INFORMATION FOR
The Sponsored Projects module will be used to create proposals, route proposals for internal approvals, and, ultimately, to facilitate the set-up and management of all subsequent awards.
Step 1: Navigate to the WPUNJ Cayuse Login Portal.
Step 2: Enter your SSO login information.
Step 3: Click “Sign in”.
Once logged in to the system, you will be taken to the Cayuse Home Screen:
Cayuse SP can be accessed on various browsers on either Windows or Macintosh systems.
Windows
• Recent versions of Google Chrome, Microsoft Internet Explorer 11 or Mozilla Firefox are supported. • Provisional support for Microsoft Edge. • Internet Explorer 10 and older versions are not supported.
Macintosh
• Provisional support for recent versions of Google Chrome and Apple Safari.
NOTE: Cayuse SP runs entirely in a web browser. Upon navigating to Cayuse for the first time, your browser may present a security warning prompting you to accept a certificate. This is safe. Cayuse purchases and maintains electronic certificates that are approved for Internet commerce and are compliant with Internet security standards. Accept the certificate permanently and you will proceed to the login screen.
First, close and reopen the browser and try to login. If that doesn’t work, clear the cookies/cache in your browser. Then close and reopen the browser again and try to login.
For more information on clearing the cookies/cache in a browser, click here.
If you have any further browser-related issues or problems logging into the Cayuse SP system, you will need to submit a request to cayuseadmin@wpunj.edu.
“My Tasks” is the area you first enter when logging into Cayuse SP. This section represents an inbox where users can create tasks related to proposal or award records and assign them to other users (Ex. You need a person to fix something on the proposal prior to submission).
1. Click “New Task”.
2. Write a brief title of the task in the "Task" field
3. Click “Assign To” Person (Note: You can also assign to a team using the Team option)
4. Type the name of the person in the "Person" field and select them from the dropdown options
5. Enter the date that the task is due.
6. Describe the task in the "Description" field.
7. Click “Assign and Send”.
If you are on the receiving end of a new task item, you will first receive an email letting you know a new task has been created for you. When you log into your “My Tasks” inbox, you will see that a new task has been added to your inbox.
1. Click the task to open it.
2. Read what the task requires.
3. Complete the required task.
4. Change the “Task Status” from “Open” to “Closed” and then hit “Save Changes”.
To Navigate to the Cayuse SP Dashboard:
1. Login to Cayuse (see above section)
2. Click on "Products"
3. Click on "Sponsored Projects"
The Cayuse SP Dashboard serves as the central hub within Cayuse SP. This is where you can start a new proposal record and/or view all of your current proposal records that are in development, under review, and fully approved.
The SP Dashboard also contains a complete list of your proposals that can be sorted by a broad array of fields. Some of these proposal records may still be in development, some may be under review, and some may be approved and submitted to Sponsor. The SP Dashboard also lists the Proposal Number associated with each specific proposal record. The proposal number field is an important piece of reference information when it comes to tying proposals to active awards (i.e. a continuation/supplemental proposal).
Below are the Cayuse SP (Pre-Award) User Roles
If your user roles and/or Cayuse SP privileges need to be edited or updated, you will need to submit a request to cayuseadmin@wpunj.edu.
The General Information section of the Proposal Record contains fields related to broad areas of the proposal including the project start and end dates and the type of award mechanism, proposal type, and activity type.
Each field in this section requires the user to complete this tab.
The title of the proposed project as reflected on the proposal being submitted to the Sponsor.
New - Represents an original funding request made to a sponsor for a proposed project. No prior proposal has been submitted to the sponsor for the proposed project and the sponsor has not previously made an award to support the proposed project.
Revision - Represents a request to revise a proposal that is not yet funded but not officially declined (e.g. submission of a revised budget) or an award (e.g. Change of PI).
Resubmission - Represents an application that was previously submitted, but was not funded, and is now being resubmitted for new consideration. A resubmission is generally submitted to make a significant change (e.g., scope of work, budget, facilities, subawards) to a previously submitted proposal not yet funded by the sponsor.
Renewal - Represents a request for additional funding that is intended to extend, or results in the extension of, a project beyond the originally approved project period.
