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 requires no negotiation and cannot be altered. Please note that intellectual property rights, material transfer conditions, and/or confidentiality clauses preclude the use of a 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/
A letter of intent/collaboration signed by a subcontractor’s Authorized Official, 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, cost share documentation and scope of work to be performed by the subcontractor. Click here for a link to a letter template statement-of-intent-form.doc.
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):
Principal investigators (PIs) work with their department Research Administrator (RA) to create and route proposals for Unit Leader approval through the UF Integrated Research Support Tool (UFIRST). Once approved, this online system automatically submits the proposal to the IFAS Proposal Office. Note that the IFAS Proposal Office will not begin reviewing submissions until the PI has certified the proposal and the "Ready For Core Office to Submit to Sponsor" button is clicked. Both of these actions indicate to our office that this proposal is submit ready. Find more information about the UFirst process here.
IFAS Proposals will review existing approvals, review documentation, and verify the indirect cost before approving. A proposal is eligible for review and approval once the following is included:
• the scope of work,
• the budget (an internal budget may be requested to verify the IDC requested),
• the budget justification, and
• the sponsor guidelines or a copy of the existing agreement
• if a reduced IDC rate is applied, provide evidence of a published rate or approved letter that abides by DSP's exemption policy
Once approved, the submission will automatically move forward for a Dean’s approval.
Effective June 22, 2018, the Division of Sponsored Programs (DSP) instituted a hard deadline for submission of proposals announced at least 30 calendar days prior to the due date. These proposals must arrive in DSP, submit-ready, by 9 a.m. on the business day prior to the sponsor deadline. DSP will not submit proposals that miss this window. Proposals submitted in response to a solicitation announced less than 30 days from the sponsor’s due date are exempt from this deadline policy. DSP will fully review and submit these exempt proposals, depending on time and staff availability. DSP will fully review and submit these except proposals, depending on time and staff availability.
For proposal solicitations published by the sponsor at least 30 calendar days from the due date, IFAS requests three (3) business days from the DSP’s deadline to complete the college-level approval process. This allows IFAS to properly review proposals and decrease the risk of missing non-compliant sections, addressing oversights or errors in budgeting, and of encountering technical glitches and bottlenecks. It guarantees that PIs will meet DSP’s deadline, improves the quality of proposals and eliminates the possibility that DSP will not submit a proposal.
• Submissions must be ready to submit to the sponsor. In addition to certain requirements outlined by DSP, proposals should be complete, certified by the PI and appropriately reviewed by the Unit Leader.
• While UFIRST allows a department to begin the approval process before the submission and/or the necessary internal documents have been uploaded, and for the ‘return’ of proposals to complete the submission, these options should be used sparingly.
• Complete submissions will be reviewed on a first-come, first-served basis.