Linking an AUA to a Funding Proposal Budget in eBridge

Main Audience: Principal Investigator & Proposal Team

When linking an Animal Use Application (AUA) to a Funding Proposal (Grants & Contracts) budget within eBridge, you are identifying a funding source for your research. The actual linking in eBridge occurs within the AUA SmartForm and is a “real-time” connection. There are two sections to this document:

I. Step-by-Step Instructions
    Linking when in an editable state
    Linking when in a non-editable state
    Unlinking when in an editable state
    Unlinking when in a non-editable state

II. Conditions necessary to perform the linking
    What Budgets will be available to me when I perform the Linking/Unlinking activity?
    How do I determine the State of an AUA and if it is editable?
    How do I see who has Edit access to the AUA?

 I. Step-by-Step Instructions 

Linking an AUA to a Budget

If the AUA is in "Pre-submission" or "Changes Requested by..." (editable States - click link for more information about States)

  1. Locate the Funding Proposal Budget ID
    1. If you do not have access to the Funding Proposal Budget, ask your PI or Department Administrator to find the Budget ID/Number for you.
    2. If you do have the Proposal Team role and at least View access, log in to eBridge and navigate to My Home (your Personal Workspace).
    3. From My Home Select the Proposal Team Role in the upper left area of the screen.
    4. Search for the Funding Proposal ID using the Filter by field, select the link and go to its Workspace. The budget link is located in the lower area of the Funding Proposal Workspace under the Budgets tab. Its ID/Number is to the left of its name (e.g. BU00000068). There may be more than one budget. As noted in the screen shot below, choose only the Budgets or the Budget Under Reconciliation. Make a note of the Budget ID/Number (NOT the Funding Proposal ID). 



       
  2. Navigate back to My Home
  3. Switch to the Study Staff role.
  4. Select the AUA from the Pre Submission or the Action Required tab.
  5. Select the Edit Study button in the upper left area of the Workspace. This button is only available when the AUA is in an editable state. When the AUA is in the Approved state, you need to create and submit an Amendment to complete the linking. (see instructions below)
  6. Use the Jump To menu and go to Section B, Study Funding.
  7. From Question 2.0 select Add. A pop-up screen appears. 
  8. From Section A choose Select. In the Filter by select Budget ID. In the search field, type the Budget ID/Number you jotted down in Step 1.D, using the format bu%4494. Select Go.


     
  9. When the results appear, check the radio button next to the one you noted and select OK. If you do not find the Budget you need, make sure the Conditions are met (see Section II below). You may also contact Help-eBridge@mcw.edu for assistance. Note the additional columns of information that appear when searching for your budget.
  10. Select Save and Exit from the AUA SmartForm. This returns you to the AUA Workspace.
  11. The link will also appear in the "Funding Proposal Workspace" under the Project Information Links in the center area of the screen. Select Link from Grant to IACUC/IRB Status. It is also viewable from the Budget SmartForm Page V, Question 3.1.

     

If the AUA is in the state of Approved (non-editable state)

  1. Complete steps 1 - 3 above.
  2. Select the AUA from the Animal Submissions tab to go to the AUA workspace.
  3. Select the activity New Animal Amendment.

     
  4. Complete the Amendment SmartForm, Save and Exit to the Amendment Workspace.
  5. Select Edit Modified AUA.
  6. Complete steps 6 - 11 above.
  7. From the Amendment workspace, select Submit Amendment

Unlinking an AUA from a Budget

If the AUA is in Pre-submission or Changes Requested (editable States)

  1. Go to the AUA SmartForm, Section B, question 2.0
  2. Click on the Delete button to remove the link. Click OK. (see screen shot below)
  3. Click the Save button.
  4. Click Exit to return to the AUA workspace.
  5. Check that the AUA is removed from the Budget by reviewing the Project Information Links in the "Funding Proposal Workspace." If the AUA still shows, contact Help-eBridge@mcw.edu for further assistance.



     

If the AUA is in the state of Approved (non-editable State)

  1. Select the activity New Animal Amendment from the AUA Workspace.
  2. Complete the Amendment SmartForm, Save and Exit to the Amendment Workspace.
  3. Navigate to the Modified AUA and follow the steps 1 - 5 above.
  4. From the Amendment Workspace, select Submit Amendment

 

II. Conditions for Creating a Link to a Budget of a Funding Proposal

  • The AUA must be in an editable State, such as Pre-submission or Changes Requested. If the AUA is in an approved State, an Amendment must be created. 
  • A Funding Proposal can be linked while in any state.
  • The Study Staff or the PI performing the linking must have edit access to the AUA. 

A. What Budgets will be available to me when I perform the Linking/Unlinking activity?

The Study Staff and PI will see a Funding Proposal budget in the list if either of the following is true:

  1. The PI on the AUA is the PI or Key Personnel on the Funding Proposal.
  2. The PI on the Funding Proposal is a Study Staff on the AUA.
     

B. How do I determine the "State" of an AUA and if it is editable?

An AUA is editable by the PI or Study Staff if:

  • It is in the State of Pre-Submission.

OR

  • If changes have been requested during the Workflow and the AUA is back in your Action Required tab.

From the AUA Workspace, look in the upper left area of the screen. The Current State is in the green bar. Below the green bar you will see Edit Animal Study or View Animal Study.

If you see View Animal Study under the green bar, the AUA is not editable and you will have to wait until either the Workflow brings it back to your Action Required tab for changes, or, if Approved, you will have to open an Amendment to edit the AUA and complete the linking. 


 

C. How do I see who has Edit access to the AUA?

  • Those with Edit access will be listed in the AUA Section A, Question 6.0.
  • Or, you can select the activity Edit Study Access and Notifications and view/update those who currently have edit access.

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