This information is designed for use by departmental staff and faculty who will create, view or submit proposals and those who will perform post-award functions, including the spending of contract and grant funds.
Frequently Asked Questions
Check these Frequently Asked Questions regarding proposal preparation and grant management.
Glossary
A glossary of terms is available to help you with definitions of terms and acronyms used in the myUFL systems for grants, both pre-award and post-award, and all other parts of the systems.
Cost Sharing Purchases
When you are making a purchase that must meet cost sharing requirements for a contract or grant, please refer to the Directives and Procedures applicable to Finance and Accounting for proper recording and documentation requirements for cost sharing. See Section “F”.
Please also contact your corresponding C&G office if you have any questions.
Additional Help:
Contracts and Grants (Main Office)
302 TIGERT HALL
PO BOX 113001
GAINESVILLE, FL 32611-3001
392-1235
IFAS Sponsored Programs
G022 McCarty Hall D
PO BOX 110110
GAINESVILLE, FL 32611-0110
392-2356
Engineering Contracts and Grants
340 WEIL
PO BOX 116550
GAINESVILLE, FL 32611-6550
392-6626
Forms
Forms used in the myUFL Grants module are pre–populated with information entered by the user.
- Cost Accounting Standards Exemption Form [15
Jul 2004]
Principal Investigators who believe circumstances of their project warrant an exemption that would allow direct charging costs that are normally treated as indirect must submit this form to DSR.
Training Materials
Visit the myUFL Toolkits pages at http://hr.ufl.edu/training/myUFL/Toolkits/.
Additional Resources
- Grants
Checklist - End User
Use this checklist to complete requests for End User Roles for Grants in the Access Request System (ARS). - Grants
Checklist - Core User
Use this checklist to complete requests for Core User Roles for Grants in the Access Request System (ARS). - Viewing Grant Balances: A Resource for Principal Investigators
This guide helps Principle Investigators (PIs) use the Grants Summary Ledger, which displays restricted grant funds. This information can be applied similarly to the Cash Summary Ledger, which displays the cash–based grant funds. - PeopleSoft Job Codes NOT to be Direct Charged to Federal
Awards
These job codes have been designated as Clerical & Administrative salaries and are not allowed to be charged directly to federal sponsored agreements (in the absence of a Policy Exception Approval). - Project Report Package 23 June 2005
This guide describes the Summary Expense report for projects, the Expense Detail report for projects and the Payroll Cost Distribution report for projects. Together these reports provide information for principle investigators and grant administrators regarding the budget and spending of projects. - Department Reports 11 Jul 2005
This guide describes the Summary Expense report for departments, the Expense Detail report for departments and the Payroll Cost Distribution report for departments. Together these reports provide information to fiscal administrators regarding the budgeting and spending of state appropriated funds.
Policies
UF Handbook Business Policies and Procedures for Contracts and Grants Accounting.
The Researcher's Handbook contains the policies and procedures for conducting research at the University of Florida, as well as general information about Research & Graduate Programs (RGP).
Security Roles
- UF_FI_FUNC_USER
Required for anyone who has an end or core user role for any myUFL Financial system. - UF_GL_FISCAL_FUNCTIONS and UF_GL_RESEARCH_REPORTING and ReportSuperUser
Required for anyone who has an end or core user role and must view or run reports in PeopleSoft (not Enterprise Reporting) to perform their job duties. - Financial Business Unit Access Roles
Required for any account with end- or core-user access to PeopleSoft Financial systems. These roles specify the business unit(s) to be accessed by an account.
