions, the fiscal year
in effect at the time of the update in RAS will be
what’s recorded in history and will require a
back-end update to correct, if such action is
required by business policy.
Set the obligated start/end dates to the
appropriate project period in RAS steps and then
request fiscal year edits via spreadsheet (they
will be set based on Obligated Start).
*Note: make sure to ALWAYS check/update the Obligated Start/End dates for any newly created transaction, keeping in mind that the money
you associate with that transaction will be associated with whatever budget period you identify in these fields.
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RAS: No-Cost Extension
Navigate to Central Admin. Click the Award
icon. Select & Return Value of the desired existing award.
Award tab
Enter the details and notice date of the award from the change documentation. Upload any applicable
change documentation to the Comments, Notes & Attachments tab per the respective attachment type.
Details & Dates panel
Transaction Type Code = Modification
Enter a description of the
current action on the award
Award Actions tab
Click
to finalize the award.
Time and Money document
Click the
button in the right hand corner of the Award Tab, click the
button at
the bottom of the page, select Transaction Type of No-Cost Extension, and enter the extension in the
applicable date fields. (See Create/Edit Time and Money job aid for more detail.)
Field
1) Transaction Type Code
2) Comments
3) Obligated Start
3) Obligated End
4) Project End
Description
Select No-Cost Extension
Enter a brief description of the current action on the award/Time and Money
Document
Enter start date of the extension as defined/granted by the sponsor
Enter end date of the extension as defined/granted by the sponsor
Enter the end date of the extension as defined by the sponsor (if applicable)
Note: Project End date should be the same as the Obligated End date.
Click
to approve the changes
to the Time and Money document.
V6.1, 022218
Select Source/Destination Award values and the user
MUST click Add, even though the $ values are 0.00
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RAS: Reallocation
Navigate to Central Admin, look up/open the existing award. Click
at the bottom of the page.
Award tab
Enter the details and notice date of the award from the change documentation.
Details & Dates panel
Field
Transaction Type
Comments
Description
Select Modification
Enter a description of the current action on the award
Upload any applicable change documentation to the Comments, Notes & Attachments tab.
Award Actions tab
Click
to finalize the award.
Time and Money tab (See Create/Edit Time and Money job aids for more detail.)
Click the
button in the right hand corner of the Award tab. Click the
the bottom of the page. Specify the current action on the Time and Money document.
button at
Award Hierarchy panel
Field
Transaction Type Code
Comments
Description
Select Reallocation
Enter a brief description of the current action on the Time and Money document
Transactions panel
Field
1) Comments
2) Source Award
3) Destination Award
4) Obligated Direct Change
5) Obligated F&A Change
6) Anticipated Direct Change
7) Anticipated F&A Change
8) Add
Enter the Source of funds.
Description
Enter a description of the current transaction (optional)
Select Award Number for award from which the funds are being taken
Note: You can reallocate at parent and/or child level
Select Award Number for award to which the funds are being given
Enter the dollar amount of direct costs being moved.
Enter the dollar amount of indirect costs being moved.
Enter the dollar amount of direct costs being moved.
Enter the dollar amount of indirect costs being moved.
Click the Add button to commit the transaction
Click Add to complete the transaction. Click
document.
V6.1, 022218
to approve the changes to the Time and Money
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RAS: Allocate Funds to a Child
Reallocate funds from Parent to Child
In Award, funds can be reallocated from the Parent to the Child on the Parent Award as follows:
•
Put existing Parent funds into the Child account without additional funds from the Sponsor.*
In a single transaction, by listing the Source account as the Parent’s Award number and the
Destination account as the Child’s Award number, while leaving the Anticipated Change as zero.
*Note: This option will prevent the funds from appearing on Business Objects reports, since RAS does not
record de-obligation of these funds from the Parent account, and therefore tracking the Child’s
transaction on reports would double-count the reallocated funds. In other words, for this scenario, funds
will continue to appear (in reports) under the Parent record.
Direct funds from Sponsor to Child
Alternatively, the funds can be added directly to a Child record on the Child Award from the Sponsor:
•
Put new Sponsor funds directly into the Child record. In a single transaction, by listing the
Source account as “External” and the Destination account as the Child’s Award number on the
Child record’s Time & Money panel, adding funds also to the Anticipated Change fields.
It doesn’t matter which Award (parent or child)
is open – transaction should be the same
Reallocate funds AND anticipated totals from Parent to Child
• Move Anticipated (expected) totals to the Child (along with funds). In a single transaction, by
listing the Source as the Parent’s Award number and the Destination as the Child’s Award
number, add the allocated amount to both the Obligated and Anticipated Change fields.
Ultimately, both Obligated and Anticipated amounts will roll up at the Parent level into Obligated and
Anticipated Cumulative fields.
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RAS: Budget Period Change
When a budget period is altered by the funding agency / project sponsor, both the budget period and
the project end date may need to be updated in the RAS Award module’s Time & Money document.
Navigate to Central Admin, look up and open the existing award. Click the
page.
button at the bottom of the
Award tab
Enter the details and notice date of the award from the change documentation.
Details & Dates panel
Select ‘Modification’ to indicate a
sponsor change to the Award.
