University of Florida Bureaucracy | Weecology Wiki

IACUC - Animal care & use

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Start this process early as approval will take a few weeks.

Important Notes

Include the protocol number in the subject line of any emails to IACUC: 201808839
CC Morgan and Glenda in your communications to relevant offices.

Register with myIACUC

Go to https://my.iacuc.ufl.edu and log in with your Gatorlink username and password and register as “study staff”. (If you are not on campus, you will need to use VPN to access my.iacuc.)

You will receive a notice when you have been approved.

Let Glenda know you have been approved and she will file a modification in the protocol to add you.

Forms

Fill out the EH&S AC Form.

Supervisor (for Portal): Morgan (352-294-2082; skmorgane@ufl.edu)
Fiscal Contact: Daniel Deep (352-846-0578; ganderindan@ufl.edu)
Has the Payment Authorization Form been submitted? Choose YES (Morgan usually does this)
Type of Animal Contact: 5 (Handles, restrains, etc.)
Frequency: monthly
Description: rodent trapping and tagging, collection of rodent morphometric data
Check all the boxes under rodents, and specify: mice, rats, squirrels
Complete all pages, add name at top of each page, and remember to sign

Email to Supervisor to sign and turn in (email completed form to OccMedClinic-RiskAssessment@ahc.ufl.edu).

Notify the IACUC office (iacuc@research.ufl.edu) that the form has been completed.

Training

AALAS

Complete the AALAS modules available at: http://www.aalaslearninglibrary.org.

“Working with the IACUC (For Ag and Wildlife)”
“Working With The Laboratory Mouse”
“Working With The Laboratory Rat”

Note: Each training has 20 modules (~1 hour/training). Going through practice questions will help you pass the final exam at the end of each training since some practice questions are asked in the final exam.

Optional: Download the CEU and Exam certificates for each training, for your own perusal.

If you don’t already have an account:

Visit https://iacuc.ufl.edu/secure/
Open the “Instructions for Working With IACUC Training” panel.
Click on the link for first-time users. Click on “AALS Login”.
Open “Tracks” and “UF Researchers - IACUC Training Modules”.

Once these requirements have been completed, please notify the IACUC office at iacuc@research.ufl.edu. Please make sure to include the protocol number in the subject line of any emails. If you have any questions, please contact the IACUC office at (352) 273-9535.

Responsible Conduct of Research (RCR)

Required for NSF sponsored projects

Follow instructions here: https://research.ufl.edu/rcr/rcr-training/citi-rcr-training/

Once Completed

Refresher courses will be required periodically.

Leave/Vacation

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Leave documentation can be found on the WEC Resources page. This includes the WEC Leave Policy and Application for Leave form.

How to request Leave

At least 1 week before your leave starts, fill out the ‘Application for Leave’ form.
Collect your supervisor’s signature on the form.
Email the form to @IF-SVC-WECLeave, cc supervisor.
This will serve as the official request and approval, so you’re done!

Should this form become unavailable, you can also just email WECLeave to start the process:

At least 1 week before your leave starts, CC @IF-SVC-WECLeave on an email sent to your supervisor requesting leave, including dates, total hours, and type of leave.
Your supervisor should reply-all (e.g., ‘Approved’). This serves as their signature.
@IF-SVC-WECLeave will confirm the request.

myUF Market

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Quick Hints and Tips for Using myUF Market

Guides

Access the market by logging into myUFL, going under My Self Service, then selecting

myUFMarket

This website has a link to guides for most of what you will need to do: myUF Market Instruction Guides

Misc. Information

To ship something off-campus: In the Select a new shipping address search bar, type “One Time”

Pcards

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Rules of Use

P Card info is at UF Procurement
- Travel Guidelines
- List of Allowable purchases
WEC P Card FORMS
Single transaction limit – The amount one single charge cannot exceed. Ours is $2,000.
Cycle limit – The amount that can be charged in the weekly cycle (Wed through Tue). Ours is $10,000.
Purchases cannot include sales tax if in Florida or with vendors with UF agreement (eg Amazon).
Can be used for travel costs (flights, car rentals, gas for business travel, etc)
CANNOT be used to purchase food or drinks
NEVER EVER EVER use for personal use. There is no “I’ll payback the University for this”. This includes putting gas in a personal vehicle, even if it’s for work travel.
When you’re leaving UF, cancel your pcard by just emailing them (pcard@ufl.edu) on your last day, and they will have you shred the card yourself.

