ePA-005

Before submitting a proposal, the principal investigator (PI) must complete the Authorization to Seek Off-Campus Funds (ePA-005) form. Once completed, the form is automatically routed for signature and approval. The fully approved ePA-005 is the Office of Sponsored Program’s authorization from the department and college to submit the proposal.

How to Complete an ePA-005 Form

• Detailed instructions on creating an ePA-005 form can be found at https://rf.osu.edu/secure/ePA-005/instructions.html 

Sign an ePA-005 Form

1. Login to https://rf.osu.edu/secure/ePA-005/ then click on the Approve tab. This will show a list of items awaiting your approval. 
2. Click on the routing number to open the form. Towards the bottom of the form, you will see the Signature portion.
3. Click on the appropriate response on the line next to your name then scroll to the bottom and click Complete to submit the form.  

Make Changes

Updates can only be made by the ePA-005 creator or the PI (if the Set PI as Owner option was selected). Either have the PI make the changes or contact the OR Help Desk for assistance.

1. Click on the Update tab and click the Search button.
2. Click on the routing number of the form you wish to update. Since you are making a change the system will clear existing signatures. 
3. Make changes as necessary. 
4. When you have made all updates, scroll down to the bottom of the form and click Submit for Signature.

The Form is Marked as Complete

If the ePA-005 form is no longer In Review and is now Complete. 

• If the changes are minor, contact your Sponsored Program Officer. 
• If the changes are major, you will need to submit a new form. 
• Simply, go to Review and pull up the existing form. 
• Click on Copy then make any updates needed. (You might also wish to note in the comments that this is an updated form for an ePA-005 that was already signed.) 
• Once the new form has been submitted, you can go to Review to mark the old form for deletion. 
• If you are not sure if the change you have is minor or major, contact your Sponsored Program Officer.

Delete an ePA-005 Form

1. Click on the Review tab. 
2. Enter your search parameters using the Search fields on the left side of the screen. A summary of the form will be listed.  
3. On the right-hand side of that form summary is a checkbox.  
4. Click the checkbox.
5. Then click on the "Mark for Deletion" button.  
6. The form will drop from the system during the overnight update.

Authorized Signers

• The authorized signers in the ePA-005 system for a College are generally the College Dean and at least one additional person.
• The authorized signers in the ePA-005 system for a Department are generally the Department Chair or Director and at least one additional person.
• If you discover the signers listed for your department/college are incorrect, contact the Office of Research IT Help Desk via email at orhelpdesk@osu.edu or through the OR Help Desk Service Request system at orhelp.osu.edu. Include the following information so we can assist you in a timely manner:
  • College or Department name
  • names of the individuals to be added or removed from the Signature Authorization list (authorized signers will be notified via email when an ePA-005 for their department or college is submitted. If someone prefers not to receive the email notifications, include that information in your request.

Troubleshooting

ePA-005 Form Missing Under Approve Tab

There are 2 cases in which this might occur.

1. The form had an error and the creator of the form pulled it back into Open stage to make corrections.
2. Someone else in your area has already approved or disapproved of the form.

To check if either of these events have occurred, click on the Review tab and search on the routing number or PI’s name.

ePA-005 Will Not Submit

 Scroll down to see if there are any highlighted areas. These items will need to be addressed before the form can be complete.

Receiving Multiple Emails to Sign an ePA-005

• This form has been revised. Each time an ePA005 form is revised, we must request new signatures on the form. 
• The system sends out an email each time a form is submitted or revised. 
• Please log into the system and sign the updated form at your convenience.

Article ID: 20
Created: February 27, 2024
Last Updated: February 27, 2024

Online URL: https://ohiostateresearch.knowledgebase.co/article/epa-005-20.html