Grant Proposal Preparation
Q. Should I always begin a proposal
using UF Start Proposal Page?
Q. When should I use the regular
Proposal menu selection?
Q. Do I need to enter data into the
UF Start Page in order?
Q. Can you copy and paste into the
Comments?
Q. Do I have to finish the entire
Proposal in one sitting?
Q. How do I know if a person is an
Eligible PI?
Q. What dates should I use for the
From and To dates, the entire proposal or the first budget
period?
Q. When do I use the Previous Award
section?
Q. When do I use the Related
Proposal section?
Q. What information goes in the
Source field in the Cost Sharing section?
Q. What is the Primary Project?
Q. Who should be the PI on the
Primary Project?
Q. How do I know which Institution
to choose?
Q. How do you set up a Resource if
I do not have a specific person yet?
Q. What is the purpose of the
Exclude check box?
Q. Are Certifications entered by
the Entire Proposal or by Project?
Q. Must I complete the
Certifications if they don’t apply?
Q. How do I get the Conflict of
Interest (COI) for the CoPI’s into the Proposal?
Q. How do I show which COI is for
the PI and which is for the CoPI?
Q. Does the Target Sponsor Budget
include F&A (indirect cost)?
Q. Why do I see the F&A
Allocation when my Project is in the Institution MAIN but not
when a Project is in IFAS or EIES?
Q. How do I copy a proposal to make
another one like it?
Q. After I saved the Proposal from
the UF Start Page, I see a button to complete the Budget Header.
Do I have to complete this part now?
Q. How do I get approval for my
Proposal once it is created?
Q. What happens if a proposal is
rejected?
Q. Can I review all the Budget
Periods for a Project at once?
Should I always begin a proposal using UF
Start Proposal Page?
Yes. You should begin all proposals, except a Non-Competing
Continuation, at the UF Start Proposal Page.
When should I use the regular Proposal
menu selection?
Use the regular Proposal menu selection when you need to add
information to a Proposal you started using the UF Start Proposal
Page. Use the Non-competing menu selection when you are creating
a Proposal for a NON-competing Proposal. Use the Copy Proposal
function to copy a Proposal to use as the basis for a brand new
one.
Do I need to enter data into the UF Start
Page in order?
Yes. Because the page uses information entered at the top of the
page to edit information entered later, you need to enter the data
in the order on the page.
Can you copy and paste into the Comments?
Yes, you can use the copy/paste function of word processing
software (such as MS Word) to copy in text where free text is
allowed in the proposal. This includes the comments fields as well
as the reports (e.g., Abstract, Progress Reports).
Do I have to finish the entire Proposal
in one sitting?
You need to finish and save the data on the UF Start Proposal
Page. If you exit before saving, you will lose your data. You may
complete the Budget Header and Budget Line Summary at that time or
come back later at any time to complete those sections.
How do I know if a person is an Eligible
PI?
Eligibility is based on the UF policy on the RGP web site.
What dates should I use for the From and
To dates, the entire proposal or the first budget period?
Use the dates for the entire proposal. You will put in the dates
for the budget periods later.
When do I use the Previous Award section?
Use this section to provide information on Previous Awards when
preparing a Competing Continuation, Supplemental, or Renewal.
When do I use the Related Proposal
section?
Use this section to provide information on Related Proposals when
you have already submitted a Pre-Proposal, you are resubmitting a
proposal, or this proposal is in collaboration with another
proposal.
What information goes in the Source
field in the Cost Sharing section?
The Chartfield (unrestricted money) you plan to use to meet the
cost sharing (example: 16012000). DO NOT type in the department
name here. We want to be able to query using this field later.
What is the Primary Project?
All proposals must have at least one project associated with it.
The PI responsible for the entire proposal should be assigned to
the Primary Project.
Who should be the PI on the Primary
Project?
The PI with ultimate responsibility for the entire Proposal should
always be the PI on the Primary Project. You can enter
Co-PI’s as the PI on Projects OTHER than the Primary
Project.
How do I know which Institution to
choose?
UF has three areas on campus that manage proposals and awards. You
should choose the area that you expect to manage the
Project--Engineering C&G, IFAS C&G, or Main C&G.
How do you set up a Resource if I do not
have a specific person yet?
If you do not know who the person is, use the TBA, To Be Announced
employee.
What is the purpose of the Exclude check
box?
If you begin entering information on a Project and decide you did
not want that Project, you must complete all required fields and
then Exclude it (essentially delete the Project) by checking the
Exclude box. The other option would be to simply exit without
saving and begin again. This is not expected to be used often.
Are Certifications entered by the Entire
Proposal or by Project?
Certifications are entered by Project.
Must I complete the Certifications if
they don’t apply?
Yes. Answer all the Certifications with Yes (this one applies), No
(this one does NOT apply), or Pending (applies and the
certification is in process but not yet approved) for all the
questions. This mirrors the current policy.
How do I get the Conflict of Interest
(COI) for the Co-PI’s into the Proposal?
PeopleSoft does not allow duplicate entry of data. Use the COI
option in the Certification Section for the PI of a Project. If
you have Co-PI’s on the Project, use the "+" sign
on the far right to add line(s) to the Certification Section. Then
use the drop down box to choose COI1, COI2, etc. Then put the
EmplID (Employee ID) of each person in the Exemption Number field.
How do I show which COI is for the PI
and which is for the CoPI?
Put the EmplID (Employee ID) of each person in the Exemption
Number field on the COI Certification Line.
Does the Target Sponsor Budget include
F&A (indirect cost)?
Yes. This amount should include the both direct and indirect
costs.
Why do I see the F&A Allocation when
my Project is in the Institution MAIN but not when a Project is in
IFAS or EIES?
Following UF Policy, the UF Start Page collects information for
all departments other than IFAS and EIES. These areas have a
different method of F&A Allocation and do not require data
gathered at the proposal stage.
How do I copy a proposal to make another
one like it?
Use the Copy Proposal menu selection to create a copy of a
proposal. Leave the Proposal Number and Project Number set to
NEXT. The system will automatically assign the correct numbers. It
is imperative that you NOT change this setting or assign a number
yourself.
After I saved the Proposal from the UF
Start Page, I see a button to complete the Budget Header. Do I
have to complete this part now?
No. You must complete the data on the first page of the UF Start
Page and successfully save. The Budget Header is the next step and
may be completed immediately or later if you wish.
How do I get approval for my Proposal
once it is created?
When you Submit the Proposal the system will automatically route
the proposal for the required approvals of the PI (if the PI does
not hit the submit button), Department Chair, College Dean, and
DSR.
What happens if a proposal is rejected?
The proposal is sent back to the PI. The person that rejects it
can use the Notify button to send an e-mail.
Can I review all the Budget Periods for
a Project at once?
Yes. After they are entered into the system, use the Review
Pre-Award Budget menu choice to see all the Budgets by Budget
Period on a single page.