Getting a PCARD

You need to go through pcard training. This involves watching a number of videos.
Step 1: Go to myUFL, then navigate to My Self Service > Training and Development > myTraining. To search for the PCard courses, click in the Activity Search box, then enter the appropriate course name or number.
As a PCARD holder, you will need to take the following courses: UFGO500 and UFGO100
When you finish your training submit the WEC PCARD APPLICATION FORM
Once WEC receives your request the following process will take place:
- WEC will fill out the Pcard Application with the information you provide in this form
- WEC will collect required signatures
- WEC will submit Pcard Application to pcard team on your behalf (pcard team requires Dept approval)
- Pcard team will notify you when the card has been ordered
- You can expect to receive the card in about 15 days after.
- You will receive an email from WEC instructing you to pickup your pcard
In reality, processing takes a few weeks to a month. You may need to go in and specifically ask for it if you don’t get an email.
Once you receive the card, activate it and set a PIN:
- Call 8882338855
- Your account number is the credit card number
- Your “Verification ID” is 0 followed by your UFID
- The phone number associated with the account is 352 392 1331.
- This information is in the email from the PCard office that tells you your application was approved. You won’t get a separate piece of mail with a PIN.

General Info

This section is for general info commonly needed for PCard Purchases

Billing Address: University of FLorida, PO Box 110430, Gainesville FL 32611-0430
Billing Phone Number: 352-392-1331.
PCard are now Chip and Pin cards, so you may need your PIN when using the card in stores.
If you use with a PIN, the vendor may ask for a p number/project code/somesuch thing. You can just say the name of the project it’s for, it’s not a specific value.

Using the Pcard

So you’re taking the big step and actually going to use the PCard. Not to scare you but the PCard is a big responsibility and the University takes using them correctly very seriously, so make sure to follow the flowchart below!

Are you purchasing for yourself, or someone else?
- Never loan anyone your P Card, or give them your P Card information to use - this could result in a suspension
- You are welcome to purchase items or travel for others, just do it yourself. There are fields on the travel and P Card forms to provide information on who you’re purchasing for and why.
Are you making an item purchase (i.e. an object like a keyboard, paper, etc) or a travel related purchase (i.e. flight, registration, etc)
- Item Purchase: Jump to Step 3
- Travel Purchase: You need to also have a Travel Authorization submitted so that the travel costs can be associated with the travel approval. Go to the Travel page and follow those instructions. Before proceeding to step 3.
Are you in a store or buying on the web?
- Store: Jump to step 4
- Web: Make sure that the site is not going to charge you sales tax. If it is you must stop immediately. There are other ways of purchasing from online vendors. If the vendor is on myUF MarketPlace (found on myufl) then you can follow these guidelines
  - AMAZON - STOP! - Amazon items must be purchased via the punchout on myUF MarketPlace. Do not use your P Card on Amazon.com, you could get your P Card suspended.
- Otherwise, talk to Glenda about purchase orders through the department. If you are still making your online purchase, billing address can be found under general info. Proceed to step 4.
You are in a store. Are you in Florida or out of state?
- Florida: The University of Florida is exempt from paying sales tax and gets irritated about paying it. You need to make sure you have the tax exempt card with you so the store knows not to charge you sales tax. You should have received a card with your pcard but if not you can get one here . Show them your card and proceed to step 5.
- Out of State: Stay calm and carry on. Sales tax charges are ok if purchases are made out of state. Proceed to step 5.
I have my thing, now what?
- You have three, yes 3, days to submit your receipts to WEC.
- Complete the PCARD RECEIPT SUBMISSION FORM
- Most of the form is self-explanatory. But putting some time into the description and justification will make your life easier. The staff really likes it if pcard holders are very clear about what the purchase is so taking time to fill in that section in the form goes a long way (i.e. if the vendor name is confusing or the items seem like they shouldn’t be allowed on the grant).
  - You can only put items on a sponsored project (a specific project-related grant) if the item will without question only be used for that project. Computers and computer supplies are especially difficult to justify. There is always department money that can be used for these items if it’s questionable.
  - If you’re purchasing travel for someone else, make sure you put it on a chartfield they are allowed to work on (usually one they are paid from)
- Please describe how the items will be used for the chartfield being charged.: Take care to provide a thorough justification of why the item is needed
  - No: computer supplies
  - Yes: Cables and communication equipment will be used in the field to communicate with project team members on project goals
- Chartfield to Charge: You can get this from Glenda if you don’t know it
- Benefit to Funding Source: Provide a clear explanation as to how the items will benefit the chartfield you listed above
  - No: field work
  - Yes: Tools for field site maintenance and saftey
- Attach a picture of the receipt at the end of the form.
- If you are traveling, I would recommend taking a picture as soon as you get the receipt in your hand. You don’t want to lose receipts. Trust me.
- If you buy fuel for a rental car, you need to include the rental agreement number in the email.
Did you lose your receipt?
- People will be unhappy with you but it is not the end of the world. You need to fill out this form
- The form requires your supervisor (Ethan or Morgan) to sign it. You will receive the stank eye from a variety of people. You will survive.
I took longer than 3 days to submit my documentation
- You have likely gotten several emails from concursolutions warning you you have overdo expenses, just go ahead and submit the form ASAP.
- If WECfiscal sends you get a notification that you are out of compliance on your P Card let Glenda, Morgan or Ethan know.

