Enrichment Distribution System Guide

Video demonstration for submitting distributions
 

1. To submit Enrichment Distributions, click on the Submit Enrichment Distribution box.

2. Principal Investigators will have a list of their grants as shown below in 5a. Department Administrators/Business Officers will click on Create enrichment proposal as shown in 5b.

             a. PI View

          b. All Others

3. PIs will click on the grant number for which they need to submit distributions. All others will enter the account number. This can be the SAP WBS account# or the MIS# from the PADR. Then click Next.

4. If there is no budget file found for the grant you entered, you will receive the yellow message shown below. This may happen with grants whose proposal was submitted prior to December 2025.

          a. Reach out to your CGS Post Award staff person to obtain an updated Excel budget file. The Enrichment system reads a specific file template that CGS must provide.

          b. Click on Choose File.

          c. Navigate to where the file is saved on your computer. Either click on the file & click Open, or double-click on the file name.

          d. Once the file is attached, the file name will appear beside the Choose File icon.

          e. Click on the blue Next button.

5. If there is a budget in the new system, you’ll receive the green message shown below.

          a. If the budget for the project has not changed since the proposal was initially submitted, leave the Use budget file from OSPA records selected & click Next.

          b. If the budget for the project has changed since the proposal was initially submitted, you may need to obtain an updated budget file from CGS.

               i. Once the new budget file has been obtained, click the radio button to choose Upload a new budget file. 

               ii. Click Choose File.

               iii. Navigate to where the file is saved on your computer and double-click the file name.

               iv. Then click Next.

6. The Review Enrichment Splits screen shows you the default Enrichment distribution percentages based on the grant budget.

    a. The estimated F&A budget for the grant is listed.

          b. The default Enrichment Distribution percentages are listed.

          c. The actual amount of estimated F&A based on the default Enrichment Distribution percentages is also listed.

7. The Enrichment % section allows you to adjust the Enrichment Distribution percentages, if they need to be different than the default. Click inside the boxes and enter the new percentages.

          a. You can add additional departments to the list by clicking on the Add Department button. 

          b. Enter at least 3 characters to search for the department. You can enter the department# or the department name.

          c. Click on Select next to the department you wish to add.

          d. Enter the percentages for distribution.

8. Ensure the total of the distributions equals 100% before proceeding.

9. If changes are made to the distribution, a justification for the changes will be required. Enter your justification in the Justification for proposed changes box. 

10. Next, upload supporting documentation for the changes made to the distributions. This can be emails, MOUs, etc. Accepted files are PDFs, Word documents and Excel files. NOTE: If you upload a new budget document, it will be included as a file in the Attachments section.

    a. Click on Choose Files.

          b. Navigate to the saved document(s). Double-click on the file or click the file once and then click Open to add the file to the Attachments list.

          c. The file will be added to the list of files at the bottom of the Attachments section.

          d. After all files are uploaded, click Next. 

11. All required approvers will populate on the Review Approvals screen. This list includes the Principal Investigator (if someone other than the PI is submitting the Enrichment distributions), all Co-Investigators, the department chair or center director for each department receiving Enrichment, and the associate dean for research for each college receiving Enrichment.

          a. If someone is listed incorrectly, you can click on the red Report icon by their name. This will open an email so that you can send the correct information to the staff managing the workflow table.

          b. Please note: The workflow table is the same as the workflow table for IAF approvals. Any changes submitted via the Report button will also change the workflow for the IAF process.

12. After confirming the approvers listed are accurate, click on the blue Next button. 

13. The Review & Submit screen shows the distributions entered and the required approvals. If everything is correct, click on the green Submit button.

          a. If additional revisions are needed, click on the grant Back button.

Video demonstration for approving distribution submissions
 

1. If Enrichment Distributions have been submitted for a grant and you are included in the approval workflow, you will see a number in the Awaiting My Approval section at the top of your Enrichment dashboard.

2. Click on the Awaiting My Approval box.

3. All submissions awaiting your approval will be listed in the first section.

4. Click on the Review button to see the details for the submission.

5. Information about the Enrichment awards and grant details are provided at the top of the screen. 

6. The Proposed Enrichment Distributions are presented. 

7. Any attachments included with the submission are listed. You can click on each attachment to view the document. 

8. A comment box is provided, if you would like to add additional information.

9. Approve and Reject buttons are located at the bottom of the screen.
   1. If everything is as anticipated, click Approve.
   2. If you reject the submission, all workflow stops completely.
   3. If you reject the submission, you must enter a comment.

10. Once you’ve completed your approval, you can see the item in your My Reviews/Approvals section. 

11. All completed reviews will be in the Previously Reviewed section. You can click on the submission to see the details. 

1. To view the status of Enrichment distributions you have submitted, click on the View Progress section on your dashboard. 

2. All submissions, and their status, will be listed. 

3. You can click on a submission to see the details and view who has & has not approved the submission.