Frequently Asked Questions

Below is a list of topics and their frequently asked questions. Select your general topic to find the list of FAQs for each topic.

I logged into PeopleSoft but can't find EPEX...

Navigation: Grants>Proposals>Emory Proposal Express

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I need to approve a proposal and can't find it...

Navigation for Approval Inbox: Smart Solutions>Smart Workflow>Transactions Approval>Approval Inbox

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Ad Hoc: I approved the proposal and need to ad hoc the next reviewer/approver, but now I can't...

You MUST Ad hoc anyone who should be an approver/reviewer BEFORE you approve the proposal. Once you approve, you will no longer have the ability to ad hoc.

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What do I do if my sponsor is not in the list of available sponsors?

  • Please choose 00003839 Sponsor Not in Lookup and include the link to the sponsor website, or information on the sponsor, in the RFP comment box. The sponsor will be added once the record arrives in OSP.
  • For urgent requests, please email osp@emory.edu with the following information included: Name of Sponsor (full name, no acronyms), Complete Address, Phone Number, and sponsor website.

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What do I do if my PI is not in the list of available PIs?

If the PI is a new employee and does not have an EMPLID, contact your HR Rep as she/he needs a WOC appointment. If the HR Rep is unable to resolve the issue, contact Susan Newborn in Data Services at x77563 or Sherri Stodgill in HR at x76066.

If the PI just needs to be made PI eligible in the system, complete the PI Eligibility form on the EPEX web page. See also Access Section.

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I can't find the PI/Sponsor/Key Word I'm looking for...

  • If you're searching for a PI, try using one of the Name fields.
  • If you're searching for a Sponsor, the Name field will give you the "common" name, ie. NIH for National Institutes of Health
  • If you're searching for a Key word, we recommend using the Description field. If you plan on searching using the Key Word field, please be aware of the following prefixes and include them with your search terms:
    • AG = Agriculture and Food Science
    • AH = Art and Humanities
    • AS = Area Studies
    • BU = Business Management and Commerce
    • ED = Education
    • EN = Engineering
    • ES = Energy Physical Sciences
    • HM = Health and Medicine
    • LW = Law
    • PS = Natural and Physical Sciences, Mathematics & Technology
    • SS = Social Sciences
    • HS-A = Health Science Themes
    • HS-B = Health Science Centers

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I don't know what my SmartKey is...?

  • If the data was converted from FAS, you can use the converter located at
    Emory Custom>Legacy COA Mapping
  • If it is new, you can find your SmartKey either on your NOA or by navigating to
    Grants>Awards>Project Budgets which will give you the SmartKey per project #

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Is there a way to tell where a proposal is in the workflow?

After a proposal has been saved and routed, click on the "Pending Approval" hyperlink (next to Proposal Status, first page of EPEX) to see where the proposal is in workflow. Green boxes mean approval has been given. Blue boxes represent "Pending" or "Not Routed" steps. If the status is "Institution Approved" or "Submitted", click on the Status to see all approvers. If the Status is "REF#", click on the Status to see who denied the proposal.

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I entered a proposal in EPEX and I'm the approver but I don't show up...

EPEX has a built in AUDIT function. If a person Saves & Routes and they are also set-up as an approver at any stage, they are removed from that stage's list of approvers.

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Which Roles trigger workflow?

PI, Co-PI, Co-Investigator, Key Personnel, Multi-Investigator, Named Investigator and Mentor/Sponsor

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I included comments but cannot find them...

Comments show up in the workflow map. They will not be in email notifications.

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I¿m set up as a Reviewer in workflow and I can¿t seem to be able to edit the proposal.

Only Approvers can edit once a proposal has entered workflow

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I created a folder to funnel my PeopleSoft email messages into, but nothing is there.

Email notifications are NOT PeopleSoft generated. They are generated from the email of the last person who approved.

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Once a proposal has entered workflow, as an approver, how do I attach documents?

Select EDIT and navigate to the Projects page. Using the attachment feature, upload the document(s). After you have completed uploading, click the "Go to Proposal" hyperlink to return to your proposal. Click Save. Your Approval options will reappear.

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I need my proposal to be reviewed by Yerkes/OCR/VA. How do I route to them?

In the Miscellaneous Information section of the Proposal Header, answering affirmatively to question #9 triggers Yerkes workflow, #14 triggers VA workflow and #15 triggers OCR workflow.

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Someone needs to added/removed to/from workflow as an approver/reviewer/ad hoc.

Complete and submit the Workflow Request Form located on the main EPEX page of the OSP website

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You failed to answer YES to the OCR, Yerkes or VA question before Saving and Routing. How can this be fixed?