Temporarily increasing purchasing limit

It is possible to temporarily increase the purchasing limit on your card if needed. To do this complete the ONE-TIME PCARD LIMIT INCREASE REQUEST FORM

Submitting a grant proposal

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All proposals must be sent to the WEC staff to enter into UFIRST. Once everything is entered correctly in UFIRST, it will be reviewed by the Division of Sponsored Programs. Only once the DSP has approved it can it be submited to the sponsor.

Preparation

When starting a new proposal, send Glenda the following information:

Sponsor, Solicitation
Start Date
End Date
Who are the Key Personnel
General budget items
- Personnel positions, salaries, time commitments
- Cost of living increase?
- Other expenses
- Participant support
- Subawards
F&A Base (TDC or MTDC)
F&A rate

Create a new Weecology Shared Drive folder with the name of the sponsor, or a new year within an existing folder. All documents required for the proposal must be included in this Drive folder. Create a Trello card using the proposal template checklist. Link the Drive folder on this card.

Budget

Check PI salaries
Check and update Fringe Rates
Check and update tuition rates
Individual Items 5k or more do not get included in IDC calculation. This includes large Hipergator purchases.
Check F&A base is correct and IDC is being calculated correctly.
Check F&A rate is correct.

Budget Justification

Use most recent previous budget justification as a template.
Include salary/wage, time commitments, fringe, and cost of living increase in personnel description.
Travel costs and other complicated calculations should be itemized in a table.
Include justification for F&A rate.

Subawards

Other

Check the solicitation for all other required documents and make sure they are in the Drive folder. The DSP Grant Hub has checklists and templates.

Submission to WEC Grants/DSP

Compile everything listed below, complete the list of general proposal information, and email everything to wecgrants@ifas.ufl.edu. The proposal must be submit-ready when it arrives to Division of Sponsored Programs for review.

Documents to attach

Every proposal needs a detailed budget, detailed budget justification and scope of work/proposal in addition to other items the sponsor requests.
Attach the following documents in the email:

Proposal - Description of Work - Scope of Work - Work Plan (REQUIRED)
Detailed Budget (REQUIRED)
Detailed Budget Justification (REQUIRED)
Biographical Sketches (if applicable)
Current and Pending (if applicable)
Collaborators & Other Affiliations (COA) (if applicable)
Any Other Documents required by Sponsor

UFIRST SmartForm

The list below is what we need to get your proposal entered into UFIRST.
If your proposal does not apply to some of the below items just leave it blank or type N/A.

