IFAS Proposal Processing

  • Overview
  • Resources
  • Getting More IFAS Proposal Help
  • Unit Grant Specialists
  • Overview

    IFAS Proposal Processing receives and directs every proposal to the appropriate Dean's Office for cost sharing and indirect cost (IDC) review and approval.

    Proposal Creation

    Principal Investigators (PIs) work together with their Unit Grant Specialist to create and route proposals for approval. The approval process begins at the Unit level where the PI/Co-PIs and their corresponding Unit Leaders/Center Directors review the proposal and sign the DSR-1.

     

    Proposal Review and Signoff

    To begin the Dean’s approval process, the signed DSR-1, scope of work, budget and budget justification is forwarded to IFAS Proposal Processing. This office verifies the appropriate IDC rate, base, and cost sharing (if applicable) and forwards the proposal to the appropriate Dean(s) for signature.

    IFAS Proposal Processing varifies the:

    • DSR-1 (signatures, dealine, and proposal category)
    • Indirect cost (appropriate rate and base reflected in the budget)
    • Cost sharing (mandatory/voluntary cost sharing and applicable guidelines)

    Download a complete proposal checklist.

    The general turn-around time is 24-48 hours per proposal, but total processing time is dependent upon personnel availability, workload, and proposal completeness. IFAS Proposal Processing recommends that Unit Grant Specialists allow additional time for handling to mitigate time lost to address issues with a proposal.

    Final Review and Submission to DSR

    Upon receiving the Dean's signature(s), the proposal is sent to the Unit for final scanning, handling and submission to the Division of Sponsored Research (DSR) Proposal Processing Office. Proposals are submitted to DSR electronically via email (ufproposals@ufl.edu).

  • Resources

    eDSR-1

    This is the online version of the DSR-1 (UF’s approval form). This tool reduces your prep time and prevents common errors, while ensuring that important information is always included in your proposal.

    Remember: all proposals must possess appropriate signatures via the DSR-1 form ("Signature Page") at the time of submission. This form is also required for supplemental funding and/or revisions not identified in the original proposal submission.

    http://researchtools.ifas.ufl.edu/eDSR1/

    Cost Sharing Commitment Letter

    Cost Sharing Commitment Letter performs step by step cost sharing calculations and produces a summary letter for the Dean's review and approval.

    http://researchtools.ifas.ufl.edu/costSharing/

    Other Helpful Documents, Forms, and Tools

    Advanced Release Tool

    This form temporarily establishes the release of funds and/or extension of time as needed by the principle investigator until the official award or modification of existing award can be established. The department will be required to incur any charges that will not be covered should the official award or modification not arrive to replace this temporary release.

    Animal Research Committee (ARC) Protocol System

    This form is used obtain approval from the IFAS Animal Research Committee to perform non-regulated animal research.

    CAS Exemption Approval

    This form is used to provide written justification to exempt costs that may be allowed as direct charges to a grant. The form should include a description of the "unlike circumstances" that warrant these costs. Examples include: Postage, Basic Telephone, General Office Supplies, and General Purpose software.

    Cost Sharing Commitment Letter

    Cost Sharing and matching funds must be verifiable in the University's records. This form is used to document the cost share applied to a particular proposal submission, is required at the time of proposal submission, and is later verified at the time of award via the cost share certification form.

    Disclosure of Financial Conflict of Interest for NIH/NSF

    In order to certify compliance with federal regulations, 42 CFR Part 50, Subpart F, university policy requires that all investigators and other key personnel on NIH, NSF and AHA proposals, fill out and sign a Sponsored Research Disclosure of Significant Financial Conflict of Interest form before the proposal is submitted by the university to these agencies.

    Federal Demonstration Project Request for Approval

    The FDP form should be used when institutional prior approval is required on a project awarded under the FDP terms and conditions, such as requesting pre-award costs or re-budgeting categories not normally including indirect costs (such as tuition, equipment or subcontracts in excess of $25,000) to those categories that would have included indirect costs under the federally negotiated rate such as salaries, travel, supplies or other expenses.

    IFAS Proposal Processing Checklist

    Use this document to review your proposal before submission to IFAS Proposal Processing.

    IFAS Service Program

    The IFAS Service Program process can only be completed via the eDSR-1 tool.

    Intellectual Property Check List

    This form is used to provide a more detailed level of information regarding the possible technologies which may arise from a particular project.

