A pop-up box will appear to allow you to enter the project number or browse by project attributes
NOTE: It is easiest to browse and locate the eTRACS record number prior to starting the Cost Exception change request form
Click Go
Scroll down the the bottom of the search box and choose the correct project
Click Select
The linked project will appear at the top of the form
Answer whether the project is an Industry Sponsored Clinical Trial, Federally Sponsored Clinical Trial or a Ryan White Project
Enter the associated Fund or Grant number > Save
Enter the items in which you are requesting an exception by clicking on the yellow plus sign under the “Items Requested” section.
Enter the Category, a brief Description of the cost, Amount and if the cost is a recurring charge.
NOTE: If the cost is recurring, you will be prompted to fill in the Anticipated Total Amount. If the cost is not recurring, then the anticipated total is not required.
Enter a justification for the items requested.
Additional, optional comments or uploads can be input under the “OTHER INFORMATION” section at the bottom of the screen.
Lock Form
NOTE: Locking the form Validates the form, automatically. You do NOT need to hit the Validate button after locking the form.
Submit
The route path will appear > Click Submit again
Creators and PIs can access all of the records that they initiated with the latest status displayed by using the My Records or Search Records menus on their home page of eTRACS
Navigate in to the record by clicking on the record number > Edit > Master Record
NOTE: When the Cost Exception Request is approved, the PI will receive a notification. If the Cost Exception Request is denied, the PI will receive a notification.
