The General Proposal Information SmartForm includes basic information about the proposal that will map to the SF424 application on the SF424 R&R cover page and R&R Senior/Key Person Profile.

The Personnel page includes information about internal project personnel. Senior/Key personnel or other significant contributors listed on this page will map to the R&R Senior/Key Personnel Form.

Your GCA Specialist will complete this section of the Funding Proposal SmartForm based on the selection in your GCS Request and note this is a S2S which will allow the opportunity number to be found, selected, and linked to your 424 application.

The Budget Periods and Key Dates page contains information about the project start and end dates which will map to the R&R Cover page. Decisions on this field also inform how the funding proposal budget is created. The budget can also map to the SF424 application if desired.

The Compliance Review SmartForm page contains compliance related questions regarding human subjects, animals, and stem cells that will map to the SF424 application.

The Additional Proposal Information SmartForm page includes application institution information and program income information that will map to the SF424.

When the funding proposal is created, the system automatically creates a project budget with the name of the primary sponsor. This budget should be completed as part of the proposal development process.

Multiple project budgets may be created using the Create Additional Budget activities for various scenarios as discussed in the Budget Guide. If multiple project budgets are created (and marked as include in Consolidate Budgets = Yes), they will all map to the SF424 budget forms with their appropriate rates and values applied.

General Budget Information

• If the budget is marked as Include in Consolidated Budgets, it will map to the SF424. Project budgets should typically be marked as Yes unless they were created as a draft budget.

Note if additional budgets are created as “drafts” to test various scenarios (e.g., budgeting 2 grad students versus3), it’s important to ensure the draft budget is marked as In Consolidated Budgets = No so those drafts do not map to the SF424.

Personnel Cost Definition & Personnel Costs

All UNT personnel included in the budget will be listed on the Personnel Cost Definition page and then budgeted on the Personnel Cost page using their % annualized effort, % salary requested, benefits rate, and base salary.

For R&R budgets, each person’s name, role, base salary, effort months, requested salary, and fringe benefits will map to the R&R Budget – Sections A Senior/Key Personnel or to Section B Other Personnel. For other personnel (such as grad students or post docs), the number of individuals listed on the budget will map.

For modular budgets, direct costs map to the PHS 398 Modular budget forms by period and the PHS 398 Modular Budget- Cumulative.

On the Personnel Costs page, personnel can still be budgeted using the standard method described in-depth in the Budget Guide. The below information will give you the standard process and key considerations to keep in mind for S2S applications.

Budgeting Effort

Reminder: Effort is budgeted based on the personnel’s annualized salary and their annual effort percentage in the Funding Proposal.

Therefore, it maps to the R&R budget in the calendar month column. This will need to be manually updated to show the breakout of the academic and summer months.

General Cost Definition & General Costs.

The general cost types selected and their per period values will map to the R&R Budget by period and the R&R Budget-Cumulative. General cost types will map to the proper section of the form based on either type.

• Equipment Cost Types will map to “Section C- Equipment Description.”
• Travel Costs (domestic and foreign) will map to “Section D- Travel.”
• Participant Trainee Costs (including tuition, stipends, travel, subsistence) will map to “Section E – Participant Trainee Support Costs.”
• Other Direct Costs (including Materials and Supplies, Consultant Services, Subawards, Equipment or Facilities Rental/User Fees, and Others) will map to “Section F – Other Direct Costs.”

For modular budgets, the general cost types and their per period values will map to the PHS 398 Modular budget forms by period and the PHS 398 Modular Budget- Cumulative. All direct costs (including general cost types and personnel costs) are summed in Box A for each period of the form.

Attachments

The Budget Justification must be uploaded directly to the SF424 instead of the Attachment page of the budget SmartForm. The document can be uploaded on the R&R Budget – Period 1 – Section L or PHS-398 Modular Budget – Cumulative section.

The document will not map from the project Budget SmartForm to the SF424, so if it is uploaded here it will still need to be uploaded again directly on the SF424 as required.

The SF424 should be updated using the Create-Update SF424 activity when future changes are required to the SF424 based on information that came from the Funding Proposal or Budget SmartForm.

Changes to information that was NOT auto populated or mapped by the system may be made directly to the SF424, as there is nowhere to update this information on the Funding Proposal or Budget. Examples include the Research Strategy and other documents. The manual entry fields or documents will not be overwritten by running the CreateUpdate SF424 activity.

However, when SF424 updates are needed for information that was initially entered on the Funding Proposal or Budget SmartForms, then the information should be updated on the Funding Proposal SmartForm first, and then the Create-Update SF424 activity should be run. It is important to note that any change you made to any field on the SF424 which was mapped from the Funding Proposal SmartForms or Budget will be overridden when you execute the Create-Update SF424 activity unless you uncheck that form in the Create-Update SF424 activity. For example, if you updated the person months in the RR budget to show a breakout of academic and summer versus the default, calendar, this will be overridden if running the Create-Update SF424 feature.

