Administrative Policies

Forms and References

Hiring

• Background Check Information
• Dean’s Office Hiring Flow Chart
• DCP Graduate Assistant Appointment Form
• DCP HR Generalist Position Request Form
• GA Information for Summer Contracts
• Letter of Offer for Foreign Nationals
• New Hire Demographic Form (fillable)

Overtime

• DCP Overtime Authorization Form

Helpful Tools

UF Finance and Accounting

• Commitment Accounting Toolkits
• Payroll Calculator and Simulation (Located at the very bottom of the page)

UF Office of Research

• Percent of Time & Effort to Person Months (An Excel-based calculator to convert percent effort to person months)
• Salaries & Wages (UF Office of Research site)

IT

• List of all UFIT Policies
• UF Acceptable Use Policy – Summary
• UF Acceptable Use Policy
• UF Mobile Encryption Policy
• DCP IT Resource Purchasing Policy

Research

General Resources

• Research Admin Due Diligence Checklist

Pre-Award Management

Deadlines & Procedures

• UFIRST Proposal Smartform – Training
• UFIRST QAT System (for draft proposals and testing)
• Pre-Proposals and Letter of Intent Submission Guidance
• DCP Grant Proposal Process Diagram
• DCP Proposal Deadline Calculator
• DCP Review & Approval Workflow
• Requesting an AD Hoc Approval via UFIRST – Instructions
• DCP Level 1 & 2 Approver Workflow

Proposal Preparation

Guidance Documents

• DCP Proposal Preparation & Sponsor Guidelines Checklist
• DCP – NSF Proposal Review Checklist
• DCP – DOE Proposal Review Checklist
• Frequently Used Fact – UF Research
• Proposal Grant Support Hub – UF Research

Pre-award templates

Sponsor Templates

• Letter of Commitment – Template
• NSF Letter of Collaboration – Template
• NSF Facilities and Resources – Template
• Scope of Work – Template
• Budget Justification – Template
• Subrecipient Letter of Intent (LOI), Statement of Intent, and Consortium Agreement – Template
• Proposal Forms & Templates – UF Research

Internal Templates

• DCP PI Eligibility Request – Template
• DCP F&A Waiver Request – Template
• DCP Cost Sharing Request – Template
• DCP Late Submission Petition – Template
• DCP Retroactive Proposal Submission Request – Template
• DCP Subaward Documentation Request – Template
• DCP Investigator IDC Distribution Plan Agreement – Template
• DCP Letterhead – Template

Budget Preparation

Calculations & Cheat Sheets

• Principles for the Employment of Graduate Assistants (GA vs. Student Assistants or OPS)
• DCP GA Monthly Salary Cheat Sheet
• DCP GA Tuition Rate Estimates
• DCP Student Assistant Hourly Salary Cheat Sheet
• DCP UFIRST Salary and Calendar Months Calculator
• DSP Fringe Rates
• DSP F&A Rates

Agreements

• Getting an Agreement Drafted, Negotiated, and Signed – UF Research
• Agreement Templates – UF Research
• Confidentiality Disclosure Agreements (CDA) – UF Research
• IPA Agreement Processing Guidance – UF Research

Post-Award Management

Procedures

• DCP Faculty Salary Savings and Course Buyout Guidance
• DCP Q&A Salary Savings and Course Buyout
• DCP CAS Exemption Guidance

Templates

• DCP No Cost Extension (NCE) Request – Template
• DCP Salary Savings – Template
• DCP Course Buyout – Template
• Awards Forms & Templates – UF Research