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New! eBridge Budget OverhaulĀ 

New and improved budget pages in the Funding Proposal module will be implemented with the latest eBridge patch. These changes aim to reduce administrative burden when entering budgets in eBridge. The following enhancements have been made:

Users now have an option to create a Standard Budget or Condensed Budget.

Standard Budget: Sponsor requires a detailed, line item budget (e.g., by expenditure type) eBridge budget pages remain unchanged from pre-Budget Overhaul.
Line item costs must be specifically detailed in the budget.

Condensed Budget: Sponsor requires minimal budget information (e.g., by category) Total category detail required only.
Categories include: equipment, supplies, other, travel, trainee, research patient care, and subawards.

At time of proposal, the Condensed Modular Budgets generally require personnel detail and a module selection only.

A detailed walk-through of these changes can be Navigate the User Guide. 


Funding Module FAQs

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Add Funding to Section B of a New AUA

Main Audience: Principal Investigator & Study Staff

Add Funding to a New AUA

Funding sources are identified in Section B of the AUA SmartForm. The actual linking in eBridge provides a “real-time” connection and also displays in the Funding Proposal Workspace and SmartForm.

Steps

  1. Navigate to Section B in the AUA SmartForm.
  2. There are four questions:

    *1.0 Do you want to add department funds?
    Yes/No. This is a required question, and if you select YES, the AUA will route to your Department Approver to enter department funding information.

    2.0 List all current and pending funding sources managed through MCW.......
    There are two sections in this pop-up: A) Link your AUA to a Funding Proposal in eBridge; and B) Identify a funding source that is managed by MCW, but not in eBridge.
          
    3.0 For funding sources not managed through MCW, list all sources and institutions.

    *4.0 Have all animal activities described in the federally funded grants listed above been accurately described in this AUA.....This is a required question. YES/NO/NA. If the funding listed in the previous three questions are not federal funds, e.g. departmental, internal, non-profit, for-profit, the answer is N/A.

  3. After selecting your choice(s), click on the OK button at the bottom of the pop-up screen.

  4. You may experience error messages if:
     - Required questions are not answered
     - No funding is listed in B1.0 - B3.0
     - Question B4.0 is answered inappropriately based on the entries in B2.0 and B3.0

  5. SAVE the page or select the Continue button.
ADR - How to approve a proposal

Main Audience: Authorized Department Representative (ADR)

The ADR will examine the funding application for completeness, space needs, equipment, personnel and financial obligations, etc. Upon the completion of the review, ADR selects the activity "Approve Proposal."

Role: Authorized Department Representative (ADR)

Steps:

  1. After logging into eBridge, select the ADR Dashboard
  2. Select the Funding Proposal Name from My Inbox tab.
  3. Review the funding application from the Funding Proposal Workspace.
    1. To review the funding proposal: Select the Printer-Friendly Version button from the left column, or use the View Funding Proposal link to the SmartForm pages.
    2. To review the primary budget:
      1. Scroll down to the middle of the Funding Proposal Workspace page to find the Project Information Links section
      2. Select the Costs Per Period link
      3. Or, select the link to the Budget Workspace and review the SmartForm pages.
    3. After completing the review, select the activity "Approve Proposal" on the left side of the Workspace.
Agree to Participate Instructions

Agree to Participate

Main Audience: Principal Investigators & Study Staff

All MCW Personnel who will be included on the Budget must Agree to Participate. When personnel Agree to Participate, they are:

  • Agreeing to participate on the project
  • Agreeing their salary information will be available to the PI, BS, & ADR
  • Indicating they have read and understood the MCW Financial Conflicts of Interest in Research Policy
  • Indicating whether they, their spouse or domestic partner, and/or dependent children have any significant financial conflicts of interest (SFI)

If there is a Significant Financial Interest (SFI), personnel must complete and upload a current and accurate version of the Description of Significant Financial Interest(s) form to their Researcher Profile before they can complete the Agree to Participate activity.

Roles: Principal Investigator (PI), Other MCW Faculty/Staff (OFS)

Steps - Complete SFI Form (if applicable):

  1. After logging into eBridge, and from your My Home Workspace, select My Researcher Profile.
  2. From your Researcher Profile Workspace, and from the center of the screen, select the Link to Significant Financial Interests in Research Form.
  3. Review the Instructions and select the SFI FormSave and then Open the form.
  4. Complete the Description of Significant Financial Interest(s) form.

Steps - Upload Completed SFI Form (if applicable):

  1. After logging into eBridge, and from your Personal Workspace, select My Researcher Profile
  2. From the Researcher Profile Workspace, and from the left column, select the Upload Significant Financial Interest activity.
  3. In the popup window, select the Add button to upload the completed SFI form.
  4. Select OK.

Steps - Agree to Participate:

  1. After logging into eBridge 
  2. Make sure the Proposal Team Dashboard is selected from the top-left corner.
  3. Select the Funding Proposal Name from My Inbox or Funding Proposals tab.
  4. From the Funding Proposal Workspace, select the Agree to Participate activity from the left-hand column.
  5. Select the appropriate radio buttons, and select OK.

 

Send Agree to Participate Instructions to Other MCW Faculty/Staff

Main Audience: Principal Investigator & Proposal Team

All MCW personnel who are included on the Budget will receive an email notification with information on how to Agree to Participate. Personnel need to Agree to Participate for each funding application in which they are on the budget. Personnel are agreeing their salary information is available to the Principal Investigator (PI), Budget Specialist (BS) and Authorized Department Representative (ADR). They are also indicating whether they, their spouse or domestic partner, and/or dependent children had any significant financial interests (SFI).

Roles: Principal Investigator (PI), Proposal Team (PT), Budget Specialist (BS), Authorized Department Representative (ADR)

Steps:

  1. Log in to eBridge 
  2. Make sure the Proposal Team Dashboard is selected from the top-left corner.
  3. Select the Funding Proposal Name from My Inbox tab.
  4. Select the Send Agree to Participate Instructions to OFS link in the left column:
    1. Select OK. The window closes.
    2. The email notification to Agree to Participate is now sent to all MCW personnel on the budget.
Budget Page: Personnel Cost Calculations

Funding Proposal Budget Salary Calculations

Main Audience: Budget Specialist, Authorized Department Representative, Principal Investigator

Information needed to understand how eBridge will calculate an annual salary for a budget period.

