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.