• Picture Guide: Approving Proposals via Email


    1. Click on the email link in the Cayuse email notice.

    2. Log in using your LMU user name and password.

    3. Review info on the proposal’s Summary page. For budget detail, click on RR Budget on left sidebar.

    4. Click Documents on the left sidebar for non-federal proposals

    5. Click within the 424 Proposal on the left sidebar for federal proposals. ORSP will guide you via comments in the routing chain to locate the proposal narrative.

    6. Click on narrative .pdf documents to read them.

    7. Click “Routing & Approval” on left sidebar.

    8. To approve and move it to the next reviewer, click the box by your name. Click “approve” button on dialog box that appears. Add comments if you wish.

    9. To retract (reject) the proposal and send it back to the PI, click (uncheck) the box by the PI’s name.

    10. Click “retract” when the dialog box appears; add comments so the PI knows what changes to make.

    11. Click “sign out” (upper right corner) to send to next approver.


  • Picture Guide: Approving Proposals via Cayuse Website


    1. Log into Cayuse

    2. Click Routing and Approval*

    3. In Routing Hot List box select proposal you need to approve. “Steps away” will be “0.”

    4. Click on the correct proposal name.

    5. The proposal’s Summary Page opens.

    6. Review and approve/retract as necessary – See Approving Proposals (via email) for more details about navigating through the proposal.

  • Picture Guide: Creating Proposals in Cayuse


    Create Federal Proposals submitted via Grants.gov:

    1. Open “Opportunities” page via list or tab.
    2. Review list for CFDA # or Title of Grant Opportunity; if listed select and skip to #8
    3. If opportunity not present, click “Download Opportunities”
    4. Enter Opportunity Number or CFDA number
    5. Click “Download Opportunities” button in search box
    6. Cayuse produces a list from its Grants.gov search
    7. Find the Opportunity
    8. Click the green cross icon on opportunity line (“Create a proposal using this Opportunity”)
    9. Enter Proposal Name
    10. Select PI from search box, “Show all,” OR list
    11. Select LMU or LLS as the Organization
    12. Enter number of Budget years
    13. Enter proposal due date
    14. Click “Create proposal”

    Create All Other Proposals not being submitted via Grants.gov:

    1. Click “create proposal”
    2. Choose “Other Proposal” ONLY
    3. Click “Create”
    4. Type Proposal Name
    5. Select PI from search box, “Show all,” OR list
    6. Select LMU or LLS as the Organization
    7. Leave as “please select” for Other Proposals
    8. Enter number of budget years
    9. Enter proposal due date
    10. Leave “Validation Type” alone
    11. Click “Create Proposal” to finish
    12. #Click OK if “no IDC” dialog box appears

    Your new proposal appears on a list with other proposals you’ve created before.

  • Picture Guide: Enter Proposal Budgets in Cayuse


    The Proposal Summary Page opens after you create the proposal.

    • Three sections required before routing: RR Budget; Proposal Summary (Summary and Documents); Routing & Approval
    • Checked boxes on left sidebar must be completed for grants.gov submissions
    • To navigate: click headers on left side bar
    • To save: click the blue disc on top right of page
    • Indirect Cost (F & A) Definitions:  “F & A Rate”= 43.9% of direct costs (for most Federal grants); “Other F & A” = varies depending on sponsor
    • A star by a budget number shows a manual entry


    1. Click #1 on RR Budget sidebar
    2. Enter start date of proposal budget
    3. Select Year 1 of 3, 2 of 3, 3 of 3, etc to specify budget year
    4. Enter number of summer months requested for PI or amount requested
    5. Enter number of other personnel and project role for each position
    6. Enter requested salary and fringe benefits at correct rate for other personnel
    7. Select F& A rate (Indirect Costs) as allowed / required


    1. Click #2 on sidebar
    2. Enter amounts requested for equipment (see definition), travel, and participant support costs (NIH & NSF only)


    1. Click #3 on sidebar
    2. Enter requested amounts for Materials/Supplies, Consultants, other remaining items
    3. Total of all direct cost categories is calculated for selected year
    4. Select F & A rate, enter Sponsor’s allowed rate OR leave blank if no F & A allowed; enter Indirect Cost Base amount as funder specifies
    5. Attach a .PDF of budget justification
    6. Cayuse calculates F&A rate and total Direct and Indirect Costs


    1. Click page #1 on sidebar
    2. Select Year 2 of 3, Year 3 of 3, etc
    3. Enter budget for each year


    1. Click #4 on sidebar when all years are entered
    2. Review for accuracy and edit pages 1-3 per year as needed
  • No, it is for all grants, contracts, and agreements that require institutional approval prior to submission.

  • Generally fast, but it depends upon a number of factors. You can long into Cayuse, navigate to “Routing and Approval” to see who the next reviewer is in the approval chain.  You can reach out to him/her to see if they have any questions or concerns about your proposal.

  • Cayuse can be accessed from the ORSP website.  It uses single sign on, so your LMU username and password are used to access the system.  The users in Cayuse are faculty and staff on campus who are eligible to submit grants.  if you receive an error message, please contact the staff in ORSP.


    Changes can be made after the proposal has been routed for approval. No changes can occur while the proposal is in the process of approval.

  • To unlock your proposal, click the icon next to the name of the person who has it locked. Cayuse will ask if you would like to take the lock. Click ‘yes’ to unlock the proposal.