  • eBridge will use the Compensation Schedule to calculate the first budget period’s annual salary.
  • eBridge will use the Inflator for all subsequent periods of the budget.
  • Keep in mind budget periods may begin on any day of the month, for example, May 1, May 13, May 17, May 31, etc.
  • Keep in mind that salary changes may change multiple times during a fiscal year.
  • Keep in mind that salary changes may begin on any day of the month, not necessarily the first day of the month.
  • The Compensation Schedule calculates the annual salary using MCW fiscal year dates.
    • July 1 through June 30
  • The Compensation Schedule may have multiple entries for a single fiscal year.
  • Mid-month salary changes:
    • If a salary change occurs on days 1-15 of a month, you will use the NEW monthly salary since there will be more days at the new rate than the old rate. For example: May 13 has 13 days at the old rate and 18 days at the new rate, so the new rate is used for the entire month of May. (If a salary changes on day 15 of a month, it still uses the NEW monthly rate even though the days are split evenly within the month)

    • If a salary change occurs on days 16-28/30/31 of a month, you will use the OLD monthly salary since there will be more days at the old rate than the new rate. For example: May 17 date has 17 days at the old rate and 14 days at the new rate, so the old rate is used for the entire month of May.
  • Mid-month period changes:
    • If a period starts or ends mid-month, use the following rule to calculate which 12 months make up that period.
    • Start/End dates on May 1 – 15 are considered to begin on May 1.
    • Start/end dates on May 16 – 31 are considered to begin on June 1.
  • Note: February is just like every other month, using the 1 - 15 and 16 - 28/30/31 rule. Leap years no longer matter.

 

Examples of Calculations

Use the compensation table example to check these scenarios

 

Full year FP budget with salary increase on July 1 (beginning of new fiscal year)

  • Period 1 FP budget start/end date 5/1/2015 – 4/30/2016
  • eBridge calculates the salary as:
    • May, June 2015         
        ($100,000/12) = 8,333.33 per month *2 months = $16.666.67
    • July, Aug, Sep, Oct, Nov, Dec of 2015; Jan, Feb, Mar, Apr of 2016
        ($103,000/12) = $8,583.33 per month*10 months = $85.833.33
    • Total salary for period 1 is $16,666.67 + $85,833.33 = $102,500.00

Full year FP budget with salary increase mid-month during 1st period

  • Period 1 FP budget start/end date 5/1/2017– 4/30/2018
  • May, June 2017 salary calculation is:
      ($109,272.70/12)*2 months = $18,212.12
  • Jul, Aug, Sep, 2017 salary calculation is:
     (112,550.88/12)*3 months = $28,137.72
  • Oct uses the new rate since the new rate begins on the 13th of the month and there are 18 days at the new rate and only 13 days at the old rate (note: even if the rate change happened on day 15 of the month, the same rule applies and you would use the NEW rate)
  • Oct, Nov, Dec 2017; Jan, Feb, Mar, Apr 2018 salary calculation is:
     (115,927.41/12)*7 months = $67,624.32
  • Total salary for period 1 is $18,212.12 + $28,137.72 + $67,624.32 = $113,974.16

Full year FP budget with mid-month start/end dates

  • Period 1 FP budget start/end date 5/13/2015 – 5/12/2016
  • Use the period month and salary rate as follows:
  • Calculate the salary rate using the months May 2015 through April 2016
  • Use May 2015 as the full month since May 13 start date is closer to May 1 than it is to June 1.
  • May, June 2015 = $100,000.00/12 = $8,333.33 * 2 = $16,666.67
  • July, Aug, Sep, Oct, Nov, Dec 2015; Jan, Feb, Mar, Apr 2016
    $103,000.00/12 = $8,583.33 * 10 = $85,833.33
  • Total salary for period is $16,666.67 + $85,833.33 = $102,500.00

Partial year FP budget

  • Period 1 FP budget start/end date 6/1/2015 – 1/31/2016 (8 months)
  • Calculate the annual salary of June 1, 2015 through May 31, 2016
  • June 2015 $100,000/12 = $8,333.33 * 1 = $8,333.33
  • July 2015 through May 2016 $103,000.00/12 = $8,583.33 * 11 = $94,416.67
  • Annual salary = $8,333.33 + $94,416.67 = $102,750.00
Changing the Compensation Schedule

Changing the Compensation Schedule

Main Audience: Authorized Department Representative (ADR)

The Compensation Schedule is part of eBridge and is used for grant application planning so that salary information pulled into funding applications is consistent across all grants & contracts. Only the ADR may update the Compensation Schedule for his/her department.

Role: Authorized Department Representative (ADR)

Steps To Change the Compensation Schedule:

  1. After logging in to eBridge, then make sure the Authorized Department Representative (ADR) Dashboard is selected from the top-left corner.
  2. Select the Personnel tab from the middle of the window.
  3. Locate the individual’s name for which you wish to modify the compensation schedule.
  4. Select the Edit link from the Compensation Schedule column that corresponds to the appropriate name.
  5. Complete the new salary information. Note the red-asterisked sections require a response.
  6. Click OK from the lower-right corner when information is completed. The system will navigate back to your Personal Workspace.

