MCW eBridge Funding Module: Frequently Asked Questions

Workflow Graphics display high-level visualizations of your progress towards approval or activation.

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 into eBridge.
2. From the left-hand column, select New Funding Proposal button.
3. In the Funding Proposal SmartForm, respond to all questions.
4. Select Continue to navigate and complete the SmartForm one page at a time.
5. Click   to open Help Text. 
6. Upload attachments as required 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 bottom right 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 exit eBridge.

To return to the Funding Proposal after logging off:

1. Log back into eBridge.
2. Go to the Action Required tab of the General Dashboard.
3. Select the Funding Proposal Name from the Funding Proposals section.
4. Select Edit Funding Proposal from the left-hand column.
5. From the Navigation Panel on the left, navigate to the appropriate pages to complete the Funding Proposal SmartForm.

Main Audience: Budget Specialist

eBridge automatically generates a Budget with ID ( i.e. BU00012345)  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 (ADR) 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 into eBridge. 
2. Go to the Action Required tab of the General Dashboard. 
3. Select the Funding Proposal Name from the Funding Proposals section.  
4. Select the Budgets tab.
5. Select the Name of the budget to access the Budget Workspace, then select Edit Budget.
6. Select Continue to navigate the SmartForm one-page-at-a-time, or use the navigation panel to navigate directly to a specific budget page.
7. Use the  icons to show Help Text.
8. To validate for Budget SmartForm for errors, select the Validate button.
9. After the budget information is complete, the Send ADR Notification to Approve Effort activity needs to be completed. This notification sends an email to the ADR 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. This activity is in the left column of the Funding Proposal Workspace.

Step One
Download the eBridge Budget Overhaul Guide (PDF) and ask the following questions:

• Who is my sponsor? Federal? NIH? Non-Profit? Internal? For-profit?
• Do I want to build a budget in eBridge? 
• Does my sponsor require a detailed, line item budget (e.g. by expenditure type)?

Step Two

Look to the Budget Type options above to see which type of budget you can use in eBridge based on your sponsor.

Step Three

 Determine if Standard or Condensed is better for your process and your specific project.

• Standard Budget: Sponsor requires a detailed, line item budget (e.g., by expenditure type).
  
  
• Condensed Budget: Sponsor requires minimal budget information (e.g., by category).

Download the Budget Guide

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)

To Complete the SFI Form (if applicable):

1. Log into eBridge.
2. From the top navigation bar, click on Researcher Profile.
3. From your Researcher Profile Workspace, and in the center of your screen, select the Link to Significant Financial Interests in Research Form. 
4. Review the Instructions and select the SFI Form. Save and then Open the form.
5. Complete the Description of Significant Financial Interest(s) form.

To Upload Completed SFI Form (if applicable):

1. Log into eBridge.
2. From the top navigation bar, click on Researcher Profile.
3. From the Researcher Profile Workspace, and from the left column, under Activities, select the Upload Significant Financial Interest activity.
4. In the pop-up window, select the Upload button to upload the completed SFI form.
5. Select OK.

To Agree to Participate:

1. Log into eBridge.
2. Go to the Action Required tab of the General Dashboard. 
3. Select the Funding Proposal Name from the Funding Proposals section. 
4. From the Funding Proposal Workspace, select the Agree to Participate activity from the left-hand column under Activities
5. Complete Agree to Participate form, and select OK.

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. Go to the Action Required tab of the General Dashboard    
3. Select the Funding Proposal Name from the Funding Proposals section.
4. Select the Funding Proposal Name from My Inbox tab.
5. 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.

The expiration date for Financial Conflicts of Interest (FCOI-R) training for Principal Investigators and Other Key Personnel is displayed in Question 1.0 in the Funding Proposal 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.

Funding sources managed within eBridge can be selected within the PRO SmartForm to identify support for the project activities. This link is created in “real-time” and is displayed within both the PRO SmartForm and the selected Budget SmartForm.

 A Funding Proposal/Budget will display to be selected from the list within the PRO SmartForm if any of the following is true:

• The PI on the PRO is the PI on the Funding Proposal.
• The PI on the PRO is Key Personnel on the Funding Proposal
• The PI on the Funding Proposal is a Project Team Member on the PRO. 

