FABRICATION EXPENDITURE QUESTIONNAIRE FORM

NOTE: Google Chrome MUST be used to access the GURU website and for completing and/or downloading fill-and-print forms. Firefox, Internet Explorer, and/or Microsoft Edge browsers do not support all features required for PDF fill-and-print form functionality. Substitutes for an approved University form (created using a different browser or scanned copies) will be returned with the request to use the Chrome version of the form.

Purpose:

Procedure CR2020 Property Fabrication sets forth The Pennsylvania State University ("University" or "PSU") requirements for a fabrication in connection with sponsored projects and PSU Internal Projects. The procedure has been established to ensure consistency with other PSU procedures and compliance with the requirements of Office of Management and Budget (OMB) Uniform Guidance in 2 CFR, Part 200 (Uniform Guidance), Federal Acquisition Regulations (FAR), and Defense Federal Acquisition Regulation Supplement (DRARS).

General Information:

The Fabrication Expenditure Questionnaire (FEQ) is used to ensure compliance with the PSU requirements for fabrications in connections with sponsored projects and PSU Internal Projects. Refer to Procedure CR2020 Property Fabrication prior to completing the form.

If there is insufficient room in the expenditures table on the FEQ to record all expenditures, the Principal Investigator may substitute a spreadsheet detailing the complete information. In this circumstance the Principal Investigator would attach the complete spreadsheet to the FEQ and not complete the table portion of the FEQ. All other information on the FEQ should be completed. The spreadsheet name should be the same as it appears for the named fabrication.

Exhibits and Instructions:

This form has fill-and-print form fields and digital ID (signature) fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions. See Converting Web-based Documents to PDF Documents for details. See Applying Digital IDs When Document Contains Multiple Signatures for instructions on adding signatures.

To view a printed version of these instruction, click exhibit link below:

Fabrication Expenditure Questionnaire Exhibit

Form Requirements:

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) requires that all form templates must be vetted and approved prior to being published on the GURU website and all such documents having gone through said established approval process must be password protected.

Accessing GURU Forms:

GURU PDF forms are designed for use with Adobe Acrobat Reader or Adobe Acrobat Pro. Each browser (Chrome, Firefox, Internet Explorer, Microsoft Edge, etc) has a built-in PDF viewer making it the default PDF viewer without asking users. These built-in viewers do not necessarily support all features required for PDF forms. Similarly, many calculations are not supported by other stand-alone PDF readers (for examples, Nuance). It has been brought to the attention of the Office of Systems and Procedures that PDF forms do not function appropriately when accessed using Firefox and/or Microsoft Edge. In order to access any of the forms on GURU and have the fill-and-print functionality work properly, the end-user must access the GURU website using Google Chrome.

The latest version of Adobe Acrobat Reader is available for free. Contact your IT support staff person for downloading assistance, if/as needed. An Adobe Creative Cloud (CC) account is also available, at no cost, to all Penn State students, faculty, and staff members. Sign up for an Adobe Creative Cloud account at adobe.psu.edu. If Adobe Acrobat Pro better suits your needs, contact your IT support staff person for purchasing and installation assistance.

Web-based Documents:

Clicking the form download icon on any form instruction page on GURU will open a web-based version of the form. While it appears to have fill-and-print fields available, not all functionality may be available for use (i.e. digital ID fields). With some exceptions (see exceptions below), it will be necessary to convert these web-based documents to PDF documents (see Converting Web-based Documents to PDF documents section).

Converting Web-based Documents to PDF Documents:

There are two (2) options available to download forms:

Option 1 - To create a PDF for this document (and only this document):

Click the download icon located in the upper right-hand corner of the web-page
Select a location to save the document where you will be able to locate the document
Click Save
Open the document from the saved location

Option 2 - To change system settings to always open documents with Adobe:

Click the download icon located in the upper right-hand corner of the web-page
Select a location to save the document where you will be able to locate the document
Click Save
The file will appear in the bottom left-hand corner of your browser window. Click the small up arrow to the right of the file name
Click the "Always open with system viewer" option
The form now opens as a PDF and can be completed
All PDF files will now open in a separate window in Adobe

Exceptions:

Combining PDF Documents:

There may be times when it is necessary to combine multiple pdf documents into a single document for submission. In those instances, complete the following steps:

Click on the appropriate form in GURU
Complete the fill-and-print boxes on the web-based form
Click the printer icon located in the upper right-hand corner of the screen
Change Destination to Microsoft Print to PDF using the drop-down arrow
Click Print at the bottom of that panel
Enter a file name in the box at the bottom of the pop-up window and be sure to select a location where you will be able to relocate the document
Click Save

Repeat this process for each document that will be combined.

Open one of the completed pdf documents and on the far right select combine files
Click Add Files and select the files to be combined
Click Combine

Applying Digital ID's on PDF's (general instructions):

NOTE: Once a digital ID has been applied to a document, it is considered an "approved" document and it is not possible to make any revisions to the form. DO NOT apply any digital IDs until the document has been completed and is ready to be approved.