To Review the Updated Compensation Schedule:

  1. Locate the individual’s name for which you wish to review.
  2. Select the Edit link from the Compensation Schedule column that corresponds to the appropriate name.
  3. Review the updated compensation schedule.
  4. Select Cancel if the updated compensation schedule is accurate.
  5. If the information is inaccurate, re-enter the salary information by following the same procedures above.
Choosing an Oracle Cost Center

Choosing an Oracle Cost Center

Main Audience: Principal Investigators & Proposal Team

In eBridge Funding Proposals, the budget SmartForm General Budget Information asks for the Oracle Cost Center. Question 2.0 includes two Oracle Cost Center pick lists - one that displays only those cost centers that are associated with the department of the Principal Investigator and the second that displays cost centers NOT associated with the department of the PI. If a cost center outside the department of the PI is selected, then question 2.1 must be answered - it is a text box for an explanation. The page will validate on your choices of answers - you will not be able to save and move to the next page until you correctly answer the questions:

  • You must select at least one departmental Oracle cost center.
  • If you select an Oracle cost center outside the department of the PI, you must complete 2.1, describing the reason.
  • The system will not accept both a PI's department AND an outside department. Only one selection is allowed,

If you cannot find the cost center you are looking for, or if you have questions regarding the selection of a cost center, contact Sponsored Programs.

Creating a Budget

Creating a Budget

Main Audience: Budget Specialist

eBridge automatically generates a Primary Budget for the Funding Proposal once the page General Proposal Information of the funding proposal is completed and saved. Only the Principal Investigator, Budget Specialist, and the Authorized Department Representative have full access to the budget that includes detail salary information. Proposal Team members have limited access to salary information, but are able to edit the budget.

Roles: Principal Investigator (PI), Proposal Team (PT), Budget Specialist (BS)

Steps:

  1. Log in to eBridge 
  2. Make sure the Proposal Team Dashboard is selected. 
  3. Select the Funding Proposal Name from My Inbox or Funding Proposal tab.
  4. Scroll down to the bottom of the Funding Proposal Workspace page to find the Budgets tab that lists the budget created as part of this funding proposal.
  5. Select the Name of the budget to access the Budget Workspace, OR, select the [Open] link to access the Budget SmartForm pages directly.
    A. If the Name link was selected, the Budget Workspace page opens.
    B. Select the Edit Budget button from the top left corner.
  6. Complete the appropriate budget pages and either select Continue to move to the next page, or select the Jump To menu to navigate directly to a specific budget page:
    A. All questions with a red asterisk require a response.
    B. Use the drop-down menu to select from a list.
    C. Use the Select/Add button to add a name as a response to a question or to complete field information.
    D. To remove an individual from a list, select Remove to the right of the name.
    E. On the General Budget Information page, for Questions 3.0 & 4.0, either eBridge will automatically populate the F&A Rate & Base as determined by the type of program & location of the project identified in the funding proposal, or a Rate and Base will need to be selected on this page.
    F. If Human Subjects were selected in the funding proposal as a compliance category, the Human Subjects page will be added to the budget pages to complete.
    G. If Vertebrate Animals were selected in the funding proposal as a compliance category, the Vertebrate Animals page will be added to the budget pages to complete.
    H. Beginning with the Personnel page through the Subawards page, complete the appropriate budget pages (referred to as grids).
    I. Each budget page will display a Budget Summary at the top of the page, and the actual budget grid directly below. Only the budget grids can be edited. The Budget Summary section will update when the page is saved.
    J. The NIH salary cap is applied to the salary calculations in each period when applicable.
    K. The Inflator field entry determines 2nd and subsequent periods % increase. It does not affect the first period of the budget.
    L. Note some budget pages (grids) may have tips under the page heading in blue font.
    M. Note that some budget pages (grids) will include an inflation rate and others will not.
  7. To validate for Budget SmartForm errors, see the Hide/Show Errors instructions.
  8. After the budget information is complete, a notification, Send ADR Notification to Approve Effort, needs to be sent. This notification sends an email to the ADR (Authorized Department Representative) of the PI, and to the ADR of OFS (Other Faculty & Staff) requesting them to approve effort for their faculty and staff on the budget. The activity is located in the left column of the Funding Proposal Workspace.
Creating a New Funding Proposal

Creating a New Funding Proposal

Main Audience: Principal Investigators & Proposal Team

The Funding Proposal is the first step in completing a funding application in eBridge for all types of funding mechanisms.

Roles: Principal Investigator (PI), PI Proxy, Proposal Team (PT)

Steps:

  1. Log in to eBridge
  2. Select the Proposal Team Dashboard
  3. From the left-hand column, select New Funding Proposal button.
  4. In the Funding Proposal SmartForm, respond to all questions and select Continue to navigate to the next page.
    A. All questions with a red asterisk require a response.
    B. Use the Select/Add buttons to add names.
    C. Use the drop-down menu to select from a list.
    D. To remove a selected response, select the Clear or Delete button.
  5. Refer to the Help Text in the right-hand column to guide responses.
  6. Upload attachments as required by the funding mechanism by selecting Add button.
    A. When a Submit a Document screen opens, select the Browse button, and locate & select the attachment from your computer.
    B. Select Open and the document populates the File field.
    C. Select OK. The document is attached.
  7. On the General Proposal Information page, carefully select the appropriate responses. These responses indicate the application type and determine the next set of pages and questions.
  8. When all pages are complete, select Exit to return to the Funding Proposal Workspace.
  9. From the left column, select Send Agree to Participate Instructions to OFS link to notify MCW personnel to Agree to Participate.

If you wish to save your work and return to complete the Funding Proposal later:

  1. Select Exit from the menu at the top of the screen to navigate to the Funding Proposal Workspace.
    A. Select Yes if prompted to save changes before exiting the SmartForm.
    B. When you return to the Funding Proposal Workspace, select logoff located in the upper right corner.

To return to the Funding Proposal after logging off:

  1. After logging back in to eBridge 
  2. Select the Proposal Team Dashboard 
  3. Select the Funding Proposal Name from My Inbox or Funding Proposals tab.
  4. Select Edit Funding Proposal from the left-hand column.
  5. From the Jump To: drop-down menu located near the top center of the screen, navigate to the appropriate pages to complete the Funding Proposal SmartForm.
Department Roles
(FCOI) Financial Conflict of Interest in Research Training

FCOI-R Training - Display in FP

Main Audience: Principal Investigators

 

The expiration date for this training for Principal Investigators and Other Key Personnel is displayed in Question 1.0 in the SmartForm Personnel page or in the Agree to Participate Status link in the Workspace.

If the FCOI-R training has expired for the PI or other key personnel, the Funding Proposal state will not change or move forward in workflow.

