Frequently Asked Questions

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Launchpage

I am a post-doctoral associate or a research assistant professor. Can I submit a grant application as a PI?

It depends upon the privileges conferred by your department. First, speak with your laboratory head/PI and then your department chair, who will be able to guide you. Please let the OGS know and we will be able to tell you whether you will be allowed to submit grant applications as a PI. There are a few reasons for this, one being that we want to make sure that Einstein has all the required space and instrumentation to perform your research successfully and we can make the commitment so that you can be successful.

I am a graduate student and I want to submit a fellowship grant application. Can I be considered a PI?

It depends upon the type of application and the sponsor. Please Contact Dr. Basu at ex 2238 and he can direct you appropriately.

Whom do I contact at the OGS when I need something done?

Please contact or email the specific person who you intend to ask to do the job, or has the responsibility to complete the task (see the list below). You may CC others, but please, do not email (To) multiple people. This will confuse the recipients and no one may take the task to complete thinking another person is doing it.

OR, most likely, more than one person will be doing the job and multiple responses will be sent, creating an unpleasant situation (happened in the past) and of course, we will be wasting our valuable energy and time. Please direct your email to only one person. You may contact others if you did not hear from the recipient in a reasonable time.

Please contact the following individual for specific needs:

Consider the different groups who ask those questions (i.e. students, faculty, staff, etc.).

I saw an announcement from the Dean’s office regarding availability of a research funding/fellowship opportunity soliciting applications for an internal competition. What does it mean and what is the process?

Most like you have seen a solicitation for a limited submission. It means that some sponsors allow us to submit only a limited number of applications (usually one or two) and these are only by invitations. The applicant cannot submit applications; they have to be nominated by the institution.

Applicants need to submit an application to OGS (contact Dr. Basu, ex 2238) and he sends all the applications to the internal selection committee (the Award Committee) for review. The committee makes recommendations to the Dean and then the OGS allows (nominates) the applicant to submit the application to the sponsor.

DA- We are expecting a new PI in our department and the PI is bringing an NIH grant. What do I do to transfer this grant in a timely fashion?

The process is similar to the previous section describing the relinquishment of a grant. In this case, the PI initiates the relinquishment statement at his/her old institution and a similar process follows. Please note that it needs to start at least 90 days prior to the start date. The transfer will be significantly delayed if the process starts late.

I emailed you and others at OGS, but I did not get a response. What do I do?

We are working hard here at OGS and often we have grant deadlines and we prioritize our work. Also, if you send the request to more than one person, it is more likely to assume that another person on the list is doing the work. However, you can help us the following way so that we can respond to your requests quickly.

  • Please send the email to only one person who you believe can and is authorized to perform the task. You may CC others, but address to only one person.
  • Include the grant title (Cayuse title, such as Smith/R01/09.10.2016) either on the subject line or in the body
  • Use your signature line that includes your telephone number.
I am a departmental administrator and I want to update my staff on the OGS services and grant management processes. Can you help us?

We will be happy to come to your department and present information session(s) or seminar(s). Please let us know the topic(s) you are interested in and your availability and we will be happy to put something together for you. We need about two-weeks notice. Contact OGS@einsteinmed.edu.

Getting started

My PI needs an eRA Commons credential. Who do I contact?

Contact Dr. Indranil Basu (indranil.basu@einsteinmed.edu) at OGS.

I am new at Einstein. I am interested in finding out more about the OGS and grant submission and management processes here. Where can I find some information? Can you help me?

We will be happy to help you with any aspects of the process. You can contact any of us at OGS and we will guide you to the right places. We make a number of presentations throughout the year and you can attend them. You can go to our website (link) and go to the link entitled, “Seminars.” And you can choose to review any of the many presentations we have made in the past.

I heard of a portal called “PURE.” What it is and how it can help me build my research portfolio?

PURE is a research information development/resources portal available to Einstein faculty. It is still in the beta-state (testing mode). However, you can log in to system and find out current and past grants awarded to Einstein faculty, create your own profile for others to see, sign-up to get funding opportunities, find experts and collaborators. Contact Dr. Basu at ext. 2238 for details and log in credentials.

What is PURE, and how it can help me build my research portfolio?

PURE is a research and development information portal available to the Einstein faculty. It is still in the beta (testing) mode. However, you can log in to the system and see current and past grants awarded to Einstein faculty members; create your own profile for others to see; sign up to receive notifications about funding opportunities; and find experts and collaborators. Call Dr. Indranil Basu at 718.430.2238 for details and login credentials.