Enter a description of the current action on
the Award (e.g. ‘Changing budget periods to
match Sponsor budget periods, including new
project end date of 9/30/15’ ).
Upload any applicable change documentation to the Comments, Notes & Attachments tab under the respective
attachment type.
Award Actions tab
Click
to finalize the award.
Time and Money tab (See Time and Money job aids for more detail.)
Click the
button in the right hand corner of the Award tab.
Click the
button at the bottom of the page.
Specify the current action on the Time and Money document:
Transaction Type = Budget Period Change
Enter Comments (similar to Award) describing
the reason for zeroes in the transaction.
Enter Notice Date and Comments (similar
to Award) describing the transaction.
Click Add to complete the
transaction prior to
Finalizing.
Populate Source Award and Destination Award fields and leave amounts at 0.
Once the Transaction row is added, click
to finalize at the bottom of the page to save all
changes and version the Time & Money document.
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RAS: Transfer Out
Navigate to Central Admin. Click the
icon. Select and Return Value of the desired existing Award.
Award module
Award tab
Click the
button at the bottom of the page. Enter the details and attach change documentation.
Select Award Transaction Type of Close-Out. Set Award Status as Close-Out in Progress. Make any other
final adjustments to the Award, and click Finalize.
Follow up with various offices to verify submission of required technical and financial reports. Once
these actions are complete, change Award Status to Closed. Note: Close out each associated New Home
on Existing Award (competing renewal) individually before final award closeout.
Award Actions tab
Click
to finalize the award.
Time and Money document
Click the
button in the right hand corner of the Award tab, click the
button at
the bottom of the page, and select Transaction Type of Transfer Out. Deobligate the remaining funds for
all remaining project periods. (See Create/Edit Time and Money job aid for more detail.) Click Finalize to
save Time & Money changes.
V6.1, 022218
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RAS: Re-Budget
When funds are redistributed between direct and indirect costs, the updated F&A amount needs to be
updated in the RAS Award module’s Time & Money document.
Navigate to Central Admin, look up and open the existing award. Click the
page.
button at the bottom of the
Award tab
Enter the details and notice date of the award from the change documentation.
Details & Dates panel
Select ‘Modification’ to indicate a
sponsor change to the Award.
Enter a description of the current action
on the Award (e.g. ‘Changing
direct/indirect amounts to match new
distribution on the F&A.).
Upload any applicable change documentation to the Comments, Notes & Attachments tab under the respective
attachment type.
Award Actions tab
Click
to finalize the award.
Time and Money tab (See Time and Money job aids for more detail.)
Click the
button in the right hand corner of the Award tab.
Click the
button at the bottom of the page.
Specify the current action on the Time and Money document:
Enter Notice Date and Comments (similar
to Award) describing the transaction.
Transaction Type = Re-Budget
Enter Comments (similar to Award) describing
the reason for updating the direct/indirect
amounts in the transaction.
Click Add to complete the
transaction prior to
Finalizing.
Populate Source Award and Destination Award fields and enter the new distributed amounts.
Once the Transaction row is added, click
to finalize at the bottom of the page to save all
changes and version the Time & Money document.
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TIME & MONEY RAS:SetObligationDates
In general, for all transaction types in Time & Money, use the Obligated Start and End dates as defined on the Award Notice. See specific scenarios below. All transaction comments should include transaction period dates. (Note: Project Period = Start and End dates of the OVERALL project. Does not change except with extension or close out. Budget Period = Time period referenced in the award notice for each funding associated with the overall project award.) T&MTrans.Type
Budget Period Change Carryforward Increment Deobligation Internal Correction New No‐Cost Extension ObligationStartDate(OSD)
Enter the start date of the new budget period identified by the sponsor
DO NOT USE. Enter the start date of the awarded budget year/period; this date will typically push forward a year at each successive increment Enter the start date of the budget period for which you are deobligating award money (and identify ‘deobligation’ in transaction comments) Enter the start date of the awarded transaction period (even if you enter a prior period’s dates to correct a legacy transaction) 1) If money comes in period by period (most common), enter the OSD of the awarded transaction period start 2) If money comes in as an initial lump sum, use the entire project period instead of the annual period (unless explicitly broken out in award) and identify as ‘lump sum’ in comments Enter the period start date for the current budget period
Reallocation Enter the start date of the budget period for which you are distributing funds between the parent and child award(s) Transfer Out Enter the start date of the budget period for which you are transferring funds out Enter the start date of the budget period for which you are redistributing between direct and indirect costs Rebudget ObligationEndDate (OED)
Enter the end date of the new budget period identified by the sponsor
Enter the end date of the awarded budget period and NOT the project end date unless the same Enter the end date of the budget period for which you are deobligating; NOT the project end date unless same (put ‘deobligation’ in comments) Enter the end date of the awarded transaction period and NOT the project end date unless the same 1) If money comes in period by period (most common), list the OED of the awarded transaction period start 2) If money comes in as an initial lump sum, use the entire project period instead of the annual period and identify as ‘lump sum’ in transaction comments Update the extended end date on the current transaction year, which updates the project end date on the Award Enter the end date of the budget period for which you are distributing funds between the parent and child award(s) and NOT the project end date unless same Enter the end date of the budget period for which you are transferring funds out and NOT the project end date unless same Enter the end date of the budget period for which you are redistributing between direct and indirect costs and NOT the project end date unless same V6.1, 022218
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TIME & MONEY Back to TOC
RAS:NavigateTime&Money
Open the Time & Money document by selecting from an open Award. NavigatingtheTime&Moneydocument
Field
Description
Return to Award Click to return to the award Award Hierarchy Records dates and dollars of budget/project periods Transactions Used to add/remove money to/from an award Direct/F&A Funds Distrib Records the funds expected over the life of the award by budget period Summary Contains summary information about the award Action Summary Lists out the transactions, dollars and dates on an award from inception to‐date
History Shows the detailed history of the transactions on the award TheHistorypanel
Click on the History panel from the Action Summary and History tab Clicking on the document number will open that document in a new window. A list of transactions entered on each Time & Money document version appears beneath the appropriate Time & Money document version. V6.1, 022218
The dark grey bars provide information about the award documents created over the life of the award.
