• General information
• Help options
• Preparing a new MTARF
• Modifying an existing MTARF

The EGMS MTARF (Material Transfer Agreement Routing Form) is a Web-based version of the Word template MTARF that has been used at the University for many years. As of January 1, 2003, Sponsored Projects Administration (SPA) no longer accepts MTARFs prepared using the Word template. As of January 1, all MTARFs must be prepared and approved using EGMS.

An investigator uses the MTARF whenever he or she intends to obtain proprietary materials for research use from an outside source. The MTARF initiates the internal review of requests to obtain such materials. The MTARF is not used when University investigators intend to transfer research materials to other investigators. An investigator who intends to transfer materials to another investigator should contact the Patents, Technology, and Marketing office for assistance. For more information on material transfers, MTAs, and MTARFs, see Managing Sponsored Projects at the University of Minnesota, section 7.3 (http://www.ospa.umn.edu/manual/73.htm).

As with the EGMS REPA (Report of External Professional Activities) and ROC (Request for Outside Consultant or Service Activities) forms, EGMS does not provide an ink signature option for the MTARF. All EGMS MTARFs must be reviewed and approved electronically using EGMS. However, the EGMS MTARF uses a simplified electronic approval routing chain; only the Principal Investigator (PI) and the Co-Investigators review and approve the MTARF.

After the EGMS MTARF is completed and signed, the PI must deliver to SPA a paper copy of the signed MTARF and the MTA proposed by the sender for review by a University grant administrator.

• For business questions about the EGMS MTARF, contact the EGMS Help Line: (612) 624-1600.
• To contact the Helplines by e-mail, use help@egms.umn.edu.

1. On the EGMS Home Page (http://egms.umn.edu), click on EGMS (OSPA) Forms.
2. Log in with your University of Minnesota Internet ID and its associated password.

If you are new to EGMS, a User Registration screen appears. Complete the data fields and click Add Me to create an EGMS user account.

3. On the Main Menu, click on Make a Request.
4. On the Make a Request screen, click the 'MTARF-Material Transfer Agreement Routing Form' line.
5. Click the Make Request button.

EGMS displays the MTARF.

6. Complete the 12 MTARF questions.

List the University of Minnesota Principal Investigator in Question 5 and all U of M Co-Investigators (if any) in Question 6. If one or more of these individuals is not set up to approve EGMS forms electronically, the audit step will notify you that the individual is not a valid approver. Contact the EGMS Help Line at (612) 624-1600 for assistance.

7. After completing the questions, click the Submit Request button found near the bottom of the MTARF screen.

EGMS examines the data entered. If all the required information is provided and is in the correct format, the Request History at the bottom of the screen indicates that the form has passed audit and has a Status of Pending. EGMS sends an e-mail message to the first Approver in the routing path, notifying the individual that this form is waiting for an electronic approval signature.

If the form does not pass audit, because the MTARF is not complete or contains errors, the omissions or errors detected by the audit step are listed under Request History at the bottom of the screen. You can edit these omissions or errors immediately and resubmit the MTARF or come back later to make corrections.

• To edit your form immediately:

1. Click on the hyperlink in Edit MTARF for 'Internet ID'.
2. Enter corrections in the appropriate fields.
3. Click the Re-Submit Request button.

• To edit your form at another time, follow the instructions in the next section, Modifying an existing MTARF.

If your form is in Returned Status:

1. On the EGMS Home Page (http://egms.umn.edu), click on EGMS (OSPA) Forms.
2. Log in with your Internet ID and password.
3. Click on Status of Requests on the Main Menu.
4. Click on the appropriate form name hyperlink to access the one that you want to modify.

If the REPA has been returned by a reviewer, click on History at the top of the form to skip down to the form's Request History. The reviewer who returned the form may have added a comment to the Request History as to why the form was returned.

5. Enter corrections in the appropriate fields.
6. Click the Re-Submit Request button.

EGMS audits the form. If the modified MTARF passes audit, the Status is set at Pending. EGMS then sends an e-mail message to the first Approver in the routing path, notifying the individual that this form is waiting for his or her review.

It is possible for you to make changes to a form when it is pending review but before it is fully approved. However, if you have already obtained any electronic approval signatures, returning the form for modification removes those electronic approvals.

• To modify an MTARF with Pending Status:

1. On the EGMS Home Page (http://egms.umn.edu), click on EGMS (OSPA) Forms.
2. Log in with your Internet ID and password.
3. Click on Status of Requests on the Main Menu.
4. Click on the appropriate form name hyperlink to access the one that you want to modify.
5. Click on Process to move to the Process option buttons.
6. Click the Return Request button.
7. Click on the hyperlink in Edit MTARF for 'Internet ID'.
8. Enter corrections in the appropriate fields.
9. Click the Re-Submit Request button.

EGMS audits the form. If the modified MTARF passes audit, the Status is set at Pending. EGMS then sends an e-mail message to the first Approver listed in the routing path, reinitiating the review and approval process.