Administrative Resources

• UF Finance and Accounting – Directives and Procedures: Travel

TERs should be submitted immediately after a travel’s completion.

Turn in the following documentation to the SFRC Fiscal Department (sfrc-fiscal@ifas.ufl.edu):

• Completed TER form
• All original PCard receipts (no copies, must also include cover forms)
• All available receipts for purchases made with personal funds
• When 101 and 103 funds are used, approval via E-mail must be sought from the department Director and attached to the form

Turn in the following documentation:

• Completed out-of-pocket reimbursement form
• All available receipts for purchases made with personal funds

Enterprise/National Reservations or 1-877-690-0064 (reference account number 43A3255)

Do not use the “Leisure Reservations” link at the bottom of the UF business rental site for personal rentals. This link will take you to the Enterprise regular rental page and you will not receive the contracted State rates. A new link has been setup for personal reservations at the link below

Personal Rentals at Enterprise (reference account number FL43089)

Renting for non-employees/employees without Pcard: establish an Enterprise Billing Account if you have the need to rent vehicles for other travelers but charge the rental costs to a UF PCard. Complete the Electronic Billing Agreement form and Email to stateoffloridabrse@ehi.com. A representative will contact you to complete the process and establish your account.

*Enterprise bills are sent twice per month.  This can delay travel expense reporting.

Emerald Club Portal – USED WHEN BOOKING FOR SELF OR ANOTHER TRAVELER – You should establish an Emerald Club account when renting vehicles for yourself and paying with a PCard assigned to you (or paying with your personal credit card). The Emerald Club program has benefits such as simplified reservation process, counter by-pass at airports as well as the ability to register your personal credit card for using the rental rates for personal use. Please contact Travel Services for information on how to join the Emerald Club program.

NOTE: Emerald Club is NOT required but without it you do not get the benefits of the Emerald Club.

*It is recommended to use National at airports, especially if you are an Emerald Club Member.

Rental Car Tolls

Enterprise/National utilizes the PlatePass program for tolls in the State of Florida. There will be a $3.95 convenience charge per day of use not to exceed $19.75 on any given one rental (Florida); this does not include tolls. Example: Travel to Orlando for 5 days and have tolls on 2 travel days. The charge will be $7.90 plus the cost of the tolls.

Tolls billed by Enterprise sometimes take 14-30 days to be charged to the method of payment used when renting the vehicle.  This can delay your Travel reimbursement. To avoid the convenience fee and delay in charge processing, please choose:

• Pay at the toll booth and you will not be billed by PlatePass.  Retain your receipts.
• Use a personal SunPass transponder in your rental vehicle and you will not be billed by PlatePass. Submit your SunPass activity for reimbursement.
• SunPass has the option to add a rental vehicle to the account.  Add the rental to your personal account OR
• We can temporarily add the rental vehicle to the Departmental SunPass account.  Please contact Sarah Hernandez by phone 846-0852 after you pick up the vehicle.

You can print receipts for any PlatePass charges at the following websites:

• ENTERPRISE:    https://www.htallc.com/en/tollpass?agency=Enterprise 877-860-1258
• National Rental Car: https://www.htallc.com/en/tollpass?agency=NationalCar 877-860-1283

• http://purchasing.ufl.edu/departments/directives.asp

Expenditures made on university funds must have a business purpose directly related to the University of Florida’s mission.

1.  State appropriations (101 and 103) funds: Items for personal use such as chairs and appliances purchased on state appropriations require additional justification, and must also be purchased at a reasonable price.
2.  Auxiliary (181 & 182) funds: Purchases such as alcohol; congratulatory telegrams; entertainment for visiting dignitaries; first class travel; and flowers and/or telegraphic condolences cannot be made on auxiliary funds
3. Contract and grant funds (201 and 209): Purchases made on contract and grant funds are subject to approval by the department grants specialist, Sam Lawson (samuel18@ufl.edu). Per OMB Circular A-21, indirect (F&A) costs cannot be charged onto federal grants and contracts unless a CAS exemption is submitted and approved. This includes:
   a.   Salary & fringe benefits for administrative and clerical workers
   b.   Computers (except those with specialized purposes specifically for the grant)
   c.   Travel and meals (excluding those to research sites and conferences pursuant to grant objectives)
   d.   Office, custodial, and general purpose supplies
   e.   Radioactive waste
   f.    Local phone service and equipment
   g.   Postage and mailing
   h.   Membership dues
   i.   Parking fines
   j.   Subscriptions
   k.   Software (excluding specialized or technical software)
   l.   Mobile devices
   m.   Computer supplies (e.g. RAM, CD drives, flash memory)
4. Formula funds (221 and 222): Since these are also federal funds the OMB Circular A-21 directive applies, indirect (F&A) costs cannot be charged. No exemption is in place for these funds at this time.
   This includes:
   a.   Salary & fringe benefits for administrative and clerical workers
   b.   Computers
   c.   Travel and meals (excluding those to research sites and conferences pursuant to grant objectives)
   d.   Office, custodial, and general purpose supplies
   e.   Radioactive waste
   f.   Local phone service and equipment
   g.   Postage and mailing
   h.   Membership dues
   i.   Parking fines
   j.   Subscriptions
   k.   Software (excluding specialized or technical software)
   l.   Mobile devices
   m.   Computer supplies (e.g. RAM, CD drives, flash memory)