The light grey bars provide information about the Time & Money documents created over the life of the award. All Time & Money documents appear beneath the parent award document and affected children. © Tufts University @ Office of the Vice Provost for Research, Tufts Technology Services, 2019
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TIME & MONEY
Back to TOC
RAS: Award Hierarchy Panel
Field
Description
Oblg. Start
Oblg. End
Project End
Oblg. Direct
Oblg. F&A
Oblg. Total
Ant. Direct
Ant. F&A
Ant. Total
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Description
Description of the Node (e.g. Parent or the Child); often left blank if there is only a Parent Award
Sets the dates on the transaction (panel below) for the Obligation Start Date; prepopulated with the Obligated Start
date used on the last finalized transaction
Sets the dates on the transaction (panel below) for the Obligation End Date; prepopulated with the Obligated Start
date used on the last finalized transaction
See above.
Project-level cumulative obligated direct costs
Project-level cumulative obligated indirect costs
Project-level cumulative amount received from the sponsor to date; Note – this will not always align to the Obligated
Start/End dates to the left that are entered to mark transaction periods, since it’s a cumulative value.
Project-level cumulative anticipated direct costs – automatically updated at each transaction and will subtract any
newly obligated funds, once finalized
Project-level cumulative anticipated indirect costs – automatically updated at each transaction and will subtract any
newly obligated funds, once finalized
Project-level cumulative received and anticipated amounts for the duration of the project:
• if equal to the Oblg. Direct cost, indicates that all funding has been received
• if less than the Oblg. Direct cost, indicates there is remaining funding on the award
• if more than the Oblg. Direct cost, data validation error
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TIME & MONEY
Back to TOC
RAS: Transactions Panel
Field
Obligation Start/End Dates
Transaction
Comments
Source Award
Destination Award
Obligated Direct Change
Obligated F&A Change
Anticipated Direct Change
Anticipated F&A Change
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Description
Users should update the Obligation Start/End dates for EACH new transaction in the table above this section to
ensure that the transaction is saved (and reported) against the appropriate fiscal year funding was received
User-entered description of the transaction (e.g. “Year 1 funds”)
Enter transaction-specific comments (these will be visible in the History panel, upon Expand action)
Account from which the award funds originate (usually “External”)
Account into which the award funds will feed (enter account number)
User enters the amount of received sponsor direct funds for the identified period in Obligation Start/End
User calculates (at most 64% of Direct) the amount of received sponsor indirect funds for the identified period
in Obligation Start/End
User enters the amount of new anticipated (not yet received) direct funds for the identified period in
Obligation Start/End; IF all anticipated monies for the award were entered at the outset (first user transaction)
correctly, user should leave Anticipated fields blank unless there is a change to funding agency commitments
User calculates (at most 64% of Anticipated Direct) the amount of new anticipated (not yet received) indirect
funds for the identified period in Obligation Start/End
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TIME & MONEY RAS:Time&MoneyHistory
ActionSummaryandHistorytabHistorypanel
FieldName
Obligation Start Date Definition
Defines the beginning of the applicable period; shifts to next period for subsequent period transactions; “budget start date” from legacy system; IF you have already entered one or more transactions, the previous transaction data auto‐populates in this field, and you need to update it Converted records: The obligated start date should shift based on the year you’re getting the funds in Obligation End Defines the beginning of the applicable period; shifts to next period for subsequent period transactions; “budget end date” from legacy Date system; IF you have already entered one or more transactions, the previous transaction data auto‐populates in this field, and you need to update it Converted records: The obligated end date should shift based on the year you’re getting the funds in Notice Date Manually entered date pulled from the Notice of Award date (when the award notice received)
Converted records: Matches the Obligation Start Date (“Award Date Received” in legacy system) Project Start Date Defines the beginning of the overall project (and budget) duration
Project End Date Defines the end of the overall project (and budget) duration
Obligated Change The money coming in for this transaction (e.g. the amount incoming for this budget period); can be negative amount if the funding (Total) agency is removing money from your award (using ‘internal correction’ due to no better option in Time & Money) OR if you are making an internal correction (usually to fix a mistake) – primary field used to show amounts in reporting Obligated Change Portion of the Obligated Change (total) showing what’s coming in directly from the funding agency – does NOT include cost‐sharing Direct amounts / unrecovered direct that will be covered by Tufts Converted records: included funding agency costs and not cost‐share amounts Obligated Change Portion of the Obligated Change (total) showing the amount being covered for indirect costs (calculated based on the sponsor amount)
