Submitting Proposals and Managing Awards

Principal investigators (PIs) should contact the Sponsored Programs Office (SPO) as soon as they identify a funding opportunity. University policy requires that proposals be submitted to SPO at least five business days before the sponsor’s deadline.

Over the course of the academic year, PIs will gradually transition to using Cayuse SP for proposal development, routing and approvals. Training is provided online through recorded demonstrations and Zoom sessions.

Cayuse Research Suite is Cal State Monterey Bay’s comprehensive system for managing proposals, awards and research compliance. It streamlines the entire grant administration process, from proposal development through award acceptance and reporting.

Cayuse currently supports proposal development and routing for electronic signatures, institutional proposals, award tracking, biosafety, animal subject protocols, human subject research protocols, subaward management and deliverables.

Future enhancements will expand the system to include Cayuse Analytics, an advanced reporting dashboard that provides real-time insights into proposal activity, funding trends and compliance metrics. This powerful tool will help faculty and administrators make data-informed decisions, streamline reporting and highlight the impact of research across the university.

After an external award is received, UCorp Grants Accounting issues a Chartfield Request or Update for signature authorization. Once processed, a project number is assigned and SPO schedules a New Award Orientation meeting with the PI. This required meeting reviews sponsor requirements, financial procedures, and compliance regulations. The PI should also identify any staff members who need to attend. No expenditures may be charged to the award until the orientation is complete.

Expenditures cannot be charged to the award until this orientation has been completed. To schedule an orientation, contact SPO.

UCorp is the legal recipient of all external funding. Public award negotiations and approvals are managed by SPO, while private awards are coordinated through UA. Together with the PI, these offices ensure that award terms align with university and UCorp policies. Any disagreements with sponsors are resolved before the project begins. Once accepted, awards legally bind both the sponsor and UCorp to the approved budget and commitments.

Each award comes with specific reporting requirements. These may include financial statements, technical reports or specialized program reports. PIs must submit required reports on time, typically within 90 days of the project’s completion. Late submissions may result in withheld payments or jeopardize future funding for the PI and the university.

To assist with compliance, SPO uses Cayuse Research Suite. Many awards also require compliance with regulations related to human subject research, animal care and use, conflicts of interest, research security or responsible conduct of research, to name a few. These certifications are submitted through the Office of Graduate Studies and Research.

Learn more about Compliance at CSUMB.

UCorp Grants Accounting manages nearly all post-award financial administration for both public and private funding. UCorp provides an allowability review for employee status forms, subawards, expense transfers and other sponsored project documents. All expenditures are reviewed for compliance with federal regulations and sponsor requirements.

During the life of a project, PIs may need to revise budgets or request no-cost extensions. These requests must be submitted early, with justification, to ensure proper processing. Matching funds must be allowable and documented, with UCorp and SPO staff available to assist in meeting these requirements.

Personnel for sponsored projects are employees of UCorp. All hiring paperwork must be submitted to UCorp HR at least one week before payroll deadlines. Travel requests and reimbursements follow UCorp travel policies, and procurement must comply with conflict-of-interest rules and university procedures.