Division of Sponsored Research

Researcher's Handbook

Introduction

The Researcher's Handbook contains the policies and procedures for conducting research at the University of Florida, as well as general information about the Office of Research. The Office of Research offers a full range of financial, information, and administrative assistance for identifying, obtaining and administering external research funding. In addition to these guidelines, you are invited to contact our offices listed below:

  • Vice President for Research (352-392-9271)

  • Director of Sponsored Research (352-392-3516)

  • Research Support Unit (352-392-4804)

  • Pre-Award and Proposal Processing Office (352-392-9267)

  • Award Administration Office (352-392-5991)

  • University of Florida Research Foundation (352-392-5221)

  • Office of Research Business Office (352-392-5221)

  • Office of Technology Licensing (352-392-8929)

The Researcher's Handbook focuses on the services, policies, and procedures associated with the Division of Sponsored Research. For information or assistance with other matters, such as technology transfer or UFRF accounts, contact the appropriate office directly.

Please send written correspondence to:

Division of Sponsored Research
223 Grinter Hall
P.O. Box 115500
Gainesville, FL 32611-5500

Sponsored Research

Research Support

Technology Licensing

Research Foundation

Communications

Sponsored Research

Researcher's Handbook

Introduction

Section 1: Organizational Structure and Support Services

  1. Organizational Structure
  2. Support Services
  3. University of Florida Research Foundation

Section 2: Proposal Development

  1. Eligibility to Submit a Proposal
  2. Multiple PI Projects
  3. Definitions of Research, Instruction, and Other
  4. Writing a Proposal
  5. Contracts, Grants and Cooperative Agreements
  6. Typical Components of a Proposal
  7. Proposals to Corporations and Companies
  8. Proposals to Foundations
  9. Proposals to Associations, Societies and Councils
  10. Frequently Used Institutional Data

Section 3: Preparing a Budget

  1. Overview
  2. Direct Cost Categories

Section 4: University Policies and Guidelines

  1. Centers and Institutes
  2. Classified Research
  3. Consultant / Contractual Services on Grants
  4. Cost Accounting Standards
  5. Cost Sharing
  6. Employment of Relatives on Grants / Contracts
  7. Financial Conflict of Interest
  8. Indirect Cost Policy
  9. Indirect Cost Return and Use Policy
  10. Institutional Prior Approval
  11. Institutional Review and Signature
  12. UF Grant Rebudgeting Controls (KK Level 3 and 5)
  13. Release Time
  14. Research Misconduct

Section 5: Required Special Approvals

  1. Use of Human Subjects
  2. Institutional Review Board (IRB)
  3. Types of IRB Review
  4. Informed Consent
  5. Use of Animals
  6. Institutional Animal Care and Use Committee (IACUC)
  7. Use of Biohazards, Biological Toxins and Recombinant DNA
  8. Use of Radioactive Materials and Radiation Producing Devices

Section 6: Pre-Award and Proposal Processing

  1. Sponsored Projects Approval (DSR-1) Form
  2. Assurances, Compliances, Representations and Certifications
  3. State Clearinghouse Review
  4. Checklist for Proposals
  5. Tips to Insure a Proper and Timely Submission
  6. UF Proposal Submission Procedures
  7. “No Review” Procedure
  8. Tracking the Proposal's Progress
  9. Negotiation of Proposals and Awards with Sponsors
  10. Subcontracting at the Time of Proposal Processing

Section 7: Award Administration

  1. Acceptance of an Award and Release of Funds
  2. Administrative Responsibilities
  3. Participant Support Costs
  4. Payments to Research Participants
  5. Effort Reporting on Sponsored Projects
  6. Subcontracting at the Time of Award Administration
  7. Cost Sharing
  8. Federal Demonstration Partnership Grants
  9. Residual and Miscellaneous Donors Projects
  10. Prior Approval for Post Award Changes
  11. Rebudgeting
  12. Overexpenditure
  13. Cost Transfers
  14. No-Cost Extensions
  15. Advance Budget Authority
  16. Program Income
  17. Change of Grantee Institution
  18. Change of Principal Investigator or Coinvestigator
  19. Absence of the Principal Investigator

Section 8: Hiring Research Personnel

  1. General Information and Contacts
  2. Clerical and Administrative Salaries
  3. Training Offered

Section 9: Purchasing

  1. Definition of a Purchase
  2. The Purchasing Division
  3. How to Make a Purchase
  4. Purchases under $15,000
  5. Purchases over $15,000
  6. Leased Equipment
  7. Sole Source Purchase
  8. Emergency Purchase
  9. Sponsored Research Exemption
  10. Restrictions of the Acquisition of Various Commodities or Services
  11. Surplus Property

Section 10: Travel on Sponsored Projects

  1. General Guidance
  2. Sponsor Restrictions Apply
  3. Budgeting Travel in Proposals
  4. Sample Travel Budget
  5. Traveling with Equipment Outside of U.S
  6. Travel to a Designated Terrorist State is Prohibited
  7. Use United States Flag Carriers when Federal Funds are Involved

Section 11: Records Management

  1. Required Records and Retention Schedule
  2. Property Management Standards
  3. Financial Management Standards
  4. Audits and Access to Records

Section 12: Closing Out a Project

  1. Closing Out a Project
  2. Closeout Reports
  3. Disposition of Equipment and Excess Supplies

Appendix A: Acronym List