Indirect (F&A) – does NOT include cost‐sharing amounts / unrecovered F&A that will be covered by Tufts Converted records: Only included funding agency costs and not cost‐share amounts Obligated The funds received to date at the point of the transaction (includes all previously awarded periods) – NOTE: for pre‐dated transactions Cumulative entered in subsequent periods (e.g. a 2011 award amount entered in 2015), the cumulative amount will not include but in Parent/Child scenario those monies since they are time‐stamped in the later fiscal year Obligated The funds available to be distributed (usually matches the Obligated Cumulative), but in Parent/Child scenario, if you have funds Distributable marked for the Child, displays the remaining available amounts from the Parent (in other words, the liquid funds available) Anticipated Based on the award notice, the funds that are expected for the out years (years on the award for which funds have not yet been Change received); funds may be contingent on progress reports each year (Total) Anticipated Portion of the Anticipated Change (total) showing what’s coming in directly from the funding agency – does NOT include cost‐sharing Change Direct amounts / unrecovered direct that will be covered by Tufts Converted records: Only included funding agency costs and not cost‐share amounts V6.1, 022218
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Anticipated Change Indirect (F&A) Anticipated Cumulative Anticipated Distributable Portion of the Anticipated Change (total) showing the amount being covered for indirect costs (calculated based on the sponsor amount) – does NOT include cost‐sharing amounts / unrecovered F&A that will be covered by Tufts Converted records: Only included funding agency costs and not cost‐share amounts The sum of the Obligated Cumulative and Anticipated Change – anticipated total project costs (“Ant. Total”)
Converted records: Generally matches Obligated Cumulative amount since this is how records were converted The Anticipated Cumulative amount minus any costs marked for associated Child records
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TIME & MONEY
Back to TOC
RAS: Reading Time & Money History
Since the Award module is transaction-based, the way information is displayed in the History panel can sometimes be confusing. This visual
guide shows how to read the clues to deduce what happened in transaction history.
Absence of a Transaction ID indicates that this is an
‘in progress’ or non-final transaction. Currently, it’s
displaying info from the last logged transaction.
Comments summary showing the Version,
Transaction Type, notice date (if available), updated
date, updater (user), and the comment itself. Can
use standardized verbiage, if desired, for reporting.
A single transaction
A single Award
Version: orders
transactions
like this
The latest Transaction ID indicates the most recent
transaction, regardless of where it appears in the list.
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0.00 values in Obligated Change columns
indicates no major funding change on the
transaction (exception = clinical trial)
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Used to indicate the default status of the T&M panel
upon Award finalization; however, pulls in for ALL
legacy conversion transactions as well.
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If the Ant. Total is greater than the
Oblg. Total, there are remaining
funds available on the Award
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AWARD BUDGET Back to TOC
RAS:FirstAwardBudgetTransaction
The first Award Budget transaction processed through the Award Budget Tool may occur at any point during an Award from the very first notice of award, to the final sponsor notice, to award close‐out. The transaction processed in the Award Budget Tool must reflect past, present and future periods in accordance with that status. It is essential that the Award be re‐finalized before submitting a Budget. NEW AWARDS For new awards, follow the processes outlined in Create New Award Budget and associated job aids. IN PROGRESS AWARDS For awards in progress: 



Past periods should be set up as unique tabs along the top of the Award Budget with OBLINPS codes entered with full already‐expensed amounts to move that money out of the Anticipated Fund counters at the top. They should not include detailed line‐item accounting of costs. This money will not be re‐transmitted into the budget journals. These periods should be marked as Obligated Periods. The current (newly obligated) period (if any) should be set up as unique tabs along the top of the Award Budget (after past periods). It should be marked as an Obligated Period. It should contain detailed, line‐item allocation of costs (entered/verified by the Department). F&A and Fringe (auto‐created line items at the bottom) should be populated with summary totals of period F&A and Fringe as appropriate. These obligated rows will be sent through to PeopleSoft and a new line items in the Budget Journals. Future (not yet obligated) periods should be set up as unique tabs along the top of the Award Budget (after the current period). (If unique grants are to be created for these future periods, they should have been partitioned to unique Awards – see Anticipated, Out‐Year Budgets job aid.) They should NOT be marked as Obligated Periods. They should carry the period start/end dates of their budgets, as appropriate, and should contain detailed, line‐item allocation of expected costs (entered/verified by the Department). This data will feed through to Axiom and the Grant Plan‐to‐Spend. Post Award should make sure that data is in alignment between any existing grants and the RAS Award data, including: o Demographic data like Project End date, Obligated End date, Obligated $ to date, Anticipated $ (for the funding source) and project “Status” before feeding through an Award Budget transaction. The first Award Budget transaction will serve to baseline the connection between the two systems, and the values fed over to PeopleSoft in this first transaction will establish deltas (or, differences) between versions in respect to dates and amounts for all future budget transactions. CLOSING AWARDS Ultimately, all Anticipated and Obligated money for all periods will need to be drawn down to $0 (in both Time & Money module and the Award Budget tool) before the Award can be closed out and the associated Grant can be inactivated. V6.1, 022218
