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Form Office Description Operating Standard and Procedure

Budget Revision Form

Note: Clicking the link will automatically download the form to your computer’s download folder. Open the form from within your download folder using Adobe.

OSP

Request a budget revision for all projects. Forms that are electronically signed may use the SUBMIT button in the form to route to OSP. All others must manually submit a scanned copy to SponsoredPrograms@unc.edu.

Click here to access the Computer-Based Training modules in OSP’s Training Library.

OSP 500.19 – Budget Revisions
Facility Use Fee Budget Model (Detailed) OSP Optional budgeting model (detailed budget version) that incorporates facility use fees. To be used with For-Profit sponsors only.
Facility Use Fee Budget Model (Non-Detailed) OSP Optional budgeting model (budget pool version) that incorporates facility use fees. To be used with For-Profit sponsors only.
Graduate Student Fees Allowable on Federal Funding Sources OSP Annual graduate student fees separated into allowable and unallowable on Federal funding sources.


Form Office Description Operating Standard and Procedure
F&A Waiver Request Form (Non-Profit) OSP Request a reduction or waiver of F&A costs on a Non-profit sponsored project. OSP 300.09 – F&A Costs
F&A Waiver Request Form (For Profit) OSP Request a reduction or waiver of F&A costs on a For-profit sponsored project. OSP 300.09 – F&A Costs
Fly America Act Waiver OSP This form is a statement executed by the traveler and/or Principal Investigator (PI) justifying the use of a foreign flag air carrier for travel charged to a federally sponsored project. No Operating Standard or Procedure
IRB Waiver Request OSP Use when requesting a waiver for the required IRB approval when using human research subjects. OSP 300.04 – Pre-Submission Compliance Requirements
IACUC Waiver Request OSP Use when requesting a waiver for the required IACUC approval when using animal research subjects. OSP 300.04 – Pre-Submission Compliance Requirements
Letter of Justification for Change In PI Effort OSP Request a reduction in PI effort. Letter must be signed by the PI and submitted to OSP for prior approval. May also require sponsor prior approval. OSP 600.05 – Effort Reporting
PI Eligibility Waiver Instructions and Template OSP Request a waiver for a Principal Investigator (PI) who does not meet the standard PI Eligibility criteria. OSP 200.03 PI Eligibility   and Procedure

Prior Approval Request Form

Note: Clicking the link will automatically download the form to your computer’s download folder. Open the form from within your download folder using Adobe.

OSP

Request OSP approval to make an administrative or financial revision to an existing project that requires internal and/or sponsor prior approval. Forms that are electronically signed may use the SUBMIT button in the form to route to OSP. All others must manually submit a scanned copy to SponsoredPrograms@unc.edu.

Click here to access the Computer-Based Training modules in OSP’s Training Library.

OSP 500.03 – Prior Approval Requests
Request for Cost-Sharing in External Funding VCR Request cost-share provided by UNC-CH offices and/or departments other than the recipient department. OSP 500.07 – Cost Sharing
Request for Non-Personnel Cost Share OSP Request cost share using in-kind contributions. OSP 500.07 – Cost Sharing


Form Office Description Operating Standard and Procedure
Internal Processing Form (IPF) OSP Request for a proposal submitted via RAMSeS. This does not take the place of the sponsor required proposal. OSP 300.03 – Deadlines for Proposal Submissions to University Offices   and Procedure
Letter of Institutional Commitment to Harassment and Discrimination Protections (NIH) OSP

Required letter of support for all NIH institutional training grant applications with dues dates on or after January 25, 2019.

NOTE: An Onyen is required to open this document.

Project Financial Guarantee Form OSP Request to establish a pre-award spending account submitted via RAMSeS. OSP 400.06 – Pre-Award Spending   and Procedure
Sample Proposal Cover page OSP Sample cover page to use for proposal submissions when requested by the sponsor, but a template is not provided.

SBIR/STTR Subrecipient Letter of Intent

OSP Letter of Intent (LOI) template to use when UNC is receiving a subagreement for SBIR/STTR program. Must be signed by the UNC PI and Authorized Official.
SBIR/STTR Sponsored Research Agreement Template OSP May be used for Small Businesses at time of award to expedite award set-up (only if no revisions received)
COVID-19 Impact Letter to Sponsor OSP Template letter for communicating to sponsors on impact to research activities from COVID-19 and any anticipated length of delays.

Subrecipient Letter of Intent (Incoming)

Note: Clicking the link will automatically download the form to your computer’s download folder. Open the form from within your download folder using Adobe.

OSP Letter of Intent (LOI) template to use when UNC is receiving a subagreement

Subrecipient Letter of Intent (Outgoing)

Note: Clicking the link will automatically download the form to your computer’s download folder. Open the form from within your download folder using Adobe.

OSP

Letter of Intent (LOI) template to use when UNC is issuing a subagreement

Subrecipient Personnel Change – Conflict of Interest

Note: Clicking the link will automatically download the form to your computer’s download folder. Open the form from within your download folder using Adobe.