To create a link:

• The Project Team Member or the PI must have the Budget ID, the FP ID, or the name of the Funding Proposal (FP) available.
• The Project Team Member or the PI performing the linking must have edit access to the PRO.
• The PRO must be in an editable state, such as Pre-submission or Changes Requested. If the PRO is in an Approved state, a new Amendment must be created.
  • A Funding Proposal/Budget can be linked to while the FP is in any state. 

Linking from a new PRO

(PRO state is either PreSubmission or Changes Requested…)

1. Locate and navigate to the PRO Workspace.
2. Select Edit PRO SmartForm on the left side of the Workspace to access the PRO SmartForm.
   • Note: If “View PRO SmartForm” is displayed on the left side, this means that the SmartForm is not in an editable state during the review. Please contact the IRB Coordinator listed in the PRO Workspace who can request changes to route the PRO to you so that the SmartForm is editable.
3. In the PRO SmartForm, navigate to Section 11. Funding Source.
4. From Question 11.1.2, select Add. A new pop-up screen appears.
5. From Section A: click the ellipses (…) next to Budget in eBridge. A new pop-up screen appears.
6. Use Filter by Budget ID to search for the budget.
7. Select the radio button for the Budget from the list provided.
8. Select  OK.
9. Confirm that you see the selected Budget ID displayed in Budget in eBridge.
10. Select OK at the bottom of the screen.
11. Select Save and Exit from the PRO SmartForm. This returns you to the PRO Workspace. 

Linking from a PRO that has been Approved, Registered or Processed Relying on an External IRB

1. Locate and navigate to the PRO Workspace.
2. Select Open New Amendment from the left side.
3. Complete the Amendment SmartForm.  
4. Save and Exit to the Amendment Workspace.
5. Select View/Edit PRO SmartForm from the left side of the AME Workspace.
   • Note: a copy of the PRO SmartForm is created with an amendment.  This may take a few minutes.  If ‘View/Edit PRO SmartForm’ text is not available, then the copying is still in progress.  The text will be available when the copying has completed. You will need to refresh the browser after 1-2 minutes.
6. In the PRO SmartForm, navigate to Section 11. Funding Source.
7. From Question 11.1.2, select Add. A new pop-up screen appears. 
8. From Section A: click the ellipses (…) next to Budget in eBridge. A new pop-up screen appears.
9. Use Filter by Budget ID to search for the budget.
10. Select the radio button for the Budget from the list provided.
11. Select OK.
12. Confirm that you see the selected Budget ID displayed in Budget in eBridge.
13. Select OK at the bottom of the screen.
14. Select Save and Exit from the PRO SmartForm. This returns you to the Amendment Workspace.
15. From the Amendment workspace, the PI will need to select Submit Application. 

Related FAQ

Who has edit access to the PRO?

• Project Team Members with edit access will be listed in the PRO SmartForm, Section 2.1.
• The Principal Investigator of the PRO (does not need to be listed in Section 2.1)

How do I determine if a PRO is editable?

A PRO is editable by the PI or Project Team Members listed in Section 2 with edit access if:

• The PRO is in the state of Pre-Submission. The PRO will be displayed on the Research Submissions tab of the Dashboard.

OR

• If changes have been requested during the review. The PRO will be displayed in PI/Project Team Member’s Action Required tab of the Dashboard. The state will begin with “Changes...”.

Where do I find the Budget ID?

The Budget ID is located within the Funding Proposal Workspace labeled Primary Budget ID.

• If you have access to the Funding Proposal, then the Budget ID can be found in the Summary area of the Funding Proposal Workspace. Example: Primary Budget ID: BU00000068. Make a note of the Budget ID/Number (NOT the Funding Proposal ID).
  • Note: The Budget ID can also be found under the Budgets tab of the Funding Proposal Workspace. However, there may be more than one budget and you will need to select the Awarded Budget. It is simpler to use the Primary Budget ID in the Workspace.
• If you do not have access to the Funding Proposal/Budget, ask the PI or Department Administrator to provide the Budget ID to you.

Removing a link from a new PRO

• The Project Team Member or the PI removing the linking must have edit access to the PRO.
• The PRO must be in an editable state, such as Pre-submission or Changes Requested.

1. Locate and navigate to the PRO
2. Select Edit PRO SmartForm in the left side of the Workspace to access the PRO SmartForm. 
   • Note: If View PRO SmartForm is displayed on the left instead, then this means that the SmartForm is not in an editable state during the review. Please contact the IRB Coordinator listed in the PRO Workspace who can request changes to route the PRO to you so that the SmartForm is editable.
3. In the PRO SmartForm, navigate to Section 11. Funding Source.
4. In question 11.1.2, click the X to remove the link.
5. Select OK to confirm deletion. 
6. Select Save to save the SmartForm page.
7. Select Exit to return to the PRO Workspace. 

