- Agreement Negotiation & Signature
- Award Management
UFIRST–Awards is UF’s tool used to collect award requirements and information including terms, compliance, and financial elements. Ultimately, UFIRST connects to the myUFL Grant system where budgets are finalized for spending. As UFIRST is an award management tool, it tracks the expectations of the Sponsor. In all cases, it is the intent of the University that the information including budget, identifiers, personnel, effort commitments, and all other administrative elements match the Sponsor’s values.
Instruction Guides are available to support understanding of the use of UFIRST Awards.
To assist with searching and locating awards, standard ID formats should be used when entering award identification numbers into UFIRST.
Project Type is an attribute that further defines the purpose reflected in the scope of work. It is used for both institutional reporting and for improving business processes, such as identifying projects not requiring effort commitments, identifying projects with special rebudgeting restrictions, or identifying projects of strategic institutional importance.
The award “purpose code” is designated based on the fundamental focus of the scope of work outlined in the proposal or award documentation. Purposes codes are aligned to allocate the work to the institution’s major functions as reported in the University’s financial statements.
|Periods (.) may remain in the Award ID when they are located within a stream of numbers||126.96.36.1997|
|Dashes (-) may remain in the Award ID when they are located within a stream of numbers||W81XWH-15-1-0032|
|Spaces should be removed when within a stream of alphanumeric characters||U54NS078059|
|When the Award ID is not a stream of numbers and indicates a Work Order number or a Purchase Order number, leave the spaces intact, removing all periods (.) and number signs (#)||
WO No 456-9
PO No 5656
|Task Orders issued off of a Master Agreement should reference both Master Agreement ID, as well as the Task Order number||FA8651-08-D-0108 TO No 56|
|NSF Awards use only the 7-digit numeric code||1234567|
|New NIH awards use only the core without spaces||U54AB123456|
|Modifications to NIH awards use the entire string without spaces||5U54AB123456-02S1|
|For an award where we only receive a check, use “CHK NO” and the check number. (This is the same for modifications under an award where we only receive a check (i.e. miscellaneous donor and clinical trials.)||CHK NO 12345678|
|For any award where there is no Award ID provided, use the last date of signature between the two parties, or the effective date of the letter OR if there is no date on the letter, then use the date that UF first received notice or became aware. This could be a date in an email stream.||AGR DTD mm-dd-yyyy|
|For Temporary Awards, where the Award ID is unknown at the time of temp or its modification, enter TEMP||TEMP|
|When the funding is internal through UF and the program manager does not provide an award ID, list as a description of the program.||CTSI Pilot Projects, Office of Research Opportunity Fund|
Prime Award ID should follow the same information as the Award ID but can be left blank when the direct sponsor is a state of Florida entity or the Prime Source is multiple sponsors or miscellaneous donors.
Enter EXACTLY as provided by the sponsor in the award document. If the sponsor is NIH, the format will be R01MH12345.
|For a modification, enter the sponsor Award ID as received. Do not strip out leading or trailing characters but do remove spaces .||5R01CA123456-01|
|If the Sponsor uses only modification or amendment number or provides no information, use Modification #||Modification #1|
|Award ID on document from sponsor||Format for entry into UFIRST Awards|
|02-012 V 9.2||02-012 V 9.2|
|Research Agreement executed by the Sponsor on 10/20/2015 and by UF on 10/27/2015.||AGR DTD 10-27-2015|
|Email congratulating PI for his receipt of award that is forwarded to DSP. DSP received 10-31-2015 but the PI first received notice 10-15-2015.||AGR DTD 10-15-2015|
|Master Agreement FSGC-08 Task Order #01||FSGC-08 TO No 01|