The person submitting the proposal will get an error message if the FCOI-R training is not current for the listed PI and key personnel.

Note: This validation is only performed on Federal and Federal Pass Thru applications.

  • The Financial Conflict of Interest-Research (FCOI-R) training can be found inside your eBridge researcher profile page.

Please contact the eBridge Help Desk, help-ebridge@mcw.edu, for questions.

Generate SF424 Application

Generate SF424 Application

Main Audience: Principal Investigators & Proposal Team

Before the Principal Investigator submits the Funding Proposal to DivO/PDO, the SF424 application needs to be generated to view for completeness. Information entered in the SmartForms will auto-populate the SF424 application form upon selecting the Generate SF424 activity in the workspace. If there is an error, return to the appropriate SmartForm page, correct it, then select the Generate SF424 activity again. This activity may be selected as many times as necessary to get an error free report. The Grants & Contracts Office will generate the final SF424 before submitting the funding application to NIH. Please note: The institutional information will always show as missing and may be ignored on the error report.

Roles: Principal Investigator (PI), Budget Specialist (BS), Authorized Department Representative (ADR)

Steps:

To generate the SF424 application:

  1. After logging into eBridge 
  2. Make sure the Proposal Team Dashboard is selected 
  3. Select the Funding Proposal Name from My Inbox or Funding Proposals tab.
  4. In the Funding Proposal Workspace, select the Generate SF424 link from the left column.
    1. Click OK to initiate the SF424 copy process. (The process may take a few minutes.)
    2. Once the SF424 copy process is complete, the screen will close and will return to the Funding Proposal Workspace.

To view the completed SF424 application:

  1. Scroll down to the middle of the Funding Proposal Workspace page to find the Submissions To Sponsor section.
  2. Select the Name link.
  3. Select the Print Version button from the left-hand column.
  4. Scroll down to view the completed SF424 application.
  5. Once the review is complete, select the Close button at the top of the page within the SF424 document.
  6. In the bread crumb, select the 2nd link from the left to return to the Funding Proposal Workspace.

To view the SF424 application form for completeness: (Required)

  1. Scroll down to the middle of the Funding Proposal Workspace page to find the Submissions To Sponsor section.
  2. Select the [Open] drop-down menu, and select any page to access the SF424 SmartForm.
  3. From the middle menu at the top or bottom of the screen, select Hide/Show Errors link.
    1. Note any errors in the lower section of the page.
  4. Extend the Error/Warning Messages section from the top to view the entire Error/Warning Messages section.
  5. Using the Alt + Print/Screen keys on your keyboard, print the page.
  6. Go back to the Funding Proposal SmartForm and/or Budget SmartForm to make the appropriate corrections.
  7. Re-generate the SF424 by selecting the Generate SF424 link from the left column.
  8. Confirm that all errors were corrected by following Steps #1 - #4 above.
How to Check for Errors

Main Audience: All eBridge Users

Before the Principal Investigator submits the funding proposal in eBridge for institutional approvals, the Funding Proposal, Primary Budget, Detailed Subcontract and SF424 SmartForms (if applicable) should be verified and corrected for errors.

Roles: Principal Investigator (PI), Proposal Team (PT), Budget Specialist (BS)

Steps:

  1. Log in to eBridge 
  2. Make sure the Proposal Team Dashboard is selected
  3. Select the Funding Proposal Name from My Inbox or Funding Proposals tab.

From the Funding Proposal SmartForm:

  1. From the Funding Proposal Workspace, select the Edit Funding Proposal button from top-left corner to navigate to the Funding Proposal SmartForm.
  2. From the middle menu at the top or bottom of the screen, select Hide/Show Errors. Note any errors in the lower section of the page.
  3. For each error, select the associated Jump To link and make the appropriate corrections.
  4. To remove the corrected error from the Error/Warning Messages section, Save the page, then select the Refresh button on the right side of the Error/Warning Messages section.
  5. When all errors are corrected, select Exit.

From the Budget SmartForm:

  1. From the Funding Proposal Workspace, scroll down, and from the Budgets tab, select the SmartForm [Open]drop-down menu and select T. Budget General to navigate to the first page of the Budget SmartForm.
  2. From the middle menu at the top or bottom of the screen, select Hide/Show Errors. Note any errors in the lower section of the page.
  3. For each error, select the associated Jump To link and make the appropriate corrections.
  4. To remove the corrected error from the Error/Warning Messages section, Save the page, then select the Refresh button on the right side of the Error/Warning Messages section.
  5. When all errors are corrected, select Exit.

From the Detailed Subcontracts SmartForm (if applicable):

  1. From the Funding Proposal Workspace, scroll down, and from the Budgets tab, select the budget's Name link to navigate to the Budget Workspace.
  2. Select the Subcontracts tab.
  3. At the bottom of the Subcontracts tab, select each subcontractor's Name link.
  4. From each Subcontract Workspace, select the Edit Subcontract Budget button from the left column to navigate to the Subcontract SmartForm.
  5. From the middle menu at the top or bottom of the screen, select Hide/Show Errors. Note any errors in the lower section of the page.
  6. For each error, select the associated Jump To link and make the appropriate corrections.
  7. To remove the corrected error from the Error/Warning Messages section, Save the page, then select the Refresh button on the right side of the Error/Warning Messages section.
  8. When all errors are corrected, select Exit.

 From the SF424 SmartForm (if applicable):

  1. Generate a SF424, if not already done, by selecting the Generate SF424 link from the left column in the Funding Proposal Workspace. Select OK.
  2. In the middle of the Funding Proposal Workspace, from the Submissions to Sponsor section, select the [Open] drop-down menu, and select the first page to navigate to the SF424 SmartForm.
  3. From the middle menu at the top or bottom of the screen, select Hide/Show Errors. Note any errors in the lower section of the page.
  4. Extend the Error/Warning Messages section from the top to view the entire Error/Warning Message section.
  5. The links next to the errors do not take you to the corresponding pages in the Funding Proposal SmartForm, so you need to jot them down or use the print screen function, Alt + Print/Screen, to print the list.
  6. Go back to the “Funding Proposal SmartForm” and/or Budget SmartForm” to make the appropriate corrections.
  7. Re-generate the SF424 application by selecting the Generate SF424 link from the left column.
  8. Confirm that all errors were corrected by following Steps #2 - #3 above. If not all errors are corrected, continue following the remaining steps above, #4 - #7.
  9. The Generate SF424 may be run as many times as necessary.

