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					 Overview of
  Research
Administration

  Pre Award

February 9, 2011


  Presented by the
Division of Sponsored
       Research


                        Skylar Gator Side
How Are We Organized?
               Office of Research
Dr. Win Phillips, Vice President for Research
M. Peter Pevonka, Associate Vice President for Research
Dr. Sobha Jaishankar, Assistant Vice President for Research
        OFFICE OF RESEARCH
       Vice President of Research
Division of Sponsored Research
Office of Technology Licensing
Research Communications
                                    Red, White,
Animal Care Services                & Blue Gator


IRB and IACUC
Research Compliance
     Division of Sponsored Research



The Division of Sponsored Research (DSR) was
established in 1962 by an act of the Florida
Legislature.
Purpose:    To manage and stimulate the
            University’s research program.
Florida Statute:       1004.22
      Division of Sponsored Research




Dr. Thomas E. Walsh   Director of Research & Compliance

Brian Prindle         Associate Director for Research
Brandi Boniface       Assistant Director for Research, IFAS
Tina Bottini          Assistant Director for Research, Jax
Roslyn Heath          Assistant Director for Research, OER
Brian Miller          Assistant Director for Research
Michael Scian         Assistant Director of Compliance
      Pre                  Post
      Award                Award
Non-Accounting         Accounting Activity
Activity

Funding Information    Releases Budget into
                       Accounting System


Proposal Review and    Invoices and Collects
Submission             Payment

Negotiates Awards      Prepares Financial
and Other Agreements   Reports

Accepts the Award      Close Outs
and issues NOA
A closer look at Pre Award




            Construction Gator
Division of Sponsored Research

              Sobha Jaishankar,
              Funding Information
              Judy Harris,
              Proposal Processing
              Dee Dee Teel,
              Award Administration
PROGRAM INFORMATION
FUNDING OPPORTUNITIES
 2 Senior Information Specialists
 Assigned Specific Area of Interest
Disseminate Information to
Colleges, Depts, and Individual PIs
 Personalize Funding Searches
 Publish “FYI” Online


                                    Telecommunigator
PROPOSAL DEADLINES!
ROUTING
PROPOSALS     1. PI

4 Levels of   2. Dept
Approval

              3. College

              4. DSR
Contact DSR or Your Local Research Office & Ask
Questions Early
Follow Agency Guidelines
Collect UF approvals (DSR-1 or PeopleSoft)
Submit to DSR for Final Approval
We need to meet the Deadline!
Things Proposal Processing look at:
     Agency Forms
     Budget / IDC Correct
     Cost Sharing
     Federal Conflict of Interest
     Disclosure (NSF, NIH)            Jazzi Gator



     Subcontractor Documentation
Submit
           Proposal Processing Also
NEGOTIATE AND EXECUTE MANY TYPES OF
      GRANTS AND AGREEMENTS

Research Agreements & Clinical Trials
Confidentiality Agreements
Consortium & Teaming Agreements
Contracts & Subcontracts
Purchase Orders (Incoming)
The Award is Fully signed

      Now What?
        AWARD ADMINISTRATION
               DSR Receives the Award Document
               DSR Generates a Notice Of Award (NOA)
               DSR Distributes to PI, Department
               Administrator, and C & G
               C & G Activates the Project in PeopleSoft
               Budget is Released and HR Account Code
               Established

                     You Can Now Spend
Waiter Gator
AWARD ADMINISTRATION ASSISTS with many
   POST AWARD BUSINESS FUNCTIONS

  •Pre Award Costs
  •Assigning Budget Control Levels (KK Levels 3 vs. 5)
  •Rebudgeting
  •Prior Approval for Award Changes
  •Subprojects (internal)
  •Subcontracts, Subawards, Subrecipients (external)
  •Overexpenditures
AWARD ADMINISTRATION ASSISTS with Many
   POST AWARD BUSINESS FUNCTIONS

 •Cost Transfers
 •Expense Advances When Working in Remote Locations
 •Program Income
 •Purchasing
 •Travel (GSA Rates or Rates set by Sponsor)
 •No Cost Extensions
AWARD ADMINISTRATION ASSISTS WITH
ALL POST AWARD BUSINESS FUNCTIONS-
             Continued

•Equipment ($1,000 or more)
•Records Management (3 years from Final Invoice)
•Change of Principal Investigator
•Absence of the Principal Investigator
•Change of Grantee Institution
•Closing Out a Project
(90 and 30 day early warning message)
    Research Policies & Procedures
                     Research Handbook
    www.research.ufl.edu/research/handbook/researcher_handbook


•Who can be a PI

•UF Cost Accounting Standards
•UF Cost Sharing Policy
•UF Indirect Cost Policy
•UF Indirect Cost Return Policy
                                                                 Rainforest Gator