Continuation - Represents a non-competing application for an additional budget period within a previously approved project period. This proposal type is typically used when the sponsor commits to funding the entire project period but requires the submission of a continuation or progress report to monitor progress.
Supplement - Represents a request for additional funds to support an existing project during the same project period.
Project Start Date - The anticipated date the project will begin.
Project End Date - The anticipated date the project will end.
Collaboration - Unfunded activity with the intent to work together to submit a proposal and/or achieve a common goal.
Conference - Supports the costs of a meeting or meetings.
Equipment - The acquisition of equipment, including grants of equipment or full or partial funding to enable the purchase of equipment and where the title to such equipment vests with WPUNJ.
Fellowship - Training or subsistence during training to either graduate students or post-doctoral candidates training in research techniques.
Instruction - The development or enhancement of a curriculum.
Other - Serves as the catchall for activities not reflected in the rest of the list.
Public Service - Please do not use this activity type. The correct activity type is “Service”.
Research (Applied) - The systematic use and practical application of findings/theories in studies involving useful products, where such studies are designed to test and/or evaluate practical application of proposed solutions
Research (Basic) - Directed toward research that increases knowledge of the subject being studied. This includes activities that seek to increase the understanding of fundamental phenomena.
Research (Clinical) - Research in which people, or data or samples of tissue from people, are studied to understand health and disease.
Research (Development) - Normally follows basic research and attempts to expand the potentialities of new discoveries.
Service - Consulting or other services, including public services, research services , business services, testing (recharge centers); Interpersonal agreements (IPA); work-for-hire; training to non-WPUNJ students at outside facilities; independent contractor agreements. (Link for additional information?)
Training - Scholarly, professional, or occupational instruction primarily for graduate students or University employees (including post docs) and includes training awards made to WPUNJ that provide for selection of student recipients by academic units.
Collaborative Agreement - An unfunded agreement involving WPUNJ and additional parties who plan to combine resources to work together to submit a proposal and/or achieve a common goal.
Contract - An agreement to procure research services or other services from WPUNJ. Activities performed under contract are more closely controlled by the sponsor than those performed under a grant.
Cooperative Agreement - An award of financial assistance in which the sponsor may be actively involved in defining the scope of work or program and/or anticipates having substantial involvement in the performance of the project
Equipment Agreement - An agreement to provide equipment and/or funding to purchase equipment.
Grant - Award of financial assistance with PI-defined work scope.
Master Agreement - A type of contract issued when a sponsor has identified a need for services, but does not know precisely how or when these services will be required. The terms and conditions of the IDIQ Master Agreement are negotiated and accepted by both parties, but it does not contain a statement of work or provide any funding.
Incoming Subaward - A document written under the authority of and consistent with the terms and conditions of an award (a grant, contract or cooperative agreement) that transfers a portion of the research or substantive effort of the prime award to WPUNJ.
Master Agreement - An agreement that embodies established terms and conditions of a basic relationship between WPUNJ and a sponsor. A Master Agreement typically covers publication, confidentiality, intellectual property, indemnification, publicity, notice and access to information, but it does not contain a specific statement of work or provide funding
Service Agreement - This agreement is used when a Principal Investigator uses pre-existing protocols, models, methods, or software to analyze, test, opine, or draw conclusions using the collected data. An Agreement to provide consulting or other services, including public services, research services , business services, testing (recharge centers); Interpersonal agreements (IPA); work-for-hire; training to non-WPUNJ students at outside facilities; independent contractor agreements.
The Sponsor section of the Proposal Record contains information about the Sponsor, including deadline dates, solicitation numbers, and sponsor guidelines.
Sponsor: The entity external to WPUNJ to which WPUNJ submits a proposal, or from which it receives an award.
Sponsor Deadline Date: The date of the proposal deadline as identified by the Sponsor.
FOA/Solicitation: The Funding Opportunity Announcement/Solicitation number.
Sponsor Guidelines URL: The URL of the Sponsor’s proposal guidelines (if applicable).
Submission Method: The Submission Method field indicates the portal through which the proposal will be submitted to the Sponsor.
