Sponsored Research

Sponsored Research

MANAGING RESEARCH PROPOSALS, GRANTS AND CONTRACTS 

Roles & Responsibilities of Sponsored Research

1) Proposal Support Services
Sponsored Research assists with understanding and adhering to guidelines, policies, and deadlines of both the University of South Florida and the sponsor for a grant application. As part of the proposal development, review the Sponsored Research Fact Sheet, General Information blurb, Pooled Fringe Rates, Cost Sharing, PI Eligibility, and F&A Cost Rates.

2) Proposal Submission
In order to begin the grant process, submit your proposal in Bulls iResearch. There are also Sponsored Research forms that need to be completed as part of the process. Electronic Research Administration may also be part of the proposal submission process. 

3) Negotiations with Sponsor
Sponsored Research is solely responsible for negotiating, approving, and notifying the Principal Investigator if the project’s terms and conditions will need to be modified. 

4) Acceptance of Award
Only the Office of Sponsored Research has the authority to accept a research grant on behalf of the University of South Florida. 

5) Advance Account (if applicable)
If an Advance Account is required, the PI must analyze the need and associated risks and prepare the underwrite paperwork for approval. Upon obtaining the requisite approval, the underwrite must be submitted to Sponsored Research for further approval.

6) Post-Award Setup
Sponsored Research will assign a Project ID and distribute the related documents to the PI, unit research administrator, and Post- Award Grant Financial Administrator. CCHIP (Clarification or Change in Procedure) provides a means for Sponsored Research to distribute procedural updates or reminders relative to the fiscal management of research awards. 

7) Award Accounting Transactions
The Transactions Team of Sponsored Research is responsible for the initial set up of an award in the university’s financial system after a comprehensive review of the award’s terms and conditions, to ensure the proper stewardship of awarded funding. Federal awards must comply with The Uniform Guidance requirements. Cost Accounting Standards are included in the revised cost principles of the Uniform Guidance. F&A cost rates are applied to a Modified Total Direct Cost base, which consists of salaries and wages, fringe benefits, materials and supplies, services, travel and the first $25,000 of each subgrant and subcontract regardless of the period covered by the subgrant or subcontract.

8) Invoicing and Reporting
Sponsored Research’s Invoicing & Reporting team submits invoices to sponsors and provides account information to the Principal Investigators, Unit Heads, Deans, and generates financial reports for submission to sponsors in accordance with terms and conditions specified in the notice of award. Cost sharing represents that portion of the total cost of sponsored project that is covered by the university (and/or third party) rather than the external sponsor. 

9) Financial Compliance
Sponsored Research's post award compliance staff generates and releases PERT reports to the departments and coordinates University Effort reporting after each semester. Other duties include reviewing and approving expenditure transfer requests, the financial component of cell phone/extra compensation, and GRT/Billing correction entries in FAST. 

10) Pre Closeout - Nonfinancial
The closeout team members ensure the process is verified throughout the lifecycle of the award: reviewing research award notices, final invoices, and reporting requirements, ensuring deliverables have been made, confirming invention and final property status, completing subcontract release forms, and maintaining records of closeout documentation.

11) Post Closeout - Financial
This team works with staff to address any incorrect chartfields, possible refunds, equipment status, and open purchase orders, as well as submit journals if necessary. The closeout also involves processing and reviewing eligible rollovers, ensuring proper costing was followed and the facilities and administration rate is in accordance with USF Policy 0-314 (PDF).

12) Retention/Purge
Sponsored Research’s Post-Award Closeout team is responsible for maintaining records for a set period before the files are ready to be purged. When the retention period is due to expire, Sponsored Research’s Closeout team sends reminders that files for expired or inactive awards are to be purged.