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. Division of Sponsored Research Office of Technology Licensing Research Communications Animal Care Services IRB and IACUC Research Compliance OFFICE OF RESEARCH 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 Funding Information Proposal Review and Submission Negotiates Awards and Other Agreements Accepts the Award and issues NOA Releases Budget into Accounting System Invoices and Collects Payment Close Outs Prepares Financial Reports Generally activity prior to award establishment Non-Accounting Activity Accounting Activity

9. A closer look at Pre Award Construction Gator

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

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 DEADLINES!

13. 1. PI 2. Dept 3. College 4. DSR ROUTING PROPOSALS 4 Levels of Approval

14. 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. 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. 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 Many POST AWARD BUSINESS FUNCTIONS

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. 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 Policies & Procedures cont.

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

27. FY 11 Sponsored Research Awards By SPONSOR TYPE (in millions) $ 416 Federal 67% $ 61 State/Local 10% $ 77 Foundations 13% $ 44 Industry 7% $ 20 Other 3% Gainesville Gator

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

29. Research Awards by Academic Unit (in millions) $ 323Health Science Center52% $ 128IFAS21% $ 66College of Engineering11% $ 46 CLAS7% $ 44 All Other 9%

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

31. Top Institutions in Licensing Income, FY 2004 (Source: AUTM)Institution Licensing income U.S. Patent Applications Filed U.S. Patents Issued 1. New York University $109,023,12511023 2. California system $74,275,000965270 3. U. of Wisconsin at Madison Madison$47,689,16521793 4. Stanford University $47,272,39727787 5. University of Minnesota $45,550,76415338 6. University of Florida $37,402,28430153

32. Popular Pre Award Topics Proposal Budgets Proposal Budgets Cost Sharing Cost Sharing Cost Accounting Standards Cost Accounting Standards Electronic Proposal Submissions Electronic Proposal Submissions Grants.gov 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 siteGrants.gov & UF * Training as Requested All American Gator Gator

40. 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 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. 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 2/9/11Overview of Research Administration – PreAward 2/23/11Grant Funding Information and Agency Updates 3/9/11 Proposal Preparation, Processing and Review 3/24/11 Subcontracting (Pre and Post Award) 4/6/11Understanding 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 DSR Website DSR Website  www.research.ufl.edu www.research.ufl.edu www.research.ufl.edu  Thank You Thank You Thank You Gator Grad