When to Use a GC70 Form

When you need to request the set up or continued use of grant fund accounts to address

• Pre-award costs
• Costs prior to award execution
• Overdrafts
• Continuations
• Expired awards
• Extensions of any of the above type requests:
  • Add additional time
  • Change the amount requested
  • Make some other modification

Features of the GC70 System

• Web-based electronic routing and notification
• Status information for GC70 requests
• Auto-population of most demographic information
• Access to historical GC70 requests
• Ability to extend prior GC70 requests

Who Will Use the GC70 System

• Department Requesters
• Authorized Signatories
• Principle Investigators (PI), for certain types of GC70 requests
• Your university sponsored programs post-award office
• Urbana: pre-award notifications

Access/Permissions to the System

Department Requesters will fill out the electronic Request Authorization form.

Principal Investigator (PI) access is automatic (per GC70 request), based on the proposal/award PI.
NOTE: Log in using URL in e-mail.

Authorized Signatory access is automatic (per GC70 request) once assigned.
NOTE: Log in using URL in e-mail.

All Users are authenticated with EAS (same as Banner).

How to Request Access

1. Log in at: https://gc70.uillinois.edu/
2. Fill out the Request Authorization form.
   NOTE: Be sure to provide all chart and org numbers for which you will need access.
3. Send the e-mail you receive to the appropriate administrator in your unit.
   NOTE: Authorized Approver forwards affirmative e-mail to GC70requests@uillinois.edu.
   NOTE: A GC70 system administrator adds you as a Department Requester for each chart and org requested.

Making an Initial GC70 Request

1. Department Requester creates and submits the GC70 Request.
2. The GC70 System sends e-mail to the Authorized Signatory (and Principal Investigator if applicable) to review and approve the GC70 Request.
3. Authorized Signatory (and Principal Investigator if applicable) approves or returns the GC70 Request.
   • If the GC70 Request is returned, the GC70 System sends an e-mail notification to the Department Requester and, if applicable, the Non-rejecting Approver.
   • If the GC70 Request is approved, the GC70 System sends an e-mail notification to the Department Requester indicating the request has been received by your university sponsored programs office.
4. Your university sponsored programs office reviews the approved GC70 Request.
   NOTE: For a pre-award Request, there may be a period where post-award staff is working with pre-award staff prior to approval/disapproval.
   NOTE: Approval or disapproval will be displayed when checking the status of a GC70 Request.
5. Your university sponsored programs office approves or disapproves the GC70 Request.
6. The GC70 System sends an e-mail to notify the Department Requester of an approval or disapproval.
7. Your university sponsored programs office sets up the grant code and fund(s), as applicable, then notifies the Department Requester when complete.

Making an Initial GC70 Request at Proposal

Proposal Types

New Project or Renewal

• Pre-award costs
• Costs after award start date, but award is not fully executed

NOTE: Use the Proposal Reference Number (Institutional Proposal ID from myResearch Portal) or the Principal Investigator name or UIN.

NOTE: Be sure to indicate new or renewal

Proposal PI Search

The PI search usually has multiple results. Some reasons why you may not find expected results:

1. Proposal(s) not in the chart- org(s) for which you have permissions
2. Proposal(s) have status such as terminated that are not eligible
3. PI name or UIN incorrectly entered

NOTE: If you do not see the proposal you are looking for, this may be because you do not have access to proposals for the unit listed as the responsible or, or the proposal status is not eligible for an anticipation account request.

Making an Initial GC70 Request for an Existing Award

Existing Awards Types

• Continuations
• Overdraft
• Expired

NOTE: In the Existing Awards section, use the Banner grant code.

What if I…

Enter a Proposal Reference Number or Grant Code that has a GC70 request already in process?

• You will get an error message that there is already a request with that proposal reference number or grant code.

Enter a Proposal Reference Number or Grant Code for a GC70 request that has already been approved/disapproved by my university sponsored programs office?

• You will get an error message that a request with that proposal reference number or grant code has already been completed. If you want to extend/update a prior request, click the View/Extend tab.

Enter a Proposal Reference Number or Grant Code that is not in one of my chart-org permissions?

• You will receive a message you do not have permissions for that item, and a link to the Request Permissions page so you can request access, should you need it.