Removing a link from a PRO that is Approved, Registered or Processed Relying on an External IRB

• The Project Team Member or the PI removing the linking must have edit access. 
• The Amendment must be in an editable state, such as Pre-Submission or Changes Requested.

1. Select Open New Amendment from the left side of the PRO Workspace.
2. Complete the Amendment SmartForm.
3. Save and Exit to the Amendment Workspace.
4. Select View/Edit PRO SmartForm from the left side of the AME Workspace.
   • Note: a copy of the PRO SmartForm is created with an amendment. This may take a few minutes. If View/Edit PRO SmartForm text is not available, then the copying is still in progress. The text will be available when the copying has completed. You will need to refresh the browser after 1-2 minutes.
5. In the copy of the PRO SmartForm, navigate to Section 11. Funding Source.
6. In question 11.1.2, click the X to remove the link.
7.  Select OK to confirm the deletion.
8.  Select Save to save the SmartForm page.
9.  Select Exit to return to the Amendment Workspace.
10. From the Amendment Workspace, the PI will need to select Submit Application. 

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. Log into eBridge.
2. Go to the Action Required tab of the General Dashboard.
3. Select the Funding Proposal Name from the Funding Proposals section.
4. Select Submit Submit Proposal to GCO activity from the left-hand column.
   1. Review the attestation.
   2. Select the checkboxes.
   3. Click OK.
5. The funding proposal application will electronically route to the Grants and Contracts Office for review.

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

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 1^st 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 13^th 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

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. This activity will allow you to establish/edit a compensation schedule for an employee. The initial salary will be increased by the inflation rate each year for the number of years identified. Any records after the date of initial salary will be over-written by these new values. All changes must be justified under federal rules.

Role: Authorized Department Representative (ADR)

To Change the Compensation Schedule:

1. Log into eBridge.
2. Go to the Personnel tab from the Dashboard Bar.
3. Locate the individual’s name for which you wish to modify the compensation schedule. Select the Edit link. 
4. Complete the Create Compensation Schedule form. Note the red-asterisked entry fields require a response
5. Click OK from the lower-right corner when information is completed. The system will navigate back to your Authorized Department Representative (ADR) Dashboard 

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 to exit the  Create Compensation Schedule form

Main Audience: Principal Investigators & Proposal Team

In eBridge Funding Proposals, the Budget SmartForm 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,

The list of cost centers is updated daily from Oracle. 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 (intranet access required). 

The Authorized Department Representative (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 Approve Proposal activity.

Role: Authorized Department Representative (ADR)

Steps:

1. Log into eBridge.
2. Go to the Action Required tab of the General Dashboard.
3. Select the Funding Proposal Name from the Requires Department Review section.
4. 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 review the SmartForm pages.
   2. To review the primary budget:
      1. Scroll down to the middle of the Funding Proposal Workspace to find the Project Information Links section 
      2. Select the Costs Per Period link
      3. Or, select the Budgets Dashboard Tab to find the Budget and review in the SmartForm pages.
5. After completing the review, select the activity Approve Proposal on the left side of the Funding Proposal Workspace.

Send ADR Notification to Approve Effort

Main Audience: Principal Investigators & Proposal Team

Important: Before the Authorized Department Representative (ADR) email notification is sent, the budget pages, specifically Page W. Personnel Costs page, need to be complete. The Send ADR Notification to Approve Effort activity 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. Log into eBridge.
2. Go to the Action Required tab of the General Dashboard. 
3. Select the Funding Proposal Name from the Funding Proposals table.
4. Select Send ADR Notification to Approve Effort from the left-hand column under Activities.
   1. Select OK to submit. 
   2. An email notification will be sent to the ADR from the PI’s department and to the ADR from the other faculty & staff’s department(s).

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. Log into eBridge.
2. Go to the Action Required tab of the General Dashboard. 
3. Select the Funding Proposal Name from the Requires Department Review section.
4. Select Approve Effort from the left-hand column under Activities
5. The Approve Effort Dialog Box contains a table includes the per-period effort for each individual in your department who is identified as personnel on this Funding Proposal.
6. For each individual, verify the effort listed for each period and check the box in the Approve column.
   1. If No Committed Effort displays for an individual, you are approving that person at 0% Max Effort.  
7. Click OK to complete this activity.
8. The Approve Effort activity is now complete.