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AWARD BUDGET Back to TOC
RAS:AwardScenarioTips
Below are some tips for making sure you are handling various award scenarios correctly in RAS: STANDARD MULTI‐YEAR GRANT (ONE FS, ONE GRANT) 


If the Award and associated Grant are already active, document obligated costs for prior, already expensed periods using the OBLINPS ‐ Expired Period Obl. Total Cost Element in the Award Budget against the appropriate Start/End date for the applicable budget period. If there was a PD budget, Import All periods and check the budget period dates for each – update Budget End date to the last period’s end date, if needed. For future/out‐year periods, un‐check the Obligated Period checkbox in Award Budget. SPLIT FUNDING SOURCE (MULTIPLE FS) 

In Award, make sure the Create Unique Funding Source checkbox is checked on the Award tab. In Award Budget, import periods individually (vs. All Periods), since only one of the PD budget years maps to each Award Child / Budget. OUT‐YEAR ACCOUNTING (SINGLE FS) 


In Award, for future/out‐year Child Awards, make sure Award Status is set to Pending/Future. In Time & Money, be sure to move Anticipated money to the applicable Child award so it is accurately reflected as Available Anticipated Fund money in the Child’s Award Budget. In Award Budget, import periods individually (vs. All Periods), since only one of the PD budget years maps to each Award Child / Budget. G TO P CONVERSION 

At the point of a G to P conversion, a unique Funding Source needs to be created. If this is in the middle of a segment of funding, this warrants the creation of a Child Award marked as “Create Unique Funding Source” in RAS. In Award Budget, import periods individually (vs. All Periods), since only a sub‐set of the PD budget years maps to each Award Child / Budget. MULTIPLE SEGMENTS OF FUNDING 

Each segment of funding (i.e., “New,” “Renewal,” “Task Order,” Rev – Competing Supplement”) should have its own Parent Award in RAS. Otherwise, each segment is handled per the appropriate scenario above. TUFTS AS A SUBAWARD 

Award Type must be marked as Subcontract in the Award module. Originating Sponsor feeds to the Prime field in PS and determines several PS code values. ZERO DOLLAR AWARDS 
Master Agreements & Service Center Agreements should not go through the Award Budget Tool or be carried through to PeopleSoft. HNRCA “DAX” AGREEMENTS AND PELL EDUCATION GRANTS 
These grant types exist (and are managed) in PeopleSoft, but do not get entered in RAS. V6.1, 022218
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AWARD BUDGET Back to TOC
RAS:CreateaNewAwardBudget
Each Award record (Parent and Child) will require an Award Budget that will be re‐routed through the Award Budget Tool at each award transaction. Before approving each version of the budget, the department will need to make both the Available Anticipated Fund and the Available Obligated Fund equal $0 to balance the budgeted rows against the obligated and anticipated money from the latest Notice of Award (as documented in the Award Time & Money module of RAS). BEFORE YOU BEGIN: 

Check your RAS Award record(s) and make sure the account structure (award hierarchy) is set up according to how it should feed to PeopleSoft. Check your RAS Time & Money record(s) and make sure obligated and anticipated totals and dates are set against the correct Award ID. STEPS FOR STARTING/EDITING A BRAND‐NEW AWARD BUDGET: 1. Open into the Award Budget Tool in your web browser; search for your Award 2. Select Create New Budget (or select Details on an existing budget if you have started one) 3. Click the Award Hierarchy panel in the top‐right of your screen under the username line – click the green Award number in the left‐hand panel to access detail of the specific award on the right; make sure all expected Awards (per grant account structure) display (you will need to Create New Budget for each) 4. Select Import from Proposal (if there is no budget available, see Manually Enter Award Budget) 5. Click the Available Periods menu & select the budget period you would like to import (typically select All Periods here ‐ see Award Scenario Tips), then click the gray import icon to the right 6. You will be asked if you want to import all periods and click OK 7. Next, make sure the Budget Start and Budget End dates at the top of your screen reflect the full Project Start/End if you are importing all periods 8. Then click Save at the bottom of the screen – this action should update your Period tabs (e.g. “Period 1,” “Period 2,” etc.) and update your Available Obligated and Anticipated Fund counters at the top‐right of your screen 9. Navigate to each period and make sure the Obligated Period checkbox is either checked (for prior or current periods) or unchecked (for future/out‐year periods) 10. Before the department approves the budget, the amounts in Available Obligated Fund and Available Anticipated Fund will need to be drawn to $0.00 – modify the Line Item Costs or add/delete Cost Elements as appropriate for your budget (all tabs) until your panel shows: 11. Once both Fund counters are reduced (or increased) to $0.00, check the summary in Periods & Total and Cumulative tabs and Save and Submit 12. Create New Budget(s) for any additional Award hierarchy IDs related to your Parent NOTE: Upon Import, F&A and Fringe get broken out into individual accounts and are no longer itemized at the Personnel or Non‐Personnel category level. This is intended to make adjustments more straightforward and manageable at a less granular level and to allow PD calculations of F&A to be overwritten where appropriate, post‐Award. V6.1, 022218
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AWARD BUDGET Back to TOC
RAS:Anticipated,Out‐YearBudgets