1. For invoices associated with purchase orders, the invoice should have the PO number included in order to be paid against the PO.
2. For invoices associated with unencumbered vouchers, account information and the signature of the account-holder should be written on or attached to the invoice.

1.  Memberships/subscriptions/interlibrary loans.
2. Utilities/telephone bills.
3. Advertising (limited to newspaper/magazine ads).
4. Licenses.
5. Insurance.
6. Food purchased on foundation funds.

Additional examples are available on the Disbursements Directives & Procedures site (http://www.fa.ufl.edu/directives-and-procedures/disbursements) in section 5.E.

• http://www.fa.ufl.edu/directives-and-procedures/disbursements/

Cash expense refunds (refunds, reimbursements, rebates, or returned funds from a vendor) will be handled by staff members on an ad hoc basis. When directed, signed checks should be issued to the University of Florida and given to the employee handling the cash expense refund.

Cash Expense Refund Form

University policy emphasizes the processing of deposits in a timely manner. Deposits will be transmitted to the cashier’s office no less frequently than weekly.

Click here for PDF

For questions about accounts in SharePoint:

Grants:
Samuel Lawson (846–0885)

Non-grants:
Angela Gifford (846-1510)

For questions about SharePoint:
Alison Short (846-0114)

The approved reimbursement rates effective July 1, 2017 are as follows:

Contact Angela Gifford (angelag4d@ufl.edu) for more information about setting up a service center account for your vehicle.

Note that SFRC faculty can only charge back mileage costs for research-related travel. FAS faculty members are permitted to charge back mileage costs for research, teaching, and IFAS/SFRC-wide meetings due to working from a remote location.

• SFRC Fiscal Department (sfrc-fiscal@ifas.ufl.edu) – For Millhopper and Newins-Ziegler Hall
• Holly Quillen (hpdiaz@ufl.edu) – at Tropical Aquaculture Lab location for Ruskin employees

SFRC Vehicle and Vessel Account Flowcharts:

FAS Only – (FAS Service Center Flowchart)
FRC Only – (FRC Service Center Flowchart)

SFRC Vehicle Mileage Log
SFRC Vehicle Mileage Log (Example Template)
FAS Vessel Log

When purchasing a new vehicle, or switching your account to be charged, contact Dawnette Lauramore (dawnette@ufl.edu) or Samuel Lawson (samuel18@ufl.edu) to have the account information updated for the given vehicle.

For more information about Motor Pool costs and services, go to the Facilities Services Motor Pool website

“Institutional approval” is the process of garnering a record of authorizations at the SFRC (Department), IFAS (Deans Office), and DSP (Central) levels. This process occurs entirely within UFIRST, UF’s digital sponsored programs support tool. All approvals are necessary in order to submit to the sponsor with full support from the University. Without garnering these approvals before submission, an approver of any level can require withdrawal of submission, or refuse to accept the award when it comes in. This process has its own standard set of requirements, detailed below.

“Submission to sponsor” is the action of submitting a complete proposal in response to an opportunity from a sponsor. The mechanism of submission varies from sponsor to sponsor: some accepting email applications, some having an online portal for submission, and some requiring submission through UFIRST, via the federal SF424 (grants.gov) system embedded there. Submission requirements vary considerably from sponsor to sponsor. Indicating whether submission will come from the SFRC level (PI or Grants Assistant submission) or DSP is vital, and dependent on the level of control desired for the process, as well as sponsor requirements.

Your SFRC grants administrative staff is intensely motivated to help you have a successful submission, and all guidelines discussed here are to that end.