 

How to override the F&A rate
While in presubmission, the PI/Proxy, BS, and ADR have the activity Request F&A Override. This activity is available from the budget workspace.
Just-In-Time (JIT) Requests from the NIH

Just-In-Time Requests

Main Audience: Principal Investigator & Primary Department Administrator

Requests for Just-In-Time (JIT) information will be made by the NIH for applications that have the most likelihood of being funded. The Grants & Contracts Office (GCO) will upload the JIT notification in eBridge and will email the JIT requests to the PI through eBridge. The PI is responsible for compiling the requested JIT information and uploading the attachments in eBridge as part of the JIT submission activity that is forwarded to the PDA. The PDA reviews, approves and forwards the JIT information to the GCO through eBridge. For the majority of NIH JIT requests, after the JIT is approved in eBridge, the PI will then upload the JIT information in eRA Commons, notify the GCO Owner, and GCO will then submit the JIT information in eRA Commons. The JIT notification will indicate how the JIT information should be submitted, either via eRA Commons or a direct email from the GCO to NIH staff.

For additional information, a GCO Procedure guide can be found on their website.

Roles: Principal Investigator (PI), Primary Department Administrator (PDA)

Steps:

  1. As the PI, you will receive an email notification from eBridge notifying you of the JIT request made by the sponsor.
  2. Log in to eBridge and select the Proposal Team Dashboard 
  3. Select the Funding Proposal Name from My Inbox tab.
  4. Review the JIT notice that was attached by the GCO:
    A. Scroll down to the bottom of the Funding Proposal Workspace page.
    B. In the History tab, select the JIT Requests link of the JIT Requested by Sponsor activity to review the JIT request.
  5. Compile the JIT information that was requested.
  6. After the JIT information is compiled, the PI selects the Submit JIT to PDA activity from the left-hand column of the Funding Proposal Workspace:
    A. Attach the appropriate documents.
    B. DO NOT upload the JIT to eRA Commons until prompted to do so after the PDA and GCO approvals.
    C. Select OK. The system returns to the Funding Proposal Workspace and is in the State of PDA Review of JIT.
  7. The PDA will review the JIT information and either approve, by selecting Forward JIT to GCO, or will Request Changes, of the PI.
  8. The GCO will review the JIT information and either Approve JIT or Request Changes.
    A. Once approved, an email notification will go the PI, PT, BS and the PDA of the PI indicating that the GCO or PI can now update the JIT information outside of eBridge.
    B. The Funding Proposal State will change to Pending Sponsor Decision.
  9. The PI can now exit the eBridge system and upload the JIT information to eRA Commons. The PI must then notify the GCO staff member who supports his or her department that the JIT is ready to be submitted to NIH.
Linking a Protocol to a Funding Proposal

Linking a PRO to a Funding Proposal

Main Audience: Principal Investigators & Proposal Team

When linking a Human Research Project to a Funding Proposal (Grants & Contracts) budget within eBridge, you are identifying a funding source for your research. The actual linking in eBridge occurs within the PRO SmartForm and is a “real-time” connection. There are two sections to this document:

I. Step-by-Step Instructions
    Linking when in an editable state
    Linking when in a non-editable state
    Unlinking when in an editable state
    Unlinking when in a non-editable state

II. Conditions necessary to perform the linking
    What Budgets will be available to me when I perform the Linking/Unlinking activity?
    How do I determine the State of a PRO and if it is editable?
    How do I see who has Edit access to the PRO?

I. Step-by-Step Instructions

Linking a PRO to a Budget

If the PRO is in "Pre-submission" or "Changes Requested by..."

  1. Locate the Funding Proposal Budget ID
    1. If you do not have access to the Funding Proposal Budget, ask your PI or Department Administrator to find the Budget ID/Number for you..
    2. Select the Proposal Team Dashboard.
    3. Search for the Funding Proposal ID using the Filter by field, select the link and go to its Workspace. The budget link is located in the lower area of the Funding Proposal Workspace under the Budgets tab. Its ID/Number is to the left of its name (e.g. BU00000068). There may be more than one budget. As noted in the screen shot below, choose only the Budgets or the Budget Under Reconciliation.
  2. Switch to the Study Staff Dashboard
  3. Select the PRO from the Pre Submission or the Action Required tab.
  4. Select the Edit Study button in the upper left area of the Workspace. This button is only available when the PRO is in an editable state. When the PRO is in the Approved state, you need to create and submit an Amendment to complete the linking. (see instructions below)
  5. Use the Jump To menu and go to Section 11, Funding Source.
  6. From Question 11.1.2 select Add. A pop-up screen appears.
  7. From Section A choose Select. In the Filter by select Budget ID. In the search field, type the % character as a wild card, then the Budget ID/Number you jotted down in Step 1.D, using the format %43. Select Go.
  8. When the results appear, check the radio button next to the one you noted and select OK. If you do not find the Budget you need, make sure the Conditions are met (see Section II below). You may also contact Help-eBridge@mcw.edu for assistance. Note the new feature of additional columns of information that appear when searching for your budget.
  9. Select Save and Exit from the PRO SmartForm. This returns you to the PRO Workspace.
  10. The link will also appear in the Funding Proposal Workspace under the Project Information Links in the center area of the screen. Select Link from Grant to IACUC/IRB Status. It is also viewable from the Budget SmartForm Page Human Subjects.

If the PRO is in the state of Approved (non-editable state)

  1. Complete steps 1 - 3 above.
  2. Select the PRO from the Human Projects tab to go to the PRO Workspace.
  3. Select the activity Open New Amendment.
  4. Complete the Amendment SmartForm. Save and Exit to the Amendment Workspace.
  5. The PRO will begin the copying process - this may take a few minutes.
  6. When copying is complete, select View/Edit Study.
  7. Complete steps 6 - 11 above.
  8. From the Amendment workspace, select Submit to IRB.