The submission portals listed in the dropdown menu include:
Please note: For submission methods marked as “Other” please include additional information on how the proposal should be submitted. Please see the Route for Review section of the Cayuse SP Pre-Award Resources page for additional information
For more information on how Cayuse SP connects to Cayuse 424, please see the “How Cayuse SP and Cayuse 424 Are Connected” section of the Cayuse SP Pre-Award Resources page.
Limited Competition: Competitions for awards by outside agencies for which WPUNJ can only nominate a limited number of candidates.
Is there an institutional limit on the number of proposals?
Select:
The Performance Sites section of the Proposal Record is for identifying where the proposed work will take place and delineating if any of the programmatic work will be performed by a subrecipient.
Will the proposed work be conducted On-Campus?
If you select “Yes”, you will need to select the On-Campus Building Location from the dropdown.
Will the proposed work be conducted Off-Campus?
If you select “Yes”, you will need to select the Off-Campus Building Location from the dropdown.
Note: Proposal preparers can also search for and select “Other” when answering “Yes” to either of the above questions. When “Other” is selected, a free-text field will appear to manually identify where the proposed programmatic work will be performed.
Will any portion of this project be work be performed by a Subrecipient?
If you select “Yes”, a new “Subawards” section will appear on the left side of the screen and will need to be completed prior to routing.
The Summary Budget section of the proposal form is where you will reflect summary (i.e. “high-level”) budget information related to the proposal.
Summary Budget
NOTE: The Total Project Direct Cost + the Total Project F&A Cost should add up to the Total Project Cost.
Cost Share
After entering the budget information, you will be asked if the proposal contains cost-share.
Cost Share Type
Mandatory Cost Share is required by the sponsor as a condition of the award and is quantified in the proposal.
Voluntary Committed Cost Share is not required by the sponsor but is quantified in the proposal.
You will then be asked to fill out the Cost Share Amounts by Period. You can add additional periods by clicking “Add Another Row”.
Each row will need the:
The Regulatory Compliance section of the Proposal Record contains questions on Human and Animal Subjects.
Does this research involve human subjects?
If “Yes” is selected, an additional question pops up:
Has the Project Been Approved by the IRB?
If “Yes” is selected, an additional prompt pops up:
“Please ensure your IRB protocol identifies this proposal/award as the funding source. Linking this proposal/award to your IRB protocol will ensure up-to-date information is included in the linked SP Proposal and Award records.”
If “No” is selected, an additional prompt pops up:
“When funding is likely or confirmed, please submit your protocol to the IRB to avoid any delays in award acceptance. An approved IRB protocol will be needed prior to performing work involving human subjects.”
Does this research involve animal subjects?
Has the Project Been Approved by the IACUC?
“Please ensure your IACUC protocol identifies this proposal/award as the funding source. Linking this proposal/award to your IACUC protocol will ensure up-to-date information is included in the linked SP Proposal and Award records.”
“When funding is likely or confirmed, please submit your protocol to the IACUC to avoid any delays in award acceptance. An approved IACUC protocol will be needed prior to performing work involving animals.”
It is the responsibility of the PI to identify any items, technology, or activities that might implicate federal export control regulations.
The Export Control section of the Proposal Record contains the following questions regarding federal export control regulations:
1) Will the project involve sending, transporting, transmitting, or carrying any material or equipment related to this project outside the US (examples include: GPS, biologicals, diagnostic kits, reagents)?
If “Yes” is selected, the additional information is required:
2) Will there be any international travel undertaken as part of this research?
If “Yes” is selected, an additional prompt appears:
3) Does the proposed research involve access to export-controlled information or technology such as government or third party confidential information identified as export restricted?
4) Does the research involve encryption, military (ITAR) and/or space technology (e.g. satellites, explosives, military training, military vessels, vessels, and equipment)?
If “Yes” is selected, the additional text appears:
5) Will you be restricted from publication, require a non-disclosure agreement (NDA), or, receive, use or create any proprietary technical data?
The Foreign Support & Collaboration section of the Proposal Record contains questions regarding the disclosure of all sources of other support (domestic or foreign) as well as all foreign components to research projects.
1) Do any research personnel participate in a foreign talent program?
2) Does any significant scientific element of this project occur outside the United States?
