OSR Forms and Tools - UNC Research

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. Instructions Changes to the Form Questions to Ask	OSR	Request a budget revision for all projects. Forms that are electronically signed may use the SUBMIT button in the form to route to OSR. All others must manually submit a scanned copy to ResAdminOSR@unc.edu. Click here to access the Computer-Based Training modules in OSR’s Training Library.	OSR 500.19 – Budget Revisions
Facility Use Fee Budget Model (Detailed)	OSR	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)	OSR	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	OSR	Annual graduate student fees allowed on Federal funding sources for 2018-2019

Form	Office	Description	Operating Standard and Procedure
F&A Waiver Request Form (Non-Profit)	OSR	Request a reduction or waiver of F&A costs on a Non-profit sponsored project.	OSR 300.09 – F&A Costs
F&A Waiver Request Form (For Profit)	OSR	Request a reduction or waiver of F&A costs on a For-profit sponsored project.	OSR 300.09 – F&A Costs
Letter of Justification for Change In PI Effort	OSR	Request a reduction in PI effort. Letter must be signed by the PI and submitted to OSR for prior approval. May also require sponsor prior approval.	OSR 600.05 – Effort Reporting
PI Eligibility Waiver Instructions and Template	OSR	Request a waiver for a Principal Investigator (PI) who does not meet the standard PI Eligibility criteria.	OSR 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. Instructions	OSR	Request OSR 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 OSR. All others must manually submit a scanned copy to ResAdminOSR@unc.edu. Click here to access the Computer-Based Training modules in OSR’s Training Library.	OSR 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.	OSR 500.07 – Cost Sharing
Request for Non-Personnel Cost Share	OSR	Request cost share using in-kind contributions.	OSR 500.07 – Cost Sharing

Form	Office	Description	Operating Standard and Procedure
Internal Processing Form (IPF)	OSR	Request for a proposal submitted via RAMSeS. This does not take the place of the sponsor required proposal.	OSR 300.03 – Deadlines for Proposal Submissions to University Offices and Procedure
Letter of Institutional Commitment to Harassment and Discrimination Protections (NIH)	OSR	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	OSR	Request to establish a pre-award spending account submitted via RAMSeS.	OSR 400.06 – Pre-Award Spending and Procedure
Sample Proposal Cover page	OSR	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	OSR	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 Offical.
SBIR/STTR Sponsored Research Agreement Template	OSR	May be used for Small Businesses at time of award to expedite award set-up (only if no revisions received)
Subrecipient Commitment Letter (Incoming)	OSR	Letter of Intent (LOI) template to use when UNC is receiving a subagreement. Must be signed by the UNC PI and Authorized Offical.
Subrecipient Commitment Letter (Outgoing)	OSR	Letter of Intent (LOI) template to use when UNC issues a subagreement. Must be signed by the subrecipient PI and Authorized Official.	OSR 500.11 – Outgoing Subcontracts
Sample NIH Other Support Template (All Resources Domestic and Foreign)	OSR	The template provides a detailed list of the required elements for the NIH Other Support that are currently not identified in the NIH’s template forms. Requirements communicated inNIH Notice NOT-OD-19-114.

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 OSR Pre-Audit Team (see team assignments here).	OSR 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.	OSR 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.	OSR 500.14 – Cash Advance and Procedure
Cash Advance Settlement Cover Sheet	Finance	Cover sheet to include with cash advance reconciliation documents.	OSR 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	OSR 500.14 – Cash Advance and Procedure

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.	OSR 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.
Outgoing Foreign Wire Transfer in Foreign Currency Form	Finance	Request a wire transfer outside the United States and its territories.
Outgoing Domestic Wire Transfer	Finance	Request a wire transfer within the United States and its territories.
SBIR/STTR Administrative Guidance	OSR	Guidance and process on working with SBIR/STTR programs at UNC
SBIR/STTR Grants: COI Management, Independent Data Confirmation	OSR	Overview of COI management and review for SBIR/STTR programs
SBIR/STTR Data Confirmation Report	OSR	Form used to capture investigator independent data confirmation for review by COI Office

Key points from OSR Memo on ServiceNow

Launch is July 30, 2019
Sending an e-mail to OSRHelp@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 OSR 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 OSRHelp@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 OSR Sponsored Projects Accountant or Sponsored Projects Specialist.
Residuals	Request for the Residual balance to process a JSR journal (OSR 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 OSR 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 OSR Sponsored Projects Specialist) or approval from an OSR 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 Charfield 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 ResAdminOSR@unc.edu.

Request that should be submitted to ResAdminOSR@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 OSR 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 OSR Help request).	Include the PS Project ID and a description for why the correction or extension is requested. An OSR 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).