A person considered exceptional in sponsored program administration will be competent in the following grantsmanship topics and display the associated behaviors.
(federal regulations, sponsor guidelines and university policy and procedures)
- Review federal regulations, sponsor guidelines and university policy and procedures carefully.
- Review new award, solicitation, and policy guides carefully
- Communicate pertinent changes to faculty and staff
- Seek out training and networking opportunities at local and national levels
(i.e., gifts, sponsor funding, research related agreements, educational business activities, licensing revenue, incidental revenue)
- Initiate the appropriate process for the funding stream or instrument
- Secure the communications and documents that support the funding
- Utilize available resources to find funding opportunities
- Coordinate with Strategic Research Development as needed and when required
- Identify if your PI and UF are eligible
- Identify, communicate, and meet due dates
- Identify all required documents and components
- Identify any special submission requirements, such as use of agency specific portals
- Identify allowable costs for the proposal and any cost limitations
- Identify any Facilities & Administrative cost limitations
- Identify any cost share requirements
- Identify and apply sponsor-specific formatting requirements
UFIRST Create a Budget Simulation
- Prepare UFIRST proposals by entering accurate and solicitation-compliant data into the SmartForms
- Confirm the appropriate individuals are listed as PI and/or Mentor and submit ad hoc requests for PI eligibility as needed
- Identify proposals where the Sponsor requires Research Security Training (RST) prior to proposal submission and facilitate key personnel compliance with the responsibility
- Confirm personnel are appropriately categorized as key or non-key
- Select and utilize appropriate F&A cost type, rate, and base
- Assist in building a budget that meets all UF and sponsor requirements
- Ensure the budget justification is detailed when appropriate
- Describe how commitments entered during the proposal effect post award activities
- Ensure budget justification articulates any known Cost Accounting Standards (CAS) exemptions
- Ensure that any internal service providers have documented, approved rates
- Coordinate with other subcontractors as necessary and review documents to ensure compliance and completeness
- Coordinate with other UF departments as necessary and review documents to ensure compliance and completeness
- Describe requirements for cost pricing methods at time of proposal
- Enter accurate and solicitation-compliant data into the Budget SmartForm and Grids
- Identify and enter accurate and solicitation-compliant cost-share information into the Budget SmartForm and Grids
- Verify all required proposal components are submitted with correct formatting
- Attach required proposal documents
- Coordinate with UF core offices as necessary to obtain additional documentation that may be required
- Review award document(s)
- Enter accurate and award-compliant data into the UFIRST Award SmartForms
- Setup proper management structure in UFIRST (i.e., projects)
- Verify commitments are actionable and accurate in UFIRST Award SmartForms
- Initiate Subawards in the UFIRST Subaward Module
- Identify when a “temp award” is needed and acceptable under the terms of the sponsor
- Assist PI with adherence to award terms and conditions and deliverable and reporting requirements
- Maintain contact with faculty and report on status of projects regularly
- Facilitate the onboarding and departure of research staff
- Manage effort
- Manage subawards
- Facilitate the completion and timely submission of milestones, deliverables, and reports
- Manage communication to the sponsor through the appropriate core office
- Interpret sponsor guidelines and award terms & conditions to determine need for rebudgeting actions
- Identify award actions and changes and facilitate the associated modifications
- Confirm all appropriate expenditures have posted
- Notify core offices of all sponsor site visits and audit inquiries
- Facilitate close out