Institutional Approval:

Your first steps in responding to an opportunity should be geared towards gaining institutional approval, as this process can include many revisions and changes at each stage, and is necessary to actually submit to the sponsor. Therefore, as soon as you decide to respond to an opportunity, it is crucial that you send the Proposal Submission Form and opportunity document (RFP, RFA, etc.) to your pre-award grants administrator.

-Proposal Submission form

This form will aid your grants assistant in both setting up a workspace for your proposal in UFIRST and determining an optimal timeframe for preparing your submission. Please fill out all applicable sections of the form, and describe anything you feel has not been communicated by the form in the additional comments. For example, specific routing procedures and special situations regarding availability, especially around the time of proposal deadline.

From this point forward your grants administrator will help you gather and organize everything you will need in order to assemble all necessary approvals in enough time to submit to the sponsor.

On June 22, 2018 the Division of Sponsor Programs instituted a policy to establish an internal deadline for proposal processing. Per the policy found here:

http://generalcounsel.ufl.edu/media/generalcounselufledu/documents/ProposalDeadlinePolicy.pdf

All proposal materials must now be finalized and submitted to Core Office Review by 9AM the business day previous to the deadline.

In response to this policy, IFAS research published their own deadline policy, found here:

https://research.ifas.ufl.edu/main-menu-tab/resources/proposal-deadline-policy/

Which requires that all proposal materials be finalized and submitted to IFAS by at least 9AM, 3 business days previous to DSP’s internal deadline.

This results in a 5 business day deadline for routing finalized materials in UFIRST. Because SFRC-level approvals and PI certification are a pre-requisite for proposal workspaces to enter IFAS research’s processing queue, we will need to route a completed budget one day previous to IFAS’ deadline, with the rest of proposal materials being finalized and attached before IFAS research’s deadline. For this reason it is IMPERATIVE that your grants administration staff be aware of your intention to submit to a proposal AS SOON as you decide to do so. It will be very important to get drafts of your budget to your grants staff as early as possible. This policy also makes it of vital importance to start the process of acquiring subaward documents as soon as possible, which your grants staff can help you with.

Submission to Sponsor:

As noted above, submission to sponsor can take on many forms. Each submission can have its own form of submission and required documents. ANY submission that requires a request of funds with the inclusion of a budget of any kind necessitates institutional approval. Almost all sponsors require, at the very least, the basic documents required for institutional submission, noted above (scope of work, budget, and budget justification). Sponsors usually require a list of specific documents and forms necessary for their full review.

A non-inclusive and non-standard list of possibly required documents and forms is as follows.

1. Narrative/Scope of Work/Summary
2. Budget
3. Budget justification
4. Budget forms
5. Letters of support from collaborators, subaward institutions, etc.
6. Informational forms
7. Cost share approval letter
8. Financial Conflict of Interest disclosure
9. IDC rate agreement (sometimes referred to as our ‘NICRA’)
10. Biosketches
11. Current and Pending Support
12. Facilities and Resources
13. SF424 packet

Many forms and very few documents can be completed by your SFRC Pre-Award staff, but it is CRUCIAL that you discuss what forms and documents will be provided by what parties during preparation.

Your pre-award staff, in conjunction with departmental and central administrators, are able to assist you in providing information and guidance with most requirements related to finance and administration. They are not, however, authorized or prepared to provide assistance with programmatic requirements, i.e. the science of your proposal. Anything related to making decisions regarding how your project will be accomplished should be addressed by you or your technical collaborators and staff. For example, while administrative staff can tell you what, regarding your budget, is correct or incorrect per institutional policy, they will be unable to assist you in deciding what values should go into what categories. Similarly, any required documents or forms that require programmatic information will be limited in terms of assistance from administrative staff.

It is imperative that all items required for submission to sponsor are organized, approved, and finalized well before the deadline provided by the sponsor. Many proposals have unforeseen issues related to logistics that benefit from being dealt with before the deadline is imminent. Late proposal submissions increase your risk for a missed deadline. Any proposals submitted on the day of deadline may not be reviewed by IFAS or DSP depending on their submission load for the day. A proposal submitted without review could have the following actions requested by each approver post submission:

1. A revised or corrected version be submitted to the sponsor
2. Notifying the sponsor that changes will be made
3. Withdrawal of the proposal
4. If proposal is funded prior to changes being made, the award may not be accepted unless it meet’s UF’s standards and DSP has department chair and dean approval.

