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. Federal Grants are governed by Code of Federal Regulations (Uniform Guidance) and applicable agency specific guidelines.

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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 UCF with signature authority. Federal Contracts are governed by the Federal Acquisition Regulation (FAR) and applicable agency specific guidelines.

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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.

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Cost Reimbursable Awards

Funding may be provided by a sponsor on a cost reimbursement basis, where costs are incurred and subsequent payment is provided based on invoicing and reconciliation of actual expenditures. Reimbursement may not exceed the total amount of funding obligated under the award and is based on expenditures incurred rather than the achievement of specific research outcomes or deliverables.

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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 irrespective of actual costs incurred on the project. Deliverables must be provided to the sponsor even if the costs exceed the award amount. Residual balances remaining after completion of project are subject to award terms and conditions and institutional policies.

Reporting

1. Administrative Reports

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

Patent and invention reports
Property reports
Small business reports
Final Security Closeout Confirmation (DD254)

2. Fiscal Reports

Fiscal reporting requirements include the submission of all vouchers, invoices, and/or financial status reports including financial release forms as required by the award. Within the Office of Research, the Grants Accounting team is responsible for preparing and submitting these reports, ensuring that all reporting is completed in accordance with federal regulations, sponsor-specific requirements, and institutional policies.

3. Technical Reports/Deliverables and Submission Process

Technical reports comprehensively document research findings, methodologies, and results of a scientific or technical project. They typically include conclusions and recommendations based on findings. The PI is responsible for preparing and submitting technical reports to the funding agencies in accordance with the reporting schedule and requirements outlined in the award terms.

Submission schedules are determined and entered at the award set up stage. The deliverables schedule is available to the PI via the award record within HRS.

Submission Steps for PIs:

Submit the original report and any required forms to the funding agency by the required deadline, ensuring the method and format comply with the sponsor’s submission guidelines. Upload a copy of the report and any accompanying form/s to HRS and mark it complete for documentation and auditing purposes.
For instances where the report is restricted in nature, upload of the email submission or sponsor confirmation of receipt is acceptable, provided the email includes the report as inline content or as an attachment
Some sponsors may require deliverable submission by Authorized Signatories in which case the PI initiates the deliverable submission in the sponsor portal which subsequently routes to Office of Research for submission to sponsor.

4. Reminders for Technical Reports/Deliverables

HRS sends system generated reminders for upcoming deliverables to PI and additional staff listed to receive deliverable notifications as outlined below:

Reminder Schedule:

90 Days Before Due Date
60 Days Before Due Date
30 Days Before Due Date
14 Days Before Due Date

Units are responsible for monitoring and ensuring that deliverables on time as per award requirements.