If “Yes” is selected, an additional question will appear:
3) Will this project involve sharing data with a foreign collaborator?
When a proposal record gets created, it’s typically created by OSP Staff working closely with a Principal Investigator (PI) to develop their proposal.
Once the proposal record has been finalized, a “Route for Review” button will become clickable within the proposal record. This button will lock the proposal form and push the proposal record into a routing chain.
You can view the history and status of your proposal's routing under the "Routing" tab....
The PI (and any Co-PI’s) will first certify the proposal record. They will get an email with a direct link to open the proposal record. Once opened, they will need to click the “certify” button and agree to the attestations. The proposal record is then routed to the college/unit for approval. The proposal record is then routed to OSP for final approval and submission to the Sponsor.
At each of these different routing stages, there are associated “proposal statuses.” These statuses will be visible on the proposal record (see below). From the time the proposal preparer creates the proposal record in SP, all the way until they click the “Route for Review” button, the proposal is considered “In Development”. When the proposal record gets routed for review and approval, the proposal status will change to “Under Review”. At this point, all of the fields on the proposal record are locked for editing.
Once the proposal record is approved by OSP, the proposal status automatically changes to “Approved”. At this point, the proposal will be submitted to the Sponsor and then change the proposal status from “Approved” to “Submitted to Sponsor”.
If anyone in the routing chain disapproves the proposal record, they will be asked to supply a reason and then the proposal record will change from being “Under Review” back to “In Development”, at which point the proposal record would need to be rerouted from the beginning again.
For More Information on routing in Cayuse, visit the Routing Steps In Cayuse page.
When a Proposal Record has been submitted into routing, a required certification attestation will be sent to all PI’s and Co-PIs. Each PI/Co-PI in the routing chain will receive an email that contains a direct link to certify the proposal (see below).
When the link is clicked from the email, the proposal form will be loaded along with a button to certify the proposal record.
A series of certification attestations will be listed, along with a free-text section for any comments.
To certify the proposal, the PI will need to check the “Confirm My Certification” box and then click “Certify”.
All proposal approvers will first get notified that a proposal record requires their approval via email (see below). The email will contain a direct link that will take the proposal preparer into the Cayuse SP proposal record.
1. Open the link provided in the email.
2. Click “Complete Review” in the My Actions section.
3. Select “Approve” from the dropdown.
4. Enter any optional comments.
5. Click “Save”.
The proposal record will now be approved by your routing level.
3. Select “Return to In Development” from the dropdown.
4. Enter the required comments (Ex. the reason for disapproval).
The proposal record will now be returned to an “In Development” status and open to any form corrections. Once all corrections have been made, the proposal will need to be re-routed from the beginning again.
Note: It is best practice to provide detailed comments and action items that need to be corrected or addressed before your approval.
For additional information on Cayuse's internal routing process, click here.
Step 1: Log into Cayuse
Step 2: Click Products > Sponsored Projects
Step 3: Click “Awards”
This will take you to the Awards section of Cayuse SP. Within this section are all of the Award records you have access to.
• If you are a PI/Co-PI, you will be able to view all of the Awards in which you are listed on the Research Team.
• If you are an Approver, you will be able to view all of the Awards listed under your specific college/unit.
All of the Awards that you have access to view are broken down into the below Award statuses:
Set Up in Progress: The Awards in this section are in the process of being setup in Cayuse SP.
In Review & Negotiation: The Awards in this section are in a period of negotiation with the funding agency.
Active: The Awards in this section are active and ready to be processed/executed in Workday.
In Closeout: The Awards in this section have a project end date that has expired and is currently in the process of Award Closeout.
Closed: The Awards in this section have been closed.
What are my responsibilities as a Principal Investigator (PI)?
The Principal Investigator is responsible for the scientific integrity and management of the project; financial management of project funds (including recovery of full indirect costs) and adherence to all University policies and to externally-imposed sponsor terms and conditions including reporting and record-keeping requirements contained in the award document. The award document is the funding agency’s official obligation of funds for a project. Many awards cover a multi-year project period made up of several shorter (usually 12-month) budget periods. Funds often are awarded in budget period installments.
Is a detailed budget required?