Find funding

How do I find a sponsor willing to fund my research idea?

Call Dr. Indranil Basu at 718.430.2238 for help in finding funding opportunities from federal and nonfederal sources, industry, and private foundations.

How do I find a career-development grant for my project?

E-mail Dr. Indranil Basu (indranil.basu@einsteinmed.edu); he will help you identify a suitable grant that matches your research criteria and aid you with the subsequent grant application and submission procedures.

What is the hourglass next to the funding opportunity?

It indicates the funding opportunity has expired and/or it has been replaced by a more current version. It should not be used to create an application, as it will not be accepted by the funding agency.

I have a research idea and I am looking for funding opportunities. Where do I find a sponsor(s) that is willing to fund my project

In OGS, we have a person and the mechanisms that we can utilize to find funding opportunities (Federal and non-federal, industry and private foundations). Please call Dr. Basu at ext. 2238 and he will help you.

You may wish to follow the PowerPoint presentation that will give you information regarding finding funding opportunities. Please contact Dr. Basu at ext. 2238 and he will help you on the External Funding and New Faculty Orientation.

I have heard that you send monthly emails to administrators, some faculty members and post-doctoral fellows about funding opportunities. How do I get these emails so these I know what is available?

Just email or call Dr. Indranil Basu (indranil.basu@einsteinmed.edu; extn. 2238) and let him know your interests (the kind of funding opportunities). He will put you on the mailing list.

I am looking for a fellowship or a training opportunity. Can you help me?

Yes, we will be happy to work with you and find appropriate opportunities for you.

I am a final year Clinical Fellow joining as an Assistant Professor in Einstein this year. I am interested to find a career development grant for my project. How can you help me?

Please contact Dr. Indranil Basu (indranil.basu@einsteinmed.edu) at first. He can help you in identifying a suitable grant that matches the preferences/ criteria of your research work and will help you in the subsequent procedures of grant application and submission.

I am a minority MSTP student searching for funding for my project. Can you help me?

Yes, our office will help you to identify proper funding resources (federal e.g. NIH or others, or non-federal private foundations) and with subsequent steps in grant application and submission. Please contact Dr. Indranil Basu (indranil.basu@einsteinmed.edu) for further information.

Develop proposal

How do I find help in writing a grant application?

Members of the office of grant support will help you conceptualize your idea, develop a team, assist you with writing the proposal and edit it to make it competitive. Contact OGS@einsteinmed.edu.

What is Cayuse?

Cayuse is our system-to-system portal that grants access to nearly all Federal funding opportunities, and is used for developing and submitting all new, competing, non-competing or renewal applications as well as preparing progress reports, budget modifications, and Other Pre-Award Submissions (OPAS).

It is owned and operated by a company named Evisions, Inc.

For help contact Ray Hosein.

For urgent help (when we are not available) you may call (503) 297-2108 Ex 201 or email at https://einstein.cayuse424.com/

How do I create a new cayuse application?

You may attend a Cayuse training session that is offered periodically. You may also contact Dr. Basu if you need immediate assistance. In short –

  • Select the Create button
  • Complete the Proposal Name field
  • Proposal Name should be filled out using Einstein's guidelines (It's an internal title)
  • Competitive grants: PI's last name/Grant Mechanism/Deadline (e.g., Smith/R01/2-5-16)
  • Non-competing RPPRs/Progress reports: NC-PIs last name/Grant Mechanism/Deadline (e.g., NC-Smith/R01/2-15-16)
  • OPAS (Other Pre-Award Submissions): OPAS-PI last name/Type of OPAS/Deadline (e.g., OPAS-Smith/JIT/2-10-16)
What is our legal name?

Albert Einstein College of Medicine.

Are we a degree-granting agency for the purpose of some State and Federal grant applications?

Yes, we have received the approval.

Do we engage in lobbying activity to obtain grants?

We do not. Please contact us if any agency asks for this certification. Please forward the form to us, we will review and sign it whenever it is appropriate

What are Einstein's DUNS, UEI, EIN and Congressional District numbers?

DUNS: 081266487, Unique Entity ID: H6N1ZF5HJ2G3, EIN: 83-0621846 and Congressional District: NY-014. However, when you try to create and application, it will be auto-filled into the application by Cayuse. If you need this and other institutional information, click here.

