All proposals submitted on behalf of University of Florida faculty and staff must comply with University, State, Federal and sponsor requirements. The PI, department administration support staff and the Division of Sponsored Programs are a team to ensure the most competitive and compliant proposals are submitted.
Whether you are new to writing proposals or a seasoned principal investigator, the resources below will assist you with:
What to Expect as of 12/21
Continue working normally unless you receive guidance from DSP or your program officer/grants official to stop work. If you receive a stop work order, immediately send that communication to your DSP grants administrator.
You will likely not be able to obtain prior approvals from federal officials during the funding hiatus (including requests previously submitted and ones you need now to submit). The specific activities that are the subject of the prior approval should not be undertaken. Consult with DSP if you have an emergency situation that requires action in this regard.
Grants.Gov, Research.Gov, Fastlane and ezFedGrants will be up and accepting proposals during the shutdown; this means that it is likely that proposal deadlines will not be extended for agencies using these systems for proposal submission. Please proceed with your proposal submissions in a normal fashion. Agency Help Desks are also operational (except ezFedGrants). If your agency’s electronic system isn’t listed here, please look at that agency’s website or scroll down to the specific agency’s information on this site to see if DSP has been informed about the status of that agency’s system(s).
We currently expect that agencies will only extend proposal deadlines if (and only if) that agency chooses to shut down its electronic proposal submission system during the funding hiatus. Please note that DSP is not aware of any proposal system shutdowns at this time. In the event a proposal submission system is shutdown, we expect that federal agencies will extend proposal due dates on a day-by-day basis (one day of funding hiatus = one day of proposal due date extension). More information will be shared when available.
Please continue to submit on time any award reports that become due (even if there is no one at the agency to read it). If you are using an on-line agency reporting system to file your report and the system will not allow you to submit, please specifically note the date/time you attempted submission, and submit your report promptly after the funding hiatus is over.
We expect not to receive new awards (or incremental funding on existing awards) during the funding hiatus. You may continue to submit requests for At-Risk Advance/Temporary Accounts (new awards) and – until otherwise notified by DSP or Contracts & Grants Accounting – continue spending on existing awards for which you feel confident a new increment of funding will be provided. Remember, however, that PIs and departments are responsible for overdrafts in the event that funding does not materialize. For this reason, it is wise to exercise spending restraint.
The institution will continue to draw down funding if agency payments systems so allow. Contracts & Grants Accounting is aware that agency payments may be suspended during the funding hiatus and is taking the necessary steps to allow researchers to continue their work uninterrupted. In the event of a long duration shutdown, additional guidance will be issued.
UF requires approvals for proposals, supplemental funding, progress reports with detailed budgets or other sponsored projects in UFIRST. UFIRST will electronically route the proposal and collect the required approvals.
UFIRST approval workflow requirements will depend on the Department and/or College. The typical workflow of a proposal in UFIRST is a follows:
Approvals are to be collected prior to submitting the proposal to a sponsor. In those cases where the approvals were not collected prior to submission, they will be required prior to accepting an award. Approvals are collected using UFIRST.
For additional Web Simulations and Instruction Guides for UFIRST Approvers and Certifiers please visit the UFIRST Grant Tool Kits.
In coordination with and support of the PI:
Proposal Deadline Policy
Submit-ready proposals must be submitted to the Division of Sponsored Programs (DSP) by 9 a.m. the business day prior to the sponsor’s published submission deadline to be considered on-time by DSP. Absent of extenuating circumstances, any proposal submitted after the internal deadline will not be submitted by the university to the sponsor. This policy applies to any sponsored program whose solicitation is published by the sponsor at least 30 calendar days prior to the sponsor’s due date.
These two days provide DSP with time to identify and resolve any issues with the proposal that are inconsistent with university policy or sponsor submission requirements. This is important as such issues may result in the inability for the university to carry out the work within the budget submitted or in the proposal being rejected by the sponsor without review. If issues are identified during DSP’s review, the Principal Investigator and relevant unit administrator will be contacted to address issues and facilitate submission to sponsor.
View the Official Proposal Deadline Policy for more information.
Have questions? Visit the Proposal Deadline Frequently Asked Questions page.
The following documents are required at time of proposal review:
PHS COI is required with each grant application where UF will be the recipient or a sub-recipient of funding from a US Public Health Service Organization (HHS, PHS, NIH, HRSA, FDA, SAMHSA, AHRQ, CDC, CMS). DSP-05 PHS is also required with non-federal sponsors that adopt the PHS FCOI policy, for example, American Heart, FDOH/Bankhead Coley, Alliance for Lupus Research (ALR), American Cancer Society (ACS), American Heart Association (AHA), Arthritis Foundation (AF), Juvenile Diabetes Research Foundation (JDRF), Lupus Foundation of America (LFA), and Susan G. Komen, and the Cure American Lung Association.
NSF COI is required with each grant application where UF will be the recipient or a sub-recipient of funding from the National Science Foundation (NSF).
USAMRMC or CDMRP is required with each grant application where UF will be the recipient or a sub-recipient of funding from the United States Army Medical Research and Materiel Command (USAMRMA) or from the Congressionally Directed Medical Research Program (CDMRP).
If you have any questions on the conflict of interest policy, please visit the Conflict of Interest and Outside Activities webpage.