End User Roles
- UF_GM_DEPT/COLL
Update and edit proposals for the department. Create proposals and budgets. Conducts pre–award audits to ensure compliance with established grant and project management guidelines. Inquires on workflow activity and supporting information, in read–only mode. Note: This role needs Grants/Proposal Department identified. (P3) - UF_GM_INQUIRER
Pre–award functionality only. Inquire on Sponsored Program activity Proposals in read–only mode. (P3) - UF_GM_PC_BUDREPRT_MGR
Allows users to access and update the Re–Budget page. Users will be able to create a detailed budget for level 3 projects that will be used for project reporting. Intended for Principal Investigators and Department Administrators. (P3) - UF_GM_PC_INQUIRY
Post–award functionality only. Inquire on Sponsored Programs activity for Awards and Projects in read–only mode. Note: For principal investigators (PI), Chairs, Deans, Department Support Staff. (P3) - UF_GM_PI_CI_OTH_PER
Update and edit proposals on which the end user is listed as a resource (PI, CoPI, Key Personnel or Other Personnel). Create proposals. PI and Co–PI also approve Proposals on which they are listed. (P3) - UF_N_IND_COST_SP_ALLOC_BROWSE
Browse space allocation. When requesting the role you must include the DeptID in the Authority Area. Contract &Grant employees who need access to all space should use ALL instead of DeptID. User is only allowed one indirect cost space role. (P3) - UF_N_IND_COST_SP_ALLOC_CERTIFY
Certify space allocation. When requesting the role you must include the DeptID in the Authority Area. User is only allowed one indirect cost space role. (P3) - UF_N_IND_COST_SP_ALLOC_AUTH
Authorize space allocation. For dean, director or department chair or their designee (who must be, at least, a high-level TEAMS Exempt employee who is knowledgeable of the operations of the unit.) When requesting the role you must include the DeptID in the Authority Area. User is only allowed one indirect cost space role. (P3) - UF_N_SP_IMAGING_VIEW
View Sponsored Programs images. When requesting the role you must include the user’s GatorLink username in the Authority Area. (P3) - UF_N_SP_IMAGING_CLIENT_VIEW
Sponsored Programs Client View. User must be affiliated with department using imaging and has IBM Content Manager software license. When requesting the role you must include the user’s GatorLink username in the Authority Area. (P3) - UF_N_SP_IMAG_CLIENT_WORKBASKET
Sponsored Programs Client Workbasket. User must be affiliated with department using imaging and has IBM Content Manager software license. When requesting the role you must include the user’s GatorLink username in the Authority Area. (P3) - UF_N_SPACE_DEPT_UPDATE
Update department information in space management system. When requesting the role you must include the DeptID in the Authority Area. (P3) - UF_WF_APPROVER_CHAIR
Workflow role. Approves proposals at the department level. Monitor workflow setup accuracy and completeness. Authorize changes to workflow set up. Authorize additions and changes in user authority, roles and routings. Authorize alternate user designations. Monitor expiration of alternate user designations. Override workflow exceptions. Resolve processing errors. (P3) - UF_WF_APPROVER_DEAN
For Deans or those designated to sign proposals for the dean including College of Medicine, IFAS Sponsored Research offices and Engineering Sponsored Research offices who are signing for their deans. Workflow role. Approve proposals at the College level. Monitor workflow setup accuracy and completeness. Authorize changes to workflow set up. Authorize additions and changes in user authority, roles and routings. Authorize alternate user designations. Monitor expiration of alternate user designations. Override workflow exceptions. Resolve processing errors. (P3) - UF_WF_APPROVER_DSR
Only for DSR to finalize proposal signatures on behalf of the university. Workflow role. Monitor workflow setup accuracy and completeness. Authorize changes to workflow set up. Authorize additions and changes in user authority, roles and routings. Authorize alternate user designations. Monitors expiration of alternate user designations. Overrides workflow exceptions and resolves processing errors. (P4)
Core User Roles
- UF_GM_ADMIN
This is a core office role that separates out some special system processes from normal daily operating duties. This role is restricted to members of the core Re–Integration project team. (P4) - UF_GM_AR_MAINT
