These resources should be used as a guide to assist with the Award set up process. If a member of the Core Office starts the UFIRST Award record, the record will start in Draft state and a member of the Awards team will facilitate the UFIRST setup process as completely as possible before routing the UFIRST record to the Pending Responsible Unit Edits (PRUE) state. If the department starts the UFIRST record, the Sponsored Programs owner assigned to the record should be used as a resource in the setup process should questions arise. When the record is routed from PRUE state to the DSP Review state, Sponsored Programs will review all data points for accuracy and reach out to the Primary Unit Administrative contact with any questions or concerns before routing the UFIRST record to C&G for integration in myUFL.
Award Set Up Flow Chart
Instructional Guides and Toolkits
The following instruction guides, and toolkits may be useful during the Award Set Up process and should be used as a resource to support creation, review, and routing of the UFIRST Award Smartform.
During setup of a new award, all award documentation must be attached to the UFIRST record, including the Notice of Award or Fully Executed Agreement, approved proposal, budget, and budget justification if one is present, along with any documentation unique to the specific record. Official documents include items such as the awarding document while supporting documents include items such as the proposal, budget, budget justification, F&A rate determination or other relevant documents that will impact setup or release of the award.
In cases where your project has a delayed onset of human and/or animal work, DSP is happy to consider setup of the UFIRST Award with the understanding that certain aspects of the project may be able to proceed before UF’s IRB or UF’s IACUC provides an approved protocol. Certain sponsors may require explicit approval before the project can begin, but if no sponsor restriction is present, please send the following to the DSP Owner assigned to the UFIRST Award record:
Estimated date of protocol approval or initiation of work. Please reference the location in the scope of work if it is clearly articulated in the aims.
Justification for the release of funding (I.E. the aspects of the project that can occur if funding is released)
PI confirmation that only non-human or non-animal related work will occur prior to protocol approval
Project Type Definitions
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.
UFIRST Project Types:
Agricultural Field Trial (FLDTR): A set protocol that outlines the procedures to be followed during the trial and for which the University PI provides little to no intellectual input into the scope of work. The University researcher involvement is to provide the sponsor with data regarding the protocol results, most often a data set as opposed to conclusions or data analysis. A field trial may test the growth of a seed, the ability of a crop variety to perform under normal cultivation conditions, examine the need for higher crop yields, disease and pest resistance, and hardiness, or look at the effects of treatments (i.e. pesticide applications) on crop yields.
Animal Clinical Trial (ANML): The use of non-human animals in drug trials with the explicit intention of determining the safety or efficacy for future treatments, therapies or diagnostic tools(not for any use of animals in the basic discovery of new knowledge which should be research)
Career Development (CAR): Programs to foster the development of independent scientists in their career. Often included protected research time early in a researchers career to develop a foundational research portfolio.
Examples: NIH K awards, NSF CAREER
Clinical Trial (CT): A subset of Clinical Research where one or more human subjects are prospectively assigned to one or more interventions (which may include placebo or other control) to evaluate the effects of those interventions on health-related biomedical or behavioral outcomes.
Clinical Trial Operating Account (CTOA): Operating project to cover incidentals and administrative labor to run the clinical trial program of a unit or individual Principal Investigator’s trial program. Set up in Fund 214.
Conference/Workshop (CONF): Conferences or workshops.
Curriculum Development (CUDEV): Development of coursework/curriculum.
Doctoral Dissertation (DDIG): Support completion of doctoral dissertation – at the direction of the graduate student.
Editorship (EDIT): Support for serving as the office of the editor or as the editor for a journal or other such publication.
Equipment (EQUIP): Solely for purchase or fabrication of scientific equipment.
Examples: DoD DURIP, DoEnergy ERLE; NIH Shared Instrumentation Grant Program; NSF MRI
Extension /Public Service (EXTPS): Delivering information and implementing services to the non-UF non-scientific community. If the project is research into public health methods/delivery techniques, then the appropriate research project type applies.
Examples: public health services delivery including state clinical services contracts; implementing education programs in K12 school districts; implementing IFAS extension programs.
Fellowship – Other (FWSO): A fellowship not categorized as graduate or post-graduate. May be for a faculty pursuing other lines in their career.
Fellowship –Graduate (FWSHG): Individualized mentored research training for a graduate student.
Fellowship Post Graduate (FWSHP): Individualized mentored research training to enhance the potential research career of the candidate or gain new research skills as an independent investigator.