Who is our “Cognizant Agency and what is our Indirect Cost Agreement date?

DHHS (Department of Health and Human Services), Contact - Darryl W Mayes (212 264 2069)

Agreement date: 03/14/2023.

Who do I put on our grant and sub-contract applications as our Financial or Fiscal Office and Administrative Officer?

Suzanne Locke and Indranil Basu, respectively

How do I get help writing an independent R01?

We provide grant-proposal advisory services for any type of federal or private grants and awards. We will arrange appointments with grant advisor, who can help you write a grant proposal. Contact OGS@einsteinmed.edu.

I am a new faculty member and need help with writing my grant application from writing to study design, statistics, and internal resources for collaboration. How can your Office help me?

We can help you with many aspects of the application development. Contact us and we will tailor our help according to your needs. We can help you contact a statistician (Dr. Mimi Kim, ex 2017) who can help you with study design, a grant advisor who can help you put your idea into a fundable research project and edit your application to enhance readability and understandability, and provide other resources. Please note that grant development/editing services are provided at no cost to you or your department – it is free.

My application deadline is approaching and I do not have my IACUC and/or IRB approval. Can you help me?

Most Federal and non-federal applications do not require these approvals at the time of application. You can submit the application indicating these approvals are pending. The sponsor will contact you (or the OGS) for approval dates if they need it. For Federal purposes, it is called the Just-in-Time (JIT) process. We will submit the documentation at the time. However, you need to be ready, as they give a short window for submitting the information.

You do need to provide the FWA number (for human subjects research, 00023382) and Animal Welfare Assurance Number (for animal research, A3312-01) in your applications. This information will be auto-filled when you create your cayuse application.

I am a new faculty or a clinician and I am interested in writing a grant application. Can you help me?

Yes, we have a grant advisory service and we will help you to conceptualize your idea, develop the team, assist you with writing the proposal, and edit it to make it competitive to optimize our success. Please contact OGS@einsteinmed.edu

The internal forms are not submitted to the sponsoring agencies. Why do I have to fill out internal forms?

It is required to fulfill internal and external legal and compliance requirements. By signing the documents, we are agreeing that we have a system in place that complies with all Federal, State and local legal and regulatory requirements.

I am a postdoctoral research scholar interested in applying for the upcoming fellowship from the Charles H. Revson Foundation. How can I apply?

Like many foundation grant applications, The Charles H. Revson fellowship falls under the ‘invited application’ category. Each year, we, on behalf of the Dean’s Office, announce a series of invited applications (including the Revson fellowship). The list of the awards funded by invited applications is found in our website (All these invited applications are organized and processed by an Award Committee. Please contact Dr. Indranil Basu (indranil.basu@einsteinmed.edu) for further information.

I am a new Assistant Professor in Einstein. I work in the Montefiore Moses Campus. How can I find my departmental administrator?

Please search the Einstein's website, and type your department name. All the necessary information is provided there. If you are not successful, contact OGS@einsteinmed.edu.

How do I add a new person in a Cayuse application so that the individual can work on a proposal?

You can add a person by following the instructions below:

  • Click on the “People” tab to check if they are listed
  • Key persons should not, ideally, be manually entered in the actual application; they should have a professional profile in the People section that can be auto-filled in the application, as certain setting will allow for auto-calculations/proper auto-fill functions on Cayuse.
  • Auto-fill sections are indicated by a pencil icon on the right side of the text field
How do I create a profile in Cayuse?

You may contact Ray Hosein or can do it yourself as follows:

  • Click on the “+Person” icon
  • Type in the person's name and any other information you want to add (departments, etc.). In most cases, you need to click “Create Affiliation”
  • Select the appropriate educational institution. All internal personnel should choose Albert Einstein College of Medicine, Inc.
  • Fill in the eRA Role: which should be PI, for investigators, and administrative personnel should be listed as “Assistants”
I am working on an application and it has a subcontract. I found out that the institution's name is not in Cayuse. How do I add this institution so that I can add the subcontract?

Please send an email to Ray Hosein, including all of the following:

  • Institution Name
  • Address
  • DUNS number
  • Congressional District
  • Fringe Rate
  • IDC rate
  • An institutional profile will be created
  • It is not necessary to create a new institutional profile for a consultant from another institution
I have an old application in Cayuse and the PI has decided to submit the application using a different grant mechanism/FOA number. Can I transform this old application without creating a completely new application?

