1.    Policy Statement

The University of Florida (the “University”) strives to maximize its ability to effectively attract, manage, and steward financial and in-kind External Support (as defined below), while ensuring compliance with laws, regulations, rules, University policies and regulations, and specific terms and conditions of the External Support.  The University’s process for approval, negotiation, accounting, budgeting, oversight, and compliance may differ depending on whether External Support is initially determined to be a Gift or a Sponsored Project (both as defined below). This policy is intended to facilitate the appropriate determination.  

2.    Applicability

This policy applies to all University employees and all External Support. 

3.    Definitions

a.    “Donor” means an individual or entity who makes a Gift.
b.    “DSP” means the Division of Sponsored Programs, University Office of Research. 
c.    “External Support” means financial or in-kind support provided to the University by public or private sources and includes Gifts and Sponsored Programs.  This term does not include other University revenues that are neither Gifts nor Sponsored Programs including, but not limited to, contract revenues, special event revenues, and merchandise sales. 
d.    “Gift” means a voluntary financial or in-kind contribution made by an individual or entity for a charitable purpose without an expectation of direct economic benefit or other tangible compensation from the donee commensurate with the value of the contribution. 
e.    “Grant” means either a philanthropic grant (a Gift) or a transactional exchange (Sponsored Program).
f.    “Sponsor” means an entity, governmental or private, who provides External Support in the form of a Sponsored Program.
g.    “Sponsored Program” means an exchange transaction with a specified statement of work, by a private or governmental entity as the sponsor.
h.    “UFF” means University of Florida Foundation, Inc.

4.    Policy Specifics

a.    External Support should not be classified solely on its title or label, including the term Grant.  While the Donor or Sponsor may label or indicate a type of External Support, the classification will be made according to this policy while acknowledging that the intent of the Donor or Sponsor will be considered. 
b.    Many factors may be considered in the classification process, but one factor alone is generally not determinative except for the following Determinative Factors which will be determinative for initial classification for purposes of acceptance.  Some External Support may subsequently be transferred for purposes of management and oversight.

c.    Other factors may indicate whether External Support should be classified as a Gift or Sponsored Program, although no single factor or combination shall be used to overcome any Determinative Factor or the factors inherent in the definitions of Gift or Sponsored Program.  Any of these additional factors may determine where the funds should be managed, even if they do not determine classification. 

d.    Regardless of whether External Support is classified as a Gift or Sponsored Program, the External Support will be subject to the research review process and the administrative rules and procedures governing all University funds.  Nothing in this policy is intended to supersede the procedures and directives related to the use and definition of University chartfields.
e.    The university will attempt to classify appropriately External Support at the proposal stage, however, it may reclassify the External Support after an award  depending on the conditions set forth in the External Support agreement.

5.    Review and Adjudication

The Vice President for Research and the Vice President for Advancement will confer in the case of inability by DSP and UFF staff to agree on classification of External Support within 30 days after receipt, with the President or designee to serve as the final decision maker. 

Questions

Please direct any questions concerning this policy to the University Office of General Counsel general-counsel@ufl.edu. 

History