Budget:

Your budget should provide financial support for your proposed project with as much accuracy as possible.

Salary should be placed on the grant reflective of the amount of time (effort) you expect to be spent on it. Reasonable and accurate reporting of effort is an institution-wide initiative, and will be considerably eased by accurate entry of effort commitments in the proposals stage.

Key personnel are recommended to be unnamed in the budget. Unless it is a programmatic necessity to name an individual in the budget and proposal narrative, doing so can unduly increase complexity and administrative burden for PIs and staff. Named individuals are subject to tracking and reporting within the UF effort system, as well as reporting to the sponsor. This increases the administrative complexity of an award during its lifespan, and can create serious problems in the event of a change in personnel.

Budgets should incorporate the most accurate and current institutional rates that exist for fringe and overhead costs. Adherence to these rates is necessary for institutional approval.

Fringe Rates account for the average rate of benefit usage by each type of employee. This average is factored into salary charges in order to cover the actual proposed cost of compensating a given employee. Current fringe rates can be found here.

“Indirect costs,” “overhead costs,” and “facilities and administrative costs” are all terms for the costs UF tries to recoup in order to adequately provide facilities and administration for the conduct of all research. IDC is calculated as a rate applied to other costs in the budget. The rate and how it is applied often varies in accordance with project details like location of research, type of sponsor, and sponsor guidelines. Current IDC rates can be found here.

• IDC consists of a rate applied to a cost base. The standard, federally negotiated IDC rate is 52.5% and it is applied to a Modified Total Direct Cost base. MTDC consists of the sum of costs in the budget, minus amounts for tuition, equipment (singular, non-disposable items that are $5000 and above), participant support costs, rental costs of off-site facilities, scholarships, fellowships, and subaward costs in excess of $25,000. Justification for the use of a rate other than the standard 52.5% of MTDC will be required for processing. Justification for omitting IDC entirely will also need to be provided.

Cost Share is an in-kind match of financial commitment to a project, and required for some opportunities. Per UF policy, Cost sharing is only permitted and committed when required by sponsor. Cost share can come from many sources, most of which will need institutional approval in order to be officially communicated. UFIRST has a built-in system for quantifying and approving cost share, precluding the need for other cost-share documentation, unless required by sponsor. Proposed cost share amounts and sources should be noted in the budget.

• Associated IDC (an IDC rate applied to the cost share budget) is permitted on any proposal that does not explicitly forbid it in the proposal guidelines. This can contribute a considerable amount to the cost share amount, depending on the rate. The associated IDC rate should be applied to the cost share amount similarly to the way it is applied to the grant budget.
• Unrecovered IDC can be added to the cost share amount when IDC is restricted by the sponsor in the grant budget. Unrecovered IDC is calculated as the amount that would have been charged to the grant budget if it was not restricted by the sponsor. This type of cost share might also be forbidden by the sponsor.
• Minimum PI effort is required to be represented in UFIRST. UF requires that all PIs have at least 1% of their effort committed to every project they lead. As commitment is usually tracked via salary charges, projects to which the lead PI does not charge salary will be linked with Cost Share. This means that an internal record of your commitment to the project will be represented as Cost Share (effort for which you will not be reimbursed from the grant, and therefore will be compensated by the department) at both the proposal and award stages. This minimum commitment WILL NOT be communicated to the sponsor.

Budget justifications should be a clear explanation of how you arrived at the amounts in your budget. Salary and fringe amounts, supplies, equipment, any other expenses, and indirect costs need to be detailed in your justification. The basis and calculation for these costs should be clear and logical. Usually sponsors provide guidance as to the format of your justification, but in absence of this make certain that your justification clearly corresponds to the information you provide in your budget.

SF424:

Many federal sponsors require the use of the grants.gov proposal submission system. This is a standardized digital utility that makes use of the library of SF424 standard forms. These opportunities are unique in that submission MUST be accomplished by DSP, in the SF424 system embedded in UFIRST. The submission packet, including informational forms, budget forms, narrative attachments, etc., will only be available through UFIRST in the SF424 workspace. For this reason, federal submissions that make use of the grants.gov system will require a considerable level of communication with grants staff at both the department and central levels.

