Documents, Forms, and Tools
Advanced Release Tool
This form temporarily establishes the release of funds and/or extension of time as needed by the principal investigator until the official award or modification of existing award can be established. The department will be responsible for 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/
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.
Compliance Review Form
Beginning August 17, 2015, UF/IFAS faculty will be required to complete a new Compliance Review Form as part of the negotiation or set up of every new sponsored award, or every change in scope on a sponsored award. This form will help support the University’s compliance with federal regulations in conflict of interest and export control. The form is intended to collect critical information to allow the University to determine if there are risks included in performing the scope of work that require additional review by the Division of Research Compliance. Please contact the Office of Research, Division of Research Compliance at 294-1632 or email@example.com if you have questions or need additional information.
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.
UF/IFAS Faculty Service Program
The IFAS Faculty Service Program (FSP) is designed for faculty conducting routine services for multiple, external, non-Federal sponsors on a fixed price basis. Click here for a link to the Proposal Processing Guidelines.
A Statement/Request for Invoice form is required to process each FSP payment. Completed forms (along with the check if the service is pre-paid) should be forwarded to the IFAS Team at C& G.
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 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 modified total direct costs 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.
Note: A Dean’s signature is no longer needed on the SPA form, however, a copy of the form must be uploaded in UFIRST to receive the Dean’s approval. http://researchtools.ifas.ufl.edu/spAgreement/
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.
UF/IFAS Closeout Procedures for Fixed-Price Agreements
IFAS fixed-price sponsored projects that have been completed and closed (primarily fixed price contracts, grants, or a Faculty Service Program) that have a remaining balance are subject to distribution to the faculty, unit and – in some cases – the IFAS Senior VP. How the excess funds are distributed depends on the (1) total funds remaining (across all subprojects if applicable), (2) the IDC rate, and (3) share of the total award remaining. Specifically, the distribution of remaining funds is determined as follows (see attached flowchart for summary):
- Step 1: Distribution of budgeted IDC: The IDC budgeted in the total award is retained by CNG for distribution to UF IDC pool. If the project involved subprojects, the balances would be pooled prior to distribution. After distributing the original IDC, only the direct balance (DB) remains for distribution in subsequent steps.
- Step 2: Distribution to the IFAS Senior VP (SVP): The SVP’s office receives a distribution in one of two ways: (1) any project with a DB of less than $500, or (2) any project with an IDC of less than 25%. In the case of (2), the SVP receives a share of the DB equal to the difference between the IDC rate paid and 25%.
- Step 3: Distribution to the PI and Unit: Following the distributions in steps 1 and 2, the PI receives up to 25% of the total award and the remainder is distributed to the Unit.