•Use of Human Subjects in Research
•Use of Vertebrate Animals in Research
  Research Policies & Procedures cont.
•Use of Biohazards and Recombinant DNA
•Use of Radioactive Materials and Radiation-Producing
Devices
•Responsible Conduct in Research
•UF Conflict of Interest and Outside Activities Policy
•UF Financial Conflict of Interest Policy
•UF Scientific Misconduct Policy
•UF Export Control Guidance
               RESEARCH TEAM

Faculty (PI)
Department Chairs
Center Directors
Deans
Dept & College Administrators       Vincent Van Go Gator


Research Offices (DSR, IFAS, ENG, COM)
Other University Business Units
Summary of Sponsored
Research Activity – FY10
$678    Million of Awards
7,152 Active Projects
994     Different Sponsors
5,645   Proposals Submitted
1,704   Faculty Receiving     Darth Gator


        Awards
        Sponsored Research Awards
        By SPONSOR TYPE – FY10
                   (in millions)

$ 336   Federal                    72%
$ 86    State/Local                9%
$ 69    Foundations                10%
$ 53    Industry                   7%
                                         Gainesville Gator
$ 30    Other                      2%
 FEDERAL FUNDING
Sponsor   Total $ M
NIH       $ 195
HHS       $ 74
NSF       $ 48
USDA      $ 47
DOD       $ 33
Ed        $ 21
Research Awards by Academic Unit
                 (in millions)



$ 235   Health Science Center    58%
$ 120   IFAS                     15%
$ 73    College of Engineering   12%
$ 48    CLAS                     6%
$ 44    All Other                9%
      Research Awards HSC
            ($394 M)
$   335      Medicine
$   18.5     Public Health
$   18.5     Dentistry
$   9        Vet Med
$   11       Pharmacy
$   2        Nursing
        Top Institutions in Licensing Income, FY 2004
                        (Source: AUTM)

                                             U.S. Patent     U.S.
                              Licensing     Applications   Patents
        Institution            income           Filed      Issued
1. New York University       $109,023,125            110         23

2. California system          $74,275,000            965       270
3. U. of Wisconsin at
                              $47,689,165            217         93
   Madison
4. Stanford University        $47,272,397            277         87
5. University of Minnesota    $45,550,764            153         38
6. University of Florida      $37,402,284            301         53
     Popular Pre Award Topics
 Proposal Budgets
 Cost Sharing
 Cost Accounting Standards
 Electronic Proposal Submissions
 Grants.gov
            BUDGET
    TOTAL COST CONCEPT
    Direct Costs
    IDC or Overhead
+   Cost Sharing (if any)
=   Total Project Cost

                            Gene, The DNA Gator
           DIRECT COSTS

Costs That Directly Benefit Project
Account for With a High Degree of
Accuracy
Easily Identified & Allocable
Defined in OMB Circular A-21
                                Artigator
INDIRECT COSTS
                Indirect Costs

Not Easily Allocated or Identifiable to a
Specific Project
Include the Appropriate Rate in Budgets
  - Federal / Non-Federal

UF does not waive indirect costs
Recovered IDC is returned to PI, Dept, Center
and College
              COST SHARING
Cost Sharing represents that portion of project
costs not paid for by the sponsor
OMB Clarification Memo dated 1/5/2001
UF Cost Share Policy dated 11/6/2002
   - Mandatory
   -Voluntary Committed
   -Voluntary Un-committed
         COST ACCOUNTING STANDARDS

OMB A-21 our federal cost principles
A21: Items such as salaries of administrative and
clerical staff, . . . office supplies, postage, local
telephone costs and memberships, shall normally be
treated as an indirect cost.
CAS Exemption Request Form most recent version
5/1/2006.
          Grants.gov

* Visit DSR’s Grants.gov & UF
  web site
* Training as Requested



                   All American
                       Gator
            Grants.gov Deadlines

   For NIH grant submissions, we highly
    recommend you make every effort to submit
    your Grants.gov proposals to DSR at least 10
    business days prior to the NIH deadline.

   For all agencies other than NIH, DSR highly
    recommends you make every effort to submit
    your Grants.gov proposal to DSR no less than 5
    business days prior to the agency deadline.
         Research Administration Training Series: Spring 2011

                 Register through the DSR Web Site

2/9/11           Overview of Research Administration – PreAward
2/23/11          Grant Funding Information and Agency Updates
3/9/11           Proposal Preparation, Processing and Review
3/24/11          Subcontracting (Pre and Post Award)
4/6/11           Understanding the Award Process
4/20/11          Building Realistic Budgets
5/4/11           Responsible Conduct in Research/ Conflict of Interest
5/18/11          Export Control Overview
5/31/11          The Auditor’s Perspective
 DSR Website
 www.research.ufl.edu
 Thank You


              Gator Grad

				
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