Document Type Matrix - Sponsored Program Services - Coeus

Document	Narrative Type	Module Title*	Instructions	Required
Internal Approver Quick Reference	INTERNAL_PSF_ Quick_Reference	Use college specified desc., Quick Facts”	Include the PSF with the quick reference comments language.	Required
Statement of Work	Narrative	Statement of Work	This should be the SOW, project description, etc. *Only one Narrative can be uploaded.*	Draft required prior to routing; Final required prior to pushing to IP
Budget Justification	Budget Justification	Budget Justification		Required prior to routing
Project Summary, if applicable	Project Summary	Project Summary	Include the project summary (or other similar document) if applicable.	Required prior to routing if available
Form 32s¹, if applicable	INTERNAL_ Cost_Share	XXXX Form 32	Identify each Form 32 by the applicable unit. Each department’s Form 32(s) should be uploaded separately.	Required if Cost Share is included prior to routing (see exception in the notes below¹)
Cost Share Spreadsheet, if applicable	INTERNAL_ Cost_Share	Cost Share Spreadsheet	For use when a cost share spreadsheet has been created.	Required if Cost Share is included from multiple units prior to routing
Budget Spreadsheet, if applicable	INTERNAL_ Budget Spreadsheet	Budget Spreadsheet	For use when a budget spreadsheet has been created.	Optional
Non-Coeus Obtained Approvals, if available	INTERNAL_ Approvals	Approvals	Use to include PI, Co-PI, and any other approvals which may have been obtained outside of Coeus.	Required either prior or after routing dependent on departmental guidelines when not obtained through Coeus
Fellowship Documents, if applicable	INTERNAL_ Fellowships	Fellowship Docs	Include all necessary fellowship documents.	Required prior to routing if applicable
Proposal Worksheet²	INTERNAL_ Proposal Worksheet	Proposal Worksheet		Required (see exception in the notes below²)
Route Sheet³	INTERNAL_ Route Sheet	Completed Route Sheet	Included the final completed Route Sheet with all notes from the specialist/reviewers.	Required (see exception in the notes below³)
RFP/RFA⁴	INTERNAL_RFP	Sponsor Request for Proposal	Includes the RFP and all corresponding amendments	Required (see exception in the notes below⁴)
F&A Waiver Documentation	INTERNAL_Other	F&A Waiver	Include the approved F&A Waiver request if applicable	Required prior to routing if applicable
Subcontract Information	INTERNAL_ Subcontract	Sub – XXXXX	Include the institutional letter, SOW, and budget/budget justification, F&A/Fringe Agreements, and FFATA form for the subcontract.	Required after routing – Each subcontract should be uploaded separately (one attachment per subcontract).
Contracting Documents, if applicable	INTERNAL_ Contracting	Contracting Documents	Include any documents related to contracting that may have been discussed or included as part of the proposal process. This also includes email correspondence from contracting.	Required after routing if applicable
Miscellaneous Other Documents, if applicable	INTERNAL_Other	Include an identifying description	Should include any important emails related to the proposal development.	As needed
Final Proposal Package	INTERNAL_ Submission Package	Full Proposal Package	Include the final pdf of the full proposal or the Grants.gov package.	Required after routing
Submission Confirmation	INTERNAL_ Submission Confirmation	Submission Confirmation	Include the submission confirmation from the sponsor.	Required if available

*This is the description of the document that will appear in CoeusLite.

[*1] Create a placeholder for the Form 32s that will be created by the clerical staff. These include Form 32s for salary cap, unrecovered, and contributed F&A. These will be uploaded after routing.

[*2] For Non-Competing Renewals, upload the Progress Report Form instead of the Proposal Worksheet.

[*3] Create a placeholder for the final completed route sheet. The clerical staff will upload this document.

[*4] A RFP/RFA will not be uploaded in the following situations; (1) there is not one available for the submission; (2) submission is for a Parent NIH grant; or (3) submission is for a NIFA AFRI grant.

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