ERA SF424 Guide

Last updated: 10/04/2018 - 12:42pm

General

This page is about the SF424 module within the ERA system. Prior to using the SF424 there are a few topics that must be introduced.

System-to-System (S2S) 

Allows for the automatic submission of proposals to Grants.gov from ASU's proposal database (ERA).

Mapping

Is the process of populating information from the Funding Proposal and the Budget directly into the SF424. Here is a list of Grants.gov forms for which mapping is supported.

What if my proposal doesn't map?

The SF424 must be manually completed similar to the Adobe Grants.gov Packet.

Will changes to the FP and budget automatically update the SF424?

 The activity must be run each time changes are made to the funding proposal or budget. Running this activity will populate changes in the SF424.

Will changes made directly to the SF424 be saved when the Create-Update SF424 activity is run?

No.  Any manual changes made to the SF424 are lost when the Create-Update SF424 activity is run.  RAs are encouraged to not make any manual changes to the SF424. Instead, changes should be made in the Funding Proposal, Budget and Researcher Profile, after which the RA can run the activity to have those changes populated into the SF424.

 

when can the sf424 be used within era

To use the SF424 within ERA the FP must meet the following criteria:

1) On FP 1.2 General Proposal Information, "S2S via Grants.gov using the SF424 module" must be selected for question 4.

2) On FP 1.4.1 Funding Opportunity Announcement (Grants.gov Submission), the FOA must be found.

3) On FP 3.2 Funding Opportunity Announcement, the required forms must be fully supported and able to be submitted through Grants.gov.

 

Do the optional forms have to be fully supported as well?

If an optional form is not supported and needs to be included in that proposal, the proposal cannot be submitted S2S. The submission method must be changed to Non S2S. If an optional form is not supported and not needed for submission, the RA can proceed submitting S2S.

 

How is the sf424 accessed in era?

After the required information has been entered in the Funding Proposal and the Budget, the SF424 can be accessed by running the activity. Any changes made to the Funding Proposal and/or Budget after the activity is run, will require that the activity be rerun. Otherwise the changes will not map to the SF424.

RAs are reminded that when the SF424 maps, any manual changes to the SF424 are lost when running the activity Create-Update SF424.

In the popup, select the forms that are required for submission.

what if the sf424 fails to generate?

Contact ERA@asu.edu or call 965-9065, option 0.

Once the SF424 has successfully generated, on the Proposal Workspace select the SF424. This will take users to the SF424 workspace.

 

SF424 Workspace and activities

Within the SF424 Workspace, there will be several activities and buttons available.

This will allow users to make manual changes and view each individual SmartForm to verify information has populated correctly.

This will compile all of the pages of the SF424 into one page for easier viewing.

This will verify that all required information and attachments have been included in the SF424 and verify any sponsor requirements (if available) have been met. Currently, NIH (PHS) is the only sponsor that has provided validations. Users should not rely on validations alone. It's imperative that the FOA and any sponsor guidelines are read to verify the SF424 is compliant with sponsor policies.

 Individuals added here will be able to view and edit the SF424.

This will log a comment on the SF424 Workspace.

Will directly import a subaward into the SF424. RAs should not use this activity and contact ERA@asu.edu if they feel they need to.

Will create a PDF version of the entire SF424, resembling the Grants.gov packet. This activity is good when faculty would like to review the SF424 prior to submission. If the SF424 is changed, this activity will need to be to be run again to view those changes.

 

Edit Grant Application

Select Optional Forms - Select any optional forms that may be required (e.g.. Planned Enrollment Report because of human subjects). Will also show a list of all required forms.

Hide/Show Errors - This is similar to the  activity in that it verifies all required information and attachments have been included along with any sponsor requirements. Users should still read the FOA and Sponsor Guide to verify the application is put together correctly.

Warnings within the Hide/Show Errors will not prevent the submission of the SF424 via S2S however it may result in the proposal being rejected/returned without review. RAs should review the warnings to determine if it is alright to proceed.

Errors within the Hide/Show Errors will prevent the submission of the SF424 via S2S. RAs must correct the errors before the proposal can be submitted. In rare circumstances an Error may be showing due to an outdated validation contact ERA@asu.edu to determine the best course of action.

 

SF424 Smartforms

The SmartForms in the SF424 are made to look like the actual Grants.gov PDF Application Packet.

 

How is the sf424 finalized

After reviewing all of the SF424 SmartForms and verifying the information is correct, RAs will run the activity and then run the activity . Users are encouraged to run these activities as early as possible to view if any errors are present. Errors will prevent the SF424 from validating. These will need to be cleared before the proposal can be validated. Contact ERA@asu.edu for additional guidance.

Once the SF424 has been validated, it becomes locked for editing and users cannot make any changes. If the SF424 needs to be changed, users must run the activity. This will allow users to make manual changes to the SF424 or rerun the activity.

The Submission Pre-Check is only available after running the activity. The activity verifies the XML is valid, this is the code that is submitted from ERA to Grants.gov.

My XML is Valid

My XML is Invalid

If the XML is invalid contact ERA@asu.edu.

Once the SF424 has been validated and the XML has been checked, the RA should  when they're ready to submit. See ERA Funding Proposal Guide.

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