Subawards:

If your submission involves the inclusion of funds that will support part of your project being completed at another institution, special steps will be necessary in order to correctly set up this subaward. Subawards, as opposed to contracted services, are characterized by significant technical involvement in the science of the project itself. This is often made apparent in someone from the collaborating institution being listed as a co-PI on the project. Including a subaward on your project effectively makes UF the sponsor to another institution, and therefore requires specific documentation in order to establish the award. Before routing a proposal for institutional approval, a budget, budget justification, scope of work, and letter of support will be required. These elements will be reviewed along with the lead UF proposal. For this reason, it is highly advisable to put your grants staff in contact with the grants staff at the institution you plan to collaborate with. This will facilitate easy communication of requirements and information.

IRB/IACUC:

Proposals often contain elements that must be approved by an institutional review body, such as IRB or IACUC. While these approvals are not necessary for proposal submission, some information regarding this is will be required. It is strongly recommended that you begin seeking IRB and IACUC approvals as soon as possible; as they can stall the setup process once an award comes in. SFRC grants staff is not able to assist you with this process at this time, so it is highly encouraged that you make use of the information available at the IRB and IACUC websites.

IRB website

IACUC website

Both of these websites require UF login credentials.

Responsibilities:

Your SFRC grants staff is excited to aid you in securing funding for your research. However, responsibility for knowledge and understanding of sponsor requirements ultimately lies with you. Thoroughly reading and understanding the opportunity description is CRUCIAL for both the PI and their grants staff. Likewise, having a proposal ready to be submitted by deadline is ultimately the responsibility of the PI. Any assumption of roles in the process of proposal preparation should be solidified by discussion, in order to avoid any element being overlooked.

Your grants staff understands the terrific workload that proposal preparation represents for faculty, and is willing and able to assist in any way possible. A non-inclusive, situation-dependent list of ways your staff can help you is as follows:

1. Understanding, navigating, and insuring institutional approvals
2. Assisting in budget review and editing to coincide with institutional and sponsor requirements
3. Filling out informational forms required for submission
4. Organizing submission components and checking them for completeness
5. Serving as an outside party that will assist in staying on top of requirements and deadlines
6. Acting as resource for specific information regarding sponsor guidelines and institutional guidelines

Your pre-award specialist will handle everything related to building a representation of your proposal in UFIRST, as well as routing for approvals in UFIRST. This will require minimal involvement from you, and when your involvement is required, it will be clearly communicated to you. UFIRST is an excellent tool, but the workspace there is only a representation of your proposal that exists solely for review and approval within UF. What you see in UFIRST is not an exact copy of what will be sent to the sponsor. It is as close as possible, but limitations in UFIRST, as well as the nature of its role in proposal preparation, may lead to it have some slight discrepancies with your actual submission.

PLEASE NOTE that your proposal WILL NOT be added to your grant staff’s worklist UNTIL you send a completed proposal submission form. This will be the point at which your staff will be able to keep track of your preparation process. If you do not receive verification that your form has been received within one business day, please feel free to follow up with the staff member you attempted to contact.

Resources:

Many materials and resources are provided online by UF Office of Research, as well as SFRC administrative staff.

• SFRC proposal submission form
• SFRC IRB/IACUC information form, to be submitted to grants staff with submission form, if applicable
• SFRC standard budget template
• SFRC standard support request letter
• SFRC statement of intent to establish consortium
• SFRC cost share letter
• SFRC simple fixed fee agreement
• SFRC payroll calculator
• SFRC assistanceship cost calculator
• UF frequently used facts
• UF IDC rates
• UF fringe
• UF proposal preparation information
  

-What are Cost Accounting Standards?  http://www.fa.ufl.edu/departments/cost-analysis/costing-guidelines-and-policies/

Cost Accounting Standard (CAS) 9905.502 states “All costs incurred for the same purpose, in like circumstances, are either direct costs only (can be charged to a grant) or indirect costs only (must be paid with unrestricted funds) with respect to final cost objectives.” Uniform Guidance 2 CFR then goes on to list specific costs that the federal government considers to be normally charged indirectly, “Items such as salaries of administrative and clerical staff, office supplies, postage, local telephone costs and memberships”.

According to OMB Circular A-21, “The tests of allowability of costs under these principles (A-21) are:

1.  Reasonability-A prudent person would have purchased the item and paid that price.
2.  Allocable– Expenses are at least partially applicable to a sponsored agreement.
3. Consistently Treated – Expenses for similar purposes must be treated the same way (throughout the university) under like circumstances.
4. Allowable – The expense must be allowable or not specifically excluded as specified by government regulations (examples of specifically excluded costs are discussed later) or by the contract/grant/cooperative agreement requirements.