Yes. Contact Ray Hosein and he will guide you through it.

I am eligible for a K-award, but I need help. How can I write a K grant?

Please contact our office (or Indranil Basu:indranil.basu@einsteinmed.edu). We will provide you with all the necessary information from the very first step to writing the application.

As a new faculty member, I do not have prior experience of writing an independent R01. Can you help me?

Yes, we provide all necessary grant proposal advisory services (for any type of federal and private grants/ awards). We will help you to contact and make appointments with grant advisor at Einstein. Please contact Indranil Basu:indranil.basu@einsteinmed.edu.

I am new here at Einstein. My PI asked me to work on an application; I have access to cayuse, and can see the application, but cannot make any changes. What am I doing wrong?

You are not doing anything wrong. You just need a delegation of authority to work on the proposal.

To delegate authority OGS must have a signed delegation/routing form on file. That form can be found in our website.

Please complete the form and send it to Ray Hosein and he will link you to the PI's application. This needs to be done only once for each PI.

Why can't I sign for my PI on the internal form?

As part of compliance and legal requirements, we need at least the one form stating that the PI knows what is being submitted on his/her behalf and agrees to all expected internal and external requirements. While electronic signatures are accepted, administrative staff signing on behalf of a PI is not.

What is a Minority or Women-Owned Business Enterprise (MWBE)? And why do we need to certify or develop a utilization plan?

Under Federal and State regulations certain businesses are considered MWBE that are owned by designated minority individuals (African Americans, Hispanics, American Indian and others) . Certain Federal and State agencies require that we give a certain portion of our business (if there are any service sub-contracts, not the scientific collaboration/contract) to the MWBE. Therefore, we must plan and implement this. Our Purchasing Department (Randi Osi, Ex 8883) will help you develop this plan (however, our office will certify it when needed). They also track and report the data to the specific agencies as required by law. Please allow at least two weeks to complete this.

Why are parts of the Cayuse application grayed out and I cannot do anything?

Because the routing has begun, and all editable fields are locked (grayed out). We strongly suggest that all such fields be filled prior to routing. If they haven't, routing has begun, and time constraints now require these fields be worked on before routing is complete…please contact our office so that we can unlock the proposal. That means we will give you editing permissions. Please save the proposal and exit out before you contact us. Kindly give us the exact title (Cayuse title, not the application title) so that we can easily find the application). It is better that you copy and paste the title in an email. It will expedite the process.

Do all applications need a budget?

Yes, except some fellowships where standard items are included and totals indicated.

What is a modular budget?

Budgets that are developed in modules where each module is $25,000, detailed budgets are not required. NIH requires on most research grants that if the direct cost budget is not greater than $250,000 any year in annual direct costs that is a multiple of $25,000, a modular budget must be developed. Generally, the annual total DC is constant overall years. Please note that the $250,000 limit does not include overhead of the consortium partners. In other words, the direct costs may be higher if you have consortium. You may get an error message when applying, but it will go through and NIH understands this.

Does Cayuse need a detailed (RR) budget with the modular mechanism?

Yes. We need it for our internal record keeping and audit purposes although NIH does not need it.

Should total costs of the detailed (RR) budget equal total costs of modular budget?

Yes for each year and for the project must agree.

What salary is used for an individual on a budget?

The current base salary per Banner or latest EPAF.

What do I do if I need to use other salary?

You need to explain the exception in the comments box of the proposal summary. We will review it and may need additional review by the Associate Dean for Administration and Finance, on a case-by-case basis. You may need a support letter/email from the department chair in such a case.

Can employees of other institutions be on our budget?

Yes, but only Montefiore and Yeshiva. Please disclose this in the proposal summary, including the name and title of each person. If the person is from Montefiore, add MMC ORSP to the Cayuse routing chain. If the individual is from Yeshiva, add Finance Yeshiva to routing chain.

Is it important that budgeted salary correspond with budgeted effort?

Yes, it is required. Please note that some efforts must be included in any budget.

Can a person be included in an application without any effort?

No, if a person is contributing in a project, some effort must be indicated.

Can some effort for an individual be included, where no salary support is requested?

