e-IAF Electronic Internal Approval Form

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e-IAFElectronic Internal Approval Form

• Office of Sponsored Projects Administration
• This power point, a step by step document, a
  quick reference document and a QA document are
  located on the OSPA website at http//www.research
  .uky.edu/ospa/forms.html

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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.
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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
someones LinkBlue ID? Use Outlooks address
book under Alias.
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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.
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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 sponsors
name here.
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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.

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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.
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Email notification example of a Creator notice
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Email notification example of a PI, Co-I,
Chair/Director/ADR notice
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Workflow where do you find it?
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Where does the PI certify the form? How do I
view the form? Add attachments where do you go?
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Workflow Processing Flow

• College Grants Officer (CGO) is notified that
  the e-IAF has been submitted
• Submitter adds attachments (if not PI)
• PI certifies
• College Grants Officer of PI reviews (CGO for
  Alternate Dept if filled in, then CGO of primary
  organization unit)
• Additional Investigators certify
• 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.
• If Additional Investigators are in a different
  college from PI, their CGO reviews
• 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

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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 approvers 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.

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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/eIAF
  Policy_26Jan12.pdf
• Example of three business days If the sponsor
  has a deadline for electronic proposal submission
  of 500 p.m. on Thursday, May 10 the completed
  e-IAF is due in OSPA before 800 a.m. on Tuesday,
  May 8.
• April 2 is a Monday. If the sponsor has a
  deadline for electronic proposal submission of
  500 on April 2, a completed e-IAF must be
  received by OSPA before 800 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_at_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/form
  s.html

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College Internal Deadlines

• Agriculture 5 days (includes OSPA 3 day rule)
• AS 7 days for single college/ 14 days for
  multiple (includes OSPA 3 day rule)
• BE 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 OSPAs 3
  day rule)
• Health Sciences 7 days (in advance of OSPAs 3
  day rule)
• Medicine 10 days (in advance of OSPAs 3 day
  rule)
• Nursing 14 days (includes OSPA 3 day rule)
• Pharmacy 10 (includes OSPA 3 day rule)

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