Should a principal investigator need to apply expenses to a grant that are considered  unacceptable per Cost Accounting guidelines, a CAS Exemption Request form will need to be completed and approved by the Division of Sponsored Programs. This is used to provide written justification to exempt the following costs that may be allowed as direct charges to a grant if it can show how the charging of such costs to the award are for “unlike circumstances”. Examples include: Postage, Basic Telephone, General Office Supplies, and General Purpose software. http://research.ufl.edu/research/pdf/cas_exemption_form.pdf  (CAS Form)

Also note that, even if a CAS exemption is obtained for computer equipment, it is the internal policy of the SFRC to place 5% of the cost of any computer purchases on an IDC or unrestricted account, to ensure compliance with the Uniform Guidance 2 CFR 200 in the event of an audit.

Any PCard charges pending CAS exemptions should receive new accounts. The principal investigator also assumes responsibilities for transfers for CAS exemption/pre-award spending. They should also be mindful of the processing time for CAS exemption and NOA documentation, and provide alternate accounts as necessary.

An error in charging of costs must be identified and corrected within 90 days of the occurrence; all cost transfer requests must be made within 30 days of the expiration of the project. Costs transfers that result in a refund to the sponsored award must be processed as soon as the error is discovered, regardless of the date the error occurred.

Consistency in Cost Accounting Standards (CAS) requires that costs be transferred within the same fiscal year; therefore every effort must be made to correct errors within the same fiscal year. Cost transfers of salaries and wages covering periods where related effort has been certified beyond 90 days will generally not be approved.

Responsibility for Compliance

• Responsibility for following these guidelines lies primarily with the Principal Investigator (PI).

• The PI should coordinate with his or her fiscal personnel to ensure charges are assigned to the sponsored award.

• The appropriate contracts and grants office is responsible for the final review of cost transfers involving sponsored awards.

Adequate Documentation

A cost transfer must always be accompanied by a written explanation of how the costs being charged benefit the sponsored award as well as the cause of the error and certification of accuracy. The University of Florida has designated this responsibility to the PI or Departmental Chair.

A cost transfer form must be completed and forwarded to Contracts & Grants for review and approval of the expense to be removed or added to the grant.

To request a no-cost extension on other grants, you will need to e-mail or write a letter to the agency for approval and then inform Chris Peters once received. He will then coordinate with DSP Award Administration. Some agencies may send a formal amendment to be signed by the University in order to finalize the no-cost extension.

DSP No-Cost Extensions

Notably, FDP (Federal Demonstration Partnership) grants generally do not require prior approval for shifting funds among categories. Additional information on FDP grants can be found here: http://research.ufl.edu/faculty-and-staff/award-management/federal-demonstration-partnership.html

Upon hiring and employment authorization, faculty should provide HR with the grant/ account number the employee should be paid from; once sufficient budget has been verified, the individual will be distributed for payroll.

Effective March 3, 2014, all faculty with sponsored projects are required to take the following classes: RSH 220 Effort Fundamentals and RSH 260 Cost Principles. These courses are available online through myUFL by navigating to Main Menu > My Self Service > Training and Development > Request Training Enrollment. Failure to take these courses before March 3^rd, will result in DSP holding all NOAs and removing all of your rights to access grant information within myUFL

Uniform Guidance 2 CFR200:: http://www.fa.ufl.edu/departments/cost-analysis/costing-guidelines-and-policies/charging-costs-directly-or-indirectly-to-sponsored-projects/

Office of Research: http://research.ufl.edu/or.html/

Training and Development: http://www.hr.ufl.edu

The following training courses are offered by the University of Florida for instructions and guidelines on Effort Reporting:

• RSH200 Effort Reporting
• RSH220 Effort Fundamentals
• RSH230 Effort Management

More information as well as instruction guides on Effort Reporting can be found on the Human Resources website

The faculty member should fill out the Faculty Assignment Report in its entirety. In cases when necessary, Katelyn Campbell or Sam Lawson can assist in the completion of the FAR by preloading the data, but it is strongly recommended that the faculty member fill out the FAR completely.

After submitting the FAR for approval, Director Red Baker will review and approve it, which will then return it back to the faculty member’s queue for acknowledgement. The faculty member will receive daily automated e-mails reminding him/her to acknowledge his/her FAR. The FAR is considered fully approved once it has been acknowledged by the faculty member.