A requirement of using the Award Budget Tool is managing out‐year/future budget periods alongside any current budget periods. We refer to the funds that will be applied for the remainder of the funded project as “Available Anticipated Funds.” AWARD‐SIDE WORK Out‐Year accounts, if needed, are initially set up in RAS Award as “Child” Awards under the Parent/1st Year Award. Key data to populate on such Awards include: 



Award Status: Future/Pending (if period is not being obligated in current transaction) Scope Account Type: Unique Out‐Year Accounting Create Unique Funding Source: Checked ONLY if there’s a unique Funding Source for the year Project Start/End: Should match the overall project dates, but Obligation dates will be specific to the incremental year KEY NOTES FOR SETTING ANTICIPATED YEARS 


Future year budgets should be separated by funding interval (typically one calendar year increments, driven off the project start date) These budget tabs should have the Obligated Period box un‐checked to indicate they are NOT obligated rows – this ensures that no actual budget rows are posted to the budget journals In order to provide a complete picture of expected costs through to Tufts’ financial systems, it’s important to set up all periods in the Award Budget Tool. MANAGING $0 OUT‐YEARS



If the out‐years are split into separate accounts (Child records to feed individual Grants and sometimes Funding Sources), a workaround will be necessary to allow the Funding Source/Grants to be set up appropriately when created through the Award Budget Tool. Post‐Award should log $0.01 as obligated costs against all out‐year Child Awards’ Time & Money records, simply to activate those records as viable budget records to be sent through to PeopleSoft to activate the corresponding Grants. When creating a brand new out‐year Award Child to house transactions for a future period, two Award Budget tabs will be needed for that single future period: o One tab will house $0.01 as an ‘obligated’ amount (since a minimal amount >$0 must exist to allow for the Funding Source/Grant pair to be created in PeopleSoft); the start/end date on this budget should be the single day of the period’s start. o The next tab will house the remainder of that period’s funding (period funding minus $0.01) as an un‐obligated amount, and once that funding is issued, and the remainder of the money gets obligated in RAS Time & Money, the Award Budget tabs can be combined (or left separate), both as Obligated periods. The start/end date of the second tab should be the second day of the period and the last day of the budget period. V6.1, 022218
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AWARD BUDGET Back to TOC
RAS:ManuallyEnterAwardBudget
If you attempted to Import a Budget into the Award Budget Tool and there were no options available to select from, this likely means there is no linked Proposal Development budget in the RAS system. This means your project’s application was first submitted prior to the rollout of the RAS system for the project’s department. SETTING UP THE MANUALLY ENTERED BUDGET: 1. Reference any application documentation/records you have before inputting your budget 2. Begin by adding the appropriate number of periods for your budget using the Add Period button 3. Select the Period against which you wish to detail funds: a. Already Expensed/Prior Periods: If you have obligated funds in your Available Obligated Verify that the Start Fund counter for prior (already‐expensed) periods, you will need to add the cost Date and End Date element OBLINPS ‐ Expired Period Obl. Total to each prior period tab. represent the full You do not need to detail out line‐item funds for these prior periods – just the total period of the Grant (encapsulating all amount that was obligated for each period. And you should only have to do this for the periods below) FIRST Award Budget version after the integration goes live. Add Period Check start/end dates of already expensed periods Add the OBLINPS code to batch document prior/expired periods and draw down your Available Obligated and Anticipated Fund Current and Future periods require a detailed budget for which you should enter line item Cost Elements and Costs Select Obligated Period for already‐expensed periods
b. Current Period: For the period you are obligating in the current transaction follow the below steps. c. Future Periods: For future (not yet obligated) periods, un‐check the Obligated Period checkbox, which will draw down the “Available Anticipated Fund” against specific cost element codes. STEPS FOR MANUALLY ENTERING THE AWARD BUDGET: 1. Begin typing the name (or part of the name) of the code you wish to add to the budget; the tool uses predictive text to find the code you need. You can also enter the GL Account Code number. 2. Enter a Line Item Description, if desired (not required). 3. Enter a Line Item Cost. 4. Click the Enter or Return button on your keyboard to move to the next line. 5. The Line Item Cost will be subtracted from the Available Anticipated Fund and also from the Available Obligated Fund (if it’s marked as an Obligated Period). 6. Click Save at the bottom of the screen to save changes. V6.1, 022218
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AWARD BUDGET Back to TOC
RAS:AutoCalculateFunction