PROPOSAL DETAILS

Principal Investigator / Program Director / Fellow:
- Only use the Mentor field for fellowships, training grants, dissertation awards or similar student augmentation awards where a student or postdoc must be listed as PI on the application. For multi-PI applications, select the contact PI. The Contact PI will be responsible for relaying communications between all of the PIs, University Officials and the Sponsor, where appropriate.
Co-PI:
- Enter the department they are from if not WEC
Identify the Mentor / Responsible Faculty Member:
Submission Deadline:
- Reminder UF has a deadline policy that all proposals must be submitted and submission ready 6 working days prior to deadline, this allows 1 day for RA, 3 days for IFAS, 2 days for DSP, any announcement less than 30 days is exempt from the deadline policy.
Is this a Published/Hard Deadline or a Target Deadline
- Submission deadline is the actual sponsor deadline. If there is no sponsor deadline select “No Deadline”.
Full Title of Proposal:
Sponsor Name:
Is this a Flow Through - Who is the Originating/Prime Sponsor?
Is this a Federal Grant? Yes/No
Indicate how the application will be submitted:
Specify who is responsible for submission and the exact method of transmission (who, when, where, and how)
- Grants.gov / SF424 / EzFedGrants / Other please explain
Proposed Start Date:
Proposed End Date:
Type of Application:
- Pre-Proposal - Letter of Intent (LOI) / White Papers / New - Initial Request / Resubmission - Unfunded application that has been modified following initial review and resubmitted for new consideration / Renewal - Initial request for additional funding for a period subsequent to that provided by a current award. / Continuation - Subsequent budget period within a previously approved project / Revision - Update or improved
Identify Subrecipient Organizations:
- Subrecipient organizations outside UF receiving funding from this project.
Identify any third party organizations (unpaid collaborators, provider of third party cost sharing, or other materials) involved in the project:
- Organizations outside UF with whom UF is collaborating but not paying as a vendor or subrecipient, or who is providing support, resources, information, or equipment for this project.
Provide any additional information that would be useful for this review:
Opportunity ID or CFDA # or RFA #
- Add the link to the solicitation or portal or website
Senior / Key Person – 1. Names 2. Department Name 3. Role
- Example: Ally Gator – UF Department – Co-PI
- Role Options – Co-PI, Faculty, Post Doc, Consultant, Co-Investigator, Other (Specify)
Other Significant Contributor – 1. Names 2. Department Name 3. Role
- Example: Ally Gator – UF Department – Post Doc
- Role Options – Faculty, Post Doc, Consultant, Other Professional, Technician, Other (Specify)
Other Non-Key Personnel – 1. Names 2. Department Name 3. Role
- Example: Ally Gator – UF Department – Other Professional
- Role Options – Faculty, Post Doc, Other Professional, Graduate Student, Undergraduate Student, Technician, Secretarial/Clerical, Other (Specify)
All Non-UF Key Personnel Named in Proposal
- List out any third-party organizations (unpaid collaborators, provider of third-party cost sharing, or other materials) involved in the project: Organizations outside UF with whom UF is collaborating but not paying as a vendor or subrecipient, or who is providing support, resources, information, or equipment for this project.
- Example: First Name – Last Name – Organization Name
IRB - Human subjects including human data or tissue or collection of data through surveys: Yes/No
IACUC - Live Vertebrate: Yes/No
Does the proposed research fall within the scope of, or is it impacted by, current U.S. government policies, regulations, and laws on dual-use research of concern, gain-of-function research, or research involving pathogens with enhanced pandemic potential? Yes/No
Is this proposal being considered for funding through a peer reviewed process?
- Is this proposal being considered for funding in a competitive process whereby peers evaluate this application against other applicants vying for the same funds?
What is the Primary Purpose of this project?
- Research, Instruction, Extension
- Example: 60% Research, 30% Instruction, 10% Extension
- The primary purpose is determined by the majority of the budget.
- For informational purposes, provide a breakout of the budget based upon activities described in the scope of the work.
- Instruction includes instruction of UF students
- Extension includes instruction/outreach to non-UF participants/students
- 50/50 is not allowed.

INTERNATIONAL ENGAGEMENT

A. Travel or send anyone working on this project to a location outside the US for more than 2 weeks in any one visit or more than 1 month over a 12 month period?

Enter Travel Details:
- Country:
- Start Date:
- End Date:
- Purpose:

B. Establish any relationships with foreign entities, individuals, or consultants; or have any of the work executed by a foreign entity, individual or consultant? Identify entity(ies) and/or individual(s). If an entity, also list the primary technical contact.

