Who should be listed as Research Coordinator and Administrative Contact?
This should be the departmental grants administrator responsible for developing and routing the Funding Proposal. The same person should always be listed for both roles.
How are changes made to the original Funding Proposal?
If changes need to be made to the Funding Proposal, the Pre-Award Grant Specialist assigned to the proposal will route the proposal back to the department using the “Specialist Requests Changes” activity. The proposal will be routed back to the Research Coordinator/Administrative Contact and allow them to make changes to the Funding Proposal and/or budget.
Can multiple approvers be in the FP record at the same time?
Yes, multiple approvers can be in the record at the same time. If there are multiple approvers at Approval Step 1, all approvers will receive the task in their inbox and whoever approves the record first, moves it forward. If there are approvers at multiple steps, the Step 1 approver must approve the record before the approver at Step 2 can approve.
Is PI approval required in the AURA Grants system to submit a Funding Proposal?
No, systematic PI approval is not required in AURA for submission, however, PI’s are required to submit Assurances for each proposal and Administrative Contacts should have PI approval before completing the “Ready to Submit” ancillary review activity.
The “Create Resubmission” or “Create Renewal” link is not available to me, why?
If you are not listed as the Administrative Contact/Research Coordinator, the “Create Resubmission” or “Create Renewal” link will not be available to you. Contact AURA Help for assistance with the record.
What do I do if my PI cannot complete their Assurances before the submission date?
If your PI(s) will be unavailable and cannot complete their assurances, complete the “Send E-mail” activity within AURA and contact the Pre-Award Specialist. The Pre-Award Specialist will be able to bypass the assurances on a case-by-case basis and will provide the department/PI with the PDF version of the form to complete and upload to AURA. This should be rare, done only in extenuating circumstances and will be determined by URA on a case-by-case basis. This cannot be done in place of regularly following processes and procedures.
Why are other universities coded as “foundation” in AURA?
Universities are coded as “foundation” in AURA to signify that they are non-federal institutions. While AURA has limited functionality in categorizing sponsors, Business Objects reports will have additional information about the types of sponsors.
How do I notify URA that a proposal is a unit submission or where do I enter specific submission information when it is a URA non-S2S submission?
Submission instructions should be included in item 12.0 of the “UC Other Proposal Information” page of the Funding Proposal.
When do I upload the final proposal I submitted to the sponsor?
The Research Coordinator/Administrative Contact can complete the “Add Attachments” activity on the left-hand side of the main FP page and attach the submitted proposal to the Final Submission Non-S2S Documents section.
The Personnel Compliance tab indicates my PI does not have automatic PI eligibility. Why is this?
If a PI is listed as “no” or as not having “automatic PI eligibility,” this means that he/she is not faculty and does not have blanket PI status. In the event this section is marked “no” for the PI, then the Research Coordinator/Administrative Contact should upload the approved PI Status Request Form to confirm PI eligibility for this submission. The approved form or confirmation of approval should be uploaded via the “Add Attachments” activity and uploaded to the “Other Internal Documents” section. If a PI is listed as “yes” or as having “automatic PI eligibility,” then nothing more needs to be uploaded to show PI eligibility. If you believe this status is incorrect, contact AURA Help for assistance.
What is a consolidated budget?
The consolidated budget is the cumulative budget of all created budgets. By including each budget in the consolidated budget, all budgets are summed into one. Refer to the Pre-Award User guide for information on when it is appropriate to use more than one budget.
Why can’t I change the base salary from year to year?
When adding personnel to the budget, if “yes” is selected to apply inflation on the Personnel Costs Definition page, the base salary will automatically inflate from year to year using the rate established on the General Budget Information page. To manually change the base salary in each year, select “no” to apply inflation for all personnel and manually edit the salary on the Personnel Costs page.
How do I handle effort/salary for periods shorter than 12 months?
Ensure the “Budget Periods” within the Funding Proposal are set to the correct number of months. Calculate the personnel’s base salary for the appropriate number of months and use that in the Personnel Costs Definition page as the base salary. For example, for a faculty member with a calendar month appointment and a base salary of $200,000, the base salary for a 7-month period would be $200,000/12*7. This method will ensure that the appropriate effort commitment will be reflected in the budget.
How do I enter salary for personnel that will be over the salary cap in future periods but not currently?
On the Personnel Costs Definition page, select “no” for inflation for the person in question. On the next page, manually enter the base salary for each year, inflating manually until they are at or over the salary cap. Enter the salary cap as the base for all periods in which they are at or over the salary cap.
How do I enter salary requests for personnel who will recover both academic and summer salary from the grant?
To add personnel with both academic and summary salary, add one row for the person with “Academic” or “9 months” listed as the appointment type and then add another with “Summer” or “3 months” listed as the appointment type. This will ensure both salaries are captured within the budget.
If this application will be submitted via S2S, the individual will be listed twice in the R&R budget. Combine the information for that individual into one row and remove the duplicate.
What should be done in AURA when I need to create an NIH modular budget?
Answer “yes” to question 2.0 (modular budget) in the General Proposal Information section of the AURA Funding Proposal (FP). Consider creating a detailed budget (either via the AURA Budget Grid or upload as an Excel document) for your department’s use including salaries, equipment, supplies, graduate student tuition, etc. for every year of funds requested. While the NIH will not ask for these details, they are important for you to have on hand when calculating your F&A costs base and writing your justification, and for audit purposes. In order to determine how many modules you should request, subtract any consortium F&A from the total direct costs, and then round to the nearest $25,000 increment. In general, the modules requested should be the same per year or nearly the same per year unless there is a large variation, such as an equipment purchase in a single year.