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Award Management

The University of Florida is committed to supporting efficient and compliant award management.  It is a shared responsibility of the PI, department, college and core offices to ensure that the award is set up in UFIRST in a manner to best support understanding of award conditions and University policies, meet sponsor expectations for deliverables and prior approvals, and meet financial controls and reporting requirements of the Sponsor.

Award Management, Budgetary Controls and Prior Approvals

Award Management Tools

  • UFIRST – All sponsored awards are set up using the UFIRST- Awards  All changes to those awards including addition of funds or reallocation of funds between UF projects, change in dates, or change in personnel or commitments of key personnel are to be initiated using the UFIRST – Award Modifications module.
  • myinvestiGator “Online banking” for grants. Find your current budget, balance, line by line transactions and effort/pay data for all your sponsored projects.
  • Enterprise Analytics – Financial, effort, proposal, award, and project reports customizable for transactional reconciliations and local grants management. Additional information can be found here.
  • Deposit Log – Listing of all fund payments received and in process deposits by and the project to which they were deposited and status.

Federal Wide Research Terms and Conditions

Formerly known as the FDP (Federal Demonstration Partnership) terms, these conditions are applied by many of our major federal research sponsors to their research awards.  The federal wide terms provide for waivers to requirements for prior approvals required in UG 200.308.

NSF, NIH, USDA NIFA, Energy, NASA, and Commerce have adopted these terms.  The terms, the awards to which they apply and the agency by agency adoption of waivers is detailed in the pages below:

Agency implementation statements for EPA, FAA, and Homeland Security are expected soon.

Other Award Management Policies & Procedures

Federal prohibition on certain telecommunication and video surveillance services or equipment

In August 2020, all federal grants and contracts prohibit the procurement of telecommunications, networking and other equipment from certain prohibited suppliers, namely Huawei and its affiliates (including ZTE). The currently known list of prohibited suppliers is available HERE.

In an effort to ensure that the University enforces and monitors this centrally rather than have each individual faculty member understand vendor and supplier relationships, the University updated the University’s federal purchase order terms & conditions with these terms. Further, individual teams at the University have updated their procedures as follows:

  • AddSupplier team will update supplier portal so all vendors agree to T&Cs.
  • AddSupplier team will not add Huawei or subsidiaries to the vendor file.
  • AddSupplier team update will review Visual Compliance API to review existing UF supplier base.
  • PCard team will run regular scan of all PCard activity for transactions to restricted parties.
  • Procurement will use the new T&C language and incorporate in a letter to existing contracts.
  • Procurement will add the new T&Cs to existing contracts.

As p-card holders can purchase directly from suppliers, please be mindful of these rules and know that any purchase from these suppliers on federal funds will be transferred off to discretionary sources.