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. Log into eBridge. 
2. Go to the Action Required tab of the General Dashboard.  
3. Select the Funding Proposal Name from the Funding Proposals section.
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. Locate the SF424 Workspace section from the top portion of the workspace.
2. Select the SF424 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 validate the SF424 application form for completeness: (Required)

After an SF424 has been generated as part of a Federal NIH Funding submission, you will want to run validation on that SF424 form.

1. Select the Check for SF424 Errors activity from the left side of the Funding Proposal Workspace.

2. This activity is available after the SF424 has been generated. 

After an SF424 has been generated as part of a Federal NIH Funding submission, you will want to run validation on that SF424 form.

1. Select the Check for SF424 Errors activity from the left side of the Funding Proposal Workspace.
Note: This activity is available after the SF424 has been generated. 

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 into eBridge.
2. Go to the Action Required tab of the General Dashboard.
3. Select the Funding Proposal Name from the Funding Proposals section.

From the SmartForm:

1. From the Navigation Panel on the SmartForm, select Validate. 
2. For each error, make the appropriate corrections.
3. Save the page, then select Refresh.  
4. When all errors are corrected, select Exit. 

On the SF424 

After an SF424 has been generated as part of a Federal NIH Funding submission, you will want to run validation on that SF424 form.

1. Select the Check for SF424 Errors activity from the left side of the Funding Proposal Workspace. 
   

To add a new supplier or subcontractor, select the links within your eBridge Budget SmartForm to access and complete the Add a New Supplier/Subcontractor form. The new supplier/subcontractor information will be validated by MCW Accounts Payable.  If all of the required information is provided, the supplier/subcontractor will be added within 3 – 7 days.  You will be sent an email notification once the supplier/subcontractor has been added to eBridge.  You will then need to return to the eBridge Budget SmartForm to select the newly added supplier/subcontractor.

To access the Add a New Supplier/Subcontractor form outside of eBridge, click here.

To add a new sponsor or customer, select the links within your eBridge Funding Proposal SmartForm to access and complete the Add a New Sponsor/Customer form.  Once the new sponsor or customer is added (usually 1 – 2 days), you need to return to the Funding Proposal SmartForm to select the newly added sponsor or customer. 

To access the Add a New Sponsor/Customer form outside of eBridge, click here.

If you do not have access to this form, contact Sponsored Programs.

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. Go the Action Required tab of the General Dashboard.
3. Select the Funding Proposal Name from the Funding Proposals section 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.
         
         
   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.

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. Log into eBridge.
2. Go to the Action Required tab of the General Dashboard.
3. Select the Funding Proposal Name from the Funding Proposals section. 
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 so that salary information is added to the Budget Personnel page, and their effort can be 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 scroll down to the bottom of the page.
2. Select the Awarded Budget SmartForm [Open] drop-down menu and select the first page of the budget – General Budget Information.
1. Reconcile the budget for the period(s) identified at the top of the General Budget Information page.
3. 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 activity from the left-hand column in the Funding Proposal Workspace for the Authorized Department Representative to review and approve.
2. If the ADR reconciled the award, then the ADR will select the Forward Reconciled Award to GCO activity from the left-hand column in the Funding Proposal Workspace.
1. You must reconcile your budget within $10.00 of the awarded amount.
7. The budget reconciliation activity is now complete.

Main Audience: PI, Budget Specialist & Authorized Department Representative

1. To notify the Grants and Contracts Office (GCO) that the project has not been funded, go the FP workspace and select the Request GCO to Decline FP activity. 
2. Enter comments to let GCO know why you are requesting that the proposal be declined and attach any relevant documentation.

The Grants and Contracts Office will now be able to move your FP to the Declined by Sponsor state in eBridge.  

A Non-NIH Continuation can be created in eBridge by using the Next Budget Period button on an active Funding Proposal.  For information on when this functionality is available and how to complete the form download the eBridge Non-NIH Continuation Funding Proposals QuickStart Guide (PDF).

A new workflow has been implemented for Sub-Agreement Management.

The overall enhancements made are:

• A summary view that includes the status of all sub-agreements that have been requested on the FP.

• Added workflow functionality that allows GCO to request changes on a sub-agreement request made on the Funding Proposal.

• Enhancement to allow amendments to be requested on previously executed sub-agreements.