OSP OSP must track all personnel that are subject to UNC’s Conflict of Interest Policy, which included subrecipients. This form should be used to make any needed updates to subrecipient personnel subject to UNC’S COI.


Form Office Description Operating Standard and Procedure
NIH Other Support Template OSP Revised May 2021, this other support template is for use on all NIH submittals and requests. The updated template is based on new requirements in NIH Notice NOT-OD-21-073 which will be required beginning January 25, 2022. See the UNC Other Support Sample to reference a completed form incorporating the new requirements.
NIH Biosketch Format Pages NIH Biosketches are required in both competing applications and progress reports. This provides instructions, blank format pages and sample biosketches.
NSF-Approved Formats for the Biographical Sketch NSF NSF requires a biographical sketch for each individual identified as senior personnel. Detailed information about the content is available in the Proposal and Award Policies and Procedures Guide (PAPPG), Chapter II.C.2.f.
NSF-Approved Formats for Current and Pending Support NSF NSF requires information on all current and pending support for ongoing projects and proposals. Detailed information about the content is available in the Proposal and Award Policies and Procedures Guide (PAPPG), Chapter, II.C.2.h. Additional training is available here.


Form Office Description Operating Standard and Procedure
Application for the Advancement of Funds Finance Request a cash advance on a sponsored project. Must be signed and submitted to OSP Pre-Audit Team (see team assignments here). OSP 500.14 – Cash Advance   and Procedure
Cash Advance Agreement Finance Outlines the responsibilities of requesting and accepting a cash advance from the University for a sponsored project. OSP 500.14 – Cash Advance   and Procedure
Request for Advance for Purchase of Gift Cards Finance Request a cash advance specifically to purchase gift cards on a sponsored project. Include with Application for Cash Advance and Cash Advance Agreement. OSP 500.14 – Cash Advance   and Procedure
Cash Advance Settlement Cover Sheet Finance Cover sheet to include with cash advance reconciliation documents. OSP 500.14 – Cash Advance   and Procedure
Reconciliation of Cash Advance for Study Subjects Finance Reconcile a cash advance when used to pay study subjects. Included with Cash Advance Settlement Cover Sheet OSP 500.14 – Cash Advance   and Procedure


Form Office Description Operating Standard and Procedure
307.2.1f – Prepaid Card Set Up Form and Agreement Finance Request a cash advance on a sponsored project. Must be signed and submitted to OSP Pre-Audit Team (see team assignments here). OSP 500.17 – Pre-Paid Cards and Procedure
307.2.2f – Prepaid Administrative Tool (PAT) Access Form Finance Request access to the BOA PrePaid Card Management Tool. OSP 500.17 – Pre-Paid Cards and Procedure
307.2.3f – Prepaid Card Reconciliation Form Finance Reconcile a prepaid card not used to pay study subjects. OSP 500.17 – Pre-Paid Cards and Procedure
307.2.4f – Reconciliation of Prepaid Cards for Study Subjects Finance Reconcile a prepaid card when used to pay study subjects. OSP 500.17 – Pre-Paid Cards and Procedure


Form Office Description Operating Standard and Procedure
OSP Invoice Template OSP An invoice template to use when invoicing on Billable Per Unit (BPU) projects.
OSP Deposit Memo OSP The OSP approved and required memo for use when submitting sponsor payments to OSP for deposit.


Form Office Description Operating Standard and Procedure
Dual Employment Request Form Finance Request and certify that an employee has performed work elsewhere and needs to receive payment.
Dual Employment Payment Authorization Finance Request payment for an employee who is from another institution and has performed work at UNC-CH.
Employee – Independent Contractor Determination Checklist Finance Determine if a service provider is an independent contractor under IRS guidelines. OSP 500.12 – Consultants
Faculty/Researcher Separation Checklist VCR Checklist for faculty members who are leaving the University to ensure proper notification to appropriate central offices.

Independent Contractor & External Personnel Questionnaire

Note: Clicking the link will automatically download the form to your computer’s download folder. Open the form from within your download folder using Adobe.

OSP Form used to capture independent contractor data and P.I. confirmation for review by OSP. This form replaces the FCOI Independent Contractor form. OSP 500.12 – Consultants
Outgoing Domestic Wire Transfer Finance Request a wire transfer within the United States and its territories.
Ledger 4 Clinical Trial Date Change Request Form OSP This form requests a date extension or change in date to end date to start the closeout process. This guidance only applies to ledger 4 clinical trials.
SBIR/STTR Administrative Guidance OSP Guidance and process on working with SBIR/STTR programs at UNC
SBIR/STTR Grants: COI Management, Independent Data Confirmation OSP Overview of COI management and review for SBIR/STTR programs
SBIR/STTR Data Confirmation Report OSP Form used to capture investigator independent data confirmation for review by COI Office
COVID-19 Impact Letter to Sponsor OSP Template letter for communicating to sponsors on impact to research activities from COVID-19 and any anticipated length of delays.


