Technical Reports/Deliverables
Administrative Reports
UCF may be required to submit administrative reports to the funding agency. The Office of Research can assist the PI in preparing/submitting these reports. Administrative reports can include but are not limited to:
Patent reports
Property reports
Small business reports
Fiscal Reports
Fiscal reporting requirements include the submission of all vouchers, invoices, and/or financial status reports as required in the award. These reports are prepared and submitted by the Contracts and Grants section of the Division of Finance and Accounting.
Technical Reports/Deliverables
The deliverables required and their corresponding submission schedules are determined at the award stage of a grant. A copy of the deliverable schedule is available to the Principal Investigator (PI) via the deliverable icon on the OR website. Note: This icon can only be viewed when the PI logs on to the OR website and specifies a current or past account.
The PI must send the original deliverable with a transmittal/cover letter documenting the date of submission to the funding agency.
A copy of the report and cover letter must be loaded to Huron Grant system (HRS) and the deliverable is marked complete in HRS for documentation and auditing purposes. Submission by e-mail is acceptable providing the OR’s file copy clearly documents the date of submission to the funding agency. Note: If the funding agency accepts email submissions, the OR needs the actual e-mail sent to the agency and the report submitted, whether contained in the email itself or as a separate attachment to the email.
Based on the schedule outlined below, reminders (bump memos) are generated by the OR for deliverables that have not been submitted to the funding agency. Memos are sent to the PI and appropriate department contacts (when applicable):
Reminder Notice: The first reminder is sent via e-mail to the PI thirty (30) days before the deliverable is due.
Delinquent Report Reminder: This reminder memo is sent via e-mail to the PI ninety (90) days after the due date and only if OR has not received a copy of the report.
PI Call Documentation: A phone call/e-mail is made to the PI once the deliverable has been delinquent for three (3) weeks.
Memo to Chair: Once a deliverable is six (6) weeks late and the reminders above have been sent to the PI, notification is sent to the PI’s Chair with a copy to the PI.
Memo to Dean: This memo is sent to the Dean of the PI’s college when the report is ten (10) weeks late. Notification is sent to the PI’s Dean with a copy to the Department Chair and the PI.