Overview of Research Administration Pre Award January 2012 Presented by the

1. Overview of Research Administration Pre Award January 2012 Presented by the Division of Sponsored Research Skylar Gator Side

2. How Are We Organized?

3. Office of Research Dr. David Norton, Vice President for Research Grinter Hall

4. OFFICE OF RESEARCH Division of Sponsored Research Office of Technology Licensing Research Communications Animal Care Services IRB and IACUC Research Compliance Red, White, & Blue Gator

6. 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

8. Pre Award Post Award Non-Accounting Activity Accounting Activity Releases Budget into Accounting System Funding Information Proposal Review and Submission Invoices and Collects Payment Negotiates Awards and Other Agreements Prepares Financial Reports Accepts the Award and issues NOA Close Outs Generally activity priorto award establishment

9. A closer look at Pre Award Construction Gator

10. Division of Sponsored Research Sobha Jaishankar, Funding Information Judy Harris, Proposal Processing Dee Dee Teel, Award Administration

11. 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

12. Proposal Processing PROPOSAL DEADLINES!

13. ROUTING PROPOSALS 4 Levels of Approval 1. PI 2. Dept 3. College 4. DSR GETTING THE PROPOSAL OUT THE DOOR!

14. GETTING THE PROPOSAL OUT THE DOOR! Contact DSR or Your Local Research Office & Ask Questions Early Follow Agency Guidelines Collect UF approvals (DSR-1 or MyUFL Express Proposal/PeopleSoft) Submit to DSR for Final Approval

15. GETTING THE PROPOSAL OUT THE DOOR! 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) Subcontractor Documentation Jazzi Gator

16. Submit

17. Proposal Processing And PreAward Services NEGOTIATE AND EXECUTE MANY TYPES OF GRANTS AND AGREEMENTS Research Agreements & Clinical Trials Confidentiality Agreements Consortium & Teaming Agreements Contracts & Subcontracts Purchase Orders (Incoming)

18. The Award is Fully signed Now What?

19. AWARD ADMINISTRATION DSR Receives the Award Document DSR Generates a Notice Of Award (NOA) DSR Distributes to PI, Department Administrator, and C & G Accounting C & G Accounting Activates the Project in PeopleSoft Budget is Released and HR Account Code Established You Can Now Spend Waiter Gator

20. 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

21. 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

22. AWARD ADMINISTRATION ASSISTS WITH ALL POST AWARD BUSINESS FUNCTIONS- Continued • Equipment ($5,000 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)

23. 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 • Use of Human Subjects in Research • Use of Vertebrate Animals in Research Rainforest Gator

24. 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

25. RESEARCH TEAM Faculty (PI) Department Chairs Center Directors Deans Dept & College Administrators Research Offices Other University Business Units Vincent Van Go Gator

26. Summary of Sponsored Research Activity – FY11 $619M Awards 7,252 Active Projects 1012 Different Sponsors 4,887 Proposals Submitted 1,750 Faculty Receiving Awards Darth Gator

27. FY 11 Sponsored Research Awards By SPONSOR TYPE (in millions) $ 416Federal 67% $ 61 State/Local10% $ 77Foundations 13% $ 44Industry 7% $ 20 Other 3% Gainesville Gator

28. FEDERAL FUNDING Sponsor in millions NIH $ 166 • USDA $ 64 • NSF $ 44 • DOD $ 33 Ed $ 22 • Energy $ 14

29. Research Awards by Academic Unit (in millions) $ 323 Health Science Center 52% $ 128 IFAS 21% $ 66 College of Engineering 11% $ 46 CLAS 7% $ 44 All Other 9%

30. Research Awards HSC($323 M) $ 268 Medicine $ 18 Public Health $ 14 Dentistry $ 11 Pharmacy $ 9 Vet Med $ 1 Nursing $ 2 PHHP/Medicine Integrated Pgms

31. Top Institutions in Licensing Income, FY 2004   (Source:  AUTM)

32. Popular Pre Award Topics • Proposal Budgets • Cost Sharing • Cost Accounting Standards • Electronic Proposal Submissions • Grants.gov

33. BUDGET TOTAL COST CONCEPT Direct Costs IDC or Overhead + Cost Sharing (if any) = Total Project Cost Gene, The DNA Gator

34. 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

35. INDIRECT COSTS

36. 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

37. 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

38. 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.

39. Grants.gov * Visit DSR’s Grants.gov & UF web site * Training as Requested All American Gator

40. Grants.gov Deadlines • ForNIHgrant 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.

41. 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

42. DSR Website • www.research.ufl.edu • Thank You Gator Grad