Unlinking a PRO from a Budget

If the PRO is in Pre-submission or Changes Requested (editable state)

  1. Go to the PRO SmartForm, Section 11, Question 11.1.2.
  2. Click on the Delete button to remove the link. Click OK. (see screen shot below)
  3. Click the Save button.
  4. Click Exit to return to the PRO Workspace.
  5. Check that the PRO is removed from the Budget by reviewing the Project Information Links in the Funding Proposal Workspace. If the PRO still shows, contact Help-eBridge@mcw.edu for further assistance.

If the PRO is in the state of Approved (non-editable state)

  1. Select the activity Open New Amendment from the PRO Workspace.
  2. Complete the Amendment SmartForm, Save and Exit to the Amendment Workspace.
  3. The PRO will begin the Copying process - this may take a few minutes.
  4. When Copying is complete, select View/Edit Study.
  5. Follow the steps 1 - 5 above.
  6. From the Amendment Workspace, select Submit to IRB.

II. Conditions for Creating a Link to a Budget of a Funding Proposal

  • The PRO must be in an editable State, such as Pre-submission or Changes Requested. If the PRO is in an approved State, an Amendment must be created.
  • A Funding Proposal can be linked while in any state.
  • The Study Staff or the PI performing the linking must have edit access to the PRO.

A. What Budgets will be available to me when I perform the Linking/Unlinking activity?

The Study Staff and PI will see a Funding Proposal budget in the list if either of the following is true:

  1. The PI on the PRO is the PI or Key Personnel on the Funding Proposal.
  2. The PI on the Funding Proposal is a Study Staff on the PRO.

B. How do I determine the State of a PRO and if it is editable?

A PRO is editable by the PI or Study Staff if:

  • It is in the State of Pre-submission.

OR

  • If changes have been requested during the Workflow and the PRO is back in your Action Required tab.

From the PRO Workspace, look in the upper left area of the screen. The Current State is in the green bar. Below the green bar you will see Printer Friendly Version or View/Edit Study.

If you see Printer Friendly Version under the green bar, the PRO is not editable and you will have to wait until either the Workflow brings it back to your Action Required tab for changes, or, if Approved, you will have to open an Amendment to edit the PRO and complete the linking.

C. How do I see who has Edit access to the PRO?

  • Those with Edit access will be listed in the PRO SmartForm, Section 2.1.
NIH Submission Timeline

Click on the link to review a brief presentation about the changes to the eBridge Funding Proposal Module from October of 2016.

NIH Submission Timeline

Notify ADR to Approve Effort

Approve Effort

Main Audience: Authorized Department Representative (ADR)

The Authorized Department Representative (ADR) has access to eBridge to Approve Effort for all of their faculty & staff listed on a budget. The ADR must approve the effort for everyone listed on a budget.

Role: Authorized Department Representative (ADR)

Steps:

  1. After logging in to eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure the ADR role is selected from the top-left corner.
  3. Select the Funding Proposal Name from My Inbox or Funding Proposals tab.
  4. Select Approve Effort activity from the left-hand column.
  5. Enter the Effort for each individual and check the Approve box:
    A. If no budget grid entries are displayed for an individual, you must “Approve” that person at 0% Effort.
  6. Click OK to complete this activity.
  7. The Approve Effort is now complete.

Send ADR Notification to Approve Effort

Main Audience: Principal Investigators & Proposal Team

Before the Authorized Department Representative (ADR) email notification is sent, the budget pages, specifically Page W. Personnel Costs page, need to be complete. The PI/PT/BS activity Send ADR Notification to Approve Effort is necessary before the ADR may Approve Effort which includes the effort percentage of all personnel.

Roles: Principal Investigator (PI), Proposal Team (PT), Budget Specialist (BS), Authorized Department Representative (ADR)

Steps:

  1. After logging into eBridge, select My Home from the upper right-hand corner of the screen.
  2. Make sure you select your appropriate role from the top-left corner.
  3. Select the Funding Proposal Name from My Inbox or Funding Proposals tab.
  4. Select the Send ADR Notification to Approve Effort activity from the left column.
    1. Select OK. The window will close.
    2. An email notification goes to the ADR from the PI’s department and to the ADR from the other faculty & staff’s department(s).
Organization Definitions

Children's Research Institute (CRI)

Children's Research Institute is the funding source.
NOTE: If Children's Research is selected here, CHW-Children's Research Institute should be selected as the sponsor on Page I.

Federal

A cabinet-level department or independent agency of the Executive Branch of the Federal Government or any component part of such a department or agency that may be assigned the responsibility for carrying out a grant-supported program (e.g. NIH, CDC, NSF).

Federal Pass-Through

Typically a subcontract or consortium agreement from an organization which is the recipient of federal funds.

For Profit

An institution, corporation, or other legal entity, which is organized for the profit or benefit of its shareholders or other owners (e.g. commercial entity; pharmaceutical company).

Internal

An Award issued through an MCW-led grant proposal and award process for internal funds, including Advancing a Healthier Wisconsin, Healthier Wisconsin Partnership Program, Cancer Center, Learning Resources and Research Affairs.

Local

Any agency or instrument of a local government of any US state or territory (e.g. City of Milwaukee).

Not For Profit

An institution, corporation, or other legal entity no part of whose net earning may lawfully inure to the benefit of any private shareholder or individual (e.g. charity, foundation).

State

Any agency or instrumentality of a state government of any of the United States or its territories (e.g. State of Wisconsin).

 
PI Proxy Functionality

PI Proxy functionality allows a PI to designate a proxy to perform activities on the PI's behalf on a per Funding Proposal basis.