    Sponsored Program Agreement (SPA) Tool

    Sponsored Program Agreement (SPA) is a standard contract meant to simplify and expedite the contracting process between the University and a non-federal sponsor. The SPA serves as a contract and, if unaltered, does not require any negotiation. Please note that intellectual property rights, material transfer conditions, and/or confidentiality clauses preclude the use of an SPA.

    The SPA’s indirect cost rate is 28.5% of total direct costs (MTDC) as opposed to the University's federally negotiated Indirect Cost (IDC) rate. The SPA reduces the pre-Award setup cycle time, and full payment is required by the sponsor upon execution of the SPA.

    Standard Research Agreement Tool

    Standard Research Agreement is a standard contract that is meant to simplify and expedite the contracting process between the University and a sponsor. The RA is pre-approved and does not require any negotiation. When using an RA please note: a DSR-1 is needed, the RA carries the full federal negotiated indirect cost rate of the University. If the sponsor chooses, the contract language is negotiable and it does not require all funding monies to be paid upon execution.

    Statement of Intent/Intent to Collaborate

    Endorsement from the Subcontractor's Authorized Official. This letter of intent is required at the time of proposal submission for any sub contractual arrangements included in the proposal and must be accompanied by budget/budget justification pages, cost share documentation and scope of work to be performed by the subcontractor.

    Other Resources

  • Getting More IFAS Proposal Help

    To submit a proposal to IFAS Proposal Processing, inquire about a submitted proposal, or to receive general assistance with your proposal, contact Benita Bannis at bbannis@ufl.edu or Lisa Garrett at garretll@ufl.edu.

    All other inquiries, please contact the Division of Sponsored Research (DSR) Proposal Processing Office at ufproposals@ufl.edu or 352-392-9267.

