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Research CCHIP #023

CLARIFICATION OR CHANGE IN PROCEDURE (CCHIP)

Institutional Procedures for the Administration of Sponsored Research

OVERVIEW

The office of Sponsored Research is charged with managing the administrative components of Sponsored Research, including the submission of funding proposals, managing, negotiating, amending, and accepting sponsored, and the issuance of subcontracts.

This CCHIP is intended to define and clarify procedures and expectations for the management of Sponsored Research.

CLARIFICATION OR CHANGE

This CCHIP defines timeframes, responsibilities, and authority for submission, acceptance, and modification of Sponsored Research contracts and agreements at the University of South Florida.

PROCEDURES

Submission of Funding Proposals:

Timeframe

Proposals to funding opportunities should be submitted not less than five (5) business days prior to the deadline for submission to the sponsoring agency. This requirement allows for sufficient time to review and submit the funding proposal.

Complete proposals submitted five (5) or more business days prior to the deadline will undergo a comprehensive review and be submitted by the deadline.

Sponsored Research will make a good faith effort to review and submit all proposals; however, proposals received less than five (5) business days prior to the sponsoring agency’s deadline or remaining incomplete for comprehensive review less than five (5) business days prior to the sponsoring agency’s deadline are not guaranteed to undergo a comprehensive review and are not guaranteed to be submitted prior to the sponsoring agency’s deadline.

Proposals submitted without comprehensive review may be reviewed retroactively and are subject to modification and/or administrative withdrawal.

Required Documents / Information

In order to review a proposal package comprehensively, the following items are required:

Internal Form: A completed internal form. Approvals are to be provided prior to submitting the proposal to a sponsor via the Proposal Authorization Form or Internal Form. Approvals must be collected using the system.

Solicitation or Funding Announcement: SRA’s need to be provided the official announcement / solicitation—either the PDF or weblink.

Scope of Work: A written, detailed account of the work to be performed. The SOW should contain any milestones, reports, deliverables, and end products that are expected to be provided by the performing party. For audit and compliance purposes, this document is required by аÄÃÅÁùºÏ²ÊÄÚÄ»ÐÅÏ¢regardless of whether it is required by the sponsor. At a minimum, the SOW should contain:

â–º Identification of all significant material to be developed/delivered, completion/acceptance criteria, and a description of the research activities necessary to achieve deliverables

â–º Delivery time frame

► Estimated time schedule—including, start date, end date and milestones

â–º Estimated number of work hours

â–º Any other information pertinent to successful completion of the award

► Any other necessary items needed to facilitate Sponsored Research’s review

Detailed Budget: This should be the internal budget—departments are encouraged to use the Budget prep tool. For audit and compliance purposes, this document is required by аÄÃÅÁùºÏ²ÊÄÚÄ»ÐÅÏ¢regardless whether it is required by the sponsor.

Budget Justification: A written, detailed categorical description of the proposed costs. For audit and compliance purposes, this document is required by аÄÃÅÁùºÏ²ÊÄÚÄ»ÐÅÏ¢regardless of whether it is required by the sponsor.

Subcontractor proposal package, if applicable: A letter of support, the scope of work, the budget, and the budget justification.

A completed Subrecipient Commitment Form (SCF) may be required. See Subrecipient Commitment Form.

If the proposal is awarded, the appropriate Subrecipient Information and Compliance Certification Form (SICCF) will be required to establish the subaward. Consult the Checklist for Subrecipients at Subrecipient Checklist for additional information.

*Additional items may be required per the sponsor’s guidelines 

Review(s)

The 5-day minimum comprehensive review provided by Sponsored Research allows for time to identify and resolve any issues within the proposal package that conflict with аÄÃÅÁùºÏ²ÊÄÚÄ»ÐÅÏ¢policy or sponsor requirements. Any issues identified during Sponsored Research’s review, will be communicated to the Principal Investigator and Department Unit Research Administrator to be revised prior to submission. 

Additional reviews by other university departments may be necessary depending on proposal aspects. These include but are not limited to Conflict of Interest, Export Control, Data Use, IRB, General Counsel, and Tech Transfer. 

Accountable Officer / Signature Authority

The Sponsored Research Administrator will obtain the Authorized Official’s signature. Only an approved Authorized Official may submit a proposal, or be designated as an Authorized Organization Representative or equivalent—approved Authorized Officials are defined by the university’s official Delegation of Authority.

Negotiation, Modification, and Acceptance of Contracts and/or Awards

Required Documents / Information

Additional documents or information not provided at the proposal stage may be required to review, accept, or setup the award. The Sponsored Research Administrator or Grant Financial Administrator will work with the PI or Unit Research Administrator to request needed information.

Indirect Cost Rate: Negotiation for any rates other than the ones listed on the current facilities and administrative cost rate agreement for аÄÃÅÁùºÏ²ÊÄÚÄ»ÐÅÏ¢must be handled by Sponsored Research and approved by the Director. For additional information refer to CCHIP #021.

Review(s): Additional reviews by other university departments may be necessary, depending on award aspects. These include, but are not limited to, Conflict of Interest, Export Control, Data Use, IRB, General Counsel, and Tech Transfer.

Accountable Officer / Signature Authority

Once both parties agree to the terms and conditions of the contract and/or award, the Sponsored Research Administrator will obtain the Authorized Official’s signature. Only an approved Authorized Official may be designated as an Authorized Organization Representative or equivalent, or bind the university to a contract or agreement—approved Authorized Officials are defined by the University’s official Delegation of Authority.

Issuance of Subcontracts

Required Documents

Subrecipient Information & Compliance Certification Form

SICCF form for FDP Expanded Clearinghouse Participants - 4 Page form SICCF form for non-FDP Expanded Clearinghouse Participants - 9 Page form. See Forms.

Scope of Work

Detailed Budget

Budget Justification

*Additional items may be required. Refer to  and CCHIP 009 - Subrecipient Monitoring for further information.

Signature Authority

Once both parties agree to the terms and conditions of the subcontract, the Subcontracting Sponsored Research Administrator will obtain the Authorized Official’s signature. Only an approved Authorized Official may be designated as an Authorized Organization Representative or equivalent, or bind the university to a contract or agreement—approved Authorized Officials are defined by the university’s official Delegation of Authority.

CONTACT

Please address your questions regarding this CCHIP to your assigned Sponsored Research Administrator.

RESOURCES

аÄÃÅÁùºÏ²ÊÄÚÄ»ÐÅÏ¢CCHIP 021   
Delegation of Authority
аÄÃÅÁùºÏ²ÊÄÚÄ»ÐÅÏ¢Facilitates and Administrative Cost webpage

EFFECTIVE DATE

This CCHIP is effective as of the date of revision and rescinds all previous versions pertaining to the Institutional Procedures for the Administration of Sponsored Research.

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ISSUED: March 11, 2021
LAST REVISION: April 1, 2021