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.

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

    Animal Research Committee (ARC) Protocol System

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

    http://research.ifas.ufl.edu/animalResearch/

    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.

    cas-exemption-form.pdf

    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.

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

    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.

    coi-form.pdf

    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.

    federal-demo-form.doc

    IFAS Proposal Processing Checklist

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

    ifas-proposal-processing-checklist.pdf

    IFAS Service Program

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

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

    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.

    ip-checklist-form.pdf

    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.

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

    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.

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

    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.

    statement-of-intent-form.doc

    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

    Department, Unit, or REC Contact Email Phone
    Agricultural and Biological Engineering Max Williams mandomax@ufl.edu (352) 392-1864 x117
    Agricultural Education and Communication Holly O'Ferrell oferrell@ufl.edu (352) 273-2753
    Agronomy Theresa Martin tmoore72@ufl.edu (352) 392-1811 x204
    Animal Sciences Tracey Mangi tmangi@ufl.edu (352) 392-5289
    Center for Aquatic & Invasive Plants Bobbi Goodwin rcg@ufl.edu (352) 392-9613
    Citrus REC Tammy Siegel tlsiegel@ufl.edu (863) 956-5897
    County Operations Christy Huntley chuntley@ufl.edu (352) 273-3427
    Entomology and Nematology Virni Mattson virni@ufl.edu (352) 273-3892
    Environmental Horticulture Candy Palmer cjpalmer@ufl.edu  (352) 273-4578
    Everglades REC Brandi Schoenfeld brandis@ufl.edu (561) 993-1508
    Family Youth and Community Sciences Ellen Vaughan bobellen@ufl.edu (352) 273-3559
    Florida Medical Entomology Lab (FMEL) Walter Tabachnick wit@ufl.edu (772) 778-7200 x124
    Food and Resource Economics Jo Ann Davis jodavis@ufl.edu (352) 392-1826 x401
    Food and Resource Economics Tina Craig tcraig@ufl.edu 352-392-1826 x 201
    Food Science and Human Nutrition George Baker glba@ufl.edu (352) 392-1991 x218
    Ft. Lauderdale REC Carolina Vendrame cvendram@ufl.edu (786) 205-0042
    Ft. Lauderdale REC Joy Vinci alphawav@ufl.edu (954) 577-6304
    Gulf Coast REC Virni Mattson virni@ufl.edu (352) 273-3892
    Horticultural Sciences Wes Henderson wester.henderson@ufl.edu  (352) 273-4791
    Indian River REC Laura McKeon mckeon@ufl.edu (772) 468-3922 x11 0
    International Programs Jenn Beck johalloran@ufl.edu (352) 273-3588
    Microbiology and Cell Science Virni Mattson virni@ufl.edu (352) 273-3892
    Microbiology and Cell Science Sheilachu P. Gomez spgomez@ufl.edu (352) 392-0237
    Mid-Florida REC Loretta Satterthwaite lorettan@ufl.edu (407) 884-2034 x160
    Mid-Florida REC Holly Mc Naught hamc@ufl.edu (407) 884 2034 x100
    North Florida REC Cale Batey cale@ufl.edu (850) 875-7114
    Plant Pathology Sheila Gomez spgomez@ufl.edu  (352) 392-0237
    PREC Scott Gemmill saemmill@ufl.edu (352) 392-7126
    Range Cattle REC Lacey Rhea lacey.n.givens@ufl.edu (352) 392-1803 x314
    School of Forest Resources and Conservation Chris Peters chris83@ufl.edu; (352) 846-0926
    Soil and Water Science Lacey Rhea lacev.n.givens@ufl.edu (352) 392-1803 x314
    Soil and Water Science Linda Cowart lpc@ufl.edu 352-392-1803 x313
    Southwest Florida REC Julie Carson carsonj@ufl.edu (239) 658-3400
    Statistics Ryan Chance rvanic@ufl.edu (352) 392-1946 x227
    Tropical REC Carolina Vendrame cvendram@ufl.edu (786) 205-0042
    Water Institute Mary Garvin meoarvin@ufl.edu (352) 392-5893 x2119
    West Florida REC Carol Johnston cpjohnston@ufl.edu (850) 983-5216 x125
    Wildlife Ecology and Conservation Fla. Coop Research Unit Gay Hale mghale@ufl.edu (352) 846-0534
    Wildlife Ecology and Conservation Monica Lindberg lindberm@ufl.edu (352) 846-0577
    Wildlife Ecology and Conservation Kelley Cunningham kcunnin@ufl.edu (352) 846-0635