It is very important to follow this process for a few reasons:

• We want the funding proposal/budget and SF424 information to match up exactly for review and reporting purposes. It is important to make sure the information is accurate and consistent.
• If you update the SF424 directly instead of the proposal or budget and then re-run this activity later your changes will be overwritten unless you unselect that form for updating!

e.g., If I update my equipment budget from $50,000 to $30,000 directly on the SF424, but not on the budget, then when I run the Create-Update activity again for that form my budget will revert to $50,000.

The same steps are followed as above, but please note, you can select which forms you would like to update. You can unselect any which you would not like to update. You can also add additional forms if something was previously missed.

Note that to select all forms, select the checkbox next to “Action.” You can double click this checkbox to “unselect” all forms.

In the example below, the user is updating the subaward budget as well as the optional PHS 398 Request Form. *Please review the GRAMS Budget Guide for details of Importing Subawards into the SF424 proposal.

The status column will update as each form is processed and will show which forms were “skipped” because they were not selected. A success alert appears when the process is complete, and the window will automatically close; do not “x” out of the window before the process completes.

Once the updates have been made, return to the SF424 workspace to continue the review and completion of the application.

Select Optional Forms Page

• Application Filing Name: may be updated as needed for internal procedures.
• Additional optional forms may be selected (ex: PHS 398 Assignment Form); required forms are listed

SF424 R&R Cover Page

• Applicant institution, EIN/Applicant Type, application contact, and AOR default from to UNT's information.
• Project Dates, Descriptive Title, Total Federal Funds Requested defaults from the Funding Proposal and Budget.
• Type of Submission and Application Information defaults. Can be updated as needed. If this is a renewal, revision, or change corrected - ensure the proper Type of Submission and Application are selected. Confirm the appropriate federal identifier and Grants.gov tracking ID are added as applicable per sponsor guidance.

Project/Performance Site Locations

• UNT performance site information defaults as primary site.
• Subaward locations will default if entered into the Funding Proposal.
• Update or add additional performance locations, as applicable.

R&R Other Project Information

• Human subjects and animal information defaults based on the answers on the Funding Proposal Compliance Review page.
• Complete all other yes/no questions, adding additional details if yes is selected.
• Upload applicable documents directly to SF424: Project Summary/Abstract, Project Narrative, Bibliography & References Cited, Facilities & Other Resources, Equipment, Other Attachments.

R&R Senior/Key Person Profile

• PI Profile defaults based on the funding proposal PI and their system information.
• Internal and external personnel marked as Senior/Key persons or Other Significant contributors and their profile appears, if noted in the Funding Proposal.
• Biosketches and Current & Pending documents provided for PI or Senior/Key persons on the funding proposal appear.

PHS 398 Cover Page Supplement

• Human embryonic stem cell information and program income question maps from the funding proposal.
• Complete additional questions regarding vertebrate animals, human fetal tissue, inventions and patents, and change of investigator.

PHS398 Research Plan HS398 Research

• Upload Research Plan documents directly to the SF424.

PHS Human Subjects and Clinical Trials Information

• Human subjects and study information maps based on the responses to the compliance information and the R&R Other Project information. Update information as needed.

R&R Budget

• R&R Budget form will be created with Sections A-K for each budget period. A cumulative page will also be included.
• Personnel budget information will map to Section A - Senior/Key Personnel and Section B - Other Personnel. Information includes name, role, base salary, effort months, requested salary, fringe benefits. By default, person months appear in the Calendar months section andcan be manually moved from calendar months to academic and/or summer months; but please note if you execute the "Create-Update S424" activity again, it will overwrite those manual changes
• General Cost Types will map properly into sections C-F based on their type. Subaward costs will also map.
• Indirect Costs included in the budget SmartForm will be included in Section H - Indirect Costs, including the base and rate.
• Total Directs and Indirects requested (across all project budgets) will be included in Section I.
• The budget justification should be attached directly to the SF424 R&R budget form for Period 1 in field L. Budget Justification.

PHS 398 Modular Budget

• The Modular Budget form will be created for each period and a cumulative page will be included.
• Direct Costs (including personnel, general cost types, and subawards) will be mapped to Box A.
• Indirect Costs, including the base and rate, will map to Box B - Indirect Costs.
• Total Direct and Indirect Costs will be summed in Box C.
• Budget justifications should be directly uploaded to the PHS 398 Modular Budget- Cumulative page.

R&R Subaward Budget

• The Subaward R&R form should be downloaded from the SF424 workspace, completed by the subawardee, and uploaded to the SF424 Subaward Import on the subaward budget SmartForm.
• The R&R Subaward Budget - Number of Subawards page will appear when the R&R SubawardBudget Attachment is added to the SF424 application. Manually enter the number of subawards to create placeholder sub budgets for each subaward. The Create-Update SF424 activity must be run again to populate the sub budgets.
• The SF424 R&R subaward budgets will directly reflect what is in the file, including any budget justification attachments.