OSP Forms and Tools
| Form | Office | Description | Operating Standard and Procedure |
|---|---|---|---|
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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 |
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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. |
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| 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. | |
| 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. | |
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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 | |
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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 |
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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. | |
| OSP | UNC NSF Plan for Safe & Inclusive Workplace. |
| 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 |
|---|---|---|---|
| Online Submission Form – OVCR Request for Gift Cards for Study Incentives | OSP | (4/24/2023 – 6/30/2023) Online submission form for OVCR purchased gift cards for study incentives. |
OSP 500.14 – Cash Advance and Procedure |
| OVCR Request Form for Gift Cards for Study Incentives | OSP | (4/24/2023 – 6/30/2023) Application for OVCR purchased gift cards for study incentives. |
OSP 500.14 – Cash Advance 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. | |
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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. | |
| International Wire Transfer | Finance | Request a wire transfer outside of 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.
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). |