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PAR - Proposal Authorization Record

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The Proposal Authorization Record (PAR) form serves as the tool to get information entered into PeopleSoft, allows for the completion of the internal proposal record, and facilitates the required approvals from department chairs and deans.

Requesting a Proposal Authorization Record (PAR) is a vital step in UMKC’s grant application process—and is a requirement for every new or transferring proposal that must include an authorized institutional signature. 

This PAR form is UMKC's tool to collect information for entry into PeopleSoft, which manages and tracks your research and service projects throughout the life of a grant—from application to closeout.

How to Request a Proposal Authorization Record (PAR)

Some departments may have designated staff to create the PeopleSoft record. If not, your assigned Grants & Contracts Administrator in Sponsored Projects can create the PeopleSoft record on your behalf based off information provided via a PAR form.

Others:

Please follow the steps below to submit your PAR request:

Step 1: Log In and Initiate the Request

The Principal Investigator (PI) or their assignee completes and submits a Request for a Proposal Authorization Record (PAR).

Step 2: Upload Required Documents

  • Upload your proposal budget when prompted. Proposals cannot be processed without budget information.

  • Upload the agency guidelines or RFP, or provide a link to them.

Step 3: Electronic Approval Process

  • Once the PAR is received and the PeopleSoft record is completed, your Grants and Contracts Administrator will initiate the electronic approval workflow.

  • You, your co-PIs, key personnel, and the appropriate chairs and deans will receive an email with:

    • A link to the proposal number, and

    • A link to My EA Queue.

  • Use your SSO User ID to log into PeopleSoft and complete the approval.

  • Approvals must be finalized no later than 5 business days before the sponsor’s deadline.

Step 4: Submit Final Proposal to Sponsored Projects

Submit the complete proposal to Sponsored Projects at least 5 business days before the sponsor’s deadline, in the condition required by your sponsor.

Expiration Notice

Approved PAR pages expire 60 days after they are received by Sponsored Projects.

Navigating Through the Proposal Authorization Record (PAR) Process

The Proposal Authorization Record (PAR) is a critical step in establishing a sponsored project within PeopleSoft. Below is an overview of the process and guidance on how to successfully complete each stage.

Initiating the PAR

To create a PAR in PeopleSoft, the proposal must first be entered at the Proposal stage. Faculty should coordinate with their departmental research administrator or a Pre-Award administrator to ensure the appropriate pages are created in the system.

Entry Delegate

An entry delegate is an individual authorized to create and modify travel authorizations, cash advances, and expense reports. Entry delegates may be designated to assist with certain administrative tasks within the PAR process.

Electronic Approval Workflow

Once the PAR pages are created, the system requires electronic approval from each of the following:

  • Key personnel identified on the project

  • Department chair and dean of each key personnel listed

  • Grants and Contracts Administrator assigned to the PAR

  • Vice Chancellor for Research & Innovation

The individual who created the PAR will initiate the approval process. All approvers will have simultaneous access to review and approve the PAR in PeopleSoft.

Troubleshooting and Support

  • Approval Names: If you encounter missing or incorrect names in the approval section, or if a new department/node needs to be set up, please contact your assigned Grants and Contracts Administrator.

  • Process Questions: Faculty with general questions about the PAR/PS process should reach out directly to their Pre-Award Grants and Contracts Administrator for assistance.

Frequently Asked Questions about the Proposal Authorization Record/PeopleSoft 

1. Who needs to approve the PAR pages?

Faculty who are named as Principal Investigator (PI), co-PI, co-Investigator, or Key Personnel are expected to sign the pages. The respective Chairs and Deans are also expected to approve prior to submitting the PAR to Sponsored Projects.

2. I'm working with a co-PI in another school. Do they have to see the PAR, as well?

Yes, any proposal that involves multiple schools must have signatures from the Chairs and Deans of all the schools represented in the proposal. Fiscal Officers of all the schools involved should be consulted when developing the budget, or at a minimum, made aware of the proposals so they have a chance to review their portion of the budget prior to the submission of the proposal to the sponsor.

3. I am working with a faculty member in another school but they are not a co-PI or a co-Investigator. What role do I give them in the PAR?

Using the PAR term "Key Personnel" will cause approval lines to be generated for those participants in a grant funded project.

4. I am not asking for Salary in my project budget. Is there anything I need to do internally about this?

While we expect that all the expenses related to a grant project be included in the sponsor's budget, there can be legitimate reasons why they are not. For example, faculty who's salary is over the NIH salary cap still need to be reflected in a cost sharing budget so that the appropriate documentation of effort occurs. The creation of a cost share budget is required in this instance. The cost shared expenses are entered into the budget portion of the PAR. If your fiscal officer is uncertain how to do this, they can contact ORI@umkc.edu for assistance.

5. I have an sponsor's Face Page to be signed. Where do I need to submit to get this done?

Before a face page can be signed, we should get the entire proposal, in the condition required by the sponsor. That means if it is an electronic submission, we should get the electronic proposal packet, ready to submit. If it is a paper submission, we should get the proposal ready to print and sign. The PAR should have been received 5 business days prior to the sponsor's deadline. The proposal narrative should have been received 3 business days prior to the sponsor's deadline.

6. The budget of my proposal has changed between the time I got my PAR pages created and the time I am going to submit my proposal. Do I need new PAR pages and new approvals?

If the total budget has changed by 10% or more, or you have added cost sharing, or added a subcontract, we need new PeopleSoft pages and new approvals. If the budget changed by less than 10%, we only need revised PAR pages but not new approvals.