e-IAFElectronic Internal Approval Form

Office of Sponsored Projects Administration

This power point, a step by step document, a quick reference document and a Q&A document are located on the OSPA website at

http://www.research.uky.edu/ospa/forms.html

An Equal Opportunity University

An Equal Opportunity University

Where to begin to create an e-IAF?

Open myUK portal – Enterprise Services tab – then the Workflow tab – eIAF will come up on the screen.

An Equal Opportunity University

LinkBlue ID - is required for each person, PI and Co-I(s). This information triggers the workflow process for electronic routing. How do I find someone’s LinkBlue ID? Use Outlook’s address book – under Alias.

An Equal Opportunity University

Co-I(s) - as many as needed can be added to the form. If one needs to be deleted from the list, use the delete option by the user name. The LinkBlue ID is entered for each individual.

An Equal Opportunity University

Sponsor – this field is a table containing our current funded sponsors list. State sponsors begin with KY. All federal sponsors are spelled out except for US Department of Agriculture and US Geological Survey.

If you have a new sponsor, choose Other and a separate field will appear – Other Sponsoring Agency. Enter the sponsor’s name here.

An Equal Opportunity University

Things to note about the web form:

1 - * denotes required fields

2 - Help information found in the top right hand corner of each block – ? If you need assistance with the information requested in each block, locate the question mark icon in the upper right hand corner of each block. It contains more specific information concerning each field.

 3 – The submit and save buttons are found at the bottom of the form under block 8.

 

4 – You must complete the field Title of Project* in block 2 before the form can be saved. Go to the top of the form to retrieve a saved or submitted form. You must also execute the Get PI button when submitting a saved form.

5 - When completing the form, wait for the message to disappear before continuing.

6 – Once you execute the Submit button, any fields that are required to be completed that were not completed will appear in red at the top of the form. You can then scroll down and complete those fields.

An Equal Opportunity University

Notification number – appears at the top of the form once you submit. Print the form to pdf for future reference. You are now ready to go to Workflow. The CGO is the only person who can change the form once it has been submitted.

An Equal Opportunity University

Email notification – example of a ‘Creator’ notice

An Equal Opportunity University

Email notification – example of a PI, Co-I, Chair/Director/ADR notice

An Equal Opportunity University

Workflow – where do you find it?

An Equal Opportunity University

Where does the PI certify the form? How do I view the form? Add attachments – where do you go?

An Equal Opportunity University

Workflow Processing Flow:

College Grants Officer (CGO) is notified that the e-IAF has been submitted

1. Submitter adds attachments (if not PI)

2. PI certifies

3. College Grants Officer of PI reviews (CGO for Alternate Dept if filled in, then CGO of primary organization unit)

4. Additional Investigators certify

5. Person at 1st level reviews and approves if appropriate. This could be the Chair, Center Director, ADR, etc. depending on the approval flow for this particular work item.

6. If Additional Investigators are in a different college from PI, their CGO reviews

7. Person at 2nd level reviews and approves if appropriate. This could be the Center Director, ADR, Dean, etc. depending on the approval flow for the particular work item.

PI is notified by email that all approvals are completed

OSPA is notified by email that all approvals are completed

An Equal Opportunity University

Additional Items:

Your first point of contact for any issue is the CGO.

If the PI or Co-I fail to certify, a reminder email will be sent after 6 hours.

If the 1st or 2nd level approver fail to approve, they also receive a reminder email after 6 hours. After 24 hours of no action, an email will be sent to the approver’s delegate for action.

T-code ZGM_SWI6 is used to view the e-IAF or follow the workflow in SAP. Auto forward email can also be used to have the business officer in the review.

The Conflict of Interest (COI) form will be an annual process within the next year. Until then, follow your college recommendation for submission of the form. However, once an attachment is added, it may be viewed by each subsequent person in the workflow.

An Equal Opportunity University

IMPORTANT REMINDER!Beginning with applications due on or after April 2, 2012, no proposal shall be submitted to any external funding agency unless a fully executed e-IAF has been received by OSPA at least three business days prior to the sponsor's published deadline. For more detail, read the following memo from the Vice President for Research.

http://www.research.uky.edu/faculty/documents/eIAFPolicy_26Jan12.pdf

•Example of three business days: If the sponsor has a deadline for electronic proposal submission of 5:00 p.m. on Thursday, May 10 the completed e-IAF is due in OSPA before 8:00 a.m. on Tuesday, May 8.

•April 2 is a Monday. If the sponsor has a deadline for electronic proposal submission of 5:00 on April 2, a completed e-IAF must be received by OSPA before 8:00 a.m. on Thursday, March 29.

•A fully executed e-IAF means that the PI, all co-Investigators, applicable chairs, directors and deans or associate deans have certified electronically through workflow in MyUK. Once the final certification has been made, the PI and OSPA will be notified by email.

If you have questions about the deadline, please contact Deborah Davis, director, OSPA at 7-8311 or ddavis@uky.edu. If you have questions about completing the form, please contact your College Grants Officer or see information posted on the OSPA website http://www.research.uky.edu/ospa/forms.html

An Equal Opportunity University

College Internal Deadlines:• Agriculture – 5 days (includes OSPA 3 day rule)

• A&S – 7 days for single college/ 14 days for multiple (includes OSPA 3 day rule)

• B&E – 5 days (includes OSPA 3 day rule)

• Communications – 7 days for single college/ 14 days for multiple (includes OSPA 3 day rule)

 • Education – 10 days (includes OSPA 3 day rule)

• Engineering – 10 days (in advance of OSPA’s 3 day rule)

• Health Sciences – 7 days (in advance of OSPA’s 3 day rule)

• Medicine – 10 days (in advance of OSPA’s 3 day rule)

• Nursing – 14 days (includes OSPA 3 day rule)

• Pharmacy – 10 (includes OSPA 3 day rule)

• Social Work – 4 days (includes OSPA 3 day rule)

An Equal Opportunity University

OSPA website: Forms link - http://www.research.uky.edu/ospa/forms.html