Office of Research



Office of Research

New Awards and Account Set-Up

Awarded Funding Report

When OR receives a notice of grant award or completes contract negotiations and the award is fully executed, this signed document becomes the basis for issuing an Awarded Funding Report (formerly Report of Grant/Contract Award – Form 650).

If a PI has been contacted by an agency about a funded project but has not received an Awarded Funding Report, they should contact OR.

What Happens Next

  • The PI receives an email from OR with general award information (agency, project title, account number, etc.).

  • The email contains a link to OR’s server where:

    • The award and related documents can be viewed and printed.

    • Any agency-specific guidelines necessary to administer the project will also be provided.

All materials should be carefully reviewed to ensure compliance with award requirements.

Official Award Documents May Include

  • Award notices
  • Letters of intent
  • Export Control documentation
  • Amendments and/or change orders
  • Contracts
  • Final budget
  • Official correspondence regarding the award

OR retains all original, signed legal documents.
If a PI receives originals, they must be forwarded immediately to OR.

Modifications/Amendments

Modifications or amendments to awards are processed in the same manner as new awards (as outlined above).

Account Responsibility

Under UCF Policy 2-107.7, the business unit or department initiating the contract is responsible for contract compliance, including deliverables.

PI Responsibilities

  • Monitor and approve all expenditures, especially major ones.

  • Prevent inappropriate charges to the grant.

  • Delegate grant signing authority only to appropriate personnel.

  • Approve all changes to the grant hierarchy.

The PI or Business Center staff should regularly:

  • Monitor budget vs. expenditures.

  • Maintain budgetary control.

  • Avoid deficits and ensure correct expense recording.

Planning and Spending Guidelines

  • All expenses must be:

    • Directly related to the project.

    • Incurred during the project period.

Plan to purchase and use materials during the project period.
Do not purchase equipment within the last three (3) months of the project.

Important:

  • Sponsors often require prior approval for uncommitted expenses near or after the project end.

  • Example: Publishing results post-project may not be covered without permission.

  • Funds must be encumbered with a purchase order before the project ends.

  • A no-cost extension may be needed in some cases.

UCF Guidance and Directive on Direct Cost Charging