Fill Out the GC70 Request

Data and fields you will see on both proposal and awarded requests:

• Pre-populated data (color background)
• Amount, time frame
• Special Considerations: notes regarding human subjects, etc.
• Authorized Signatory
• Email Notifications:
  • Department Requester
  • Option for 1-3 additional contacts for Status Notifications
• Comments to your university sponsored programs office

Renewal type proposal requests also include:

• Previous Grant Code field

Data and fields that differ on awarded requests:

• Type of request: indicate nature of request
• Chart-fund(s) impacted
• Special Considerations reminders (no checkbox to mark)

Save GC70 Request

To continue working at a later time, click the Save Request icon:

• Will verify the fields entered, but will allow empty fields to save.
• Can access again through Ongoing Requests (Draft) tab.

Access Saved GC70 Request

Go to the Ongoing Requests tab (the default when you log into the system) to continue working on a GC70 request you have saved, but not submitted.

Preview GC70 Request

• Verifies fields and saves so you can see everything together before submitting the GC70 request
• Will provide a note/error message for missing data

From Preview you can:

• Return to edit and make changes as needed
• Export to PDF
• Submit your request for review/approval by the Authorized Signatory (and PI if applicable)

Submit GC70 Request

• Request Submitted screen shows who will receive notification e-mails with a link to log in and view the GC70 request.
• Authorized Signatory and PI will see an Ongoing Request screen similar to yours. If more than one GC70 request is waiting, they will see a list.

View Status of Submitted GC70 Request

• Go to the Ongoing Requests tab to view the status of the submitted GC70 request.
  NOTE: It is now listed under Submitted Requests (notice that it is “Sent to Authorized Signatory” until it is approved by signatory/PI when it will move to your university sponsored programs office).

Update Authorized Signatory

If needed, you can update the Authorized Signatory on a GC70 request that they have not yet approved.

1. Navigate and click on the Ongoing Requests tab.
2. Under the Submitted Requests - Read Only section, click the link of a submitted request.
3. Navigate to the Authorized Signatory section.
4. To update the Authorized Signatory, enter a new email address in the Update Signatory field.
5. The new signatory will receive an e-mail notification and link to review the GC70 request.

Authorized Signatory and PI Review

• The Authorized Signatory will approve (or return)
• If required: PI will approve (or return)
• Status of Ongoing Requests will be updated as each approves/returns

If Authorized Signatory/PI Returns GC70 Request

• A reason must be entered when returning a GC70 Request.
  NOTE: If both PI and Authorized Signatory approval are required and one returns, other will receive an e-mail to let them know they do not need to review at present.

• The Department Requester will receive an e-mail, including who returned the GC70 Request and the reason.
• The Department Requester will also see the reason displayed on the returned request.
• The Department Requester can delete the GC70 Request or resubmit an updated GC70 Request.

Authorized Signatory and PI Approved GC70 Request

If the GC70 Request is a pre-award request, upon approval, the status is set to Received, Awaiting Documentation from Pre-Award.

The status is then updated to let you know that post-award is now processing your request.

NOTE: Requests for awarded projects move directly to Under Review by Post-Award.

Sponsored Programs Office Review

When your university sponsored programs office review is complete, an email will be sent to the Department Requester indicating approval or denial of the request. Your university sponsored programs office will provide comments to describe any issues or questions.

After the GC70 Request is approved, updates to or setup of the grant code/fund will be made.

NOTE: A separate notification will be sent to let you know the relevant grant code/fund information.

View/Extend Prior GC70 Requests

Department Requesters can access the View/Extend Prior Requests tab and Find Prior Requests by entering:

• Proposal Reference Number,
• Grant Code,
• Or PI

NOTE: You may get multiple results if you search:

• By PI.
• Orif there have already been extensions for the searched Proposal Reference Number or Grant Code.

NOTE: Only the most recent version of a prior request may be extended.

To Extend a Prior GC70 Request:

1. Navigate to the View/Extend Prior Request tab.
2. Use the Find Prior Requests steps above.
3. Click the Extend this Request button at the bottom.
4. Selecting Extend This Request will copy the information from the current request to a new request.
   NOTE: Make updates to the extended request and use the same process as the original request above.

NOTE: In the GC70 Extension Request and the notification email, the Requestor, Approver and your university sponsored programs post-award office will be notified the GC70 Extension Request is an extension of a prior request.