A detailed budget is required even when not requested by the sponsor. This aids OSP in conducting a detailed and accurate review. This should be uploaded in the Detailed Budget field in the Summary Budget section.
Is a budget justification/narrative required?
A budget justification/narrative is required even when not requested by the sponsor. This aids OSP in conducting a detailed and accurate review. You can download a Cayuse Budget Justification Template from OSP’s Forms page or use a sponsor-approved budget narrative format. This should be uploaded in the Budget Justification field in the Summary Budget section.
How does Cayuse calculate salary?
Salary information is pulled automatically from Work Day. Salary information updates to the latest information available in Work Day weekly.
How do I obtain access to Cayuse?
You should be able to access Cayuse with your WPUNJ SSO. If you are unable to login, email cayuseadmin@wpunj.edu and provide your WPUNJ email address and employee ID.
Cayuse SP went down. It’s now back online, but I still cannot login. What should do?
Will I be able to have hands-on training with Cayuse SP goes live?
At this time, training is/will be available online via zoom or by scheduling a one-on-one session with OSP. Please visit https://outlook.office365.com/book/CayuseImplementationandSystemassistance@student.wpunj.edu/. Here you can book a time for Cayuse training session with the OSP staff.
Once we begin to use Cayuse SP, will there be training available and/or a help desk to troubleshoot and answer questions/concerns in real time?
OSP Team members will be available to answer questions regarding specific proposals and/or awards. More information about the Cayuse Resources & Help desk will be forthcoming.
Once the routing shows the proposal as “Approved” does that mean it is submitted?
The status of “Approved” indicates that the proposal has been routed. reviewed and approved in Cayuse SP. Once the proposal is submitted to the sponsor the proposal status will reflect “Submitted to Sponsor.”
Besides the PI, who else can add a person to access a proposal and give them editing rights?
Anyone given access to a proposal with “Edit” rights can add additional people to the “Access” tab of the proposal.
When a proposal is “Disapproved” how far back in the routing does it go?
When a proposal’s status is changed to “Disapproved”, the proposal status will be changed to “In Development”. This will allow revisions to the proposal. Once the corrections are made, the proposal will be routed and the status reflected as “Under Review” and it will return to the PI and College/Unit for approval.
Do we need to communicate with OSP when the proposal is ready to submit?
Consistent with current processes, please notify the OSP Officer when the proposal is ready to submit.
Can College/Unit Approvers see proposals at all levels of routing including “In Development” status?
Yes, approvers have access to all proposals within their assigned college/unit.
Once a proposal has been moved to “Under Review,” can a college/unit approver edit the Cayuse proposal or request corrections without selecting “Disapprove”?
Once the Cayuse proposal has been moved to the “Under Review” status no changes can be made to the information entered into the tabs.
In the event there are errors in the Cayuse proposal tabs that require correction prior to the college approval then the college/unit reviewer would select “Return to In Development” and provide a comment laying out the requested revisions. The PI and/or Research Administrator would then be able to make edits to the information contained in the tabs and then return the proposal to “Under Review” status once the changes were in place.
What does the Approval process look like for a College/Unit Approver?
All proposal approvers will get an email notification that a proposal requires approval. The email will contain a direct link that will take the proposal preparer into the Cayuse SP proposal record. To Approve the Proposal follow the below steps:
Will Cayuse allow users to move the proposal into routing if all required information is not completed?
In order to move the proposal into routing, all proposal sections must be complete (completed is designated as a green check mark).
What are the questions the PI has to answer when they certify a proposal is Cayuse?
The certification reads as follows:
When the college returns a proposal to a PI that is in the “Under Review” status to the “In Development” status, will the PI/Co-PI notified by e-mail? If so what does the e-mail say?
At this time, email notifications are not generated to the PI or Co-PI when a proposal is moved back to the “In Development” status.
What if the college or PI decides not to proceed with a proposal?
In the event a college or PI does not wish to proceed with a proposal, they should notify OSP. OSP will move the proposal to “Closed” status.
How is OSP handling the approval process proposals?
OSP will be monitoring Cayuse SP Dashboards to identify proposals ready for review. When they are notified that a proposal that has:
(1) been completed by the PI/Co-PI and
(2) been certified, the routing process will automatically begin.
