Office of Research



Office of Research

Account Expenditure Guidance

Personnel

The policies and procedures for personnel on project funds (C&G) are the same as those UCF applies to departmental funding (E&G): http://www.hr.ucf.edu

Certain projects may have export control requirements that restrict foreign national access, dissemination, and participation.

Travel

Travel manual and related information
Pre-Expenditure Cost Transfer Review Checklist
Pre-Expenditure Review - Travel
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In order to provide adequate monitoring of awards, the Office of Research is required to review certain categories of travel expenditures to ensure that the trip is approved or appropriate on a specific C&G account. The categories of C&G travel which require prior approval are:

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Domestic (Continental U.S.) exceeding $2,500/trip/person
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International – all trips
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Create travel requisition in Workday.
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If sponsor approval is required OR will discuss with PI before contacting the sponsor. Sufficient travel detail in the proposal budget helps in these situations. Travel will be approved by OR, (a) if travel can be approved based upon your award or (b) once agency approval is received.
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The Fly America Act (41 CFR 301-10.131 through 301-10.143) requires that all federally funded travel be on a US flag carrier or US flag carrier service provided under a code-share agreement, except under specific situations. Under certain circumstances, PI’s traveling internationally on federally funded grants MAY be eligible for exemptions to the Fly America Act but prior authorization is required. The explanation of eligibility and instructions for requesting prior authorization can be found in the Fly America Act Exception Form

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Requisition is routed to OR for approval.
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Travel expenditures that have not been pre-approved and that cannot be charged to a C&G account due to agency restrictions will be charged against the C&G balance or indirect cost account of the PI, department, college, or institute, as necessary.
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Review by OR is solely to ensure the allowability of the expense in accordance with the terms and conditions of the award. Financial Affairs and the PI’s department will continue to assume the responsibility for ensuring that C&G accounts and their budget categories are not over-expended.

(Export Control and International Travel) may have certain restrictions including limitations on the export of computers or other scientific devices. If you plan to travel internationally with UCF owned equipment and have any questions related to export, please email the Office of International Collaboration and Export Control (OICEC) at exportcontrol@ucf.edu.

Equipment

All equipment purchases are subject to the bid and quote limits and procedures outlined in the Purchasing Manual.

Pre-Expenditure Review – Equipment

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Federal Property Control System Analysis regulations require that the Office of Research review purchases of equipment to ensure that the item is allowable for purchase on a Contract and Grant (C&G) account.

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Prior to C&G equipment purchases, either through purchasing, the computer store, expense card, or credit card, the PI or his/her designee is requested to create a requisition within the Workday system which workflow to the Office of Research for approval. If agency approval is required, the Office of Research will contact the PI to determine if agency contact is desired. If the equipment can be approved based on the award or, once agency approval is received, OR will load into to HRS the approval e-mail and the appropriate decal information will be documented within the Workday.
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Office of Research’s approval to purchase will also provide proper decal instructions for vesting information:

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FS (Florida Solar)

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CG (Contract and Grant)
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CF (Central Florida)
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BV (Brevard Campus)
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DB (Daytona Beach Campus)
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SO (South Orlando campus)
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US decals
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This decal information should become part of the Workday record so Property and Inventory Control will know which type of decal to use for the item of property the PI is purchasing from the C&G account.
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OR will make every effort to respond within a day of receipt of the PI’s request.
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Any requisition without this information will be returned to the PI for correction or forwarded to OR for the required approval or information.
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Purchases made within ninety (90) days of the project end date will need an additional justification regarding the need to make an equipment purchase at the end of the project.

Processes for Property and Inventory control.

Cell Phones

Cell phone exemption guidelines, the cell phone exemption, and cell phone usage log
Subaward non-financial process