  • Update PI Proxy activity available in all states up to Pending Sponsor Decision
  • Update PI Proxy available for all FP types except continuations
  • Individual nominated to serve as proxy must accept or decline role via Respond to Proxy Request activity
  • Proxy can perform all activities of the PI except Update PI Proxy and Agree to Participate
  • Proxy status on a Funding Proposal can be added or removed at any time
  • Individuals serving in the proxy role on a Funding Proposal will be listed in the Project Information Links section of the FP Workspace
  • Below are the images of the icons for the new activity
Submit a Proposal to the GCO

PI Submit Proposal to GCO

Main Audience: Principal Investigator

Once the entire funding proposal application is complete (funding proposal, primary budget, subcontract budgets, attaching the science, Center Affiliation & Authorized Department Representative approvals, the PI must submit the completed application to the Grants & Contracts Office (GCO).

Role: Principal Investigator (PI)

Steps:

  1. After logging in to eBridge 
  2. Select the Funding Proposal Name from the My Inbox tab.
  3. Select Submit Submit Proposal to GCO activity from the left-hand column.
    1. Review the attestation.
    2. Select the checkboxes.
    3. Click OK.
  4. The funding proposal application will electronically route to the Grants and Contracts Office for review.
Program Definitions

Clinical Trial

Expenditures relating to agreements where drugs and devices are brought onto campus for testing and research purposes with human subjects.

Community Service

Activities organized to make available to the public various resources of the institution. May include community health projects, conferences and consulting services.

Continuing Medical Education (CME)

Courses offered by MCW departments to train physicians where CME credit is given.

Departmental

Expenditures that jointly support the primary missions of instruction, research and community service, including departmental administration, library, faculty development programs.

Fellowship

Stipends awarded to support postdoctoral fellows normally engaged in research.

Institutional

Overall administration and operation of the institution, including executive offices, finance, legal and development.

Instruction

Expenditures related to institution's instructional program, whether for credit or non-credit. Excludes remedial courses and training related to research.

Laboratory Service

Contract services performed in a research lab, e.g. assays.

Patient Care

Clinical and clinical support activities that prevent, diagnose, treat or rehabilitate patients.

Plant Operation and Maintenance

Services and maintenance to grounds and facilities, including utilities, security and insurance.

Professorship

Funds designated to support a Chair or other specific faculty position.

Research

Research and development activities, both basic and applied, to produce a research outcome. May be internally or externally sponsored. Research activities that involve the testing of drugs or devices on human subjects and require IRB approval are classified as Clinical Trials.

Scholarship or Award

Prizes and awards where work is not required for the receipt of funds.

Student Service

Student support costs, other than instructional, including admissions, registrar, financial aid, student activities and student health service.

Training

Support related to training a student to perform research.

 
Reconcile an Award

Reconcile Award

Main Audience: Budget Specialist & Authorized Department Representative

When the Grants & Contracts Office (GCO) receives the grant award notification, GCO will update the award information in eBridge. They will adjust the award periods if necessary and will enter the award amounts. If the award amount is different than the proposed amount, the funding proposal will go to the Awarded Pending Reconciliation state whereby the Budget Specialist and/or the Authorized Department Representative (ADR) will reconcile the award in eBridge. The GCO will always award the grant pending reconciliation so other information can be updated in the Funding Proposal such as personnel, TBD, centers, subcontracts and/or travel.

Roles: Budget Specialist (BS), Authorized Department Representative (ADR)

Steps:

  1. After logging in to eBridge, select the Proposal Team Dashboard
  2. Select your BS or ADR home page.
  3. Select the Funding Proposal Name from My Inbox tab.
  4. Update Funding Proposal SmartForm:
    1. Update the Funding Proposal SmartForm as you see appropriate, i.e. Personnel, TBD, centers, subcontracts, travel, etc.
    2. If personnel were added to the budget, make sure they Agree to Participate, salary information is added to Page W. of the Budget, and their resources are approved.
    3. If personnel are to be removed from the budget, make sure their name(s) are deleted from the Funding Proposal SmartForm Personnel Page, and are deleted from the Budget SmartForm Personnel Page.
  5. Reconcile the Budget SmartForm:
    1. From the Funding Proposal Workspace note the added section in the center of the page: Initial Proposed Budget Summary and Initial Award Summary.
    2. From the Funding Proposal Workspace scroll down to the bottom of the page.
      1. If the initial proposed budget summary & the initial award summary are not the same, you will see two budgets:
        1. Budget Under Reconciliation or Awarded Budgets
        2. Proposed Budget
    3. Select the Budget Under Reconciliation or Awarded Budgets SmartForm [Open] drop-down menu and select the first page of the budget - (R) Budget Under Reconciliation.
      1. Reconcile the budget for the period(s) identified on Page (R) Budget Under Reconciliation, Question 1.0.
    4. On the Budget Summary page, the Reconciliation Offset period(s) that need(s) to be reconciled is in a green font.
      1. Since the reconciliation offset includes the F&A costs, subtract the F&A from the reconciliation offset to determine the amount that needs to be adjusted on the budget.
      2. Example: $68,879 ÷ 1.52 = $45,315 (Reconciliation offset amount ÷ 1 & the F&A rate for the specific funding proposal = amount to reconcile on the budget)
      3. Adjust the reconciliation offset amount as you see appropriate on the budget pages including subcontracts.
  6. Forward the Reconciled Award:
    1. After the reconciliation information is complete, forward the reconciled award.
      1. If the Budget Specialist (BS) reconciled the award, then the BS will select the Forward Reconciled Award to ADR link from the left-hand column in the Funding Proposal Workspace for the Authorized Department Representative to review and approve. Select OK.
      2. If the ADR reconciled the award, then the ADR will select the Forward Reconciled Award to GCO link from the left-hand column in the Funding Proposal Workspace. Select OK.
        1. If you were unable to reconcile the offset to zero, you must attach an excel budget spreadsheet showing why you were unable to reconcile the offset to zero when selecting the activity to Forward Reconciled Award to GCO.
  7. The budget reconciliation activity is now complete.
Removing All Additional Personnel from a Funding Proposal

Removing All Additional Personnel from a Funding Proposal

Main Audience: Principal Investigator & Proposal Team

In the Funding Proposal SmartForm, on the Investigator Information page, Question #6 reads – Are there other MCW or Non-MCW Personnel associated with this Funding Proposal Project? If you answer Yes to this question, eBridge automatically includes the Personnel page.