Usually, it is not permitted. However, in certain circumstances, it can be permitted that needs to be reviewed and approved by Associate Dean for Administration and Finance. Please send an explanation justifying the needs on the comment section of the summary on cayuse. You may need a note from your department chair as well.

Is fringe budgeted on all salary?

Yes

How much fringe do we budget?

Einstein's Federal negotiated rate—currently 34.8%.

What if the grantor does not allow any or all of the full 34.8% fringe?

Please provide a funding source to cover the difference. A note or a letter from the department chair may be needed and approved by Associate Dean for Administration and Finance.

Do all grants and contracts require PI effort?

Yes. Please explain if it is not being budgeted. It needs to be reviewed and approved by the Associate Dean for Administration and Finance. Please contact me and I will process the request.

When is the NIH salary cap used?

If a person on an NIH budget makes > $221,900, use $221,900 as the base salary. Some other Federal agencies and other grantors may use these guidelines.

Do I have to explain why I'm using the NIH salary cap with other grantors?

Yes. Make a note in the proposal summary and attach a reference from the grantor website stating that they require it. The following agencies use the NIH salary cap: AHRQ, SAMHSA, CDC, HRSA, ACF, ACL, CMS.

Are there any other agencies in the Federal government that use the salary cap?

Yes, but they have a very different salary cap and they are USDA and NASA. Please check the current salary cap when you need it. The salary cap changes every year.

What is considered equipment and what is threshold ($ amount) for equipment?

Any individual item (instrument, tool, device) costing at least $3,000 per item per Einstein's Federal negotiated rate agreement. Federal threshold, however, may vary.

What documents do I need for subcontracts when we are the lead institution?

Budget for each subcontract and a signed consortium page or Face page also for each subcontractor (collaborator).

What documents do I need for subcontracts when we are the sub-recipient institution?

Budget and a signed consortium page or Face page (whatever the prime wants if they want a document). They may also ask for a copy of our F&A rate Agreement, fill out sub-recipient monitoring form, various certifications and, in some cases, name and salary of five highest paid employees. The OGS can provide all the documentation except the last item (salary for highest paid employees). You may wish to contact Research Finance for this information.

Does the indirect cost of a subcontract get included in Einstein's budget?

Yes. Please do not worry if your direct costs go over the usual $250,000 or $500,000 due to the indirect cost of the sub-recipient. You may have a warning, but the application will go through and NIH will understand the variance.

What is the Federal negotiated indirect cost (overhead or F&A) rate?
  • Research, on-campus, 68.00%
  • Research, off-campus, 26.00%
  • Other sponsored activities, on-campus, 35%
  • Other sponsored activities, off-campus, 26%

Our rates are calculated based on MTDC (Modified Total Direct Costs).

Do all grantors pay 68% overhead?

Most non-Federal sponsors do not pay overhead. They may have their own rate policy. If you are preparing a budget for a sponsor that does not pay overhead, you must obtain the policy from the sponsor (or the website) and add it to the document section of the Cayuse proposal. You may also cut and paste it in the comment section of the summary page.

If the sponsor does not pay 68% overhead, what rate do they pay?

If the rate is not 68%, please find the rate in the grantor guidelines and include it in the document section of Cayuse.

What if the grantor does not pay indirect costs?

Attach grantor guidelines showing overhead is not allowed.

What if grantor website does not spell out their indirect rate?

Get an email from an officer of the grantor explaining their policy and add this to the document section of the cayuse application.

Are very small grants exempt from indirect cost?

No

Where are subcontract indirect costs included?

As a direct cost but it generally is not included as part of a direct cost cap or modular amount.

How much of a subcontract is included in Einstein's NIH indirect cost base?

The first $25,000 of costs of each subcontract during a funding cycle. This $25,000 include the subcontract's indirect cost

We are giving a subcontract to a small company that we are collaborating with, but they do not have a federal-negotiated F&A (overhead) rate and they are asking for overhead. How do I deal with it or how much overhead can we give?

It is customary and acceptable, by most federal agencies to budget 10% overhead if they do not have a rate agreement but are asking for it.

I am working on an application and it has a subcontract. I found out that the institution's name is not in Cayuse. How do I add this institution so that I can add the subcontract?

Please see the process under Cayuse.

Does a subcontract need a budget?

Yes, please include it.

Where do explanations or notes go?

Either in the comments box of the proposal summary or with your approval.

Route and submit proposal

I received an email from Grants Gateway indicating that our document vault has expired. Do I need to worry?