Deny the proposal, go back and answer YES to the appropriate question and restart workflow.

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When is it necessary to submit the PI eligibility form?

The PI eligibility form should be submitted for all NEW faculty hires who are NOT transferring grants into Emory but will be submitting grants/contracts, all STUDENTS and Postdocs who will be PIs on Fellowships, and for all STAFF who will be in an investigator-type role on a grant or contract.

The form is located on the main EPEX page of the OSP website.

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I submitted my access form and never got my access code/username/password?

Your username is your Emory Net ID and your password is the same as your email password

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I am a new employee/new to Grants and need access to the system. What do I do?

Take the EPEX training either distance learning or instructor led and complete and submit the EPEX access form to PSGrants@emory.edu.

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My PI wants to give me her/his Net ID and Password to approve the proposal on her/his behalf. Is this OK?

No, it is not.

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What is a Proxy? How do I establish one?

A proxy is someone authorized to act on another person's behalf. If you are going to be away (vacation, etc), you can set a proxy to approve workflow in your absence.

  • Navigation: Smart Solutions>Smart Workflow>Setup>Proxy User. Fill out the following information: Proxy User ID (required), Effective Dates (To and From)
  • Note: This person will receive emails about actions on your account(s) for the time period you specify.

**Proxies should never be done for the GM Certification stage

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Should I add a project to split PI Credit?

No. PI credit should NOT be broken out by project. 100% of PI credit goes to the Primary project checked.

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How do I know how many projects I should have?

You should have the number of projects that are necessary for the work. Collaborative splits should only be done if the $$ amount meets or exceeds $5K. Please let OSP know up front (to the best of your ability) how many projects you would like established. Project establishment after award generate will be done sparingly.

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Is there a limit on number of attachments? File type restrictions?

There is no limit on the number of attachments that can be loaded and the system will accept any type of file. Any document that requires Institutional endorsement, however, should be in Word format.

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My attachments won't save...

If your attachments won't save, it's likely that your file name is too long. Try shortening the name and see if that works.

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Who should be listed as the PI on Fellowships?

The Fellow should be listed as the PI. The Mentor (faculty person mentoring/sponsoring the Fellow) should be listed as Mentor/Sponsor. The Mentor/Sponor designation will trigger workflow.

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I can¿t access the DL course on my MAC.

Use Firefox as your browser.

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Do I need to print out the EPEX pages and bring them over?

No, you only need to bring things in hard copy that need an original signature by OSP.

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What type of budget is required?

High Level – Direct/F&A

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How do I know which fields are required and which fields are not?

Anything with an *asterisk* next to it is a required field. There are a few required fields in EPEX not marked with an *. They are: the questions in the Miscellaneous Information section.

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How do I change the PI after I've saved the proposal?

PLEASE CHECK THAT YOU'VE SELECTED THE CORRECT PI BEFORE SAVING. If you save the wrong PI in EPEX, your workflow will be incorrect and you will need to start over from the beginning.

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I put in my begin/end dates, hit the Build Periods button, and now realize that they are wrong and they are greyed out. How do I change the dates?

If both your begin and end dates are wrong, you can change them in the budget pages. This will populate the dates on the EPEX header page. If you mistakenly put in an end date that is BEFORE your begin date, you will have to start over. This mistake cannot be changed in the budget pages. Please check your dates before hitting Build Periods.

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Clinical Trials do not usually have a deadline date. What date should be entered in the deadline date field?

EPEX requires a deadline date to be entered for all routed proposals, including clinical trials. The deadline date that should be used for clinical trials is the expected target date of the first patient enrollment (assuming all compliance approvals have been obtained).

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I log into PeopleSoft and my screen "blinks" and I can't see anything...

Make sure that you've turned off your pop-up blockers.

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I want to download into EXCEL but it isn't working...

Select the Ctrl key while clicking the download icon and excel will open and download the information into the spreadsheet.

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My attachment won't open.

Hold down the Ctrl key while clicking the View Attachment icon until you get a box that will allow you to open the attachment.

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The activity you selected opens in a new window. You complete the activity, but your work isn't reflected/isn't showing up.

Close the new window (save first) and refresh your previous screen.

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Nothing is showing up in my Print Report...

In order for something to show in your print report, you have to have selected at least one budget category, even if the budget amount in that category is zero.

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The sponsor does not allow F&A and the F&A Rate won't zero out.

Select the correct F&A Rate Type > For the F&A Base, select NONE > Rate Eff dt will populate for you > the F&A Rate % will populate the correct rate based on Type selected. By putting NONE in the Base, Sponsor F&A will be zero.

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