Award Administration

What We Do

  • Prepares and distributes the Notification of Acceptance (NOA); the NOA is the official UF award document that sets post-award activity into motion;

  • Review and approves award modifications;

  • Prepare and issues subawards and subcontracts to outside parties (subrecipients);

  • Approve internally or submits to sponsors, requests for pre-award costs, temporary projects, no cost extensions, carryover of unobligated balances, change in scope of work, change of PI and key personnel, CAS exemptions, rebudgeting, relinquishments;

  • Is the University of Florida’s designated office responsible for the acceptance of all grants, contracts, or other awards;

  • Provides University of Florida Authorized Official signature on documents related to research and training activities;

  • Is a campus resource for guidance and answers to questions relating to your proposal, budgeting, contract negotiations and more;

Office Information

  • DSR Contact page for phone, address, staff, and location information.

Mail Log

The Mail Log provides easy access to information concerning internal or external mail received that is being processed by Award Administration staff.

Policies, Procedures and General Information

The Researcher’s Handbook is published and maintained by DSR and contains the policies, procedures and general information for conducting research at the University of Florida.

Your Award is Pending, but you need to Start the Project?

Congratulations, your Award is here, What Happens Next?

Where can I find the Federal-wide Standard Terms and Conditions for Research Grants and when Prior Approvals are Needed?

Effective July 1, 2008, Federal Demonstration Partnership (FDP) Federal agencies implemented use of Federal-wide Standard Terms and Conditions for Research Grants. These new Federal-wide research terms were a direct result of the years of cooperative work between Federal agencies and institutions participating in the FDP

These new Research Terms and Conditions (RTC) incorporate both the FDP Terms and Conditions and Expanded Authorities. All research agencies now utilize this standard core set of administrative terms and conditions on awards subject to OMB Circular A-110, to the extent practicable.

Research Terms and Conditions

Prior Approval Matrix

Agency Specific Research Terms and Conditions

How is Continuation Funding (Year 2, 3, etc) identified in the Award Released?

In general under federal and some non-federal grants continuation funding is identified in the original notice of award. These funds are normally released or obligated to the grantee without a formal grant application submission, but rather with the submission of a annual project report. For example:

NSF continuation grants, the annual project report must be submitted electronically via the NSF FastLane System by the PI at least three (3) months before the end of the period currently being funded.

NIH awards under RPPR, the grant progress report must be submitted electronically via the NIH Commons by the PI at least two (2) months before the end of the period currently being funded.

To find when your NIH progress report is due you may go to the NIH Pending Progress Report Search and enter UF’s IPF number 513806. The returned list will show all progress reports by due date and PI name due to NIH in the next four months or so.

For particulars of other agencies you should refer to the grant’s terms and conditions.

The Project is Ending, Now What?

What Contracts and Grants Accounting Office Do I work with?

Reporting to the Office of the Vice President and Chief Financial Officer UF’s Contracts and Grants Accounting Services Unit has three offices that provide sponsored research accounting support utilizing the myUFL Grant Accounting System.

Questions or inquiries concerning sponsored research accounting (project set-up, billing of sponsors, accounts receivable, financial reporting, cost sharing, and closeouts) should be addressed to the appropriate office as follows:

Discover Something You Think Needs Copyright or Patent Protection?

Contact the Office of Technology Licensing for UF Invention and Copyright Information.

The Federal Demonstration Partnership (FDP) is referenced in my Award Document. What is the FDP?

The Federal Demonstration Partnership (FDP) began as an experiment in 1986 between five federal agencies (NSF, NIH, ONR, DOE and USDA), the Florida State University System (SUS) and the University of Miami to test and evaluate a grant mechanism utilizing a standardized and simplified set of terms and conditions across all participating agencies. These grant conditions were known as the FDP Terms and Conditions exclusive to FDP members. On July 1, 2008, the FDP Terms and Conditions were adopted as the Federal-wide Standard Terms and Conditions for Research Grants (RTC).

The FDP is now comprised of 10 federal agencies and more than 90 research institutions dedicated to finding efficient and effective ways to support research by maximizing resources available for research and minimizing administrative costs. The University of Florida continues to be an active FDP member.

FDP is currently in Phase V, launched in 2008. Phase V, current projects include the STAR METRICS pilot, A-133 subrecipient monitoring, payroll certification by project rather than effort reporting pilot, Grants.gov, JAD team, second faculty burden survey, and administrative burden reduction.

UF’s FDP representatives are from the Division of Sponsored Research and may be contacted if you have any questions.

  • David Norton, Faculty Representative, Vice President for Research

  • Stephanie Gray, Administrative Representative, Director of Sponsored Programs

  • Nick Dunham, Information Technology Representative, Director of Information Services

OMB Circulars and FAR Clauses

Federal Agency Grant and Contract Web Sites

This page provides links to many of our federal grant making agencies and their policies, procedures and general information for conducting research under their awards.

Clinical Trials

This website is designed to provide guidance and information about DSR’s Clinical Trial Procedures, including but not limited to, CTA Processing Guide, Clinical Trial set-up, Industry funded Clinical Trial Fund 214 Procedures, Clinicaltrials.gov, and the Closeout Process. HSC faculty and staff must also follow the procedures of the HSC Clinical Trial Compliance Office.

Miscellaneous