How do I track the routing process for my proposal?
After selecting and opening your proposal, select the “Routing” tab. This will let you see the current status of the approval process for the selected proposal. For more information, please look here (link to routing section)
Can the college/unit approver or dean send the proposal back to “In Development” status after they have certified the proposal?
After the college/unit approver approves the proposal, it routes to the OSP Executive Director. OSP would need to return the proposal to the “In Development” status.
Can we enter more than one on-campus or off-campus location?
Yes, multiple locations can be listed in a single proposal.
Can we assign multiple personnel to the PI/PD role or do we need to use the Co-PI/PD role if there are multiple PI’s?
Only one faculty member may be assigned the PI/PD role in the “Key Personnel” tab in Cayuse. In the event there are multiple PI’s then you will want the Lead PI/PD to be assigned the role of PI and all additional PI’s should be assigned the role of Co-PI’s. You will then select the “Multi-PI” option and list the PI’s and their associated Workday Cost Center.
As soon as we put a PI in the “Key Personnel” section do they automatically have access to view and edit the proposal or do we need to give them access?
Principal Investigators have view and edit access.
Do all Key Personnel need to be added to the “Key Personnel” section of Cayuse or just the PI?
All WPUNJ personnel named Key Personnel can be included in the Key Personnel section.
Does the proposal route to and notify all Key Personnel or just those with the PI role?
The proposal will only route to the Principal Investigator and identified Co-Principal Investigators. Once routed, the PI and Co-PI, if identified, will receive an e-mail notification that the proposal is ready for their review and certification.
In the event this is a multi-college proposal what “Grant Hierarchy” do we include?
At this time, there is no “Grant Hierarchy” in Cayuse SP.
Do Key Personnel listed as “Co-Investigator” get an automatic notification when listed on a proposal?
Only the PI/Co-PI will be notified and required to complete the certifications.
For the mandatory “Credit” field in Key Personnel is that the same as % of effort?
Credit is tabulated as a percentage of your overall effort (out of 100%). Principal Investigators will work with OSP’s Pre-Award to determine the correct and available effort allocation for each project.
Will we have rounding issues when entering budget amounts?
No, rounding should not be an issue. Users will be directly entering the budget amounts as whole numbers in the “Summary Budget Section.”
Can I attach a document to a proposal once it has been routed for review?
No, attachments can only be added while the proposal status is ‘In Development’.
Is the Workday AWD# or GR# listed anywhere in the Cayuse record?
The GR# will be listed in the Budget section on Awards.
If a proposal requires revisions prior to submission, will the PI need to approve again?
If a proposal requires revisions, the Cayuse Administrator will:
Once updated, the proposal will need to be certified by the PI.
When I go to create a task in the “Tasks” tab, who is in the “Assign To” list?
The “Assign To” list contains the contact information for WPUNJ faculty and most employees. In the event that you do not see the desired personnel, please contact the Cayuse Administrator at cayuseadmin@wpunj.edu with the subject line “Cayuse Admin – Profile Request” to request any personnel additions.
What information or outreach is going directly to faculty about the change to the Cayuse System?
OSP’s primary outreach is through the OSP Reporter communications and our website. We encourage college and departmental administrators to share this information broadly.
Can the PI/College delete a proposal record if it is a mistake or we no longer want to submit?
In order to delete a proposal, you will need to contact OSP and they can move the record to the “Closed” status.
I want to submit a proposal. Where should I get started?
To get started, fill out OSP’s Intake Form. Our Pre-Award team will then start a new proposal for your project in the Cayuse Sponsored Programs module and pre-populate it with the initial information provided in the Intake Form. At this point, you will continue to work with our Pre-Award team to complete budget items and answer any additional questions.
Where do I access Cayuse? How do I sign in?
To access Cayuse, please go to the Cayuse landing page (link) and enter your WPUNJ SSO.
I’m having trouble signing in. Who can I contact for assistance?
If you have any issues logging in, please email cayuseadmin@wpunj.edu with the subject line “Cayuse Admin – Login”.
For a more in-depth look at Cayuse, check out the following pages that include comprehensive User guides and Video Tutorials.
User Guides Video Tutorials
