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Division of Academic Affairs
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POST-AWARD PROCESS Award Process There are 3 basic types of awards:
Negotiation and receipt of Award and financial aspects of a project to be funded is conducted by DSR in consultation with the PI.
Acceptance of Award/Opening the Account Once a grant or contract is accepted for USFSP by DSR, but before expenses can be incurred, research Financial Management (RFM) must be provided with documentation to enable them to carry out fiscal responsibilities in accordance with individual project specifications and administrative regulations of the sponsor. Review DSR Memorandum dated July 18, 2005 entitled " Proposal Documentation" as it relates to the documentation required proof to the opening of a project account. The memorandum may be accessed on the Research & Innovation web site under Forms. When compliance approvals are not yet secured the project may be opened for a limited time and dollar amount while pending approval; the following is required: The PI must email DSR a statement that no research related to pending compliance approvals will begin until approvals are secured and that no funds will be used to pay for any expenses related to such research pending compliance approvals. If approved by DSR: DSR provided the following to RFM and the PI:
Project IDs DSR assigns each research project a FAST Project ID. The Project IDs are generated from the series of account numbers that are assigned to each college or administrative unit. The first two digits of the ten-digit number identifies the College or Administrative Unit, the second two digits )third and fourth numbers)identifies the department, the next group of four digits (fifth, sixth, seventh and eighth numbers) identifies the numerical sequence of accounts in that Department, and the last two digits (ninth and tenth numbers) together identifies the numerical order. For Example: 1205-1081-00 The first two digits (12) identifies the college (Arts & Sciences; the second two digits (05) identifies the department (Anthropology); 1081 - identifies the numerical sequence of accounts in that department, the last two digits identifies the numerical sequence of sub accounts. The first sub account would be 1261-1081-01; the second sub account would be 1261-1081-02 and so on. Pre-FASt Project IDs (SAMAS Grant Accounts) were setup a little differently. The eighth digit indicated the type of activity performed on contract and grant accounts: "K" for example, indicated contract or grant performing instruction or training activities, "L" identified research, "P" identified other sponsored activities. An "R" in the eighth position of the nine-digit account number identified accounts that were funded from indirect cost earnings (administrative operating accounts, overhead rebates, support funds, faculty awards, etc.) or close out of fixed price contracts and grants. The last digit on a SAMAS Grant Account identified the campus:
An example of a SAMAS Grant Account: 1205-999-L3: The first two digits (12) identified the college (Arts & Sciences); the second two digits (05) identified the department (Anthropology); 999 - identifies the numerical sequence of accounts in that department; "L" denoted research and "3" denoted the St. Petersburg campus. Contract Number is the same as the Project ID, excluding the last tw0 digits. Underwriting the Account Occasionally, a granting agency decides to fund a project before DSR receives a grant notice or a fully executed copy of the contract. If it is necessary for the PI to begin work i this circumstance;, s/he may verbally request that DSR issue a temporary grant account. The request us completed via an Underwrite Form which is prepared by the PI or the Departmental Representative (signature approval by the Department Chairperson or Dean must be obtained) and submitted to DSR for processing. Underwrites require approval via signature by the Director or Assistant Director of DSR. the Underwrite Form includes a statement that certifies in case of any adverse development, the department will cover any expenses incurred. Note: For Underwrites with Cost Share, use the Underwrite Form (for use with Cost Share). Underwrites are processed as soon as possible after receipt by DSR.
Grant Budget Release Form When an award has been received, the PI or the Department REpresentative must prepare the University Grant Budget Release OGBR) Form, as a step to "translate" sponsor cost categories into ones used in FAST> Upon receiving notification of the award;, DSR will:
Completed budget worksheets should be sent to DSR as soon as possible. this will assure minimum delay in the establishment of an account. Pre-filling the GBR Follow the form instructions when pre-filling the form. complete the following sections:
For assistance in pre-filling the GBR form, contact: Anita Thompson, Fiscal and Budget Analyst Phone: Email: Office: DAV 100 Post-Award Responsibilities The Pi and USFSP jointly bear the responsibility for proper administration of the award according to the policies and guidelines pertinent to the particular project. DSR aids in the clarification of regulations and acts as executive in all negotiations between the sponsoring agency and the PI. It is however, the responsibility o of the investigator to implement actions according to these guidelines, to assemble the necessary staff, expend funds, and conduct the project as described in the proposal and agreed to by means of the award document. All expenditures must be directly related to the sponsored project. The PI may authorize changes only if they are in compliance with the sponsoring agency's cost principles and any additional terms and conditions of the award. The investigator may authorize salaries and wages only if they directly benefit the project within the permissible time frame. Requisitions for equipment or supplies will be reviewed very carefully by grant accountants and rejected if they are submitted so near the end of the project period that there is too little time for them to reasonably benefit the project. According to OMB Circular A-21, costs are considered "reasonable if the nature of the goods or services required, and the amount involved therefore, reflect the action that a prudent person would have taken under the circumstances prevailing as the time the decision to incur the cost was made."
The Department Research Administrator is responsible for keeping the PI unformed about expenditures and encumbrances throughout the budget period, and providing required fiscal reports to the sponsor. The PI in turn must direct the work so that it will be completed within the budget period and with the funds authorized. If this is not possible. a request for supplemental funds, or for a no-cost time extension must be initiated. Although there is similarity among the regulations or major funding agencies, each PI should familiarize him/herself thoroughly with the regulations applicable to the specific project for which they are responsible. DSR Responsibilities include:
Research Financial Management (RFM) RFM provides financial services in support of USFSP sponsored research awards and activities. RFM is a system-wide division under the Office of Research & Innovation. The mission is to protect the University's research programs while maintaining a strategic balance of service and compliance. The objectives are integrated with those of the Division of Sponsored Research. Physical Address: Research Financial Management University of South Florida 3702 Spectrum Blvd., Suite 135 Tampa, FL 33620 Fax Number: 813.974.4910 Contact : Director, Jennifer Condon Office: ADM 147 Research Financial Management:
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