Any individual who has access to this portal would receive this notification, time to time, as some of the documents need to be uploaded or updated every six months. Do not worry, we get the same email. OGS will take care of it.

I logged into Grants Gateway and I see myself as a “Delegated Administrator” and my PI as “Grantee.” What do these mean?

Grants Gateway works a bit differently than other portals. “Delegated Administrator” access allows you to work on behalf of the PIs in your department, and PIs are considered “Grantees” although the Albert Einstein College of Medicine is the “Grantee Institution.” When you get an email that Grantee signature is required, that means that the PI needs to log in and approve the application or any changes/modifications made.

You may see a number under the Task button indicating that you have a task to finish. Click on the Task button and you will see what you need to do. After you review the changes (if you need to) click on the “Status Change” button on top of the screen. Click “Apply Status Change” and you are in business – done. It will come to the AR/ AOR and he/she can approve it, if required.

Please note there is no automatic notification from Grants Gateway and I would not know if I needed to do anything. Please let me know so that I can complete the review and approval.

I have logged into Grants Gateway and I saw, next to my application, a note that read, “Grantee Signature Needed.” What does it mean?

It means that the application is waiting for OGS review and approval. Please let me know and I will take care of it.

I have created an application on Grants Gateway and I submitted it. How do I know that it has been received by the State?
You need to contact Dr. Indranil Basu who must review and approve the application before it can be received by the State. You may receive a confirmation after he (OGS) submits it. Please allow sufficient time for the submission. This system is not very easy to navigate. It is very different from Grants.gov.
In the Grants Gateway system, what does the phrase “Grantee Signature Needed” signify?

It means that the application is waiting for review and approval by the office of grant support; please get in touch with us.

Why am I not getting email after I started routing an application or an OPAS?

There could be various reasons. First, email OGS@einsteinmed.edu. If nothing is apparent, check with IT, or check your SPAM or Trash folders.

How many days do we need to complete routing?

Ideally, eight days. Exceptions are made, but it can be a lengthy process involving various departments and there are many factors that can delay approvals. If a grant submission is “last minute,” it is up to the PI and/or his/her administrator to make sure they contact every department involved (and monitor the progress) in order to get it through on time.

We are preparing for a Federal grant application and the deadline falls on a weekend or on a Federal Holiday. Can I submit the grant on Monday or the day after the Holiday?

Yes

We have a major deadline on Monday. Can I get support from the OGS on Saturday or Sunday before the Monday deadline?

The support is usually available. However, it depends upon the type of the grant application and time of the year. Please check with the OGS or look for an email announcement offering the service a week or so before the major deadlines.

We have a grant deadline that falls on a Jewish Holiday when the Central office and the OGS are closed. How can I submit the application?

Please prepare and route the application ahead of time and have it approved in Cayuse. Please note that you must notify the OGS ahead of time so that we can make the arrangements.

We have prepared and routed a grant in Cayuse and I see that it is stuck at OGS or OGS Budget for over a day and the staff is out of the office. How do I have it moved?

Contact OGS@einsteinmed.edu or Ray Hosein.

I am trying to submit a grant application to NY State and I do not know where to start?

First, create an application in Cayuse and route it. At the same time you need to develop the application in Grants Gateway, NYS grants submission and management portal. All grants and contract applications to the State must be developed and submitted through this portal.

The PI and you must have access to this portal. Please contact Dr. Basu and he will give you access. This portal is not as friendly as NIH eRA Commons or Cayuse. Please have patience, and you may need to start long before the deadline. Unlike a Grants.gov submission, the portal needs two layers of approval. First, the PI needs to submit, and then the application comes to Dr. Basu. He needs to finally submit to the agency. Please do not wait until the last minute. This system does not allow it.

I am preparing a Cayuse application (new, competitive) and I would like to know the order of the personnel in the routing chain.

The order is as follows:

  • PI
  • Chair
  • Office of Grant Support
  • Dean’s Office
  • As Needed: CCI (Einstein’s IRB), IACUC, and/or EH&S (if Humans, Animals or Health/Safety issues are involved)
  • OGS-Budget
  • Authorized Organizational Representative (AOR)*
  • FCOI (Financial Conflict of Interest)
  • Office of Biotechnology (if applicable)
  • MWBE (if applicable)
  • Graduate division (if it is a graduate student fellowship)

My application just finished routing and is ready for submission, but I discovered a mistake, post-submission. It is 2:30 pm and the application is due today at 5:00 pm. Please help me.