This form has the Digital ID (applying an electronic signature to the document) process enabled. Complete all fill-and-print form fields before completing the signature process:

Download the Fabrication Expenditure Questionnaire
Complete all fill-and-print fields
Once the form is complete, click in the signature form field and either:
- select your digital ID and click continue, or
- create your digital ID, select your digital ID, and click continue
Review the information in the appearance box and click sign
You will be required to save a copy of the document (the digital signature is not applied until the form is saved)
- ARL Fabrications:
- University Fabrications:
Close the form version appearing on your screen
Open the version saved in the previous step
Verify that the digital ID appears on the document
Close the document

Creating a Proxy Digital ID:

If authority has been delegated to act as a proxy for signing forms, it will be necessary to create a "proxy digital ID." The individual authorizing another to act as their proxy must provide written documentation to the individual being proxied. The individual receiving the proxied authority must retain this written documentation for the duration of the proxy.

Complete the following steps to create a proxy digital ID:

Click in the signature form field
Click "Configure New Digital ID" in the "Sign with a Digital ID" box
Select "Create a New Digital ID" and click Continue
Select "Save to File" and click Continue
Enter "[Your name] proxy for [enter name]" in the Name field and complete the other fields (as appropriate) but the email address is required (this would be your email address) and click Continue
Select a location to save the new Digital ID (or leave as assigned), apply a password that you will use for signing, and click Save

Applying Digital ID's When Document Contains Multiple Signatures:

The Fabrication Expenditure Questionnaire Form requires multiple signatures. Please complete the following process for obtaining those signatures:

The initiator completes and saves the form using the naming convention defined above
The initiator sends an email, with the above referenced document as an attachment, to the Research Administrator (or delegate) or the Business Area Financial Officer (or delegate) for initial approval
The Research Administrator (or delegate) or Business Area Financial Officer (or delegate) opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and the saving the document again
The Research Administrator (or delegate) or Business Area Financial Officer (or delegate) sends an email, with the above referenced document as an attachment, to the Principal Investigator (or delegate) for approval
The Principal Investigator (or delegate) opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and saving the document again
The Principal Investigator (or delegate) sends an email, with the above referenced document as an attachment, to the Department Head/Institute Director for approval
The Department Head/Institute Director opens the document, reviews the document, and applies their digital ID (if approving) as defined in Steps 4, 5, and 6 above and saves the document again
The Department Head/Institute Director sends an email, with the above referenced document as an attachment, to:

ARL Fabrications:

The Department Head/Institute Director submits the Fabrication Expenditure Questionnaire (FEQ) containing all digital ID's for approval to PSU Property Inventory when it is determined that a fabrication will be created, regardless of funding source (sponsored or PSU internal)
The FEQ must be submitted for fabrications included in a proposal for an ARL sponsored project at the time of the proposal

University Fabrications:

The Department Head/Institute Director submits the Fabrication Expenditure Questionnaire (FEQ) containing all digital ID's for approval to PSU Property Inventory for equipment or capital assets after the University has received the award. This includes fabrications for:

College of Medicine
Departments
Commonwealth Campuses

Fabrication requests for Materials, Contractual Deliverable - Equipment (CDE), or Contractual Deliverable - Materials (CDM) do not get submitted to Property Inventory. The Department Head/Institute Director retains these requests
Fabrication requests for Equipment and Capital Assets are submitted to Property Inventory

Clearing Fill-and-Print Form Fields:

This form has the "Clear Form" Bookmarks enabled. To clear ALL form field entries:

If left-hand column is not displayed when the document is opened, click the small arrow located at about the mid-point of the left-hand side of the screen to reveal the column
Click "Bookmarks" (looks like a ribbon)
Click "Clear Form"

If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support Form request.

Number of Copies and Ultimate Distribution:

Table of distribution and retention of the Fabrication Expenditure Questionnaire form
Document Type:	Ultimate Distribution:	Requisition Type:	Retention Periods:	Disposition Method:
Paper document or Electronic document and data	Department Head/Institute Director or Property Inventory	If Materials (MAT), Contractual Deliverable - Materials (CDM), or Contractual Deliverable - Equipment (CDE) - retained by originating department If Equipment (EQP) or Capital Asset (CAP) - retained by Property Inventory	End of fiscal after close of grant or contract +3 years	Paper documents - Secure Bin disposal or shred Electronic document and data- delete and empty recycle bin
Transitory* paper document or transitory electronic document and data	Initiator, Research Administrator (or delegate) or Business Area Financial Officer (or delegate), and Principal Investigator (or delegate)	created during the signatory process	End of fiscal +1 year	Paper documents - Secure Bin disposal or shred Electronic document and data- delete and empty recycle bin

* Transitory/Disposal Records are University Records that have temporary value and, as result, may be destroyed after they are no longer needed. In no event shall transitory records be retained longer than the official copy of the University Record.