Provides the capability to work with Maintenance Worksheets to make corrections to AR transactions. (P4) - UF_GM_AR_MANAGER
Process post–award work. Provide overall direction and oversight to the AR team. Validate process output. Provide Accounts Receivable maintenance. (P4) - UF_GM_BI_SPECIALIST
Provides the ability to update a large number of billing specialists on Grants billing contracts. This role is reserved for core users in the C&G office. (P4) - UF_GM_BILLING
Provides core access to run Grants Billing. Because running Billing can have adverse performance impacts, the ability to run Billing should be closely controlled by Bridges. Also, running Billing must be coordinated with Bridges to avoid conflicts with other processes. (P4) - UF_GM_C&G_MGT
Process post–award work. Review Award, Project or Contract setup. Oversee the Billing, Reporting, Accounts Receivable and central office support for Post–Award Financial monitoring and maintenance of Sponsored Programs Awards, Projects or Contracts. Monitor and approve C&G grant–related receipts and expenditures. Distribute Sponsored Programs–related information to user groups. Inquire on Sponsored Program activity Proposals, Awards and Projects. (P4) - UF_GM_C&G_STAFF
Process post–award work. Review Award/Project/Contract setup. Participate in the Billing, Reporting, Accounts Receivable and central office support for Post–Award/ Financial monitoring and maintenance of Sponsored Programs Awards, Projects and Contracts. Monitor and approve C&G grant–related receipts and expenditures. Distribute Sponsored Programs–related information to user groups. Inquire on Sponsored Program activity including Proposals, Awards and Projects. (P4) - UF_GM_DSR_STAFF
Process pre–award work. Approve changes to grant proposals. Oversee the grant submission and award processes. Monitor and approves DSR related receipts and expenditures. Distribute Sponsored Program–related information to user groups. Note: This role is for Division of Sponsored Research (DSR) office staff only. (P4) - UF_GM_DSR_MGT
Process pre–award work. Approve changes to grant proposals. Approve or rejects grant proposals. Oversee the grant submission and award processes. Monitor and approves DSR related receipts and expenditures. Distribute Sponsored Program–related information to user groups. Note: This role is for Division of Sponsored Research (DSR) Director, Associate or Assistant Directors only. (P4) - UF_GM_PC_BUDGET_ADMIN
Process post–award work. Administer and update the PC Budget system configuration. Run PC Budget–related processes. Monitor data integrity. Collect budget requests from project personnel. Review and consolidate original and revised budget submissions. Coordinate board review and approval process. Update Commitment Control rules and control fields. Run, view and print reports related to projects transactions. Inquire on projects–related transactions and supporting information. (P4) - UF_GM_SRO_MGT
Pre–award IFAS, College of Medicine or EIES role. Sign proposals. Make changes to grants proposals. Oversee the Grant submission and award processes. Monitor and approve DSR related receipts and expenditures. Distribute Sponsored Program–related information to user groups. Inquire on Sponsored Program activity proposals, awards and projects. Note: Staff with this role in IFAS, College of Medicine or Engineering are designated to sign proposals for their Deans. Staff will also need UF_WF_APPROVER_DEAN for workflow. (P4) - UF_N_SP_IMAGING_CLIENT_UPDATE
Sponsored Programs Client Update. User must be affiliated with department using imaging and has IBM Content Manager software license. When requesting the role you must include the user’s GatorLink username in the Authority Area. (P3) - UF_N_SP_IMAGING_CLIENT_MAX
Sponsored Programs Client Max. User must be affiliated with department using imaging and has IBM Content Manager software license. When requesting the role you must include the user’s GatorLink username in the Authority Area. (P3)
Assistance
For assistance with university policies and procedures regarding grants, please contact the appropriate office:
Division of Sponsored Research (392-1582)
Contract and Grants Accounting Services (392-1235)
Office of Engineering Research (392-9447)
Engineering Contract and Grants (392-6626)
IFAS Sponsored Programs (392-2356)
Please contact the UF Help Desk (392-HELP) for questions regarding the use of myUFL for grants.