Individual:
Entity:
Entity Primary Technical Contact:
Description of Work
Country
Approximate Budget Amount

C. Pay non-UF personnel salaries, wages, or any other compensation (including goods) for any work performed or engagement in activities outside the US? This includes field workers, research assistants, government representatives, participant payments, translators, drivers, or any other laborers. Identify entities or persons:

Individual:
Entity:
Description of Payments Purpose:
Country
Approximate Budget Amount

D. Transfer, ship, or pack in personal luggage for transfer out of the US any data, items, supplies, equipment, or materials purchased by UF or sponsored projects’ funds? Identify items or types of items:

Item or Type of Item:
Country:

E. Perform any other activities not identified above outside the US or engage with any other entity, individual, or consultant outside the US? This does NOT include conference attendance. Describe the activities:

Description:
Country:

F. Interact with an individual from, ship to, import from, or travel to a country listed below?

Country(s)

SUBRECIPIENT(S) (if applicable)

Endorsement from the Subrecipient’s Authorized Official (e.g. – signed budget pages, letter of intent, signed sponsor cover sheet or face page) (Please Attach)
A clear Description of Work to be performed by the subrecipient. The statement of work provides a general overview of the subrecipient’s role in the project. (Please Attach)
Subaward Detailed Budget (Please Attach)
Subrecipient Detailed Budget Justification (Please Attach)
Biographical Sketches of Key Personnel (Please Attach)
Current and Pending Support of Key Personnel (Please Attach)
Representations and Certifications (Please Attach)
Collaborators & Other Affiliations (COA) (Please Attach)
Negotiated Facilities and Administrative Cost Agreement (Please Attach)
Any Other Documents required by Sponsor (Please Attach)

Rental Cars

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UF faculty and staff can get discounted rates on rental cars for personal and business purposes. The discount code is immediately applied when booking directly through UFGO (for business travel) or the Gator Perks (for personal travel) website.

Graduate students can get the same discounted rates for business purposes only. A staff badge/ID is required upon pick up for employment verification. If not available, a letter from a department chair confirming the employment status of a graduate student can be used.

Your PCard CAN be used to purchase fuel for a rental vehicle (for business use only of course). Reference the rental agreement in on the PCard purchase form.

Travel

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Basic Travel Info

General UF Go travel page

WEC Travel Forms

Important policies to know

Do not pay for gas with a Pcard unless you have a state vehicle or rental. Fuel in a personal vehicle can only be paid through a mileage calculation.
The amount of per diem you can claim is based on your actual travel times. (eg If you are flying, it is based on your actual departure and arrival times.)
You can only get reimbursed for tipping taxi/Uber/Lyft drivers up to 20%.
There are special rules for conferences, see the conference section below.
It is possible to add personal travel to UF travel, see the personal travel section below.
See the A-Z Guide for more

The travel process at UF can be broken down into 3 major steps:

Travel Request
Booking travel
Travel Expense Report (TER, being reimbursed for travel)

Travel Request

Fill out the TRAVEL REQUEST / BLANKET TRAVEL REQUEST FORM

Most of the form is self-explanatory.

Please provide justification for essential travel: Take care to provide a thorough justification of why the travel is needed
- No: field work
- Yes: Travel to field site to collect data and perform maintenance
Chartfield to Charge: You can get this from Glenda if you don’t know it
Benefit to Funding Source: Provide a clear explanation as to how the travel will benefit the chartfield you listed above
- No: field work
- Yes: LTREB data collection for monitoring and forecasting
Meals (Unless travelling internationally): Choose
- Meal rate - Domestic (36.00 Per Day)
- Meal type - Personal Funds
- Estimated Meal Amount - 36*days (this is the maximum, actual amount will be calculated after travel)
International Travel: See INTERNATIONAL TRAVEL to ensure you’re following all the additional guidelines necessary.

WEC Fiscal Staff will email you a copy of report when ready to approve.

You do NOT need to wait for the request to be approved to start booking your travel (unless it is conference travel).

Booking Travel

With few exeptions, you must book all UF-related travel through UFGO’s booking agent.

