Pre-Award Costs
Temporary Release of Funds
Some sponsors allow the grantee to incur expenses in the days immediately prior to the award’s period of performance to ensure that the project has an efficient start.
Many federal grants allow for 90-day pre-award spending without seeking sponsor prior approval. Other awards may include specific pre-award spending timelines or amounts. If the terms and conditions of the award allow for pre-award spending, myUFL will be configured to automatically allow charges to post in the approved window or up to the approved amount. The project start date will remain as indicated on the award.
To request pre-award spending outside the award’s allowable limits, submit a UFIRST Award Modification with the amount, date, and reason for the request. Include a letter addressed to the sponsor’s grants management official in the UFIRST Award Modification. DSP will review and submit to the sponsor for prior approval if needed.
There may be a delay between when the PI or University is notified that an award will be made and when the award document arrives or the agreement is fully executed. Investigators may wish to start working and spending on the project during this period, whether to start or continue personnel appointments, place orders for necessary materials, or other needs.
When work needs to begin prior to the receipt of an official award document or fully executed agreement, Departments and Colleges can request to start spending via a “temporary” budget release. To request a “temp” project, simply indicate the request for the “temp” on the allocation set up page in the UFIRST Award. A guide to temp award setup is available here. When a temp request is indicated and the award is submitted for review, a notification will be sent to the individual in the unit who has the authority to commit funds. This individual must approve the temp release, with the understanding that this budget release is “at-risk.” If the funds do not arrive or if the award start date is determined to be after the date established in the temp request, the unit who made the guarantee will be responsible for covering all expenses incurred.
Any correspondence from the sponsor indicating an award is going to be made to the University should be included as an attachment in the temp request.
Last updated 11/15/24