The Auto Calculate function is used to calculate Fringe and F&A to the current institutional rates (by fiscal year) of the University. This can be done either after a budget has already been imported (to refresh values for Fringe and F&A) OR when a budget is being manually entered and no values yet exist for those cost objects. HOW TO USE THE AUTO CALCULATE FUNCTION (IMPORTED BUDGET): 1. After importing your budget, check the values in the gray rows at the bottom of your budget to confirm that they match what you expect. If you have made no changes to the budget since the import, no changes are needed. 2. However, if you have adjusted amounts or if you need to refresh the values to match current institutional rates (for example, if the dates of the project have changed since proposal), follow the steps below under “Auto Calculate.” HOW TO USE THE AUTO CALCULATE FUNCTION (MANUAL BUDGET): 1. If you are manually entering a budget, no default values will appear for Fringe and F&A. However, you can generate them to the latest institutional rates (by fiscal year) and they will calculate, taking into account MTDC inclusions/exclusions for the F&A calculation. 2. Follow the steps below under “Auto Calculate.” AUTO CALCULATE: 1. Click the Auto Calculate checkbox to the right of your Period tabs in the Award Budget Tool. 2. Once that box is checked, you can click the Calculate button at the bottom of each tab to re‐run the Fringe and F&A rows calculations. 3. Click Save to save all changes. (If further manual edits are needed, uncheck the Auto Calculate button to make the fields again editable.) If you make a mistake (for example, if you want to restore the PD imported values), click the Reset button if you haven’t yet Saved. If you have Saved, work with your Post Award Specialist to delete & re‐
add or re‐import periods, as necessary. V6.1, 022218
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AWARD BUDGET Back to TOC
RAS:Route/SubmittheAwardBudget
Once both Fund counters are reduced (or increased) to $0.00, the budget can be submitted to PeopleSoft. First, however, the budget review routing takes place. This is typically managed by the Department, so Post‐Award creates the budget, then routes it with reconciliation outstanding for the department to adjust codes and amounts as appropriate to the project. The routing goes: 

To the Local RA assigned by the department as the primary contact for Award Budget review Back to the Post‐Award contact who will final‐approve the budget to be sent through to PeopleSoft Once the budget is delivered to PeopleSoft, obligated periods (dates and Cost Item codes) will be delivered into the Budget Journals as the Grants are automatically set up and/or updated. Anticipated periods will bypass PeopleSoft and be fed through to Axiom for ongoing plan file management and forecasting. To route the award budget: 1. Verify that both Available Fund counters (top‐right of screen) have been reduced to $0.00 if possible (this work will typically be managed at the first stop of the routing by the Dept) 2. Click the Route Log button – this will show you who remains on the path to approve the budget (if you see any errors after Save, check with ras‐support@tufts.edu to correct path) 3. Click the Submit button at the bottom of your screen (you should see a pop‐up notice that your budget has been submitted successfully); click OK To approve the award budget: 1. Open the Award Budget either via emailed link or by searching for the budget anew 2. Make adjustments to the budget, as needed, to reconcile the Available Funds to $0.00 3. Click the Approve button at the bottom of your screen (you should see a pop‐up window allowing you to enter comments that can be reviewed via the Route Log by other users, and then another window to confirm your approval; click OK) Remember to always prepare Award Hierarchy (related) budgets together, when at all possible, so they can be posted to PeopleSoft – ideally within the same 5‐minute interval – together. The Parent should always be transmitted FIRST, especially for new Grant creation. 4. You will be returned to the home screen of the current award budget To finalize/submit the award budget to PeopleSoft: 1. The Post‐Award contact is always the final stop of the routing and will verify details of the budget before posting to PeopleSoft; this transaction pulls data from the associated Award record and the line item details of the budget to automate PeopleSoft activity within Funding Source, Grant, and Budget Journal panels as well as to feed anticipated budgets through to Axiom V6.1, 022218
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AWARD BUDGET Back to TOC
RAS:30‐,60‐,90‐DayNotifications
RAS will automatically notify the research administration team for a given department (determined by assignment to DeptID value) when the Project End date (as defined in the RAS Award record) is approaching. The first time a notification triggers will depend on where the end date is in reference to the notification rules. If the Award end date: 
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Is > 90 days out, no notification will be triggered (until 90 days) Is between 61 and 90 days out, inclusive, the 90‐day notification will trigger Is between 31 and 60 days out, inclusive, the 60‐day notification will trigger Is < 30 days out, inclusive, the 30‐day notification will trigger Each notification type should trigger only ONCE per Award ID, though each family member within an Award will trigger its own set of notifications. 90 Days
60 Days
30 Days
(90 to 61 days before Project End)
(60 to 31 days before Project End)
(1 to 30 days before Project End)
V6.1, 022218
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AWARD BUDGET RAS:ReturntoEdit
In the rare circumstance of an end‐of‐year or end‐of‐month grant creation freeze, where the PeopleSoft system is locked down for new grants and budget journal transactions, ‘Posted’ transactions within the Award Budget tool will be held in the ‘To Be Posted’ queue within the Award Budget Tool. During such times, the PeopleSoft system will not sweep the Award Budget Tool queue to collect outstanding transactions, so those budget versions may be pulled back into edit mode, if necessary, to make a budgeting adjustment before they are transmitted. To achieve this, Post Award can click the Return to Edit button in the Award Budget Tool on the latest ‘To Be Posted’ Award Budget transaction, make changes, and re‐route and/or re‐post. Please note: this selection should not be used outside of these lock‐down timeframes, since PeopleSoft ‘sweeps’ are otherwise regularly taking place, and it’s not evident whether they have happened yet or not on a given Award Budget Transaction, so pulling back a transaction that is in progress could otherwise cause issues with the transmission. V6.1, 022218
