University of Florida word mark

Award Set Up


On this page:

What Do I Do With an Award Document?
UFIRST Award Set Up Process
Official and Supporting Documents
Project and Purpose Definitions
Resources


The University of Florida is committed to supporting efficient and compliant award set up. It is a shared responsibility of the PI, department, college and core offices to ensure that each 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 adhere to the sponsor’s financial controls and reporting requirements. 

To assist with searching for and locating Awards, standard Award ID formats should be used in UFIRST. 

What Do I Do With an Award Document?

If you receive an award document directly from a sponsor, please deliver to DSP using UFIRST as follows:

  • If a UFIRST Proposal has not been routed for the Award, create a new Proposal and attach all relevant award documents to the record.
  • If the Proposal is in Pending Sponsor Review state, use the “Create Agreement” or “Create Award” buttons to create a new Agreement or Award record as appropriate for the award document and attach all relevant award documents to the record. If you are unsure which type of record to create, please contact ufawards@ufl.edu.

UFIRST Award Set Up Process

UFIRST Award StateActivityResponsible Party
DraftOnly used if DSP creates award. DSP can edit SmartForm; DSP reviews award documentsDSP
Pending Responsible Unit EditsUnit can edit SmartForm; PI and Key Personnel can complete compliance activitiesUnit
Awaiting Advanced Spending AuthorityUnit can no longer edit SmartForm; advanced spending request triggered; Unit approves or disapproves advanced spendingUnit Fiscal Authority
Pending Compliance ActivitiesUnit can no longer edit SmartForm; PI and Key Personnel complete compliance activities (training, Award Compliance Form, SFI disclosure)PI/Key Personnel
Pending Protocol ApprovalUnit can no longer edit SmartForm; waiting for IRB or IACUC protocol activationUnit
DSP ReviewDSP reviews complete award recordDSP
DRC ReviewRISC reviews award recordRISC
Contracts and Grants ReviewC&G reviews award record and initiates integration into myUFLC&G
Pending myUFL IntegrationmyUFL integration has been triggered; data is gathered and moved between systemsC&G
ActiveAward is active; funds have been released; award modifications may now be entered if necessary PI/Unit

View this chart as a PDF

View as a Flow Chart

Official and Supporting Documents

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, along with any documentation unique to the specific record.

The Notice of Award or final, fully executed funding document from the sponsor should be attached in the Official Documents. If the Award is modified or amended throughout its life, the final, fully executed modification documents will also be attached in Official Documents.

Proposal submission documents including scope of work, budget, and budget justification should be attached as Supporting Documents. Supporting Documents may also include communications with the sponsor, submitted progress reports, documents supporting F&A rate determination, and other documents that provide background information useful to the setup and management of the Award.

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 researcher’s 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
  • Cost Share (CSTSH): Funds obligated from internal sources committed to cost sharing for a sponsored project that has been determined by UFR Leadership to require an extra level of accounting oversight.
  • 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 conducted with human subjects (or on material of human origin such as tissues, specimens, and cognitive phenomena) where the research team directly interacts with human subjects. Includes epidemiological and behavioral studies, mechanisms of human disease, health outcomes research, patient-oriented research, and development of new technologies. Excludes in vitro studies that utilize human tissues that cannot be linked to a living individual (nonhuman studies) and clinical trials.
  • 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 testing/services 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 testing/services 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)
  • 212 Residual
  • Center or Institute Support
  • Clearing
  • Contingency
  • IFAS Royalties (FSEED)
  • Infrastructure
  • Matching Funds
  • Operations
  • Program Income
  • Special Programs
  • Startup/Retention


Purpose

The award “purpose code” is designated based on the fundamental focus of the scope of work outlined in the proposal or award documentation. Purpose codes are aligned to allocate the work to the institution’s major functions as reported in the University’s financial statements.

UFIRST 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.
    • Program Code: 2200
    • Example: NIH NRSA Training Grants (T); NIH NRSA Fellowships (F); NSF IGERT

Resources

UFIRST Award Set Up Process Chart
UFIRST Award Set Up Flow Chart
Award Compliance Form Instruction Guide
FCOI Certification Instruction Guide
Creating a New Project Instruction Guide
Create a New Subaward in UFIRST Instruction Guide
Requesting a Temporary Release via a New Award Instruction Guide
Grants Toolkits
Sponsored Programs Training Courses

Last updated 9/6/24