Office of Research



Office of Research

Award Types

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Grant

A grant is a type of financial assistance awarded to an organization for the conduct of research or other programs as specified in an approved proposal. A grant, as opposed to a cooperative agreement, is used when the awarding office anticipates no substantial programmatic involvement with the recipient during the performance of the activities. They may be funded by a federal, state, local or private source. A grant is an agreement to accomplish something for the public good. Generally, grants do not require a signature of acceptance by the second party.

Contract

A financial contract is a written agreement between two parties by which the sponsor agrees to pay costs incurred for specific research services, deliverables, or research goals. Contracts are more prescribed, allowing less flexibility in the conduct of the sponsored program and utilization of the funds. Contracts contain specific terms and conditions that must be followed to remain in compliance. Changes or modifications to any aspect of the contract can be done only through a written and signed modification or amendment to the contract. A contract must be signed by an authorized representative of the UCF with signature authority.

Cooperative Agreement

A cooperative agreement is a funding mechanism in which both parties to the agreement have substantial programmatic responsibilities. Some examples of the sponsor’s programmatic responsibilities are participation on a committee for the project, collaborating on the design of a protocol, managing data collection, analysis, and interpretation, and assisting with the management of the technical performance of the research activities.

Cost Reimbursable Awards

Funding may be provided by a sponsor on a cost reimbursement basis. This means that UCF first incurs costs and then submits an invoice to the sponsor for payment. The award is issued on the basis of an estimate of the costs of performing research and is often arrived at by negotiation between the funding agency and UCF. Work should stop when all of the funds are exhausted.

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Firm Fixed Price Agreements

A firm fixed price agreement provides an agreed upon amount of funding for a specific deliverable, completion of a milestone, or product. A reconciliation of costs incurred, and funding received is not required by the sponsor. Deliverables must be provided to the sponsor even if the costs exceed the award amount.

Technical Reports & Deliverables

1. Administrative Reports (Overview)

UCF may be required to submit administrative reports to the funding agency. The Office of Research can assist the PI in preparing and submitting these reports. Administrative reports can include, but are not limited to:

  • Patent reports
  • Property reports
  • Small business reports

2. Fiscal Reports

Fiscal reporting requirements include the submission of all vouchers, invoices, and/or financial status reports as required by the award. These reports are prepared and submitted by the Contracts and Grants section of the Division of Finance and Accounting.

3. Technical Reports/Deliverables (Submission Process)

Deliverables and submission schedules are determined at the award stage of a grant. The deliverable schedule is available to the PI via the Deliverable Icon on the OR website (only visible when logged in with an active or past account).

Submission Steps for PIs:

  • Send the original deliverable with a transmittal/cover letter documenting the submission date to the funding agency.
  • Upload a copy of the report and cover letter to Huron Grant System (HRS) and mark it complete for documentation and auditing purposes.
  • Email submission is acceptable if the OR file copy includes:
    • The actual email sent to the agency
    • The report (as inline content or an attachment)

4. Administrative Reports (Reminders & Escalation Process)

The Office of Research sends reminders for pending or delinquent deliverables as outlined below:

Reminder Schedule:

  • 30 Days Before Due Date: Reminder Notice emailed to PI
  • 90 Days After Due Date: Delinquent Report Reminder emailed to PI if no copy has been received
  • 3 Weeks After Delinquency: Phone call or email follow-up with PI
  • 6 Weeks Late: Memo to PI’s Chair with a copy to PI
  • 10 Weeks Late: Memo to PI’s Dean, with copies to Department Chair and PI