If you later decide to remove everyone you listed on the Personnel page, simply delete them and save the page. Now you must go back to the Investigator Information page and respond No to Question #6.

For further assistance, please contact the eBridge Help Desk help-ebridge@mcw.edu

Subcontract Budget

Creating a Subcontract Budget

Main Audience: Budget Specialist

The subcontract budget is accessible from the funding proposal to which it is associated. Depending upon if the Sponsor/Agency requires a detail budget or not will affect where you will create a subcontract budget.

Roles: Principal Investigator (PI), Proposal Team (PT), Budget Specialist (BS)

Steps:

  1. Log in to eBridge 
  2. Make sure the Proposal Team Dashboard is selected 
  3. Select the Name of the funding proposal to navigate to the Funding Proposal Workspace.
  4. Scroll down to the bottom of the funding proposal workspace page to find the Budget tab that lists the budget created as part of this funding proposal:
    1. When the Sponsor/Agency requires a detail budget, select the Name of the budget to access the Budget Workspace:
      1. Select the Subcontracts tab.
      2. Scroll down to the bottom of the Budget Workspace page to find the subcontract(s).
      3. Select each subcontract Name to access the Subcontract Workspace.
      4. Select the Edit Subcontract Budget button from the left-hand corner.
      5. Complete the appropriate budget pages for the subcontract.
      6. To validate for the Subcontract SmartForm errors, see the Hide/Show Errors instructions.

    2. When the Sponsor/Agency doesn’t require a detail budget, select SmartForm [Open] drop-down menu and select the Subawards page:
      1. Complete the page by entering the Direct and Indirect costs for each period
      2. Upload the Subcontractor’s detailed budget by clicking on the Detailed Budget Attachment Add button. (Note: MCW requires a detailed budget. Upload the detailed budget from the subcontractor.)
      3. To add additional subcontractors, use the Jump To drop-down menu to navigate to the Budget General Information page and add additional subcontractor(s) to Question 6.1.
      4. Repeat the above steps B.i - B.ii for the subcontract just added.
Understanding Reviewer Notes

The Grants and Contracts Office (GCO) may need to request changes to a Funding Proposal submission. Previously, this was accomplished by sending emails to Principal Investigator/Proposal Team (PI/PT), or by logging comments in the GCO Request Changes activity. Reviewer Notes is a new tool within eBridge for requesting those changes.

  1. Reviewer Notes are the comments typed into the SmartForm by the GCO on the specific pages for which the GCO wants the PI/PT to make a change.

  2. Upon completing the Reviewer Notes, an email goes to the PI/PT that the GCO Requests Changes.

  3. The eBridge system validates that each Change Request has a response by the PI/PT. The PI/PT cannot resubmit the submission until all Change Requests are answered.

Instructions to Respond to a Reviewer Note/Change Request

  1. Navigate to the Workspace of the Funding Proposal that the GCO requested changes.
    In the upper left area of the workspace the Current State is Changes Requested by GCO.

  2. Select Edit Funding Proposal to open the SmartForm.

  3. Navigate to the first GCO Change Request by selecting the Next button in the
    upper left area of the page.

  4. Respond to the changes requested in the reviewer note by updating the specified
    question directly in the body of the SmartForm.

  5. Select Click here to respond and affirm that the change was made in the SmartForm.

  6. A popup box appears. Select the type of change and enter your response.

  7. Select OK when you are satisfied that your response is complete. Save the page.
    Move to the next change request.

  8. When you have responded to all the GCO Change Requests,
    exit the SmartForm and return to the Workspace.

  9. Select the Submit Changes to GCO activity on the left side of the Workspace.
    The submission is returned to the GCO for review.

  10. The GCO Reviewer Note tab on the Funding Proposal Workspace
    lists all the notes and responses. Links to the SmartForm page allow
    for quick navigating, as well as the opportunity to respond to the change request.

Update Funding on an Approved AUA

Main Audience: Principal Investigator & Study Staff

A. Update Funding on an Approved AUA

When updating funding on an approved AUA, you are identifying a funding source for your approved research. The actual linking in eBridge occurs from the Approved AUA Workspace activity, Update Funding. This activity provides a “real-time” connection and also displays in the Funding Proposal Workspace and SmartForm.

Steps

  1. Navigate to the Approved AUA Workspace.
  2. Select the Update Funding activity from the left side of the Workspace.
  3. A pop-up appears with the following four questions:

    *1.0 Do you want to add department funds?
    Yes/No. This is a required question, and if you select YES, the AUA will route to your Department Approver to enter department funding information.

    2.0 List all current and pending funding sources managed through MCW.......
    There are two sections in this pop-up: A) Link a Funding Proposal in eBridge to your AUA; and B) Identify a funding source that is managed by MCW, but not in eBridge.

    3.0 For funding sources not managed through MCW, list all sources and institutions.

    *4.0 Have all animal activities described in the federally funded grants listed above been accurately described in this AUA.....This is a required question. YES/NO/NA. If the funding listed in the previous three questions are not federal funds, e.g. departmental, internal, non-profit, for-profit, the answer is N/A.

  4. After selecting your choice(s), click on the OK button at the bottom of the pop-up screen.

  5. You may experience error messages if:
     - Required questions are not answered
     - All funding is removed/no funding is listed in B1.0 - B3.0
     - Question B4.0 is answered inappropriately based on the entries in B2.0 and B3.0

History Log Entry
After completing the Workspace activity to update your funding sources, a summary of the requested changes displays in the History Log on the Workspace. The History Log will also tell you if the changes you requested require review or will be immediately applied. Turnaround time is typically one business day if the request requires review.

  • Changes requiring review:
  • Add department funding
  • Add funding to B2.0 or B3.0
  • Remove funding from B2.0 or B3.0, but other funding still remains in either section

  • Changes that are immediately applied:
  • Remove department funding
  • Remove all the funding from B2.0 or B3.0, but department funding (previously approved) is still listed in B1.0