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Internal Management Memoranda

EFFECTIVE DATE: December 1, 1993

INTERNAL MANAGEMENT MEMORANDUM: 6C1-6.50-6 (Revised)

SUBJECT: IFAS; Time Extensions, Continuations, Renewals, and Modifications of Sponsored Programs

  1. Requests for time extensions at no additional cost to the sponsor (referred to as "no-cost extensions") may be made formally or informally by the principal investigator (PI) directly to the sponsor (except NSF and NIH which require the PI's letter be co-signed by the University). There are also specific requirements of the Federal Demonstration Project participants which must be followed. IFAS Sponsored Programs Office can provide detailed information on procedures. However, the Sponsor's formal written approval in response must be provided to IFAS Sponsored Programs so that the no- cost extension can be processed into University accounts. When the formal time extension has been granted, notification is given to the Unit Administrator and Dean by means of an internal University award notice.

  2. The PI initiates a continuation (non-competing) or renewal (recompeting) request six months prior to stated termination date.

    1. The PI prepares a proposal and/or sponsor forms, a budget, and a UF Sponsored Projects Approval form (No. DSR-1), available in the IFAS Sponsored Programs office.

    2. The continuation or renewal package is submitted to the Unit Administrator for review and acceptance and then submitted to IFAS Sponsored Programs for final processing. (See IFAS IMM No. 6C1-6.50-2 for procedure.)

  3. IFAS Sponsored Programs Office coordinates communications regarding PI requests for continuations, extensions and renewals among the principal investigator, Division of Sponsored Research and the sponsor. Resulting internal award notices are distributed by IFAS Sponsored Programs.

  4. Post-Award Modifications

    1. Change in scope of work or change of PI.

      1. Modifications to the scope of work or a change in principal investigator must be requested in writing to the sponsor, and the sponsor must formally approve such changes in writing. Note that a change of PI is most likely to occur when faculty terminate.

      2. These requests must be accompanied by a UF Sponsored Projects Approval form and submitted through the University acceptance process (see IFAS IMM No. 6C1-6.50-2).

    2. Budget Modifications

      1. Before the award has been made: A sponsor may request the PI submit a revised budget. Such a change in commitment must be submitted with the UF Sponsored Projects Approval form to IFAS Sponsored Programs for processing.

      2. After the award has been made: See IFAS IMM No. 6C1-6.50-2, "Procedures for Requesting Fund Category Conversion".


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