Overview of Research Administration Pre Award January 2012 Presented by the
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Transcript of Overview of Research Administration Pre Award January 2012 Presented by the
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Overview of Research
Administration
Pre Award
January 2012
Presented by the
Division of Sponsored Research
Skylar Gator Side
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How Are We Organized?How Are We Organized?
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Office of ResearchDr. David Norton, Vice President for Research
Grinter Hall
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Division of Sponsored Research
Office of Technology Licensing
Research Communications
Animal Care Services
IRB and IACUC
Research Compliance
OFFICE OF RESEARCH
Red, White,Red, White,& Blue Gator& Blue Gator
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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
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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
Non-Accounting Activity
Accounting Activity
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A closer look at Pre Award
Construction Gator
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Sobha Jaishankar, Funding Information
Judy Harris, Proposal Processing
Dee Dee Teel, Award Administration
Division of Sponsored Research
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PROGRAM INFORMATIONFUNDING 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
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PROPOSAL DEADLINES!
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1. PI
2. Dept
3. College
4. DSR
ROUTING PROPOSALS
4 Levels of Approval
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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
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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 GatorJazzi Gator
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Submit
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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)
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The Award is Fully signed The Award is Fully signed
Now What?Now What?
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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 CodeEstablished
You Can Now Spend
Waiter Waiter GatorGator
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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
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•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
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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)
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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 GatorRainforest Gator
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•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.
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Faculty (PI)
Department Chairs
Center Directors
Deans
Dept & College Administrators
Research Offices
Other University Business Units
RESEARCH TEAM
Vincent Van Go Gator Vincent Van Go Gator
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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 GatorDarth Gator
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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 GatorGainesville Gator
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FEDERAL FUNDING
SponsorSponsor in millionsin millions
NIHNIH $ 166$ 166
USDAUSDA $ 64$ 64
NSFNSF $ 44$ 44
DODDOD $ 33$ 33
EdEd $ 22$ 22
EnergyEnergy $ 14 $ 14
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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%
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Research Awards HSC($323 M)
$ 268 Medicine
$ 18 Public Health
$ 14 Dentistry
$ 11 Pharmacy
$ 9 Vet Med
$ 1 Nursing
$ 2 PHHP/Medicine Integrated Pgms
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Top Institutions in Licensing Income, FY 2004 (Source: AUTM)
InstitutionInstitutionLicensing Licensing
incomeincome
U.S. Patent U.S. Patent Applications Applications
FiledFiled
U.S. U.S. Patents Patents IssuedIssued
1. New York University1. New York University $109,023,12$109,023,1255
110110 2323
2. California system2. California system $74,275,000$74,275,000 965965 270270
3. U. of Wisconsin at3. U. of Wisconsin at MadisonMadison $47,689,165$47,689,165 217217 9393
4. Stanford University4. Stanford University $47,272,397$47,272,397 277277 8787
5. University of 5. University of MinnesotaMinnesota $45,550,764$45,550,764 153153 3838
6. University of Florida6. University of Florida $37,402,284$37,402,284 301301 5353
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Popular Pre Award TopicsPopular Pre Award Topics
Proposal BudgetsProposal BudgetsCost SharingCost SharingCost Accounting StandardsCost Accounting StandardsElectronic Proposal SubmissionsElectronic Proposal SubmissionsGrants.govGrants.gov
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BUDGET
TOTAL COST CONCEPT
Direct Costs
IDC or Overhead
+ Cost Sharing (if any)
= Total Project Cost
Gene, The DNA GatorGene, The DNA Gator
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DIRECT COSTS
Costs That Directly Benefit Project
Account for With a High Degree of Accuracy
Easily Identified & Allocable
Defined in OMB Circular A-21ArtigatorArtigator
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INDIRECT COSTS
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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
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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
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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.
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Grants.gov
* Visit DSR’s Grants.gov & UF web site
* Training as Requested
All AmericanAll American GatorGator
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Grants.gov DeadlinesGrants.gov Deadlines
ForFor NIHNIH grant submissiongrant submissionss, we highly , we highly recommend you make every effort to submit recommend you make every effort to submit your Grants.gov proposals to DSR at least 10 your Grants.gov proposals to DSR at least 10 business days prior to the NIH deadline.business days prior to the NIH deadline.
For all For all agencies other than NIHagencies other than NIH, DSR , DSR highly recommends you make every effort to highly recommends you make every effort to submit your Grants.gov proposal to DSR no submit your Grants.gov proposal to DSR no less than 5 business days prior to the less than 5 business days prior to the agency deadline.agency deadline.
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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
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DSR Website DSR Website
www.research.ufl.edu
Thank YouThank You
Gator GradGator Grad