Award Negotiation and Acceptance

What is Needed for DSR to Negotiate and Accept Awards

The negotiation and resolution of many proposal and award issues requires coordination between the Sponsoring Agency, UF’s Division of Sponsored Research (DSR), the Principal Investigator and staff. The involvement of all the parties is essential to a successful award with mutually acceptable terms and conditions.

If you receive an award directly from a sponsor please deliver to DSR’s Proposal Processing Office, ufproposals@ufl.edu, or DSR’s Award Administration, ufawards@ufl.edu, as appropriate (see below for guidance)

Federal Grants

Federal Grants are delivered to DSR’s Award Administration Office for processing. Most arrive electronically.

  • DSR staff will match with a proposal

  • Collect the PI’s concurrence or objections with the award’s terms and conditions

  • Work with sponsor addressing any PI and UF concerns

  • Address any compliance issues (i.e. IRB, IACUC, other)

  • Release the eNOA when all is in order

All Other Federal or Non federal Awards where the Proposal is on File with DSR

Federal Contracts and Non-Federal Awards are to be delivered to DSR’s Proposal Processing PreAward Office.

  • DSR needs the Electronic/editable copy of contract (if available)

  • DSR staff will match with a proposal

  • Collect the PI’s concurrence or objections with the award’s terms and conditions

  • Collect Intellectual Property Checklist (if applicable)

  • Collect PI Export Control Certification (if applicable)

  • Work with sponsor addressing any PI and UF concerns

  • Address any compliance issues (i.e. IRB, IACUC, other)

  • When all is in order collect a University Authorized Signature and return to Sponsor

  • Upon receipt of fully executed award document release to Award Administration for eNOA process

All Other Federal or Non federal Awards where the Proposal is NOT on File with DSR

Federal Contracts and Non-Federal Awards are to be delivered to DSR’s Proposal Processing PreAward Office.

  • DSR needs the Electronic/editable copy of contract (if available)

  • DSR-1 or Express Proposal Page

  • Statement of Work, unless included in award

  • Budget where needed, citing indirect costs, direct costs and cost sharing, unless included in award

  • Collect the PI’s concurrence or objections with the award’s terms and conditions

  • Collect Intellectual Property Checklist (if applicable)

  • Collect PI Export Control Certification (if applicable)

  • Work with sponsor addressing any PI and UF concerns

  • Address any compliance issues (i.e. IRB, IACUC, other)

  • When all is in order collect a University Authorized Signature and return to Sponsor

  • Upon receipt of fully executed award document release to Award Administration for eNOA process

Award Amendments

An amendment changes the terms of a previously executed agreement. Amendments may be monetary, non-monetary or both. Amendments must be reviewed, approved and executed by the legal authorities at the Division of Sponsored Research (DSR). In most cases amendments are processed by DSR’s Award Administration Office and do not require a Sponsored Projects Approval Form (DSR-1). Award Amendments that provide supplement funding that was not requested in the original proposal are processed by DSR’s Proposal Processing Office and will require a DSR-1 or Express Proposal Page.

  • DSR needs the Electronic/editable copy of Award amendment (if available)

  • DSR-1 or Express Proposal Page for Amendments that add new funding not originally proposed

  • Collect the PI’s concurrence or objections with any changes to the award’s terms and conditions

  • Work with sponsor addressing any PI and UF concerns

  • Address any compliance issues (i.e. IRB, IACUC, other)

  • Release the eNOA when all is in order