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 the 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 meet financial controls and reporting requirements of the Sponsor.
If a member of the Division of Sponsored Programs (DSP) 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 DSP 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, DSP 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 Contracts & Grants Accounting for integration in myUFL. After the Award is integrated, you will receive a system-generated email from UFIRST that states the Award has been released and provides a summary of the new project(s).
UFIRST Award State | Activity | Responsible Party |
---|---|---|
Draft | Only used if DSP creates award. DSP can edit SmartForm; DSP reviews award documents | DSP |
Pending Responsible Unit Edits | Unit can edit SmartForm; PI and Key Personnel can complete compliance activities | 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 (training, Award Compliance Form, SFI disclosure) | PI/Key Personnel |
Pending Protocol Approval | Unit can no longer edit SmartForm; waiting for IRB or IACUC protocol activation | Unit |
DSP Review | DSP reviews complete award record | DSP |
DRC Review | RISC reviews award record | RISC |
Contracts and Grants Review | C&G reviews award 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 |
Active | Award is active; funds have been released; award modifications may now be entered if necessary | PI/Unit |
The following instruction guides and toolkits should be used as a resource to support creation, review, and routing of UFIRST Awards.
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 Notice of Award 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.
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. Purpose codes are aligned to allocate the work to the institution’s major functions as reported in the University’s financial statements.
Last updated 7/8/24