Federal guidelines suggest that applications be submitted two days before that deadline so that the applicant can review the correctness of the submission and resolve any difficulties that may arise in the submission process. Please contact OGS@einsteinmed.edu. We will do anything we can to resolve the issue and submit the application on time. However, we cannot guarantee any submission, which comes to us after 3:00 pm on the deadline date, as staff may be busy with other submissions.

Post-Submission additional materials

I need to complete a form and it requires our financial institution’s information. Where do I find the information and who signs it?

In most cases OGS can sign it. Financial Institution information is as follows:

Bank Name: JPMORGAN CHASE Bank, NA
Bank Address: 4 Metrotech Center, 14th Floor Brooklyn, NY 11245
Contact: Carol J Phillips, 718 242 0175
Account Name: Albert Einstein College of Medicine, Inc.
Account #: 709621267
Account Type: Business Checking
ABA #: 021000021
For International Only
SWIFT Code: - CHAS US 33
Do I need to use Cayuse for requesting any change to the application or simply communicate with the sponsor?

Cayuse is our document repository, as well as the means for internal approvals. Modifications should not be attempted without internal approvals. Therefore, it is necessary to create an OPAS (Other Pre-Award Submission) to handle these administrative tasks.

I have submitted an NIH application and a few months after the submission, one my manuscripts related to the proposed work was accepted for publication. Can I submit it as post-submission additional materials to the NIH?

Yes, as long as you have at least 30 days before the review date. Please prepare a short note explaining the situation and send the note to OGS along with a PDF copy of the acceptance letter (NOT the manuscript, itself). We will send it to the CSR and the program office and ask that it be included in the grant folder.

You are also allowed to send other information, such as news of promotions, salary increases etc.

I have received a request for JIT from NIH that involved either or all of the following: current other support page, IACUC approval date, IRB approval date or other information. How do I proceed?

In general, JIT can be submitted via eRA Commons. Once you complete the form and upload the information in eRA Commons, we will be notified, and we will electronically approve it. Please contact Dr. Basu (x2238) for further help. In some rare instances, you may need to email it. Please prepare the email, attach all the documents in Cayuse and an AOR from OGS will submit the information.

JIT submission from other sponsors can usually be done via email. Please follow the email procedure when requested. Please contact Dr. Basu (x2238) for further help.

Verification of a Person’s Identity on Federal System for Award Management (SAM)

Occasionally we receive notifications from NIH to verify if one of our investigators is not barred from receiving Federal funds. We must confirm that the name of a person(s) appears on SAM in not the same person at Einstein. To verify this, please follow the following procedure:

    1. Please go to SAM website (www.SAM.gov)

    2. Click on the looking glass on right under Search Records

    3. Enter the name you want to search in the text box (i.e., Enter your specific search term) on the new page under the Quick Search tab

    4. Name(s) appear on a new page, and click on right on the tab, View Details

    5. Now, determine if it the same person that we have here at Einstein. Then send Dr. Basu an email confirming it. He will review it and notify NIH of our findings.

    6. If we cannot verify through SAM, then OGS will contact Einstein HR for verification. *Note: This may delay the process.

Award set up

I have received an agreement from a sponsor and it needs institutional signature. Who could sign this on behalf of the institution?

Any agreement must be reviewed by our legal department before it can be prepared for institutional signature. Please forward the agreement to OGS, we will take it to the legal (sometime, the Office of Biotechnology may be involved, if there are any issues related to intellectual properties or patents) and prepare for signature.

Who usually signs agreements from sponsors?

Associate Dean for Administration and Finance

Who will sign agreements from sponsors when the Associate Dean is not available?

Let the OGS find the alternate signatory. Usually, Dr. Ed Burns shall sign it and, if both persons are not available, Dr. Harris Goldstein will sign these agreements.

I need a signature right away. Do I go to the Associate Dean directly?

The OGS would prefer that you contact us first at 718.430.3643

I have some documents signed by either OGS personnel or the Associate Dean. Can I send the documents to the agencies?
You may, however, please notify us and upload the signed documents in to Cayuse. This applies to any documents. We prefer that any significant correspondence with the sponsor and signed documents be uploaded into Cayuse on a timely manner.

Project mgmt.

Who do I route the RPPR in eRA Commons?

