How to Route a Modification Request in UFIRST
UFIRST Award Mod Instruction Guides
UFIRST Award Mod Process
I received an Award Modification document, what should I do with it?
Resources
UFIRST is the proposal and award management system of the University of Florida. It supports the ongoing award lifecycle including tracking of changes from the original workplan and budget. Any changes, whether they are require sponsor prior approval or are allowable internally, must be routed through UFIRST via an award modification (mod) for DSP to review. DSP will assist with identifying whether sponsor prior approval is required and if additional information is needed to process the modification. If sponsor prior approval is required, DSP will facilitate submission to the sponsor and track approval via the award mod. If sponsor approval is not required and DSP can approve the change internally, the award mod will be reviewed and sent to C&G for processing.
When submitting an award mod request in UFIRST, the correct mod type must be selected. Multiple mod types can be selected in one mod, but this selection should occur at mod creation. If you are unsure what type of mod you need, or if you are unsure which type exposes the desired pages, click here for the mod smartform branching matrix, or email UFawards@ufl.edu for assistance.
Attach all documentation necessary for review of the award mod, including all documents required by the sponsor. Necessary documents may include:
All mod smartform pages should be completed to reflect the anticipated change. Some mod types require additional compliance activities, such as re-completion of the Award Compliance Form by the PI, Significant Financial Interests disclosures from newly added key personnel, and additional review by Research Integrity, Security, and Compliance.
Some scenarios do not require an award mod, such as term-by-term effort adjustments under the sponsor’s prior approval threshold, rebudgeting requests where the KK level permits spending without categorical restrictions, extending existing UFF projects without a prime sponsor, submission of technical/annual/performance reports, and updates to an IRB/IACUC protocol already associated with the award record (i.e., renewal of existing protocol which will automatically update in UFIRST). If a mod is routed and internal or sponsor approval is NOT required, DSP will withdraw the mod.
Additional instruction guides are available on the Grants Toolkits site.
UFIRST Award Modification State | Activity | Responsible Party |
---|---|---|
Draft | Only used if DSP creates award. DSP can edit SmartForm; DSP reviews mod documents | DSP |
Pending Responsible Unit Edits | Unit can edit SmartForm; PI and Key Personnel can complete compliance activities and training | Unit |
Awaiting Advanced Spending Authority | Unit can no longer edit SmartForm; advanced spending request triggered; Unit approves or disapproves advanced spending | Unit Fiscal Authority |
Pending Compliance Activities | Unit can no longer edit SmartForm; PI and Key Personnel complete compliance activities and training | PI/Key Personnel |
Pending Protocol Approval | Unit can no longer edit SmartForm; waiting for IRB or IACUC protocol activation | PI/Unit |
DSP Review | DSP reviews complete mod record | DSP |
Awaiting Sponsor Approval | Information for mod has been sent to sponsor for approval | Sponsor |
DRC Review | RISC reviews award record | RISC |
Contracts and Grants Review | C&G reviews mod record and initiates integration into myUFL | C&G |
Pending myUFL Integration | myUFL integration has been triggered; data is gathered and moved between systems | C&G |
Complete | Mod is complete; changes have been integrated into parent award | PI/Unit |
If you receive an award modification or amendment directly from a sponsor, please deliver to DSP using UFIRST as follows:
Last updated 2/27/25