Frequently Asked Questions (FAQs)

No, the role of the Authorized Organizational Representative (AOR) will continue to be managed via OSPA through the role of the Associate Vice President for Research as it is today. This is a central office function and will remain so.

Each role across the award lifecycle is broken down by stage and can be found on the respective lifecycle stage pages. Each page outlines who is Responsible, Accountable, Consulted, and Informed for each task that the Collaboratives is responsible for. This provides a structured way to communicate who is responsible for specific tasks or decisions, who is accountable for the outcome, who needs to be consulted before decisions are made, and who should be kept informed of progress. Specific Investigator resources have been developed and are available on the webpage for each stage.

Completed SAG forms should be sent to the Post Award Manager within their hub area listed here.  Once the Manager receives the completed form, they will review the following items at minimum and follow up with any additional questions before forwarding the form for further processing.

• The account to be charged is an appropriate account for student tuition
• The budget dates of the award align with the tuition being charged
• The GL code is correct on the form
• The account has budget available in the correct sponsored class 
• The student has the correct type of position in SAP to charge tuition 

The tuition is for the correct semester

The sooner we are aware of an investigator leaving the institution the more support we can provide for the MOU process.  Please reach out to the associated Post Award Manager listed here with questions related to the (MOU) process and for alerting our office when an investigator is leaving.  The Post Award Manager will help to facilitate the process of getting the MOU reviewed and submitted through the appropriate offices.

The supervisor of the Financial Analyst Team signs the full report and stores it on SharePoint for unit staff to access. Departments can view finalized monthly Line-Item Detail reports here.

Every college and unit have their own way of reviewing and reconciling documents and CGS does not aim to copy any unit's method. If a college or unit requires extra steps to finish their documented reconciliation process, that will be the responsibility of the unit.  Please see the reconciliation toolkit located here for more information.

There are no responses required when the email is received.  The notification is to provide information on the transaction that posted incorrectly to prevent these errors from occurring in the future.

No, the expense will be moved to the responsible unit indirect overrun and must be moved via cost transfer to another non-sponsored cost object.

CGS will make every effort to allow for expenditures to remain on sponsored projects and will reach out if there are additional questions to be answered.  Only the true unallowable costs will be removed via the non-compliant process.  This process is meant to lessen errors and to protect the assets of the institution.

KY state sales tax is not an allowable cost on sponsored projects.  If sales tax is charged by mistake, a credit should be obtained from the vendor and both the charge and the credit posted to a non-sponsored cost object.  More information related to KY State Sales Tax can be found in the University Procard Manual and the Procard FAQ.

All sponsored project related cost transfers should flow through CGS for processing with very few exceptions.  Please contact your Post Award CGS contact for assistance with this process.

The standard process for Cost Transfers that go through CGS will involve the approval of the DA/BO for any cost transfer, and also the approval of the Principal Investigator for any cost transfer that adds an expense to a sponsored project.

The IAF, or Internal Approval Form, is a necessary part of submitting a proposal and receiving an award for any sponsored project. See the Electronic Resources IAF section for more information. 

Cayuse Proposals (S2S) is a new proposal preparation and submission platform. Information about the system is available on the Electronic Resources page. Departments can request a training session by contacting OSPA or visiting the OSPA Events calendar to check for a scheduled session.

F&A, or Facilities and Administrative costs, are costs that support the research enterprise by providing for things that cannot be charged directly to a grant account. This includes building and equipment operating costs, and administrative operations, such as accounting and legal services. More information can be found on the Facilities and Administrative (F&A) Costs page. 

A pre-award account is an account that may be requested to be established in preparation of sponsor funding to help begin the project while waiting form funds from the sponsor. 

The Federal Uniform Guidance is the underlying guidelines for university recipients of federal awards in terms of applying for, accepting, and managing federal grants and other funding. See the Federal Uniform Guidance page for additional details.

The University of Kentucky supports may partnerships with industry members, from product development and analysis to clinical trials. See the Industry Sponsored Agreements section under Policies and Procedures for UK's guidelines.

Current Fringe Benefits rates, including information about Graduate Student and Research Assistant tuition is available on the Frequently Needed Information page. Additional information about preparing your budget is available under Proposal Preparation. 

Administrative codes, mailing and payment addresses, authorized signers, and other institutional information usually required in a proposal or other request for funding is available on the Frequently Needed Information page. 

Cayuse 424 is a web-based platform and is accessed utilizing a standard internet connection and is compatible with most internet browsers. The system can be accessed here. 

The Cayuse 424 system can be accessed on various browsers on either Windows or Mac systems.

• Windows:
  • Recent versions of Firefox, Chrome, or Internet Explorer 11
  • Provisional support for Microsoft Edge
• Mac:
  • Provisional support for recent versions of Chrome and Safari.

Note: Support for Internet Explorer 10 and older has been discontinued. 

With all browsers, cookies, pop-ups and JavaScript will need to be enabled and allowed. 

Be sure to clear your cache after Cayuse updates. 

The test system is an environment that functions almost identically to the production system designed for training purposed. Anyone may use the test site to familiarize themselves with the proposal preparation functions by creating proposals in a consequence free environment. The test system is available here. 

For the production system, go to the address above and use your normal linkblue ID and password (both are case sensitive). For the test system, use your linkblue ID and the password "WildCat".

No. Only regular full-time faculty and staff are loaded into Cayuse and have their info updated through the HR feed. Individuals, such as students, some postdocs, those with post-retirement appointments, are not. Also, certain departments were excluded from the upload if they don't normally submit grants (PPD, Dining, etc.).

If someone is not in the system, please email ospa@uky.edu to have them added. A professional profile will also need to be created by the appropriate CGO or GPS.

Contact ospa@uky.edu or your CGO or GPS to remove to remove them from the system.

You can find it here:  https://www.gsa.gov/cdnstatic/SFLLL_1_2_P-V1.2.pdf

If any of  the personnel is making above the NIH salary cap and that information is entered into the proposal, then Cayuse will list an error for that person's salary request. The salary will have to be manually updated.

Contact your CGO or GPS if the information in your Professional Profile needs to be revised.

Anyone may download active federal opportunities using the opportunities tab in the 424 system. NOTE: The test system can only access certain opportunities.

Please list the Research Administrator in OSPA who covers your department. You can find your Research Administrator in the OSPA staff list.

Note:  Do not make changes to UK's institutional profile as any changes will affect all users, not just yourself.

Note on NIH proposals:  Cayuse will check to see if eRA Commons IDs have been entered, however, it cannot verify their accuracy.  Be sure all eRA Commons IDs are entered accurately.

Select the Proposal List icon to logout of the proposal when you are finished. This will unlock the proposal for the next individual to access the proposal. 

Select the Sign Out icon to exit the system. An error message will be displayed upon sign out and can be ignored. Then close your internet browser.