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AWARD BUDGET Back to TOC
RAS:AwardNotificationsSummary
The following notifications will be delivered to your Tufts email, if you are a routing recipient or have a defined role in the Award or Award Budget notification process as defined below: Notification Description Goes To INITIATION FYI Only: New Award [RAS #] Created in RAS for [Department] ROUTING Action Needed: Award Budget [#] is waiting for your approval FYI Only: Award Budget [#] has been approved by another user Action Needed: Award Budget [#] has been rejected and returned to the user INTERNAL NOTICE OF AWARD FYI Only: Internal Notice of Award for: [RAS #] 30‐, 60‐, 90‐DAY NOTIFICATIONS Action Needed: Award [RAS #] ends in [30, 60, 90] days Alerts Post Award to new Award documents created in RAS when NOA arrives from Sponsor Post Award Notifies next approver in path that the Award Budget has been routed (includes summary of budget start/end & total $) Communicates to shared approver roles that another approver in the role has approved for the group (includes summary of budget start/end & total $) Notifies the department that Post Award has ‘disapproved’ the Budget and provides comments from Post Award for reprocessing changes at next route ‐ Local Dept Admin (1st stop)
‐ Post Award (2nd stop) Any “Shared Approvers” in the “Local Dept Admin” role Local Dept Admin
Provides a link to the INOA PDF (generated out of the RAS Award system) at the point of Award Budget transaction Note: Post‐Award will forward to PI/Advance Contact (W1) Post Award, Local Dept Admin Warns research administration contact of impending project end date on an Award as a reminder to take necessary close‐out steps for the Award Local Dept Admin
PEOPLESOFT TRANSACTIONS RAS/PS Fund Source/Grants Successfully Created/Updated Integration Report 
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Notification (delivered at 5‐minute intervals in Post Award, System batches) to Post Award confirming success or Administrators failure of budget transactions through to PeopleSoft/Axiom systems (if transactions fail, they can be reprocessed after the cause is remedied) “Local Department Administrator” = Person set up to be point of contact for budget review in Dept. “Post Award” = (Formerly SPA); accounting contact for the Award family Users can set up email ‘rules’ to move ‘FYI’ messages to a separate email folder if only used for reference. V6.1, 022218
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AWARD BUDGET Back to TOC
RAS:UpdateanExistingAwardBudget
Whether you are fixing an error from a previously submitted Award Budget or managing a continuation or increment transaction for the next budget period of an Award, you will need to update an existing Award Budget record. Steps for updating an existing Award Budget: 1. Open into the Award Budget Tool in your web browser; search for your Award 2. Select Rebudget on the existing budget (Rebudgets can only be processed if the original budget has “posted” to PeopleSoft; if it is in a “To Be Posted” status, you may need to wait several mins) 3. Before the department approves the budget, the amounts in Available Obligated Fund and Available Anticipated Fund will need to be drawn to $0.00 – modify the Line Item Costs or add/delete Cost Elements as appropriate for your budget (all tabs) until your panel shows: HOW THE “AVAILABLE FUND” CALCUATIONS WORK Available Obligated Fund = Authorized Total (Award) – Award Budget Obligated Total (all periods) Available Anticipated Fund = Anticipated Total (Award) – Award Budget Obligated Total (all periods) – Award Budget Anticipated Total 4. Select the tab/Period you wish to update: a. For increments/new obligated funding, select the Obligated Period checkbox to identify that this period is now obligated and not just anticipated funds; click Save (future periods should remain unchecked until they too are obligated) b. For edits to a previously submitted budget period, simply correct the budget rows (only the differences in money for this date range (as compared to prior transactions) will be processed through to PeopleSoft journals) 5. Check all data on the record, including dates, hierarchy, F&A and Fringe amounts, summary tabs, etc. and, when you are satisfied with the state of the budget revision, click Submit to initiate the route 6. Create New Budget(s) for any additional Award hierarchy IDs related to your Parent V6.1, 022218
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Back to TOC
PeopleSoftIDPrefixCodes
NEW PREFIX AI OLD PREFIX AID USED FOR: Agency for Int'l Dev't AR (use only for USAMRAA and Army Research Office) CN AG DAG DAX (not used in RAS) DHS DOC DOD DOI DOJ DOL DOS DOT DVA ED ENG EPA FR FSU HSG (G) /HE (P) HSG (G) /NIH (P) HUD IML IOP MA MFD NAS NEH SF ON (exception to most DOD) PR RSA (see Award Type) STAT TRY [PREFIX]9… ARM US Army CNCS DA n/a n/a USAF (no longer used) n/a n/a n/a n/a n/a n/a DOE FRG SU, SUB HS (G), HH (P) new separation n/a n/a n/a NASA NS, NSF ONR PV …Z [PREFIX]9… Corp for Nat/Comm Svc Dept of Agriculture Dept of Agriculture Dept of Agriculture Dept Homeland Security Dept of Commerce Dept of Defense Dept of Interior Dept of Justice Dept of Labor Dept of State Dept of Transportation Dept of Vet Affairs Dept of Education Dept of Energy Environ. Protection Agcy Foreign Federal Subaward Dept of Health/Hum Svc DHHS: National Institutes of Health Dept of Housing/Urban Dev Institute of Museum & Library Svcs Institute of Peace Massachusetts Miscellaneous Federal NASA Nat'l Endowment for Humanities Nat'l Science Foundation Office of Naval Research Private Research Service Agreement State Dept of Treasury (Stimulus Grants, no longer used) Scope Grant Accounts V6.1, 022218
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