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UF/IFAS Business Services
PO Box 110250
Gainesville, FL 32611-0250
352-392-1788
IFAS-EBS@ifas.ufl.edu
Sponsored Projects and Grants
At the University of Florida, grantsmanship is an important part of moving your program and career forward. Applying for a grant and managing an award can be complex and we are here to support your efforts in this area. We have created this website in order to assist with pre- and post-award functions.
Please review the information below and take advantage of these resources or reach out for assistance to Brittany Milito b.milito@ufl.edu 352-392-1788.
There are two basic phases in the grants cycle; pre-award and post-award. As the names imply, there are numerous actions leading up to submission of a grant proposal as well as important duties during the post award phase, after you’ve begun your project.
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Pre-award
UF/IFAS and DSP now have hard deadlines for proposal submission. If completed applications are not received by UF/IFAS 5 working days prior to the agency due date the proposal will not be submitted. The firm deadline applies to calls published at least 30 days in advance of the due date. In addition to these hard deadlines, Extension Administration has an additional 10-day flexible deadline.
To meet these deadlines, we highly suggest working with our office 15 days in advance of the agency due date.
In this section we have provided several links to pre-award topics of interest as well as some tips to help you find success.
Proposal Preparation & Submission
Trainings needed to be a PI or Co-PI on a project:
- RSH500 –Faculty Stewardship
Industry Type of Activities
- IFAS Faculty Service Program
- Regular Contractual Agreement for Industry Trial
Tips
- Contact Brittany with at least a 15 working day window prior to the deadline.
- Understand how to properly calculate IDC.
- Determine your % of effort and identify any Co-PIs, collaborators, key persons (if any).
- To begin your proposal, be ready with the RFP/guidelines, scope of work, and budget/budget justification.
- When preparing your budget, make sure costs are allowable & in proper categories.
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Post-award
Once your scope of work and budget are approved, you are in the post-award phase and the work can now begin. In this section we have provided several links to post-award topics of interest as well as some tips to help you during this phase.
Tips
- Be aware of any conditions that must be met such as reporting performance or results.
- Know the start and end date of your award.
- Follow policies and procedures for purchasing and travel.
- Do not wait until the end of your project to spend down the budget.
- Work with Brittany on closeout procedures.
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Faculty assignment reports and effort reporting
The faculty assignment report and effort certification process is an important responsibility for all faculty members at UF as well as staff members that are paid on grants. Each semester you will have the task of approving a Faculty Assignment Report at the beginning of the semester. You will also certify your effort after the semester has ended. In this section we have provided several links to resources on this topic as well as several FAQs.
FAQs:
Who will draft the Faculty Assignment Report (FAR)?
Your DED office drafts your assignment prior to each semester for your review and approval.
When does effort reporting occur?
You will certify your effort after the semester ends.
Who uses this information?
The state of Florida collects this information as part of the Instructional and research reporting. The federal government also requires these data as part of a larger report on sponsored projects.
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Important definitions and terms
PI: Principal Investigator
SPA: Sponsored Programs Agreement
IDC: Indirect Cost
FSSP: Faculty Salary Savings Program
F&A: Facilities and Administration
My Investigator: My Investigator is a financial tool for PIs that was designed to answer questions such as “How much money do I have left?’ and “Can I afford to buy a necessary supply or hire another graduate student?” based on the information in the tool.