This guide will walk you through the PEER portions of the process for creating and submitting a PEER proposal log for a Grant Application including an outgoing Sponsored Billing agreement for payment to VU for collaboration on a VUMC project. Billing Agreements are desgined to capture money for collaboration between VU and VUMC when the collaborator is not a substantial contributor to the project. More information about Billing Agreements can be found on the OCM website: https://www.vumc.org/contracts-management/billing-agreements
This guide assumes you have already created a Coeus proposal for a Grant Application and that proposal includes at least one subaward to VU indicated as a Billing Agreement. After noting the Coeus proposal number, log into PEER.
Once you are logged in, from the Home Dashboard, click on the Grants, Proposals & Awards tile.
Grants Department Dashboard
From the Grants Department Dashboard, click on "Log a Coeus Proposa"
This is the proposal log input form. Begin by putting in your Coeus proposal number (including the "M" if your number has one) into the field (1) above. Then click (2) the Import from Coeus button.
If PEER finds your proposal in Coeus, it will pre-populate the form for you. If you have not created the Coeus proposal yet, nothing will be imported. Note in (1) above that PEER knows from Coeus that this is a Grant Application (meaning VUMC is receiving funds DIRECTLY from sponsor). Further down in (2) you can see that PEER has found the performance site listed in the Coeus Proposal.
Fill out any additional information and/or uploads and then click Submit. You will be taken to a confirmation page.
From this page, click on the link "Proceed to View this Item's Details"
You are viewing the the submitted proposal log. Note the "G" number in the top left. This is your PEER log number.
Next, OSP will review your proposal, which will be marked complete once their review is done and you have collected all COIs and PI Assurances. Next, your proposal will be submitted to sponsor.
Note (1) PEER has the Billing Agreement associated to this proposal. To view the details pulled in from Coeus, click on "Sub-Recipients" on the left menubar (2).
You can see the sub-recipient details here. All of this information will be submited to OCM for contract prep/negotiation/signature. Click on the Pencil icon (1) to open the record and add any additional information to it. Until your proposal is submitted (and the PEER log is NOT in "complete" status), any new subs added to the coeus proposal will be pulled into this page in PEER. Once the PEER log is marked Complete, this pull no longer happens and you will be required to come back to this screen to add an "Add-On Sub", which is the subject of a separate guide in this user manual.
Let's click on the Pencil icon to view the detailed information about this sub.
Note that PEER has identified this sub as a billing agreement based on the information provided by Coeus. Marking Billing Agreement = Yes with a sub-recipient other than VU will result in an error on this screen.
At this point you are likely waiting on an award from Sponsor. Assuming you get the award, you would come back to this PEER G# and click on "Create Contracts From This Proposal".
To begin your OCM contract request for a billing agreement, click the button "Submit Subcontracts". This will create a new Draft Contract Request in the Contracts side of PEER for each of the sub-recipients on your proposal.
Note the new Draft contract request, C23921. It is up to you to go into this request, complete it, and then submit it. Only after it has been submitted will OCM draft and circulate the billing agreemet for signature. Click on the C# link to enter the contract request.
Note above on Step 1 of the Contract Request, PEER knows this is a billing agreement. Click the Help button to get more information on billing agreements.
That concludes this section of the guide. For help completing the contract request, go to the lesson on Submitting a Contract Request, Part 1.