• http://www.generalcounsel.ufl.edu/news/Effort-Reporting-Policy.pdf for official University of Florida policy on effort reporting.
• http://www.generalcounsel.ufl.edu/news/Effort-Reporting-Directives-Procedures.pdf for details about effort reporting process.
• http://www.fa.ufl.edu/departments/cost-analysis/effort-certification/

• Training Courses and Toolkits: http://hr.ufl.edu/training/myUFL/toolkits/EffortReporting.asp
• SFRC Effort Reporting Presentation

University of Florida employees are expected to complete the New Employee Orientation within the first month of employment. This can be done by either enrolling in the online courses NE0100 and NE0200 or signing up to attend one of the new employee orientation classes offered at the HR Building, Room 119 at 903 W University Ave.

Benefit enrollment is now done online. You will receive your People First ID shortly after your employment begins.  Please visit the “Benefits” section of the Human Resources website to see the various benefit options available to TEAMS employees.  Benefit enrollment needs to be completed within 60 days of your hire date.

Training is offered for all UF employees.  The Preventing Sexual Harassment training is mandatory for all employees.  It must be renewed every two years.  To view the available training courses offered by Training and Organizational Development please visit their website.

Create a Gatorlink ID-Using your UFID number: Go to https://my.ufl.edu/ps/signon.html, select the Access MyUFL link in the upper left, and then create account on the right. When done, e-mail Winnie Lante (wdl@ufl.edu) with your username and she will initiate your exchange e-mail.

Security Roles-Some access to myUFL is only granted by receiving security roles.  If you need a security role, please contact Victoria Scaff.  Please note that some roles require you to complete a training course before they will be approved.  In this case, the role will not be available until the training course is completed successfully.

Entering time:  To enter time you will go to my.ufl.edu and go to the Main Menu tab.  From the Main Menu tab, the path will be My Self Service>Time Reporting>Report Time>Timesheet.

You will receive 3 emails reminding you to enter time each pay period.  Please make sure we have an up-to-date email address for you.  If you have any problem entering time, please contact Victoria Scaff for assistance.

For information on benefits for OPS employees, please visit the Benefits section of the University of Florida’s website or call 352-392-2477.

Training is offered for all UF employees.  The Preventing Sexual Harassment training is mandatory for all employees.  It must be renewed every two years.  To view the available training courses offered by Training and Organizational Development please visit their website at http://hr.ufl.edu/learn-grow/training-organizational-development/courses-and-registration/.

Security Roles: Some access to myUFL is only granted by receiving security roles.  If you need a security role, please contact Victoria Scaff.  Please note that some roles require you to complete a training course before they will be approved.  In this case, the role will not be available until the training course is completed successfully.

Please note that all foreign national Postdoctoral Associate hires will be sponsored through the J-1 program. The hire process is distinctly different than the process outlined in this section and will be initiated once the DS-2019 has been generated.

Initial Program Invitations (including both UF sponsored and self-funded programs)

If you would like to invite an exchange visitor (EV), then please complete the faculty request form and return to sfrc-hr@ifas.ufl.edu with the following attachments:

• CV of prospective visitor (must be completely in English)
• Prospective EV’s bachelor’s, master’s or Ph.D. diploma or transcript (must be in English, and translations must be official with original diploma attached)
• Confirmation that a live SKYPE or similar interview with the EV to verify the English proficiency is sufficient to perform their jobs or complete their academic programs, to navigate daily life in the United States, to read and comprehend program materials, to understand fully their responsibilities, rights and protections, and to know how to obtain assistance, if necessary.

All initial DS-2019 requests must be submitted at least 75 days in advance of the proposed program start date.

J-1 Program Amendments

J-1 program amendments should be initiated with Victoria at least 45 days in advance of the proposed change(s).

Amendments include the following: change of program start date; change/addition of worksite location; change of supervisor; change of funding; extension of program end date; reduction in length of program.

Please contact Victoria at (352) 846-0863 or sfrc-hr@ifas.ufl.edu if you have any questions.

For OPS appointments, please provide the following information:

• Start date of appointment
• End date of new appointment
• Hours per week
• Hourly rate
• Account number that employee will be paid from

For TEAMS appointments, please contact Victoria Scaff to post the position on the University of Florida’s Gator Jobs link.

Sick leave may be used for yourself for illness, doctor visits or dental appointments. It may also be used in reasonable amounts for illness, injury or death within your immediate family.  Sick leave also requires authorization from your supervisor, although it is understood that most sick leave does not happen in advance, please email your supervisor as soon after the sick leave is taken for authorization and cc Victoria Scaff.

