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.
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.
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.