Key points from OSP Memo on ServiceNow

  • Launch is July 30, 2019
  • Sending an e-mail to OSPHelp@unc.edu no longer creates a help ticket
  • All requests must be submitted via the new ServiceNow portal
  • Existing help tickets will be resolved in Remedy and not transfer over to ServiceNow

To access the ServiceNow portal, please visit help.unc.edu.

In the field (Please describe your issue below), enter “Route to OSP Help” in the first line.

ServiceNow Issue Description

Use the guide below to then help with providing information needed to comprise a concise request.

For help with your submissions, please email OSPHelp@unc.edu.

 

Award/Project Requests Description Submission Tips
Indirect/F&A Exemptions F&A expenses (indirects) need to be excluded from certain budget account codes (an F&A expense adjustment may also be needed). Include PS Project ID, attachments that clarify exceptions and/or relevant communications describing the issue.
Indirect/F&A Expense Adjustment F&A expenses (indirects) have not calculated according to the awarded rate and an adjustment is needed. Include PS Project ID (more common for projects that converted from FRS to ConnectCarolina).
Project Status Project Status update needed to process transaction (journal, voucher, requisition, PO). Include PS Project ID, transaction ID (if available) and any documentation and/or communication with an OSP Sponsored Projects Accountant or Sponsored Projects Specialist.
Residuals Request for the Residual balance to process a JSR journal (OSP Residual Fund Balance). For budget errors in the journal, see Budget Error Override Requests. Include PS Project ID, Transaction ID (if available).

 

Expense/Reporting Requests Description Submission Tips
Budget Overview Project Information in Budget Overview doesn’t match InfoPorte. Often times this a lag in the system update from ConnectCarolina to InfoPorte, but include the PS Project ID and any screenshots and/or documentation.
Chartfield Changes Requests for chartfield changes such as: Fund, Source, *Account Code, Dept, Cost Code, or Program.

Include the PS Project ID and any relevant transaction IDs that require chartfield corrections.

*For Account Code changes only, submit a voucher account change request form (link) to Disbursement Services.

Cost Share Cost Share expenses are incorrect on the Project. This could be the result of several factors – Include the PS Project ID and any relevant transaction IDs and a clear description of the charges that should or should not be posting as cost share.
InfoPorte Project Information in InfoPorte doesn’t match ConnectCarolina. Often times this is a lag in the system update from ConnectCarolina to InfoPorte, but include the PS Project ID and any screenshots and/or documentation.

 

Budget Error Override Requests Journals, Vouchers, Requisitions, POs Submission Tips
Budget Date Out of Bounds Error occurs because budget end date has passed for the project. Include transaction ID and if the project is past the KK end date, include communication or approval from an OSP Sponsored Projects Accountant.
Exceeds Budget Tolerance Error occurs because the project or budget account is overspent. Include transaction ID and communication and/or documentation about additional funding (or approval from an OSP Sponsored Projects Specialist) or approval from an OSP Sponsored Projects Accountant if the total award/contract is not overspent.
No Budget Exists

Error occurs for various reason, the foremost being an incorrect Chartfield string used.

NOTE – check the fund and source of the Chartfield string in the transaction.

If the Chartfield in the transaction ID is accurate, include the PS Project ID and transaction in your request – this type of override request may take a little longer to resolve than Budget Date Out of Bounds or Exceeds Budget Tolerance.

If no Budget Account is available, a budget revision (link) will need to be processed and that is a request for SponsoredPrograms@unc.edu.

 

Request that should be submitted to SponsoredPrograms@unc.edu.

Request Type Description Submission Tips
Budget Revisions A budget update/revision is needed. Submit Budget Revision form (link).
Budget/Project End Date Change The budget and/or project period end dates are not correct in RAMSeS and/or ConnectCarolina. Include the PS Project ID and any attachments that show the correct end dates and describe the system to update. An OSP Sponsored Projects Specialist will review and make the correction.
eRA Commons Requests Assistance with account creation, password reset, etc. for eRA Commons system. Include first/last name, preferred username and email address, and/or eRA commons ID for password reset.
Indirect/F&A Rate Change F&A rate is incorrect (may also require an *F&A Rate Adjustment, see above for OSP Help request).

Include the PS Project ID and a description for why the correction or extension is requested. An OSP Sponsored Projects Specialist will review and make the correction, if applicable.

*Once the F&A rate has been corrected on the project and if needed, submit a portal request to adjust any incurred F&A expenses to match the correct rate.

KK End Date Change The KK end date needs to be corrected or extended. For KK date extensions on T32 training awards, include the relevant trainee names and trainee end dates as reflected in xTRAIN as supporting justification.
Principal Investigator (PI) Change New UNC PI or PI is changing institutions. Submit Prior Approval Request Form (link).