  • Unit Grant Specialists

    Unit, REC or Department Contact Email Phone Unit Leader/Center Director
    Agricultural and Biological Engineering Max Williams mandomax@ufl.edu (352) 392-1864 x117 Dorota Haman
    Agricultural Education and Communication Holly O'Ferrell oferrell@ufl.edu (352) 273-2753 Ed Osborne
    Agronomy Theresa Martin tmoore72@ufl.edu (352) 294-1590 Ken Quesenberry
    Animal Sciences Mary Remer mrem@ufl.edu (352) 392-5289 Geoff Dahl
    Citrus REC Tammy Siegel
    Tom Coy
    CentralGrants@ifas.ufl.edu (863) 956-5897 Jacqueline K. Burns
    Entomology and Nematology Virni Mattson virni@ufl.edu (352) 273-3892 John Capinera
    Environmental Horticulture (Fifield SSC) Fifield Grants Team fifield-ssc@ufl.edu (352) 273-4583 Wayne Mackay
    Everglades REC Brandi Schoenfeld brandis@ufl.edu (561) 993-1508 Robert Gilbert
    Family Youth and Community Sciences (McCarty SSC) McCarty Grants Team mccarty-ssc@ufl.edu (352) 294-3190 Elizabeth Bolton
    Florida Medical Entomology Lab (FMEL) Walter Tabachnick wit@ufl.edu (772) 778-7200 x124 Walter Tabachnick
    Food and Resource Economics (McCarty SSC) McCarty Grants Team mccarty-ssc@ufl.edu (352) 294-3190 Ray Huffaker
    Food Science and Human Nutrition Meri Nantz mnantz@ufl.edu (352) 392-1991 x206 Susan Percival
    Ft. Lauderdale REC Carolina Vendrame cvendram@ufl.edu (786) 205-0042 Monica Elliott
    Ft. Lauderdale REC Joy Vinci alphawav@ufl.edu (954) 577-6304 Monica Elliott
    Gulf Coast REC Virni Mattson virni@ufl.edu (352) 273-3892 Jack Rechcigl
    Horticultural Sciences (Fifield SSC) Fifield Grants Team fifield-ssc@ufl.edu (352) 273-4583 Kevin Folta
    Indian River REC Laura McKeon mckeon@ufl.edu (772) 468-3922 x110 Peter J. Stoffella
    Microbiology and Cell Science Virni Mattson virni@ufl.edu (352) 273-3892 Eric Triplett
    Microbiology and Cell Science Sheilachu P. Gomez spgomez@ufl.edu (352) 392-0237 Eric Triplett
    Mid-Florida REC Tammy Siegel
    Tom Coy
    CentralGrants@ifas.ufl.edu (863) 956-5897 Wayne Mackay
    North Florida REC Cale Batey cale@ufl.edu (850) 875-7114 Nicholas Comerford
    Plant Pathology (Fifield SSC) Fifield Grants Team fifield-ssc@ufl.edu (352) 273-4583 Rosemary Loria
    Range Cattle REC McCarty Grants Team mccarty-ssc@ufl.edu (352) 294-3190 John Arthington
    School of Forest Resources and Conservation Chris Peters chris83@ufl.edu (352) 846-0100 Tim White; Designees: John Davis and Mike Allen
    Soil and Water Science (McCarty SSC) McCarty Grants Team mccarty-ssc@ufl.edu (352) 294-3190 K Ramesh Reddy
    Southwest Florida REC - Pre-award Tammy Siegel
    Tom Coy
    CentralGrants@ifas.ufl.edu (863) 956-5897 Jacqueline K. Burns
    Southwest Florida REC - Post-award Janice Hill jthill@ufl.edu (239) 658-3450 Jacqueline K. Burns
    Statistics McCarty Grants Team ryanjc@ufl.edu (352) 273-1134 Brett Presnell
    Tropical REC Carolina Vendrame cvendram@ufl.edu (786) 205-0042 Christine Waddill
    West Florida REC Carol Johnston cpjohnston@ufl.edu (850) 983-5216 x125 Barry Brecke
    Wildlife Ecology and Conservation Kelley Cunningham kcunnin@ufl.edu (352) 846-0635 Eric Hellgren
    Wildlife Ecology and Conservation Monica Lindberg lindberm@ufl.edu (352) 846-0577 Eric Hellgren
    Special Programs & Processes Contact Email Phone Unit Leader/Center Director
    Center for Aquatic & Invasive Plants Kim Lottinville agrap@ufl.edu 352) 392-6807 Bill Haller
    County Operations Christy Huntley chuntley@ufl.edu (352) 273-3427 N/A
    IFAS Global (formerly International Programs) Jenn Beck johalloran@ufl.edu (352) 273-3588 Walter Bowen
    Pesticide Information Office Willene Johnson willene@ufl.edu (352) 392-4721 N/A
    Program for Resource Efficient Communities (PREC) Max Williams mandomax@ufl.edu (352) 392-1864 x117 Pierce Jones
    Water Institute Mary Garvin meoarvin@ufl.edu (352) 392-5893 x2119 N/A
    Wildlife Ecology and Conservation Fla. Coop Research Unit Gay Hale mghale@ufl.edu (352) 846-0534 Martin Main
    Shared Service Centers Contact Email Phone Unit Leader/Center Director
    Fifield Hall Shared Services Center
    Environmental Horticulture Fifield Grants Team fifield-ssc@ufl.edu (352) 273-4583 Wayne Mackay
    Horticultural Sciences Fifield Grants Team fifield-ssc@ufl.edu (352) 273-4583 Kevin Folta
    Plant Pathology Fifield Grants Team fifield-ssc@ufl.edu (352) 273-4583 Rosemary Loria
    McCarty Shared Service Center
    Center for Public Issues Education McCarty Grants Team mccarty-ssc@ufl.edu (352) 294-3190 Tracy Irani
    Family Youth and Community Sciences McCarty Grants Team mccarty-ssc@ufl.edu (352) 294-3190 Elizabeth Bolton
    Food and Resource Economics McCarty Grants Team mccarty-ssc@ufl.edu (352) 294-3190 Ray Huffaker
    IFAS Information Technology McCarty Grants Team mccarty-ssc@ufl.edu (352) 294-3190 Dan Cromer
    Soil and Water Science McCarty Grants Team mccarty-ssc@ufl.edu (352) 294-3190 K Ramesh Reddy
    Range Cattle REC McCarty Grants Team mccarty-ssc@ufl.edu (352) 294-3190 John Arthington
    IFAS Deans Contact Email Phone Unit Leader/Center Director
    Dean for Extension Nick Place (352) 392-1761 N/A
    Interim Associate Dean for Extension Thomas Obreza (352) 392-1761 N/A
    Associate Dean for Extension Joan Dusky (352) 392-1761 N/A
    Dean for Research John Hayes (352)392-1784 N/A
    Associate Dean for Research Douglas Archer (352)392-1784 N/A
    Associate Dean for Research Mary Duryea (352)392-1784 N/A
    Dean for Teaching (CALS) Theresa Balser (352) 392-1963 N/A
    Associate Dean for Teaching (CALS) Elaine Turner (352) 392-1963 N/A
    Associate Dean for Teaching (CALS) Allen Wysocki (352) 392-1963 N/A