Administrative leave includes funerals, jury duty, military service, and other examples in which the above categories do not apply. Please refer to the HR website section on leave (http://hr.ufl.edu/benefits/leave/) for more details.

http://www.hr.ufl.edu/policies/default.asp

• General counsel form: http://generalcounsel.ufl.edu/media/ufledu/content-assets/generalcounselufledu/documents/AppendixB2.pdf
• IFAS form: http://hr.ifas.ufl.edu/pdf/IFAS_Form_2627_Revised_03-2011.pdf

Contact Information

Victoria Scaff- 352-846-0863  (sfrc-hr@ifas.ufl.edu)

Before starting the opportunities search, it is important to develop an idea of what kind of support is being sought. That is, determine whether you are looking to accomplish research, extension, instruction, or some combination of those elements. Additionally, it is crucial that you develop keywords related to the specific areas that you are both interested in and qualified for. Take into account at this stage what terms are most likely to have relevance in the current funding climate, and what you can accomplish with your skill set. More general keywords are better, as they cast a wider net.

A wealth of information on the funding search can be found at the Division of Research Program Development website: External Funding Opportunity Resources – Office of Research. Thankfully, UF has developed several tools to assist faculty and staff in finding opportunities for which to apply.

First, there is the Opportunity Management tool, which can be found here: Opportunities Manager

The OM works as a database that culls opportunities from federal and state sponsors, as well as funding that is internal to UF (more on internal funding below). UF has provided a detailed manual for its use, which can be found here: OppManUserGuide

The OM allows for specificity in type of sponsor, timeframe, and keywords contained in the abstract or solicitation. The system also allows for searching of past opportunities, which can be helpful in determining solicitations that may not yet be re-posted, but will be in the future.

An important feature of the OM is the ability to subscribe to a digest of opportunities on a daily/weekly/monthly basis. While the same specificity cannot be baked into your subscriptions, a regular notification of new opportunities, delivered on an unobtrusive and regular basis, can be a great help in staying engaged with the funding search process.

Second, there is the Pivot funding database, which can be found here: Pivot | Funding Discovery

Pivot is another opportunities database with a more intuitive interface, and the ability to set up specific profiles. Pivot provides a system that melds the previous activities of faculty with the search for new opportunities. If you have not already, it is important to claim the profile that you already have in Pivot: Claim Pivot Profile. This will allow you to have control over the information that Pivot can use to search for funding. Additional instruction videos about how to use Pivot can be found here: Pivot – Videos.

Similar to the Opportunities Manager tool, you can sign up for email alerts related to your funding interests, so you can be notified as soon as an opportunity is posted. Pivot also allows you to save searches you make, which can streamline your use of the tool considerably.

Third, the least pointed resource for opportunity exploration are sponsor-specific funding alerts and searches.

Some federal sponsors provide regular email updates on the opportunities they post. These allow for some tailoring to your interests, but not at the same level as the databases listed above. Some examples of these updates can be found here:

NSF: https://service.govdelivery.com/accounts/USNSF/subscriber/new?qsp=823
Grants.gov: https://www.grants.gov/web/grants/manage-subscriptions.html

Of these options, the Grants.gov utility provides the more robust assistance, as Grants.gov houses a wide range of opportunities from a handful of federal sponsors.

Grants.gov provides a somewhat robust opportunity search engine, which can be found here: Search Grants | GRANTS.GOV

While it can be difficult to tailor results on this engine, it serves as the most effective single-database search provided by a federal entity itself.

IFAS provides a range of opportunities (and honors) that can be found here: Honor and Award Opportunities

These include support for graduate programs, equipment grants, early career seed grants, and more. These opportunities are posted throughout the year, so regular monitoring of the page is advisable, along with subscription to the IFAS Faculty Listserv: IFAS Faculty.

The UF Office of Research provides an annual seed grant opportunity for multidisciplinary, faculty-initiated research projects with potential for extramural support. Information related to this opportunity (and others) can be found by searching “UF Office of Research (UF OR)” in the sponsor field of the Opportunity Manager tool. Guidelines for proposals can be found here: Seed Fund Guidelines, and review criteria can be found here: REVIEW CRITERIA.

The UF Research Foundation provides support of research-specific professorships for tenured faculty. This support includes a grant and salary supplement. Information related to this opportunity can be found here: Professorship Awards – Office of Research