• New notification to inform PI, PT, BS, and PI’s ADR when a sub-agreement has not been requested 90 days after the project start date.
  
  

For more info, please visit the instructional guide linked below.

View the Workflow (PDF)

Research staff can access the research chargemaster in OnCore once they have completed the OnCore Financials training.  Please refer to the OnCore Financials toolbox (intranet access required) for more information, or contact OnCore@mcw.edu with questions.

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, view the Process Guide for NIH Just-in-Time (JIT) Notice (PDF) and visit the GCO InfoScope page.

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

Steps:

As the PI, you will receive an email notification from eBridge notifying you of the JIT request made by the sponsor.

1. Log into eBridge.
2. Go to the Action Required tab of the General Dashboard.  
3. Select the Funding Proposal Name from the Funding Proposals section.
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.

The Generate HS Certification Letter Template activity is for PT (Proposal Team), PI (Principal Investigator), or the ADR (Authorized Department Representative) with Projects in the state of Pending Sponsor Decision, JIT Requested by Sponsor, ADR Review of JIT, GCO Review of JIT.  

By selecting the eBridge activity Generate HS Certification Letter Template, you can create an editable (Microsoft Word) template to assist in the collection and preparation of required information for submission to NIH*. 

*In accordance with NIH policy, MCW must submit documentation that all senior/key personnel involved in human subjects research have received training in the protection of human subjects. This documentation is submitted via a cover letter signed by the authorized organizational representative (AOR) that accompanies the description of other support, IRB and IACUC approval, and other information submitted prior to funding in accordance with NIH Just-in-Time (JIT) procedures.

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.

The Grants and Contracts Office (GCO) may need to request changes to a Funding Proposal submission. Reviewer Notes is a powerful communication 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. Change Requests can be identified by the Reviewer Note icon (gold dialog boxes) within the left navigation panel. A red dot above the icon indicates that a response is required.
4. Click the Reviewer Note icon with a red dot to be taken directly to that portion of the SmartForm.
5. From within the SmartForm, click the Reviewer Note icon to read the changes requested. 
6. Respond to the changes requested in the reviewer note by updating the specified question directly in the body of the SmartForm.
7. Click the Reviewer Note icon and select Reply to enter your message.
8. Select OK to save the message.
9. Click the X in the upper right corner to close the box.
10. Save the page.
11. Move to the next change request.
12. When you have responded to all the GCO Change Requests, Exit the SmartForm to return to the Workspace.
13. The PI will select the Submit Changes to GCO activity on the left side of the Workspace. The submission will be returned to the GCO for review.
14. The GCO Reviewer Notes tab on the Funding Proposal Workspace lists all the notes and responses. Links to the SmartForm page allow for quick navigating and the opportunity to respond to the change request.
    
    

Main Audience: Principal Investigator & Study Staff

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

Steps 

1. Navigate to Section V in the AUA SmartForm.
2. There are four questions: (* indicates a required question)
   
   *1.0 Do you have Current MCW Department funding?
   Yes/No. 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..... 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 NA.
   
   
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 V1.0 - V3.0
    - Question V4.0 is answered inappropriately based on the entries in V2.0 and V3.0
   
   
5. Save the page or select the Continue button.

Main Audience: Principal Investigator & Study Staff

 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 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 V1.0 - V3.0
    - Question V4.0 is answered inappropriately based on the entries in V2.0 and V3.0

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. 

• Changes requiring review:
  • Add department funding
  • Add funding to V2.0 or V3.0
  • Remove funding from V2.0 or V3.0, but other funding still remains in either section
    
    
• Changes that are immediately applied:
  • Remove department funding
  • Remove all the funding from V2.0 or V3.0, but department funding (previously approved) is still listed in V1.0

Children's Research Institute is the funding source.
NOTE: If Children's Research is selected here, CW-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 Profile
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 Profile
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).

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.

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. Log into eBridge.
2. Go to the Action Required tab of the General Dashboard.
3. Select the Funding Proposal Name from the Funding Proposals section.
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.

Main Audience: PI, Budget Specialist & Authorized Department Representative

If you receive notification that your project has not been funded, you will need to inform the Grants and Contracts Office so that the project can be moved to the Declined by Sponsor state in eBridge.  To notify GCO that the project has not been funded, execute the activity ‘Request GCO to Decline FP’.  Enter comments to let GCO know why you are requesting that the proposal be declined and attach any relevant documentation.