Human Subjects /Clinical Research (HSR): Research with human subjects where the research team interacts with: Epidemiological and behavioral studies./ Patient-oriented research. Research conducted with human subjects (or on material of human origin such as tissues, specimens, and cognitive phenomena) for which an investigator (or colleague) directly interacts with human subjects. Excluded from this definition are in vitro studies that utilize human tissues that cannot be linked to a living individual. It includes: mechanisms of human disease, therapeutic interventions, clinical trials, and development of new technologies./ Outcomes research and health services
IFAS Faculty Service Program (IFSP): designed for faculty conducting routine services for multiple, external, non-Federal sponsors on a fixed price basis.
Institutional Training Grant (ITG): Academic and/or research training programs providing for multiple fellowship appointments.
Examples: NIH T32, TL2, T34 and T35
Instruction (INSTR): Instruction activities benefitting the students of the University of Florida.
Inter-governmental Personnel Assignment (IPA): temporary assignment of personnel between the University and the Federal Government
Other Sponsored Activity (OTHSP): Should be used only with consultation of DSP staff.
Participant Support (PTSUP): Direct costs for items such as stipends or subsistence allowances, travel allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences or training projects. Participant support costs are excluded from the MTDC base when calculating F&A costs.
Patient Care (PXCAR): Clinical services that must be segregated for accounting purposes (MTDC and no rebudgeting).
Pilot/Internal Project (PILOT): Reallocation to independent research projects of any UF dollars (Office of Research, College or Center) or any externally sponsored dollars where the purpose of the funds as proposed is specifically to fund such programs.
Examples: Research Foundation Professorships, Research Opportunity Seed Fund Awards, Sea Grant, CTSI pilot programs, Dentistry Seed funds
Renovations/Construction (RENO): Additions, improvements, modifications, replacements, rearrangements, reinstallations, renovations or alterations to capital assets that materially increase their value or useful life (not ordinary repairs and maintenance).
Research-Basic (RSHB): Undertaken primarily to acquire new knowledge without any particular application or use in mind.
Examples: Standard NSF, NIH, USDA grants.
Research-Applied (RSHA): Conducted to gain the knowledge or understanding to meet a specific, recognized need.
Examples: Phase I & II SBIR/STTR awards; FHTCC awards
Research-Developmental (RSHD): Systematic use of knowledge or understanding gained from research directed toward the production of useful materials, devices, systems or methods.
Example: Design and development of prototypes and processes.
Research Training (RSHT): Support for research training and career development for pre- and post-doctoral individuals, for support of theses or dissertation, or other undergraduate scholarly activities.
Testing/Services (TEST): A project under which a PI has received a set protocol that outlines the procedures to be followed and for which the University PI provides little to no intellectual input into the scope of work. The University researcher involvement is to provide the sponsor with data regarding the protocol results, most often a data set as opposed to conclusions or data analysis.
Travel (TRAV): Solely for the reimbursement of travel.
Undergraduate Research Project (UGRSH): For an undergraduate student to perform scholarly or research activity.
Not available in UFIRST but remain available in myUFL
211 Overhead-Dept (OHDPT)
211 Overhead-Center (OHCTR)
211 Overhead-College (Dean) (OHDN)
211 Overhead-PI (OHPI)
IFAS Royalties (FSEED)
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.
UFIRST has 6 Purpose Choices
EXTPS-Extension/Public Service: Delivering information and implementing services to the non-UF non-scientific community. If the project is research into public health methods/delivery techniques, then the appropriate research project type applies. Examples: public health services delivery including state clinical services contracts; implementing education programs in K12 school districts; implementing IFAS extension programs.
INST-Instruction: Instruction activities benefitting the students of the University of Florida.
Program Code: 1100
RSCHA-Applied Research: Applied research is a form of systematic inquiry involving the practical application of science. It accesses and uses some part of the research community’s accumulated theories, knowledge, methods, and techniques, for a specific, often state-, business-, or client-driven purpose.
Program Code: 2200
RSCHB-Basic Research: Basic Research is performed without thought of practical ends. It results in general knowledge and understanding of nature and its laws.
Program Code: 2200
RSCHD-Developmental Research: Developmental research is systematic application of knowledge or understanding, directed toward the production of useful materials, devices, and systems or methods, including design, development and improvement of prototypes and new processes to meet specific requirements.
Program Code: 2200
RSTRN-Research Training: Support for research training for pre-, post- doc fellowships, thesis, dissertation, or undergraduate scholarly activities. Includes basic, applied and developmental research activity.