IFAS Proposals

Proposal Processing

Documents, Forms, and Tools


UF/IFAS requires an itemized budget at the pre-proposal stage for the following reasons:

  • Sponsor requirements are not the same as institutional requirements. We (UF & UF/IFAS) enact policies and directives that protect our interests and to try to streamline the process (see last two points for examples).
  • UF stipulates that “All sponsored awards, including fixed price awards, will require budgets at least at the categorical level,” (UF General Counsel, p.7).
  • UF policy prohibits unnecessary cost sharing. If we are unable to verify that all necessary costs are included in a budget, we cannot guard against unnecessary commitments.
  • Costs cannot be properly classified as “direct” or “indirect” without seeing budget details.
  • For some funding programs (such as SCRI), guidelines require us to choose the IDC rate that yields the lowest IDC $ amount. We cannot perform that calculation without budget details. Choosing the incorrect rate can affect a proposal’s score in the review process (i.e. budget is request is too high for the SOW), or negatively affect the budget if the pre-proposal is selected (i.e. budget request is too low).
  • For other programs (such as SCBG), IFAS has been challenged with relationships with collaborators that were not equitable; budget details allow us to monitor these relationships early on in the process to reduce the likelihood of misunderstandings and delays later on.
  • We cannot ensure that costs are reasonable or allocable according to Uniform Guidance (e.g. appropriate effort commitment; large equipment purchases; international travel) without budget details.
  • Providing budget details at the pre-proposal stage reduces review and turnaround time if the proposal is selected for funding.

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 compliance@research.ufl.edu 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 domestic sponsors on a fixed price basis.  Click here for a link to the Proposal Processing Guidelines.

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 associated with Other Sponsored Activities and is applied to the modified total direct costs (MTDC) and is lower than 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.