You can route it to any of us. However, please do not route the eRA Commons RPPR unless the RPPR has already been routed and approved in Cayuse. We cannot submit it unless it has already been internally approved.

I have prepared an OPAS or an application and it is stuck at OPAS or OGS-Office of Grant Support and is not moving forward. What do I do?

Two individuals are responsible for reviewing and approving the OPAS. Generally, OGS-budget (Gerard Mcmorrow, Ex 3580) reviews the financial aspects and OGS-Office of Grant Support reviews all other aspects of the application. The OPAS will be delayed in moving forward if they are out of the office. In that case, if something must be done immediately, you may contact OGS@einsteinmed.edu to move it forward.

Can we submit RPPR or non-federal grant applications through Cayuse?

Although you must develop the application in cayuse, you will not be able to submit it directly from Cayuse (no S2S submission). This is true for NYS Grant Gateway applications as well.

My PI has some money left over from his/her project (Federal) and the PI wants to buy a piece of equipment with the saved funds. Is it doable? How do I do it if possible?

It depends upon the type of the grant and time left in the project period. Please contact Research Finance, who can give you proper direction. You may also contact the Program Officer to know ahead of time the likelihood of receiving approval. The OGS shall sign a letter/email supporting the PI and send the request to NIH (assuming that you have followed the procedures with Research Finance and have a letter for the PI). Please send us the contact information at the NIH where to send the request.

What is the routing chain for non-competitive grants/RPPR?

This is as follows:

  • PI
  • Chair
  • Office of Grant Support
  • EH&S is the ONLY compliance department who wants to see the application, if applicable.
  • OGS-Budget
  • FCOI

I have a carryover request. How do I proceed?

You work with Research Finance to get the correct amount (for some grant types FFR must be submitted before the request can be made), describe the situation that led to the excess funds and write a plan on how you will spend the funds to carry out the aims of the project. Send the information, including the contact information of the persons (program officer/grant management specialist or the email that you have received) to OGS and we will communicate it with them. Please note that only an AOR can submit the information.

I have submitted an RPPR and I received an email from eRA Commons or the Grant Management Officer from my section that one or more of my publication(s) is non-compliant. What do I do?

We get the same email as you do. Please contact Nancy Glassman at the library (718-430-3108 or nancy.glassman@einsteinmed.edu) and she will help you. Please CC us at OGS so that we know that someone is working on it.

Why do I have to create an OPAS instead of just sending you an email?

The Office of Grant Support gets hundreds of emails a week. Nearly every request made post-submission/pre-award involves several emails going back and forth and it became nearly impossible to keep track of them. OPAS in Cayuse keeps the relevant documents in specific grant folders and keeps a (virtual) “paper” trail of activities and modifications for the future use/reference. Everyone involved can have easy access to what was submitted and approved.

What additional documents are required for RPPR in the cayuse?

Include a budget and the RPPR or at least the section D (participant page) and the carryover question, which should be answered “yes,” or “no.”

What review do I do for the RPPR?

Look at section D and check OBIEE to be sure months on section D correspond with salaries listed in OBIEE.

For section G—carryover, I look at OBIEE and be sure if the surplus is >25% of the award, mark that 25% will be carried over and provide explanation for NIH. If some of the surplus will be spent by end of budget period and carryover reduced to less than 25%, please explain in the proposal summary comments box how the surplus will be reduced.

What is the routing chain for OPAS?

OPAS should not be routed. Please email Dr. Basu

Close out

I have received a fellowship termination notice from NIH and it refers to X-train. It also mentions non-compliance. What does it mean and what do I do?
It probably means that the fellowship has ended and we need to submit proper documentation and a termination notice through the NIH portal, X-train. Please contact Research finance (Sobhan Chaudhry, sobhan.chaudhry@einsteinmed.edu) to resolve it.
My PI is planning to leave the institution and I was asked to move his/her grant(s) to a new institution. What I need to do?
The PI can initiate a relinquishing statement (on eRA Commons) that must include the name and DUNS number, and a contact name and email address at the new institution, the relinquishing date and the amounts. Please contact Research Finance for the relinquishing amounts. Route the form to OGS/a person at Research Finance and they will take care of it. The form also can be completed manually and send to your program officer and the grant management specialist depending upon the situation. As such, our Research Finance department processes relinquishing statements; however, it requires OGS review and approval.