Question: For those units not routing electronically, does SPA accept faxed signatures?
Answer: Yes, if it facilitates meeting the deadline, SPA will accept.

Question: So does that mean if there are multiple PIs from multiple departments/colleges, that SPA will accept FAX signatures from all involved?
Answer: Yes, please note it is the prime department's responsibility for obtaining all the required signatures.

Question: When will all departments be mandated to use EGMS?
Answer: EGMS Proposal Prep will never be mandated.

Question: Will the white out feature in EGMS be given to approvers so they can make minor changes to the PRF?
Answer: The white out feature is only for SPA administrators and it will not be granted to approvers at this time.

Question: Can SPA grant administrators print out their own copies of proposals in EGMS so PIs don't have to bring one over to their office?
Answer: Grant administrators deal with so many proposals it would be too hard for them to keep track. At proposal deadlines, they receive too many to print them all off and match them to the PRF.

Question: The PRF initiator does not get any information on the status of the PRF unless they keep logging in and checking on it. Can this be changed so the initiator is notified where the PRF is?
Answer: The RCM project is reviewing options as part of the new compliance interface.

Question: Can the alternate approvers be listed on the PRF?
Answer: Alternates are now listed under the Actions Needed for Approval section of the PRF.

Question: What is SPA looking for in the box "# of copies" - is the copy for SPA included in this total?
Answer: The number indicated should be the number of copies that goes to the sponsor. A copy for SPA is still needed.

Question: What about electronic submissions?
Answer: Put 0 in # of copies and in mailing instructions put do not mail.

Question: For NIH modular proposals, do you need to attach a detailed budget to the PRF?
Answer: No, while a detailed budget is not needed, you will need to provide SPA with the F&A calculation checklist form if the application was not prepared using EGMS. SPA does not send it with the proposal, but it is needed for review (allowability) and for set up when awarded.

Question: IRB exemptions - if PI knows human subjects will be exempt, can PI indicate exemption pending?
Answer: The RCM project is reviewing options as part of the new compliance interface.

Question: Can passwords be published in case they are forgotten?
Answer: We cannot publish passwords - it is a breach of security.

Question: What date should be used when there is not really a due date?
Answer: Mark the target box and insert the date the PI would like the proposal sent out. You could also put more information in the mailing instructions box.

Question: Why can't you type Associate Professor in the job title box instead of
doing a search?
Answer: All data must be consistent so there cannot be different variations on abbreviations for different job titles.

Question: Is the budget line supposed to be only for the first year of a multi-year project or is the budget line supposed to be the same information as the project line?
Answer: It is agency driven but usually the first line is the budget and the project period is the total of the entire grant.

Question: For non-competing continuations, why is a PRF needed?
Answer: The PRF is needed because it is the mechanism used to collect compliance issues. Only the PI, Co-PI, department heads, and deans need to sign.

Question: Do mentors have to sign training grants?
Answer: Mentors are not required to sign training grants but the PI, Co-PI, department head, and dean need to sign. The department head needs to sign so that he is aware of what his personnel are doing and what resources are being used.

Question: If waivers and reductions of IDC are discouraged - why is that option written on the PRF?
Answer: This statement is telling the PIs that there is a formal process to ask for a waiver of indirect cost. Requests for waivers are being looked at more closely. There has to be a compelling reason for the waiver in order for it to be approved.

Question: Can there be a different PRF for clinical trials since they are so different than other grants?
Answer: The current PRF was designed to be generic and it collects data for compliance issues. If more information is necessary it can be entered in the Comments section of the PRF document.

Question: What is needed if there is no IDC allowed by the agency?
Answer: In the indirect cost justification box, there should be statement saying that the agency does not allow indirect costs. Supporting documentation for this statement needs to be sent to SPA along with the proposal.

Question: What does SPA assume when they see 1% unpaid effort for a PI on the PRF? Will 0% ever be allowed?
Answer: They assume this is 1% cost share and they look for that information in the budget justification. SPA has looked into the issue of putting 0% but they feel that PIs put some time on their grants and that needs to be accounted for. 0% effort can be allowed for equipment grants. On the reverse side, a PI cannot indicate 100% effort because they do other things i.e., teach, administration.

Question: Why do you have to submit a new PRF for budget changes only?
Answer: Only if change is significant (greater than 25%) or a change made in cost sharing or matching commitments. The reason is that the "deal" has changed. Significant budget changes can occur because the agency has decreased the award amount. Department/collegiate resources may be impacted and units need to be informed. The agency usually wants a new signed budget back from SPA and by routing a new PRF, SPA has confirmation that the units agree with the changes.

Question: Can section 17 on the PRF dealing with cost sharing and matching dollars be improved to be more representative of the data the colleges/departments need to track? Right now the justification, account number and dollar amount is written in the justification box and is hard for units to pull out that information.
Answer: Question 17 has been enhanced to collect more information on cost sharing. Additional info the initiator would like to share can be collected in the Comments section of the PRF.