Log into UFGO (concursolutions.com).
Ensure you already have your profile (top right) set up with your contact info, P Card info, any loyalty programs you are a part of (airline, hotel, car rental), and your travel preferences.
Go to Travel (in the top menu bar).
Under TRIP SEARCH in the left pane, ensure you have selected ‘Business Travel’ and ‘Booking for myself’.
Book flights, hotel and/or rental car all on the same itinerary.
Under Method of Payment, choose AirCard for flights, Pcard for everything else.

TER

Once all your travel is completed and you have all your receipts ready to upload, fill out the TRAVEL EXPENSE REPORT / OUT OF POCKET REIMBURSEMENT FORM

WEC Fiscal Staff will email you a copy of report when ready to approve.
Log into UFGO (concursolutions.com).
Go to Expense (in the top menu bar).
Current reports will be shown in the REPORT LIBRARY. Choose the name matching your notification email.
Check everything carefully and make sure everything is entered correctly.
If everything is correct, click Submit Report.

Conference Travel

The PCard may be used to pay registration fees for conferences, conventions, or seminars. This includes those where the registration fee includes meals or social events. Registration reciepts must be itemized so UF can determine whether meals/social events/lodging are included in the fee or can be charged separately.

Optional events, those with separate fees, cannot be paid via PCard. Optional events must be paid for by the traveler.

Travel Requests, required for all travel relating to conferences/conventions, must be done BEFORE making charges. The Travel Request number must be written on receipts and other supporting payment documentation.

You are welcome to add some personal travel to a UF-related work trip. You will just need to submit the information in your TA and TER. During your entire period of travel, you will need to designate each day as a ‘work’ day or ’non-work’ day. When booking in UFGO, document the itinerary and price for what you would have booked if personal travel were not included, and include this as an attachment in your TER.

University of Florida Benefits

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Postdocs

Health plans

Retirement plan

University of Florida Vehicles

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Non-UF individuals driving UF vehicles

The general rule is that only UF employees can drive UF vehicals.

However, there are several ways to override this default:

Registered volunteers can drive UF vehicles
Individuals contracted through UF can drive UF vehicles if the contract explicitly states that the contracting organization is responsible for providing insurance related to operating the vehicles.
UF has a system for purchasing supplementary insurance for individual vehicles to allow them to be driven by specific identified individuals who are not employees.

Talk to your departmental operations person for (1) (currently Cameron Carter for those of us in WEC). Brian Hunt in Environmental Health & Safety can help with the details in both cases (2) and (3).

WEC Staff

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If something seems is going wrong, especially if you have some scary warnings holding on your tuition and fees status, this is the page for you!

What if I receive a message from the Bursar?

Don’t worry (too much), since that’s something more common than expected. However, you may need to contact Daniel Deep at ganderindan@ufl.edu. He is a great guy, and will try to fix your issues in no time!

What if I am getting worried about travel reimbursement?

Take into consideration that tons of folks are traveling too, and hence delays are normal. The rule of a thumb in this case is to send a reminder email to WECfiscal (WECFiscal@ifas.ufl.edu) a month or so after you sent them your Travel Expense Report. If you don’t receive any answer yet, send another email after two weeks, this time CCing your adviser. Another good advice in this space is to get in touch with Donna Dyer (dkb@ufl.edu). She Has been working here for 30 years, is well prepared, and always useful. Ideally, if you are in office, you better go and talk to her in person: that will solve your problems way faster!

University of Florida Bureaucracy | Weecology Wiki

IACUC - Animal care & use

Important Notes

Register with myIACUC

Forms

Training

AALAS

Responsible Conduct of Research (RCR)

Once Completed

Leave/Vacation

How to request Leave

myUF Market

Guides

myUFMarket

Misc. Information

Pcards

Rules of Use

Getting a PCARD

General Info

Using the Pcard

Temporarily increasing purchasing limit

Submitting a grant proposal

Preparation

Budget

Budget Justification

Subawards

Other

Submission to WEC Grants/DSP

Documents to attach

UFIRST SmartForm

Rental Cars

Travel

Basic Travel Info

Important policies to know

Travel Request

Booking Travel

TER

Conference Travel

Personal Travel Before or After UF-related Travel

University of Florida Benefits

Postdocs

Health plans

Retirement plan

University of Florida Vehicles

Non-UF individuals driving UF vehicles

WEC Staff

What if I receive a message from the Bursar?

What if I am getting worried about travel reimbursement?